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030811 PK APCITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 8, 2011 7;00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Trent Quinlan Robb Edmondson Swaggert Kjolhaug Harhnan B. Review Agenda C. Introduction of New Park Commissioners 2. APPROVAL OF MINUTES A. mark Commission Meeting Minutes of January 14, 2011 (Att.42A) 3. MATTERS FROM THE FLOOR 4. SPORTS ORGANIZATION PROPOSAL FOR PITCHING RUBBERS — (Att. 44) 5. REPORTS A. Report on City Council Meeting B. Update on Grants C. Work Program 2011 — (Att.45C) D. Report on Manor Park Sidewalk and Trail Update E. Update on Summer Activities F. Joint City Council, Park. and Planning Commission Meeting April 5"' at 6:00 6. DETERMINE LIAISON FOR CITY COUNCIL MEETINGS FOR MARCH 14, APRIL 25 AND MAY 23 — (Att. - 46) 7. APPOINT 2011 CHAIR AND VICE CHAIR 8. APPOINT A LIAISON FOR PARK RECYCLING - (Att. - 98) 9. REVIEW CURRENT USER FEE ORDINANCE — (Att. - 49) 10. REVIEW AND RECOMMEND PURCHASE OF PICNIC TABLES — (Att. -# 10) 11. REVIEW AND DISCUSS TOBACCO USE POLICY FOR PARKS AND RECREATION FACILITIES — (Att. -# 11) 12, RECOMMEND TO CITY COUNCIL TO ACCEPT 2011 CONCESSION OPERATION AGREEMENT — (Att. -4 12) 13, NEW BUSINESS A. Global Youth Services April 15 -17 — (Council Member Hotvet) 14. ADJOURN Liaison or Cit Council Meetin S on March 14 - CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, FEBRUARY 8, 2011 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman convened the Meeting at 7:00pm A. Roll Call Present: Chair Norman; Commissioners Trent, Quinlan, Edmondson, i d Swaggert; City Council liaison Hotvet; and Parr Coordinate Afderson 4 �A REPORTS A. Report on Cy Council Meeting Quinlan reported teat Sue Davis, Arctic Fever Chair, gave an update on the annual festival. B. Repari; oa 'Arctic Fever — Park Commission Chair, Jeremy Norman Chair Norman reported`that the Arctic Fever festival had a good turnout, equal if not more than the estimated 500 -800 of last year. He noted that the ski- jouring was well attended, as was the sleigh rides with short lines all day. Quinlan asked how the budget is divided. Chair Norman explained that the budget is used largely to promote the event, as well as for expanding activities and advertising. I PARK COMMISSION MINUTES TUESDAY, FEBRUARY 8, 2011 PAGE 2 OF 4 Anderson interjected that the Arctic fever Ice Princess Tea Party was sold out with a waiting list and will likely be expanded to two teas over two days next year. C. Update on Summer Activities Anderson mentioned that the summer activities are nearly complete and asked the Commission, given the funds that remain in the budget for summer programs, whether they'd like to offset the $180 cost for the Geo- Caching event with Three Rivers Park District in order for this to be a free;14jday program. Chair Norman suggested we contact Three Rivers to see if they wou consider expanding the program to accommodate more children. The Park Commission directed staff to cover the program ed is fro - i the suminef parks budget and check with Three Rivers whether the numbers can be incieaseC' D. Update on the Step To It Program Anderson stated that she had called a meeting that morning wall members of MCE, the Cities of Minnetonka, Shorewood, Excelsior, and Mound to disAss a joint kick -off event for the Step To It Challenge. The kick -off is proposed to take place on Monday eveni� May .9tn at the Minnetor ka High School track beginning at 5:30pm. She noted that TC Bear, of the Twins be jsat the ice'cream social to help us kick -off the program. Anderson encouraged both irk Commissioners aid City Council members to get involved and challenge other communities tog' ',in`the walkrng program and compete for prizes, Twins tickets, and more. She stated that Hennepin County wi 11 be supplying the cities with posters, pdf's, and managing a website for the public to log there walking hours an't conversion activities. 5. APP IN"I' T Vt? PARK "MMISSIONERS TO THE TRAIL COMMITTEE to join the Committee. Though he was willing to step u to join the Committee, Chair Norman urged the volunteers to consider redeftn what a 'really is, whether it is a 4' sidewalk as opposed to an 8' wide trail. He felt that, if the "definition 1veze broadened, the public may find it easier to support. He was U� pleased the City was 00 �rtpking this effort again. Hotvet stated that the Committee would be made up of two members each from the Council, Planning and Park Commissions. In addition, they would be asking residents to join the committee in the coming months after their initial meetings. Quinlan stated that he hoped the City would revisit their connection vision. Edmondson stated that 25 years ago the city began its discussions on trails and it stalled then. He was delighted to be a part of the committee. PARK COMMISSION MINUTES TUESDAY, FEBRUARY S, 2011 PAGE 3 OF 4 6. REVIEW PARK ENTRANCE SIGNS AND MAKE RECOMMENDATION TO CITY COUNCIL Anderson shared the Park Sign drawings and estimates supplied to her by Signsource, as well as, two masonry contract bids for the stonework for the Commission to consider. She pointed out that Signsource would be supplying the aluminum cabinets with the flush mounted letters, while the masons would be constructing the stone bases to coordinate with the ston *, rk at City Hall, Chair Norman asked staff to ensure that we obtained the usual guarantees and warranties from the contractors. While he supported the installation of the four core ,Tark sig,he did not support the construction of the directional sign at City Hall campus using park . funds. H recalled that signage for the City Hall campus was a piece of the original City Heil ipde1 and argued #hat this should not be put upon the ark fund simply because the Council ran out of money for the sighs. ,Fe suggested the Commission consider the trail head and Skate Park old try to ipaintain their cuh*iit bu -dget. Anderson confirmed that originally, the City Fall and direWona�l n y tr�� m ce signs were earmarked by the Council as part of the campus remodel, even though it was abled last fall. Anderson indicated that she could try to go back to each of the how bidders and negotiate a better price, given the entire package deal in an effort to meet their budgdt ap m their irntaact. Trent asked if we could add the Skate Park to the mix ii1 ietl of the City Hall directional. He suggested they place a smaller directional size sign at the Skate ' �instead of Badger or even consider splitting the cost. tie City Hall campus directional sign with the Council. He believed, now was the time to do them all, if possible, in order to package together the best rate and snake theirs all uniform. Edmondson concurred, ackno ! dgi h "g at`4t would- Ise nice to package all of the signs together and get their dank alit C11�Ce, that the official name ofrihe Skate Park is the Southshore Community Park. Trent move, dlnondson se 'nded,recommending the City Council award the aluminum cabinet sign page to Signsource and the stonework to Boorsma Masonry for four parks signs, including Pf "i- an, Ca hcart, Silverwood, and Manor, as well as two smaller directional signs for the FreeMA Park trailhead and Southshore Community Park subject to the vendors keep within our $30,00;0 °`budget. Motion passed 510. 