10-25-16 Park Comm Agenda
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, OCTOBER 25, 2016 7:00 P.M.
AGENDA
1. CONVENE PARK COMMISSION MEETING
A. Roll Call
Mangold(Aug 29)____
Vassar(Oct 24) ____
Kobs_____
Rock(Nov 28)_____
Barr(Sept 26)_____
B. Review Agenda
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of September 13, 2016 – (Att.-#2A)
3. MATTERS FROM THE FLOOR
4. CONCESSION AGREEMENT FOR 2017 -
(Att.-#4)
5. FREEMAN PARK ICE RINK -
(Att.-#5)
A. Grading/Lighting Update for Rink
B. Review Costs for Concession Stand Partition Wall
6. REVIEW ATHLETIC FIELD RESERVATION FORM FEES FOR
LACROSSE/FOOTBALL FIELD
- (Att.-#6)
7. REVIEW PLAYGROUND EQUIPMENT LIST
- (Att.-#7)
8. NEW BUSINESS
9. STAFF AND LIAISON REPORTS/UPDATES
(Staff reports and updates are not meant for discussion. Discussion items will be listed
as part of new or old business.)
A. City Council
B. Staff
10. ADJOURN
2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, SEPTEMBER 13, 2016 7:00 P.M.
MINUTES
1. CONVENE PARK COMMISSION MEETING
Chair Mangold convened the meeting at 7:00 p.m.
A. Roll Call
;
Present: Chair Mangold, Commissioners Vassar, Kobs, Rock, and BarrCity
Council Liaison Woodruff; Finance Director Bruce DeJong; City Planner
Nielsen
Absent: None
B. Review Agenda
Kobs moved to approve the agenda as written. Rock seconded the motion. Motion carried 5-0.
2. APPROVAL OF MINUTES
2. Park Commission Meeting Minutes of August 23, 2016
Rock moved to approve the minutes of the August 23, 2016 meeting as written. Kobs seconded
the motion. Motion carried 5-0.
3. MATTERS FROM THE FLOOR
There were none.
REVIEW UPDATES OF CIP
4.
DeJong reviewed the updated CIP created as a result of discussions at the August 23 meeting.
He noted $400,000 has been added for Badger Park Phase 1. $10,000 was added for the
Freeman Park south parking lot for a total of $60,000. Nielsen stated the estimate for the parking
lot is $85,000. DeJong stated money was added to the Cathcart tot lot in 2018. Badger Park
Phase 2 will be in 2019 with the current engineer’s estimate for improvements. The Freeman
north playground equipment was moved to 2020 at $100,000 and Cathcart hockey rink at
$150,000 in 2020. He indicated the net effect doesn’t change a whole lot. There will be deficit in
2019 when the Badger Park Phase 2 improvements are made. DeJong stated the City Council
would consider transferring some of the general fund surplus into the CIP in 2019. He also
discussed proposed transfers which could begin in 2018 and will be discussed with the City
Council in the spring of 2017. He asked the Park Commission for their input.
In response to a question from Woodruff regarding the Mattamy fees, DeJong indicated where
those fees are indicated in the CIP.
PARK COMMISSION MINUTES
TUESDAY, SEPTEMBER 13, 2016
4
PAGE 2 OF
In response to a question from Mangold, DeJong explained how the park amenities could be
included in the CIP for better projections. Mangold stated he would like to see us get to a point
where there is a suggested replacement date, and nothing gets pushed out to a later date. Kobs
agreed with Mangold’s suggestion. He believed a full inventory would be a valuable tool.
DeJong stated you can run into some nasty surprises when equipment does and something needs
to be done right away because it hasn’t been part of a regular replacement schedule.
Mangold stated it’s easy to do that moving forward with new equipment but not so easy when
you don’t know when a piece of equipment was installed. He stated it appears that a lot of items
are lumped together. He stated we need to find a way to phase replacements. Nielsen discussed
the difficulty of replacing playground equipment on a schedule. He stated when equipment is still
in good shape, it is foolish to replace it even if it is scheduled for replacement.
Vassar asked if we need to have a plan before we check out grant possibilities. Nielsen stated
there definitely needs to be a plan, the more detailed, the better. He discussed current funding
opportunities. Vassar suggested setting a timeline for plan preparation. Nielsen stated we should
look at next year’s budget, determine funding availability, and develop plans before we apply for a
grant.
Woodruff stated grants are uncertain. He suggested creating a budget, put them on a schedule,
and determine where internal funding might come from. He stated funds come and go. Rock
suggested obtaining competitive bids for items in the next year’s budget. Woodruff asked if any
of the equipment is part of a state contract. Nielsen stated he was sure they were. Woodruff
explained the state contract.
Mangold stated he believed we need to step back, determine what parks are in need of
replacement, and move ahead with replacement.