7. NEW BUSINESS Quinlan stated that at the January City Council meeting, council members suggested the Commission look into the hockey rink situation.. Hotvet indicated that, as a hockey coach, she was told that MYNA has chosen not to use Shorewood outdoor ice because other cities do not charge user fees like Shorewood does. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 8, 2011 PAGE 4 OF 4 Anderson stated that Shorewood is not the only City that charges user fees and that she can supply the Commission with a list of neighbors mid their rates. She said the organizations like to use this same complaint to all of the cities. Chair Norman maintained that the City should have a free skate rink at Freeman Park. We have a beautiful warming house that is not used at all and all of our other free skate rinks are very small. Hotvet suggested we consider a speed skating oval. She wondered if wp should eliminate the user fee or find out at least how other cities bundle the fee. Chair Norman asked staff to bring the subject up to Administrate r Heck ab out ; adding a free skate ice surface to Freeman. 8. ADJOURN Swaggert moved, Quinlan seconded, adjourning the Park Col. Meeting of February 8, 2011, at 8:10pm. Motion passed 510. RED Kri Rec CITY OF 5755 Country Club Road -, Shorewood, Minnesota 55331 •952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood,mmus * cityhalloci.shorewood.mn.us To: Park Commission From: Kristi Anderson --- CRR Twila Grout — Park Secretary Date: March 3, 2011 Re: Request for Pitching Rubbers During the Spring Sports Information Meeting on March 2 the softball field user groups brought up a request for the purchase and installation of pitching rubbers for fields 4 --- 5 — 6 at Freeman Park. Several of the organizations voiced concerns with regard to the safety of the current mound system and various pins that need to be re- installed, All of the users were asked for their input and agreed that these were necessary repairs and volunteered as a group to coordinate the installation with the City of Shorewood. Staff suggested they send a representative to the upcoming Park Commission meeting and share their request, concerns, and solutions. Kris lchimura, of the Rebels fastpitch team, emailed the information below including an example of the movable pitching rubber unit they propose: To have them installed on all 3 fields( FF 4,5 & 6) would require 9 mounts(red unit) and 3 pitching rubbers,I per field. There are several versions of these available and quality is directly reflected by price. Costs range from $42.00 per unit to $95.00 +. The $95.00 units are priced as both mount and rubber, Kris is contacting a wholesaler to get the pricing on the in ground 1110unt assemblies. There are 3 methods of installation available, his recommendation is to individually mount each base to facilitate easier repair /replacement if there is a problem. Installation could be done by volunteers, several of whom have done the installs before within the association. Kris was confident that between their group and the other associations they would be willing to perform the install and cover the costs for the update. Kris indicated that the change to the fields is being requested because of changes in rules that have gone into effect as of the summer season of 2010. They affect fastpitch softball teams from l0u- I Su. age groups, Making the pitching rubbers removable makes the fields more usable by all age groups as well as safer. Gordon Lindstrom of adult softball concurred, noting that for the men's league who pitch at 47' this would eliminate the pitching rubbers in front of the pitcher. STAFF RECOMMENDATION: Staff recommends that the Park Commission discuss the request for pitching rubbers and consider making a recommendation to the City Council to allow the sports organizations to purchase and install the new rubbers during clean -up weekend in April. The Commission may wish to consider contributing to or sharing the cost as proposed by Kris lchituura at its Park Commission meeting. 1 0 2011 Work Proaram N, °� pr o Freeman Play Equipment Freeman Park Picnic Bldg. Insp. Joe will be :Shelter Re -roof working on (2111). Cs�Ct�t'� Work with Public Works on Replace swing set and. suitable location, need to move closer to the ti?f:tot: determine size of swing for clear zone (2111). dad °'` er Warming house rehab Kristi met w /Joe and Larry to discuss pain ting/sidewalklre- tamping (2111). � 5Me Park . . bid on 515 - no bfdslquotes recd. /LB researching why - James sent specs to co. on 5125 - -- -6125 ,lames never heard back, LB working w/Westonka - 813 contr. In reviewing plans talking to JP and JL, 8/19110 - State is reviewing 9/27/10 Awaiting final approval by state. Larry is working wlplumber last Drinking Fountain 2 wks (11110);(12/10)LB found out that the plumber did not order the parts, hence they stated the high costs of the parts were to expensive for them to cover as they are a small company. So staff is ordering the parts. P. W. not able to complete in Blacktop surface 2010 due to being short handed (9129110) - Kristi is eking w /contr. To see if they can complete. (2/11) Aft Par Picnic Tablas 10 -15 - To Kristi will order same tables Arrive @ P.W. as last yr. (2111) 1 -2 Tot pieces - Install I Perform Study On Hold until 2012 Trail Connection to LRT Trail Committee has been formed. Entry Signs for Park. facilities Kristi is working on. (2/11) CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 Pax: 952- 474 -0128 + www.ei.shorewood.mmus o cityhall@ci.shorewood.mmus To: Park Commission From: Twila Grout — Administrative Assistant Kristi Anderson - CRR Date: February 25, 2011 Re: Determine Liaison for City Council Meetings for March, April and May Listed below are the dates of the City Council meetings for March, April and May. March 14th - Will be reporting on Park Commission meeting of March 8th. April 25th - Will be reporting on Park Commission meeting of April 12th. May 23rd - Will be reporting on Park Commission meeting of May I Oth. Once the commission has determined who will be the liaison to the above meetings a schedule will be made and distributed to the Park Commission. LM CITE' OF SHOREWOOD 5755 Country Club Road o Shorewood, Minnesota 55331 •952 -474 -3236 Fax; 952- 474 -0128 e www.ci.shorcwood.mn.us • cityhall @ci.shorewood.mn.us To: Park Commission From: Julie Moore, Recycling and Communications Coordinator Date: March 3. 2011 Re: Recycling in the Parks The City received a sizable grant to establish recycling in all city parks beginning this summer, This will include the purchase of a number of recycling containers to be placed next to garbage cans currently in the parks. In order to snake sure the Park Commission is involved in the decision malting and information process, I am interested in one member of the commission working with me to make decisions on containers which will be used in each park. We can decide to use the same container in each park, or try different containers in different areas. I would like to begin work on this purchase as soon as possible and am flexible with meeting times and days. Below is information for the new commissioners that was provided last March to the commission regarding this grant. Please feel free to call or email me if you have any questions: 952.960.7906; rIlooreri,,,c i. short wood..ill us . "The City of Shorewood has received a grant for park recycling from Hennepin County in the amount of $13,905. This grant will cover the cost of containers for all Shorewood parks and the cost of a part time /seasonal employee for the remainder of summer 2010 and for summer 2011 to assist with the collection and review of materials. I have attached a picture of one of the containers that the park commission looked at a few years ago when we started looking into park recycling. These containers would be placed next to the green garbage cans that are already in our parks. We will also look at a variety of nice containers that will go next to our picnic shelters. The grant will not cover the portion that contains garbage should we decide to go with a half garbage -half recycling container that we had previously looked at, so I will look for some options to present to the park commission at a future meeting. We do not have all of the details of the grant from the county at this time, but I wanted to let you know about the progress thus far. I will keep you posted as I receive additional information." CITY OF SHOREWOOD IbQ 5755 Country Club Road • Shorewood, Minnesota 55331 •952 -474 -3236 Fax! 952- 474 -0128 • www.ci.shorewood.mmus • cityhall@ci.shorewood.mn.us To: Park Commission From: Kristi Anderson -- CRR Twila Grout — Park Secretary Date: February 23, 2011 Re: Field User Fee Comparison At the previous Park commission Meeting, City Council liaison l iotvet asked staff to investigate whether other cities charge their sports organization a `user fee' for field space. Currently, the City of Shorewood attaches a $10 per person /per season `user fee' to the rosters provided by the Sports Organizations each season to Delp offset minimal maintenance costs for the fields, administrative needs, and facility improvements/ Staff contacted many neighboring communities to learn how they pass along these costs, while all cities charged tournament fees, see below with regard to season user fees: Plymouth : Charges $10 per person /per season. Tournaments & camps /clinics are charged a separate field rental fee Maple Grove: Does not charge a riser fee Shakopee: Charges a $17 per participant/per season fee Chanhassen: Does not charge a user fee Golden Valley: Charges $5 per player (resident) fee per season / $10 non - resident participant fee Tonka Bay: Does not charge a user fee Victoria: Does not charge a user fee but charges the organizations a $25 per day field maintenance fee for chalking games Minnetonka: Field Use fees, depending on particular field being used and whether they are 50% more or less made up of residents -- fees vary from $10 per field use up to 2 hrs at Gro -tonka to $SO per use at Big Willow Apple Valley: $5.00 per field per day for an organization Burnsville: the athletic associations are charged the equivalence to cover 2 part -time seasonal employeses of @ $9,000 and a portable toilet fee of $4,000 annually #9 Eagan: $100 per travel soccer team; $25 for practice per season; $15 Pg ame for bb /sb Edina: $1.0 per player per season for all sports Eden Prairie: only tournament fees Farmington. $9.00 per player /per season fee Inver Grove Heights: $10 resident participant fee per player per season /$15 non- resident Lakeville: $5.00 per player per season fee South St Paul : $8 resident/ $12 non- resident fee per player per season STAFF RECOMMENDATION: Staff recommends that the Park Conimission review the attached User Fee Ordinance and discuss whether they feel it is warranted, adequate, or should be modified. CITY OF SHOREWOOD RESOLUTION NO. 02 -004 A RESOLUTION ADOPTING THE 2002 FEE SCHEDULE AND SETTING LICENSE, PERMIT, SERVICE CHARGES, AND MISCELLANEOUS FEES WHEREAS, the fees that residents shall pay to the city for the licenses, permits, services charges and miscellaneous fees shall be determined from time to time by the Shorewood City Council; NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood that the 2002 Fee Schedule is adopted in its entirety including certain fees to be set as follows: Item Fee Mailing Labels (a list of all residents' addresses printed on mail labels) $35 Park Use Fee: Organized sports per participant, per sport, per, season $10 ADOPTER BY THE CITY COUNCIL OF THE CITY OF SHORE OOD this 8th day of January 2002. n . f WOODY LOVE, MAYOR �($ ¥< � (� � HE ePOO � � e� � E � %¥ ~�} � � � � � � \ . r� a� L X CL >, 2 a) a a 'm n n ta r-' tU E 4? O i CL E a.+ . 