5. CATHCART TRAIL REVISION
Nielsen stated staff is working on a graphic for the trail and have been working on a cost estimate.
Once it is completed, the Commission can determine when to go back to Chanhassen. Nielsen
discussed the ownership and maintenance of the park. Nielsen suggested another graphic to show
Chanhassen might be one showing how many residents from each city use the park.
Mangold didn’t think this was a priority right now. Vassar suggested it be moved to 2018 with
the Cathcart playground placement. Nielsen stated the trail isn’t on the CIP right now.
6. FREEMANPARK
A. South Parking Lot Pavement
Mangold noted the City Engineer has provided a quote for $85,000 for the parking lot while we
have budgeted $60,000.
PARK COMMISSION MINUTES
TUESDAY, SEPTEMBER 13, 2016
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A member of the audience stated the parking lot raises a lot of dust and dirt. She stated she has a
petition from 62 units in the area who woud like to see the lot paved. Park users are also in
support of the parking lot pavement.
Mangold asked if there are dust control measures being done now. Nielsen stated there is not.
Woodruff discussed the use of an asphalt mix that can be laid on the current gravel which controls
the dust. He indicated it is very inexpensive.
Woodruff discussed the use of calcium chloride which is a pollution issue.
Mangold stated the next step would be to request quotes for treatment and paving.
Commissioners discussed any additional costs/permits that might be required.
Woodruff discussed problems with drainage in the park. He indicated the City Engineer would
state the paving would not have any impact on the drainage.
Mangold suggested the trail be patched up as long as the parking lot was being paved.
Vassar asked if it would still be done this year. Nielsen stated the CIP has it as a 2017 project.
He also indicated the City Engineer didn’t think it could be done yet this year.
Vassar asked if a plan could be voted on. Woodruff stated the Council is waiting for a Park
Commission recommendation.
B. Grading/Lighting for Future Rink
Nielsen stated there was discussion about a reduced-size hockey rink in the area of the north
parking lot. He stated the parking lot would need to be leveled off, and the cost would be
between $7500 and $9500 for an outside contractor. The estimate to move the lighting from
Badger to Freeman would be close to $50,000. The Building Official is looking at the cost of a
partition wall between the warming house and the concession area. He stated the hope is to have
Public Works do the work.
Mangold stated we will be without hockey at Badger Park this year. He asked if there is some
way to have ice at Freeman with or without lighting. Nielsen believed the grading and wall could
be done before this year’s season if it was acceptable to do it without lights. Vassar asked if
temporary lighting could be rented. Nielsen stated staff could look into that.
Mangold asked if the question is whether we should sit on this for a year. Vassar stated she
would like to get it moving for this year. Rock agreed, stating we should try it this year and see if
a larger size would be warranted.
PARK COMMISSION MINUTES
TUESDAY, SEPTEMBER 13, 2016
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Commissioners discussed the grading and lighting timetable. Mangold stated it would be a great
idea to have it available by Arctic Fever. Vassar stated she had suggested the sculptures be
moved there and possibly lighting up the trees.
Mangold stated the cost of the grading would certainly be an amount that would be reasonable.
He asked how quickly the electrical could be added. Nielsen stated a different contract would
erect the light poles. He stated he could get a bid on the wiring or have it subcontracted.
Woodruff suggested staff determine whether Public Works can grade the parking lot and, if not,
get a quote for the work.
Staff will confirm with Public Works if they can do the work, get a quote as a backup, and review
the quote at the next meeting. Staff will also start the process on the light installation.
Rock suggested the area be measured to determine where the lighting should be installed. Nielsen
noted the lighting that would be installed would be for a much larger rink than this proposed area.
Vassar asked if one light would be enough. Nielsen stated we have two.
7.
NEW BUSINESS
None
8. STAFF AND LIAISON REPORTS/UPDATES
A. City Council
Woodruff updated the Commission on recent City Council actions. He also reported there was
direction to negotiate a contract for a new administrator.
B. Staff
Nielsen stated on September 26, there will be a ribbon cutting for the play field at Badger at 6 p.m.
9. ADJOURN
Vassar moved, Kobs seconded, to adjourn the Park Commission Meeting of September 13, 2016 at
8:29 p.m. Motion carried 5-0.
RESPECTFULLY SUBMITTED,
Clare T. Link
Recorder
#4
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
To: Park Commission
From: Twila Grout – Park and Rec Coordinator/Admin. Asst.
Reviewed by: Brad Nielsen – Planning Director
Date: October 17, 2016
Re: Accept 2017 Concession Operation Agreement
Russ Withum has provided concession services since 2005 and has agreed to provide concession services for
Eddy Station again for the 2017 season.
Mr. Withum has agreed to pay the city $394 for the 2017 season. Payment will be due September 30, 2017.