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Hurm, City Administrator FROM: Lary Brown, Director of Public Works DATE: February 1, 1999 SUBJECT: Park Cost Breakdown Attached are calculations regarding the costs for operations of the parks. The following is a brief description of the definitions of "Base Costs," "Above Base Cost," and "Irrigation Costs." "Base Costs" include the following: • Mowing • Weed Control • Trash Pickup • Aeration • Park Equipment (amortized over the service life of the machine) • General Turf Care These costs apply to all of the turf areas of the park that are maintained on a regular basis. "Above Base Costs" include the following items: • Draggiing/Grooming Ballfields • Equipment Specific to Ballfrelds • Materials • Fencing and Fence Repairs "Irrigation Costs" include the cost of the water used, costs to operate'the pumps for irrigation, and associated annual repairs. I will present these costs to the park Commission during the regularly scheduled meeting. t:.�,1: Summary Table - Ballfield Costs Summn of Calculated Costs Base Costs /Ac. S 1,697 per yr. Above Base Cost/Ac. S 827 per yr. Irrigation Costs /Ac. S 967 per yr. Above Base Cost/Ac. S 2,550 per yr. Little League /Softball/Baseball Soccer Table 1 Summary of Association Contributions Association 1997 1998 Tanka United Soccer $ 3,000 S 3,500 Little League $ 3,000 S 3,500 Mtka Adult Softball S 3,000 S 1,170 Table 2 Association Costs Grand Above Irrigation MCES Total Area Base Total Parr Description (Ac) Cost/'Yr. Base/Yr. Cost/Yr. Services Cost/Yr. CostlYr. Badger Football 1.60 $ 2,715 $ 1,323 S - S 232 S 1,555 S 4,270 Freeman Field 1 Field 2 1.18 2.44 S2,002 S4,140 S S 976 2,018 S.. - S- S S 232 232 S 1,208 S 2,250 S S 3,210 6,390 Field 3 1.18 S2,002 I S 976 S 1,141 S 232 S 2,349 .S 4,352 Field 4 Field 5 Field 6 2.22 2.22 2.22 $ 3,767 $ 3,767 S 3,767 S S $ 1,836 1,836 1,836 32,147 S2,147 $2,147 S S S 232 232 232 S 4,216 S 4,216 S4,216 S S S 7,982 7,982 7 Soccer 2.06 $ 3,495 1 S 2,550 S 1,993 $ 232 S 4,775 S 8,270 Manor Field 1 1.18 S2,002 S 976 S - S 232 S 1,208 S 3,210 C ** Field 1 1.18 S 1,101 $ 976 S - S 232 S 1,208 S 2,309 I Notes * *Cathcar t Adjusted to 55 %Base due to shared expense Chanhassen Table 1 Summary of Association Contributions Association 1997 1998 Tanka United Soccer $ 3,000 S 3,500 Little League $ 3,000 S 3,500 Mtka Adult Softball S 3,000 S 1,170 Table 2 Table 3 Summa of If ockey Costs Pant Description Cost/Yr. Badger Broomi.n&/Groorning $ 6,000 Utilities S 93 5 Biff Rental S 225 MCES Services S 360 Maintenance Bldgs S 250 Shelter Rental S - Subtotal S 7,770 Freeman Broorning/Grooming S - Utilities S Biff Rental S - MCES Services S - Maintenance. B ldgs S - Shelter Rental S - Subtotal S - Manor Broorning/Grooming $ 6,000 Utilities S 244 Biff Rental S 225 MCES Services S 3 ) 60 Maintenance BIdgs S 250 Shelter Rental S - Subtotal S 7,079 Silverwood Brooming/Grooming S 6,000 Utilities S - BiffRental S 225 MCES Services S 360 Maintenance Bldgs S - Shelter Rental S - Subtotal S 6,585 Cathcart Broorning/Groorning S 6,000 Utilities S 664 Biff Rental S 225 MCES Services S 360 Maintenance Bldgs S 250 Shelter Rental. S 2,200 Subtotal S 9,699 Table 3 Summary of Other Costs Park Description Cost/Yr. Crescent Beach Beach Maint $ 1,240 MCES $ 3,400 Subtotal $ 4 Christmas Lake Acc. 1 Biff $ 813 Maintenance $ 1,240 Subtotal $ 2,013 Table 4 "A more detailed look at the calculations" Cr 1 7 Shorewood City Of Base Cost Breakdown Base Park Costs Descr�pt�or� Annual Cost Mowing & Routine Turf Maint Labor $ '17,333 ". Seasonal Help $ 10,400 Weed Control _ Contractual $ . ,<.3,000 Chemical Supplies' S 350 Trash Pickup Routine Pickup Labor $ 6,300 Aeration of Turf Areas 3 times per year $ 3,000 Equipment „ Park Truck $ 3,429 Groundsmaster $ 2,037 Groundsmaster S 2,037 Groundsmaster S 2,037 Walk Mower $ 167 Ford Tractor S 6,005 Equipment Trailer S 308 John Deere AMT $ 745 General Turf Care Seeding, Topsoil, etc $ 16,000 Total Base Cost $ 73,148 per year Area of Turf Maintained Park Badger Freeman Manor Silverwood Cathcart Park Total Area Area (Acres) 7.25 28 -69 3.78 Note: Area of Cathcart Park has been adjusted from actual 0.82 area of 4.65 acres for ".base Cost" calculations since 2.57 Chanhassen shares 45 percent of base costs. 43.11 Resultant Base Cost per Acre of Turf Maintained Total Base Cast S 1,697 ep r acre Total Area per year Above Base Costs Softball Fields Description Annual Cost Dragging Ballfields Labor S 6,000 Equipment Sandpro S 770 Materials Ag Lime 225 tns/yr. $ 2,185 Bases & Misc, $ 300 Fencing & Repairs Msc, S 1,200 Total Above Base Cost $ 10,455 Total Softball/Little League/ $ 12.64 ac Field Area Resultant Above Base Cost per Acre Softball- Little Leagu Total Above Base Cost $ 827 en r acre .Based on total balleld area Total Area per year of 12.64 acres Above Base Costs Soccer Fields Mowing Additional Labor S 2,550 Additional labor due to nets and goal anchors Irrigation C osts Description Annual Cost Irrigation Water Use $ 7,025 Based on 4.8 million gallons used Repairs $ 2,000 per season Electrical Costs Pumps S 551 Total Irrigation Cost S 9,576 tn Resultant Trriation Cost_per Acre Total Above Base Cost 967 ear ac res Based on total irrigated area Total Area per year of 9.90 acres FUND: 101 DEPARTMENT: Parks & Recreation DEPT 45200 BUDGET Actual Actual Budget YTD Sept Requested Proposed Adopted IT 2001 2002 2003 2003 2004 2004 2004 Staffing 86,170 110,551 115,683 86,422 120,862 120,862 120,862 Supplies /Materials 11,233 10,367 20,600 7,212 20,600 20,600 20,600 Support Services 28,736 39,197 63,300 33,818 64,200 64,200 64,200 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 1,077 291,678 500 0 375 375 375 Transfers 10.000 213,700 63,650 0 15,000 15,0.00 15,000 T TOTAL. 137,21 665 493 263,733 127.452 221,037 221,037 221,037 SERVICE INDICATORS: Acres of maint park 95.80 95.80 95.80 95.80 95.80 95.80 No. of ballfields 221,037 - Program Revenues Softball 3 3 3 3 3 3 Baseball 5 5 5 5 5 5 No. of shelters 4 4 4 4 4 4 No. of hockey rinks 2 2 2 2 2 2 No. of skating rinks 3 3 3 3 3 3 Miles of Trails 2.75 2.75 2.75 2.75 2.75 2.75 Cost of maint per acre 1,073 1,327 1,338 1,392 1,392 1,392 No. of times rinks are Full time: cleaned & resurfaced 80 80 80 80 80 80 No. of picnic tables 45 45 45 45 45 45 No. of Tennis Courts 4 4 4 4 4 4 { N I AT Expenditures 137,215 665,493 263,733 127,452 221,037 221,037 221,037 - Program Revenues Sports Organizations 12,000 Tonka Bay - Beach 500 Transfer from Trail Fund 3,000 Capital Levy 10,000 Levy Dollars - Maint. 137 215 665 493 238 127 221,037 221 221 STAFFING: Full time: Lt Equip Oper /Foreman 1.60 1.60 1.50 1.50 1.50 1.50 1.50 Clerical .25 .25 .25 .25 .33 .33 .33 Part time: Clerical -- -- -- -- Seasonal: Summer 2.00 2.00 2.00 2.00 1.00 1.00 1,00 Winter (rinks) 10.00 10.00 10.00 10.00 10.00 10.00 10.00 FUND: 101 General DEEABIME N € I Maintain City parks, trails & beaches to ensure safe DEPARTMENT: Parks & Recreation and enjoyable recreational amenities, and coordinate recreational opportunities for City residents of all DEPT NO: 45200 ages and physical abilities DESCRIPTI_ N OQ�F.._ACTIVITY The department is responsible for the maintenance of all City parks, including playgrounds, ballfields, trails, ice rinks, buildings and other play areas, Winter ice skating, and summer recreation programs are coordinated within this department. - Continue promoting the benefits of investing in Shorewood parks, and develop support for funding operation and park improvements - Identify needs and assist the Shorewood Parks Foundation in coordination of fundraising efforts (to replace diminishing park dedication fees). HTS / DOW M Staffing: includes step increases Part time includes Park Commission Secretarial Seasonal includes Summer employees and Winter Rink Attendants supplies/Materials: Small tools Maintenance to park equipment and buildings Rock., black dirt, gravel, sand, fertilizers, seed for parks Support Services: Park Coordinating Services Contracted weed control in parks Park utility and telephone charges Rental of portable toilets Contribution to Senior Recreational Program Services Charaes & Fees: Capital Outlay: Transfers: 2414 Sports Organization Season Sports Organization Field Time # players User Fee Foot Early Sept -Late Oct. 303 $3,030 Babe Ruth Fall League Mid Aug. -- Early Oct. 94 $940 STLL fall League Mid Au . — Early Oct. 200 $2,000 Hockey Jan -Feb 11 $110 STLL Mid April — Mid July 318 $3,180 Mtks Girls Softball Mid April -- Mid July 72 $720 Tonka united. Soccer Mid April — Mid July 1,247 $12,470 Adult Softball Late April — Early July 391 $3,910 Minnetonka Lacrosse Mid April — Mid July 104 $1,040 MN Rush. Fastpitch Mid April --- End. July 11 $120 Rebels Fastpitch Mid Ap ril — End July 11 $120 MN lce Fast Assn Mid April — End July 23 $230 Sout Tonka Babe Ruth 1 Mid April — End July 198 $1,980 TOTAL $29,850 CITY OF 5755 Country Club Road • Shorewood, Minnesota 55331 •952 -474 -3236 Fax: 952 -474 -0128 e www.ci.shorewood.mn.us • cityhall @ci.shorewood.mmus To: Park Commission From: Kristi Anderson — CRR Twila Grout — Park Secretary Date: February 25, 2011 Re: Picnic Tables In 2010 the Park Commission directed staff to collect quotes for the purchase of picnic tables to replace /supplement the current aging inventory of tables in the parks over the next several years. Within the 2011 CIF, the Commission once again allocated $7,000 to purchase additional tables. Staff contacted Midwest Playscapes, the manufacturer who provided. the tables last year, and asked for a new quote. Public Works Director Brown indicated that he would prefer all 6' rectangular tables as opposed to the ADA 8' style in particular this year. Similar to the quantity estimated last year, Midwest Playscapes can provide the City of Shorewood with 1 1 tables, including freight and sales tax for under the allotted $7,000. STAFF RECOMMENDATION: Staff recommends that the Park Commission recommend the City Council award the purchase of 11 Xecent 6' picnic tables from Midwest Playscapes in the amount of $6998.18 0 Telephone: 9 5 2- 3 6 1 - 3 5 0 4 Fax: 952 -361 -3549 Tall Free: 800 - 74 7- 1 452 vwr W x w m l a w e s r p t a: y s c a p sa s C CA m -mail: playscapes@earthlink.net bp ra .......... ............ ... _. Project: City of Shorewood Phone: 612- 743 -4124 Contact: Vsti Anderson Ship To: Shorewood Public Works 24200 Smithtown Road Shorewood, MN 55331 Email: commrecresources (),mchsi.com Shipping Contact Name: Fax: Bill To: Shorewood City Hall 5755 Country Club Road Shorewood, MN 55331 Date: 2/24/2011 Qty Design /item # Description Total Xccent Picnic Tables 1 1 1000 -06 6' Rectangular Picnic Tables #1000-06 (Powder Coated Frame) 6,248.00 Subtotal $ 6,248.00 Freight $ 300.00 Sales Tax $ 450.18 -WJ Total $ 6,998.18 NOTE: Customer is responsible for unloading and assembly. NOTE: UNLESS OTHERWISE NOTED, prices shown are material only. They DO NOT include: assembly, installation, border safety surfacing, drain tile, geotextile fabric, removal of existing equipment, site preparation, excavation or site restoration, unloading of equipment, disposal of packaging material, storage of equipment, additional insurance and bonding would be extra, unless otherwise stated above. if playground equipment or materials are stored off site, customer is responsible for transporting equipment to job site Prices firm for 30 days, subject to review thereafter. Our terms are net 30. A finance charge of I. J % ivill be imposed on the outstanding balance unpaid for- more than 30 days after the shipment of materials. Once customer has signed quotation, your order cannot he changed or canceled. Please allow 3 to 4 weeks, for delivery after receipt of order. Slandard manufacturing design, spectftcation, and construction apply unless noted oiherivise. Customer is responsible for the identification (?fall underground utilities Area must he accessible to Bobcat and other equipment necessary for installation or additional fees *ill be charged. Freight quote is lased on customer unloading equipment and checking in all equipmeni for any missing parts. If product is refused liy customer upon delivery for any reason (unless damaged), without tnrior authorization from Midwest Playscatnes. Inc., the customer agrees to nav Z0% restockine fee plus freight charges. If ive can be of Other 4ssisfance, please feel free to contact us. Signed: Mike Korth Accepted Date: Printed Name: CITY OF 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 Fax: 952 - 474 -0128 • www.ci.shorewood.im.us e cityhall @ci.shorewood.mn.us To: Park Commission From: Twila Grout — Administrative Assistant Kristi Anderson - CRR Date: February 28, 2011 Re: Park Agenda Item 11— Review and Discuss Tobacco Use Policy for Parks and Recreation Facilities Council Member Hotvet inquired with City Administrator, Brian Heck if the park signs are replaced, will the signs include a statement prohibiting smoking in the parks. The Park. Commission has not discussed tobacco -free parks in the past. Attached is information on tobacco -free parks and the park code. Chapter 902 the parks code states the following and is also attached for your review: No person in a city park or recreation area shall: Subd. 9 -- Liquor. Use or bring alcoholic beverages, including beer; Subd. 10 -- Drugs. Use or bring illegal drugs; Staff has done some research to share with the Park Commission. Tobacco -Free Youth Recreation has information on tobacco -free parks. You can partner with recreational