Staff is recommending formalizing the agreement with Mr.Withum for the 2017 season.
Independent Contractor
2017 Concession Operation Agreement
By and Between City of Shorewood and Contractor
THIS AGREEMENT
, made this ____ day of October 2016, 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, 4924 Three
Points Blvd., Mound, MN 55364 (the “Contractor”)
REClTALS
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/restroom/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 1 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 concession area.
3.) Contractor Payment. The Contractor agrees to pay the City $394 for the year
2016. Payment due to the City by September 30, 2017.
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.
b.) 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.
11.) 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
By:_______________________________ By:___________________________________
Its:_______________________________ Its:____________________________
#5
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
To: Park Commission
From: Twila Grout – Park Coordinator/Administrative Assistant
Date: October 21, 2016
Re: Agenda Item 5– Freeman Park Ice Rink
Planning Director, Brad Nielsen will be providing information for agenda item 5 at the meeting.
#6
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
To: Park Commission
From: Twila Grout – Recreation Coordinator/Administrative Assistant
Reviewed By: Planning Director, Brad Nielsen and City Clerk, Jean Panchyshyn
Date: October 19, 2016
Re: Agenda Item 6 – Athletic Field Reservation Form
With the artificial turf installed and ready to be used, Minnetonka Lacrosse contacted staff saying that
they have an organization (True Lacrosse) that is interested in renting Badger field. The organization, True
Lacrosse has reserved the fields for four Saturdays, from 9:30 am - 2:00 pm.
In talking with Minnetonka Lacrosse they say $50/hour is the going rate to reserve/rent on artificial turf.
Right now the city charges $50/day for the field (see attached Athletic Field Reservation Form).
Staff has contacted surrounding cities and Minnetonka High School to see what they charge for rental on
artificial turf. The high school charges $50/hour for their soccer turf. I have not heard from any of the
cities.
Staff recommends changing the fee for the artificial turf to $50 an hour, as this seems to be the standard
rate.
City of Shorewood
Athletic Field Reservation Form
Name of Organization:_____________________________________________________
Contact Person:__________________________________ Title:___________________
Phone (H):______________________________ (W):____________________________
Address:________________________________________________________________
City:______________________________ State:_______________ Zip:______________
E-Mail:_________________________________________________________________
Athletic Field Fee as per City Code 1301.02:
Damage Deposit $125.00
Per Diamond Field per field ____ x $50.00/day $______
Per Rink per rink ____ x $30.00/day plus attendant salary
$______
Lights: $15.00/hour $______
Per Entire Soccer Area $150/day $______
Per Football Field $ 50.00/day $______
Lights: $ 30.00/hour $______
TOTAL: $______
Tennis Courts $5 per court/per hour TOTAL: $______
Facility Requested:_________________________ Area Requested:_________________
Type of Event:____________________________________________________________
Date(s) Requested:_____________________ Times: Start:__________ End:__________
Date(s) Requested:_____________________ Times: Start:__________ End:__________
Date(s) Requested:_____________________ Times: Start:__________ End:__________
Date(s) Requested:_____________________ Times: Start:__________ End:__________
Facility user shall indemnify and hold harmless the City of Shorewood; it’s Park and Recreation Department; it’s officers, agents,
and employees from and against all claims, damages, losses, or expenses, including attorneys fees, which they may suffer or for
which they may be held liable, and do thereby for myself, my heirs, executor, and administrators, waive, release, and forever
discharge any and all claims for damages which may have or which may hereafter occur to a group, arising out of or connected
with a group’s participation at Shorewood’s facilities.
__________________________________ ____________________
Signature of Authorized Representative Date
OFFICE USE ONLY
Date Received:_____________Approved by:_____________ Date Returned:__________
Comments:__________________________________________________________________________________________________
____________________________________________________________________________________________________________
#7
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
To: Park Commission
From: Twila Grout – Park Coordinator/Administrative Assistant
Date: October 21, 2016
Re: Agenda Item 7– Playground Equipment List
Park Chair Mangold asked if this item could be on the agenda for the Park Commissioners to review the
installation/ages of the playground equipment at the parks.
Park Inventory & Priority Needs Assessment
AmenityDate Installed
Proposed ReplacementNotes/Budget Estimate
Date of Last Review
Cathcart Park
Tot lot - playground 20 yr+,
equipment2018
Aug-95small
New Swing Set/tireAug-11203625 yr
Freeman Park
Added tot pieces
replacement pieces
Aug-112036
Tot lot equip South19902025
ppsd $55,000
Tot lot equip North1994201755,000
Manor Park
Playground equip20102035
Swing Set2010203525 yr replcmnt
Silverwood Park
Playground equip19942013rough, $60,000
Swing Set1994201925 yr replcmnt
Badger Park
Playground equip1996201620 yr /$65,000
Swing Set1987201225 yr replcmnt