organizations in the community to create tobacco -free environments. Mini - grants are available to Hennepin County youth groups. Attached you will find two maps and a model resolution. The maps show tobacco - free parks and recreational facilities in Minnesota. As of December 2010, there are 11.8 city -owned parks that are tobacco -free policies. These attachments are from the Tobacco -Free Youth Recreation website, www.tobaccofreeparlcs.org. The City of Minnetonka established guidelines for tobacco use this year. Their tobacco -free zone signs will be placed this spring. The established guidelines for the use of tobacco in the parks, designating all city maintained swimming beaches, youth - oriented outdoor facilities and playground structures as tobacco -free zones. Tobacco use in any form is prohibited within 50 feet of these facilities. If someone violates the policy they will be asked to leave the designated area. #11 Plymouth has a tobacco -free policy for parks and recreation facilities. Tobacco products are not allowed in city owned areas such as park land, parks and recreation facilities, open space and joint city /school district properties, the exception is within the confines of a vehicle that is in a designated parking space. Minneapolis parks expanded their tobacco policy last summer. Tobacco products are not allowed within any owned or leased building; within 100 feet of the entrance of any owned or leased building, inside the designated perimeter or within 100 feet of any playground, beach., wading pool or water play area; within the bleachers or stands or within 50 feet of any youth athletic field or youth athletic contest; at any permitted event (they may apply for a waiver to this policy). Violators will be asked to leave the designated tobacco -free area or program.. Orono has a tobacco -free policy where tobacco is prohibited in the parks. They have signs posted "Tobacco -Free Grounds ". Which ineans playgrounds, picnic areas, garden areas, beach, bike or walking paths, trail, nature preserve, green space, sports fields or other recreational open space area is tobacco -free. Staff is looking for direction on how to proceed. Does the park commission want staff to prepare an ordinance amendment banning or restricting the use of tobacco products in the parks. CHAPTER 902 PUBLIC PARKS AND RECREATION AREAS Section 902.01 Purpose 902.02 General regulations and rules of conduct 902.03 Animals in park and recreation areas 902.04 Vehicle restrictions 902.05 Additional rules for use of park and recreation facilities 902.06 Use of recreational facilities by athletic associations 902.07 Discrimination in parks 902.08 Application of provisions to city employees 902.09 Administrative rules and regulations 902.10 Violation 902.01 PURPOSE. The purpose of this chapter is to regulate the use of and to provide uniform rules of conduct for city parks and recreational areas in the city. (1987 Code, § 902.01) 902.02 GENERAL. REGULATIONS AND RULES OF CONDUCT. No person in a city park or recreation area shall: Subd. 1. Closing hours. Enter or remain in any park between the hours of 10:30 p.m. and 6:00 a.m. unless the person is participating in an organized activity authorized by the city; Subd. 2. Overnight use. Set up any tent, shack or other temporary shelter in any park, nor shall any person leave any property, including, but not limited to, vehicles, campers and trailers in any park between the hours of 10:30 p.m. and 6 :00 a.m. without the written permission of the City Administrator/ Clerk; 902 -1 902.02 Shorewood - Public Right-of -Way and Property 902.02 Subd. 3. Tampering with city property. Deface, destroy, tamper with, injure or remove any city property, including, but not limited to furniture, structures, vegetation, signs or soils; Subd. 4. Littering. Scatter or litter the grounds or any take, pond or watercourse within or draining into a park with any form of trash, but shall place the material in the proper receptacles where these are provided. Where receptacles are not provided, all the trash shall be carried away from the area by the person responsible for its presence; Subd. 5. Fires. Start a fire, except a small fire for cooking purposes in a designated area and then only in a fire ring, grill or portable stove or fail to fully extinguish a fire; Subd. 6. Sales. Sell or conduct any commercial enterprise unless authorized by written permit from the City Council; Subd. 7. Handbills and advertisements. Paste, affix or inscribe any handbill, poster or sign or distribute handbills, circulars or announcements of any kind for a commercial purpose, unless authorized by written permit from the City Council; Subd. 8. Gamble; Subd. 9. Liquor. Use or bring alcoholic beverages, including beer; Subd. 10, Drugs. Use or bring illegal drugs; Subd. 11. Glass containers. Bring any glass containers; Subd. 12. Use of restrooms. if over five years of age, use any restroom or washroom designated for use by the opposite sex; Subd. 13. Weapons and fireworks. Without a state permit, bring any firearms, air rifle, BB gun, sling shot, explosives, fireworks or devices capable of discharging blank ammunition into any park; Subd. 14. Use of toys and equipment. Ride, propel or use any equipment or toy in any public park in a manner as to interfere with or endanger any pedestrian; Subd. 15. Improper conduct. Appear nude, commit any nuisance or use threatening, abusive, insulting, obscene or indecent language or act in an indecent, lascivious or improper manner or do any act which constitutes a breach of the public peace; Subd. 16. Harassment. Harass any visitor or behave in a reckless manner which would endanger any visitor's property; 902 -2 902.02 Public Parks and Recreation Areas 902.04 Subd. 17. Disobey city officials. Disobey any reasonable order or direction of any city employee, law enforcement officer or other person designated by the City Council or Park Commission to give the orders or directions. (1987 Code, § 902.02) (Ord. 140, passed 2 -14 -1983; Ord. 266, passed 1 -25 -1993) 902.03 ANIMALS IN PARK AND RECREATION AREAS. No person in a city park or recreation area shall: Subd. 1. Kill, trap, hunt, pursue or in any mariner disturb or cause to be disturbed any wildlife; Subd. 2. Bring any dog, cat or other animal unless caged or kept on a leash not more than six feet in length; Subd. 3. Permit any animal to disturb, harass or interfere with or endanger any visitor or visitor'.s property or tether any creature to a tree, plant, building or park equipment; Subd. 4. Permit any animal to enter unauthorized areas. Unauthorized areas are active play areas, picnic areas and park buildings; Subd. 5. Release any insect, fish, animal or other wildlife or introduce any plant, chemical or other agent potentially harmful to the vegetation, water supply or wildlife of the area; Subd. 6. Ride a horse, except with prior approval from the city; Subd. 7. Permit any domestic animal to defecate in or upon public property. The owner or person having the custody or control of the animal shall be responsible for immediately cleaning up any feces of the animal and disposing of the feces in a sanitary manner. (1987 Code, § 902.03) (Ord. 140, passed 2 -14 -1983; Ord. 334, passed 4 -27 -1998) 902.04 VEHICLE RESTRICTIONS. Except police officers or duly authorized and uniformed snow patrol personnel in performance of their duties, no person in a city park or recreation area shall: Subd. 1. Drive or park a vehicle, except an authorized or emergency vehicle, on any turf or other area not designated for parking or travel; Subd. 2. Wash, grease, dismantle, repair, change or deposit the oil of a vehicle anywhere in a park or recreation area; 902 -3 902.04 Shorewood - Public Right -of -Way and Property 902.05 Subd. 3. Operate a motorized vehicle except on marked trails during times designated by the City Council and /or Park Commission; Subd. 4. Operate any watercraft within designated swimming areas; Subd. 5. Operate a motorized vehicle in excess of 15 miles per hour; Subd. 6. This section does not prohibit the operation of any manual or motorized wheelchair as defined by M.S. § 169.01, subd. 24A. (1987 Code, § 902.04) (Ord. 246, passed 10 -28 -1991; Ord. 294, passed 9 -12 -1994; Ord. 364, passed 6 -26 -2000) 902.05 ADDITIONAL RULES FOR USE OF PAIN AND RECREATION FACILITIES. The following are additional rules pertaining to the use of public tennis courts, use of waters located in city parks and use of public skating rinks. Subd. 1. Public tennis courts. No person shall: a. Be allowed on any tennis courts while wearing street shoes; b. Be allowed to make use of the tennis courts except for playing tennis; c. Use a tennis court for longer than 60 minutes when other tennis players are waiting to use the tennis court. Subd. 2. Swimming in park waters. a. No person shall swim except at designated areas; b. No person shall swim beyond buoys marking the limits of the swimming area; c. No child under ten years of age shall be allowed at a designated swimming area without competent supervision; d. Any person swimming at a public beach when a lifeguard is off duty swims at his or her own risk. Subd. 3. Public skating rinks. a. Skating areas shall be posted for "hockey or "free skating; GI4YE -11 December 2010 = City -owned parks with a tobacco - free policy (118 policies) = County -owned parks with a tobacco -free policy (5 policies) All city -owned and county -owned parks have a tobacco -free policy (1 policy) = Three Rivers Park District = Native American Reservations (1 policy) = See Metro Map for policies in Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, and Washington Counties (42 policies) with robacco-Pres Parks P011clas Park t. L a H East Oak Bethel Grove Afton Inver Grove Cottage Heights Grove Tobacco -Free Park Communities C'outity- ourrer€ parks City -own" parks Three Rivers Pm ii District parks5 , Shakopee r• 1 . Apple VaE €ey Lakeville F U VeiWiEic D AI H .',` nom, a @Bton p * December 2010° W U:4 ,: ,.. City -Owned Outdoor Recreational Facilities Model Tobacco -Free Policy Section 1: Rationale WHEREAS, the City believes that tobacco use in the proximity of children and adults engaging in or watching outdoor recreational activities at City -owned or operated facilities is detrimental to their health and can be offensive to those using such facilities; and WHEREAS, the City has a unique opportunity to create and sustain an environment that supports a non - tobacco norm through a tobacco -free policy, rule enforcement, and adult -peer role modeling on City -owned outdoor recreational facilities; and WHEREAS, the City believes parents, leaders, and officials involved in recreation are role models for youth and can have a positive effect on the lifestyle choices they make; and WHEREAS, the tobacco industry advertises at and sponsors recreational events to foster a connection between tobacco use and recreation; and WHEREAS, cigarettes, once consumed in public spaces, are often discarded on the ground requiring additional maintenance expenses, diminish the beauty of the City's recreational facilities, and pose a risk to toddlers due to ingestion; and WHEREAS, the City Park & Recreation Board determines that the prohibition of tobacco use at the City's recreational facilities serves to protect the health, safety and welfare of the citizens of our City. THEREFORE, be it resolved that tobacco use is prohibited in outdoor recreational facilities. No person shall use any form of tobacco at or on any City -owned or operated outdoor recreational facilities, including the restrooms, spectator and concession areas. These facilities include [insert specific facilities here, e.g. playgrounds, athletic fields, beaches, aquatic areas, parks, and walking /hiking trails]. Section 2; Enforcement 1. Appropriate signs shall be posted in the above specified areas. 2. The community, especially facility users and staff, will be notified about this policy. 3. Staff will make periodic observations of recreational facilities to monitor for compliance. 4. Any person found violating this policy may be subject to immediate ejection from the recreation facility for the remainder of the event. Section 3: Effective Date This policy statement is effective immediately upon the date of adoption, which is 20 Appropriate City Official Date CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 •952 -474 -3236 Pax: 952- 474 -0128 • www.ci.shorewood.m«.us • cityhall @ci.shorewood.mn.us To: Park Commission From: Twila Groat — Administrative Assistant Date: February 28, 2011 Re: Accept 2011 Concession Operation Agreement The Park Commission at its January 11`' meeting reviewed the concession operation for 2011. It was questioned whether $300,000 in liability insurance was adequate and asked staff to evaluate and review whether the liability should be $1,000,000. Mr. Withum has contacted his insurance agent and the impact in the increase will not be that much. Larry Brown also checked with the league of insurance and they recommend $1,000,000. As the last memo stated, Russ Withurn has provided concession services since 2005 and has agreed to provide concession services for Eddy Station again for the 2011 season. Mr. Withum has done a tremendous job with the concession services year after year. Mr. Withum in the past has paid the city $394 for the concession season. Payment will be due September 30, 2011. Staff recommends that the Park Commission approve the agreement with the recommended increase of liability to $1,000,000. 07 Independent Contractor 2011 Concession Operation Agreement By and Between City of Shorewood and Contractor THIS AGREEMENT, made this day of , 2011, by and between the City of Shorewood, Minnesota, a Minnesota municipal corporation with its offices located at 5755 Country Club Road, Shorewood, Minnesota 55331 (the "City ") and Russ Withum (the "Contractor ") . RECITALS WHEREAS, the City is engaged in the business of providing municipal services including park and recreation opportunities within the corporate limits of the City. The City has constructed a concession /restroon /picnic facility in Freeman Park within the City known as Eddy Station; and WHEREAS, the City desires to provide concession services to the patrons of Freeman Park through the facility of Eddy Station; and WHEREAS, the City further desires to enter in to an agreement with the Contractor for the operation and provision of concession services. NOW, THEREFORE, the parties agree as follows: 1.) Schedule of Operation. Contractor agrees to provide concession services Monday through Sunday, from 5.30 to 8:30 p.m., commencing on or about May I or whenever the first organized sports events begin.. Concession operations will continue through August 1, or whenever Freeman Park ceases its summer use by MGSA, Adult Softball and Tonka United Soccer. Contractor agrees to coordinate operations with the Park Scheduling Coordinator. 2.) Contractor Responsibilities. a.) Contractor agrees to be present each day for opening, training of sales volunteers, and all duties involved with closing the operation at the end of the day. Contractor agrees that if for any reason he is not able to be present for any period of time, while the concession operation is open, he will be available by pager or cell phone for immediate assistance at the site. b.) Contractor agrees to be responsible for the cleaning and maintenance of the K s7 i 1 I K 310 to] 3.) Contractor Payment. The Contractor agrees to pay the City $394 for the year 2011. Payment due to the City by September 30, 2011, 4.) Purchasing. The Contractor agrees to purchase the necessary products and supplies associated with concession sales at Eddy Station, 5.) Equipment. The City agrees to provide the hot dog machine, popcorn machine, cash register, pop cooler, refrigerator and coffee machine. 6.) Termination. Either party may terminate this Agreement, without cause or reason, upon thirty (30) days' written notice to the other party. Either party may terminate this Agreement without notice for cause. "Cause" includes, but is not limited to, dishonesty, failure to meet deadlines, criminal conduct, or breach of this Agreement. 7.) Status of Contractor. As intended by both parties, this Agreement calls for the performance of the services of Contractor as an independent contractor and Contractor will not be considered an employee of the City for any purpose. a.) The manner and means of performance of Contractor shall be entirely at Contractor's discretion. Contractor is free to employ personnel to assist Contractor in providing services to the City, but such employees shall be Contractor's responsibility and not that of the City. The City shall not provide Contractor or Contractor's employees or agents with any benefits from the City such as workers compensation insurance, unemployment insurance, health insurance, income tax withholding, or social security contributions. The City does not control the performance of Contractor and Contractor accepts all risk of profit and loss flowing from the services provided under this Agreement. All expenses must be borne by Contractor and shall not be reimbursed by the City. Those expenses include furnishing Contractor's place of work, payroll expenses, taxes, and Insurance. K) Contractor shall conspicuously identify himself to all persons and organizations as an independent contractor and shall not represent or imply that this Agreement authorizes Contractor to act as an agent for, or on behalf of, the City. Neither the City nor Contractor shall be responsible for any agreement, representation, or warranty made by the other, nor shall. the City be obligated for damages to any person or organization for personal injuries or property damage arising directly or indirectly out of the conduct of Contractor's business or caused by Contractor's actions, failure to act, conduct or negligence. 8.) Indemnification. Contractor agrees to indemnify and hold the City harmless from and against any and all claims by or on behalf of any person arising from Contractor's actions, failure to act, conduct, or negligence while performing services pursuant to this Agreement unless such damage or liability arises from or in connection with faulty or defective materials or facilities provided by the City. Contractor agrees to carry Commercial liability insurance in the amount of $1,000,000. 9.) Entire Agreement. This Agreement contains the entire agreement between the parties and no amendment hereto shall be valid unless made in writing and signed by the parties. There is merged herewith all prior and collateral representations promises, and conditions concerning Contractor and the City. This Agreement supersedes and nullifies any preexisting agreements between the parties relating to the subject matter of this Agreement. All agreements as to payments to be made to Contractor for particular projects must be in writing. 10.) Severable. In the event any portion of this Agreement shall be held to be invalid the remainder of the Agreement shall continue in full force and effect. I L) Notices. Any notice required or permitted to be given under this Agreement shall be sufficient if it is in writing and sent by registered or certified mail to Contractor's residence or to the principal office of the City, which ever shall be applicable. 12.) Governing Law. This Agreement shall be construed and enforced in accordance with the laws of the State of Minnesota. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. CITY OF SHOREWOOD CONTRACTOR i Its: Its: