04-11-17 Park Comm Agenda
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, APRIL 11, 2017 7:00 P.M.
AGENDA
1. CONVENE PARK COMMISSION MEETING
A. Roll Call
Mangold (Mar 13)____
Vassar(June) ____
Kobs(May)_____
Rock(April)_____
Barr(Mar 27)_____
B. Review Agenda
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of March 14, 2017 – (Att.-#2A)
3. MATTERS FROM THE FLOOR
4. REVIEW MAINTENANCE STANDARDS
- (Att.-#4A and #4B)
A. Planning Director Memo and Maps
B. Public Works Memo and Levels of Service
5. REVIEW PARKS FOUNDATION PAMPHLET
- (Att.-#5)
6. SOUTHSHORE COMMUNITY PARK - PICKLE BALL
- (Att.-#6)
7. NEW BUSINESS
8. 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
1. Update on Joint City Council and Park Commission Meeting
9. ADJOURN
Liaison for City Council Meeting on April 24 is Commissioner Rock
#2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, MARCH 14, 2017 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, Rock (arrived at 7:10 p.m.), and
;
BarrCity Council Liaison Labarie; City Planner Nielsen; Public Works
Director Brown; Finance Director DeJong
Absent: Kobs
B. Review Agenda
Mangold moved to approve the agenda as amended: Mangold stated he would like to talk about the park
liaison from the Public Works Department and his possible attendance at the park tours. Vassar seconded
the motion. Motion carried 3-0.
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of February 28, 2017
Barr moved to approve the minutes of the February 28, 2017 meeting as written. Mangold seconded the
motion. Motion carried 3-0.
3. MATTERS FROM THE FLOOR
There were none.
4. REVIEW MAINTENANCE STANDARDS
Nielsen discussed the maintenance standards created two years ago and its purpose to establish
maintenance levels at every park in Shorewood. Levels of service were established depending on the kind
of park.
Brown stated there are a lot of differences between what Public Works does and what a level of service
entails. He stated they do not dedicate one person to work in the parks. He stated there is a park lead
person. He stated there are a number of areas that are maintained surrounding the parks. Most of it
involves mowing, weed whacking, and general maintenance. They mow ball fields twice a week as weather
allows. Other areas are mowed once a week. Exceptions include city-owned lots which are often mowed
once every two weeks rather than weekly. He discussed herbicide applications done by an outside
contractor. He discussed vandalism to restroom facilities and the need for daily cleaning. He stated the
parks are a representation of the city, and he stated the residents notice the overall aesthetics. With the
addition of a new employee, it is hoped the upkeep can continue at a high level.
PARK COMMISSION MINUTES
TUESDAY, MARCH 14, 2017
4
PAGE 2 OF
Mangold discussed ballfield maintenance. Brown stated it may be possible that some ballfields don’t need to be
maintained as often. He indicated he would like the opportunity to revise the list and have input. Mangold
stated there needs to be level of services, but they don’t need to be complicated. He stated he would like to
identify areas that should be priorities.
Vassar agreed there is need for prioritizing the standards.
Rock believed maintenance-free installations should be considered. Mangold believed that would be a long-
term win for the city. Nielsen stated weather impacts all decisions on maintenance. When Public Works
has other priorities, that is also a concern. Budget is the third concern.
Mangold stated moving forward, it would be important to get guidelines from Public Works. Brown stated
he would like to revise the levels of service and bring the list back for review. He discussed areas in parks
that are used more frequently than others.
Vassar asked for identification of levels for each use. Nielsen stated that was the intent to have that
information in place by the time the park tours take place. He discussed the timing of the park tours and
the importance of scheduling them later in the season.
Mangold discussed the goal to have standards that meet everyone’s needs and identify what is expected in
the parks. He stated there is also a need to identify areas that won’t continue to be a problem for the Park
Commission during every annual tour. He would like the levels of service identified which relate to what is
being done now. He stated he would also like to see what the practices are for tree removal. Brown stated
that will be addressed as part of the newly-adopted tree management plan.
Nielsen stated staff will try to have feedback and mapping for the next meeting.
Public Works – Park Liaison
Mangold stated the Commission would like to have a Public Works employee who is dedicated to parks.
Brown stated the Public Works Department will be restructured, and there is now Brett Bauman the new
lead supervisor who will be this contact. He can be reached by e-mail, and he is responsible for delegating
the work.
Nielsen asked if he could come on the park tours. Brown stated Bauman could certainly attend the park
tours.
Mangold discussed the importance of keeping the maintenance of Badger Park at a high level. Brown
stated we are not that far off from entering into next year’s budget cycle and have discussed adding an
additional Public Works employee or seasonal employee. He stated right now there is one, usually two
employees, dedicated to Parks.
PARK COMMISSION MINUTES
TUESDAY, MARCH 14, 2017
4
PAGE 3 OF
5. REVIEW/UPDATE CIP
DeJong stated there is a discrepancy between the cost of completing Phase I of Badger Park and what is in the
CIP. Reserve funds will be transferred into the Park Improvement Fund to cover this overage. He stated there
also won’t be enough money to fund the second phase of the park improvements. Mangold stated the City
Council is very open to meeting with the Park Commission to discuss this issue. He asked if we also need to be
concerned for the other two parks in the CIP. DeJong stated that is a question for the City Council as Parks are
not the only items of concern. He discussed problems with roadway improvements and reconstruction. He also
discussed the need for an increase in the annual amount budgeted for the Park Fund.
Nielsen stated something always comes up that is not included in the CIP. When something comes up that is
nowhere on the radar, one of the questions that needs to be asked is where the money is coming from. The ideal
way would be to include the item in the CIP.
Nielsen suggested a joint meeting with the City Council be held sometime in April. Mangold stated that would
need to be done before a City Council meeting. Staff will confirm a date with the City Administrator.
Mangold stated the mainstay project, Badger Park, should not be set aside and short changed. Commissioners
discussed projects earmarked for 2018 and whether they can be postponed to free up funds for Badger Park.
Nielsen stated if it is a new project, maybe we need to find funding for it.
Barr suggested the tot lot at Cathcart and pickle ball be postponed in the 2018 schedule. Mangold stated the tot
lot needs to be done before 2020 and suggested a true inspection of the current equipment.
6. SOUTHSHORE COMMUNITY PARK – PICKLE BALL
Nielsen reviewed a quote for installing a 10’ fence around a pickle ball court. The quote was $20,000 for
chain link and $30,000 for black vinyl. The court would cost $37,000 for building the court which ends up
$7,000 over budget.
Vassar asked how much taller the court would need to be to include tennis. Nielsen stated it would need to
be 20’ x 20’. He also suggested fencing only three sides. He stated there would be more quotes coming,
but the one received tends to be the lowest.
Mangold suggested tabling this item for now and bring it back to a future meeting.
Nielsen stated we were hoping to get started on this project. It could be brought back to the April meeting.
Mangold asked when the skate park would be removed. Brown stated there is a party interested in it who
will take all the equipment out by May 1.
PARK COMMISSION MINUTES
TUESDAY, MARCH 14, 2017
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7. MOVIE IN THE PARK
Commissioners discussed options for the Movie in the Park in September. Mangold stated one of the newer
movies should be selected.
Mangold moved, Barr seconded to recommend Sing as the movie selection. Motion carried 4-0.
8. NEW BUSINESS
None
9. STAFF AND LIAISON REPORTS/UPDATES
A. City Council
Mangold updated the Commission on the previous night’s meeting. Labarie stated it is important for the City
Council and Park Commission to get together more than once a year as information gets lost.
Labarie stated the City Council discussed the lacrosse wall and the concern that the material would be too porous
and would be a problem for graffiti removal. Staff was asked to provide alternative surfaces before a motion was
made to approve the Park Commission’s recommendation. Brown discussed the problems with graffiti removal,
materials, and costly removal.
B. Staff
None
10. ADJOURN
Rock moved, Vassar seconded, to adjourn the Park Commission Meeting of March 13, 2017 at 8:29
p.m. Motion carried 4-0.
RESPECTFULLY SUBMITTED,
Clare T. Link
Recorder
#4A
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
MEMORANDUM
TO:
Park Commission
FROM:
Brad Nielsen
DATE:
7 April 2017
RE:
Maintenance Standards
FILE NO.:
405 (Admin)
As we continue discussion of maintenance standards for city properties (primarily city parks), one of the
items suggested was mapping of the parks, illustrating level of service (LOS) areas. Attached are a couple
of examples of how such mapping might look. Similar maps of all the parks will be presented at our meeting
Tuesday night.
Public Works Director Brown is fine-tuning the standards themselves, which he will distribute under
separate cover. As always, if you have any questions relative to this matter, please do not hesitate to call or
email.
Cc: Greg Lerud
Larry Brown
Twila Grout
4B
City of Shorewood Park Commission Meeting
Title / Subject: Park Maintenance Standards.
Meeting Date: April 11, 2017
Prepared by: Larry Brown, Director of Public Works
Reviewed by:
Attachments Levels of Service, Maps provided by Planner Nielsen, under separate cover
Policy Consideration: The Park Commission has stated the desire to establish standards of care for
the various types of parklands and common spaces.
Background / Previous Action: Attachment 1 is the latest revision from staff, as to the levels of
service for parkland and facilities.
Primary revisions from the previous version focus on tree care. It is very important that our
parklands and common spaces remain safe. Especially when it involves damage to a tree or an
item that is a safety concern. The revisions made by staff are primarily focused on demands during
storm events. There have been events that have taken weeks to complete debris removal for
roadways alone. Therefore, the standard was revised that staff will attempt to remove damage
within ten days. However, this cannot be an iron clad standard during storm events. During these
events, other priorities prevail.
Another revision is removal of restroom care from Level of Service II. From staff’s viewpoint, any
area that has a restroom would fall under a Level I area of service.
Financial Impacts: Certainly, the level of service provided for each area equates to resources and
dollars. Parks has been operating at a deficit over the past year, due to staff shortages. The City is
currently in the process of hiring a replacement employee that will have primary responsibilities in
the parks. Staff is also seeking two seasonal workers for this area.
Recommendation / Action Requested: Staff will be reviewing the standards with the Park
Commission at the meeting.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
City Property – Level of Service I
Characterized by the following:
1. Mowing: Mowing is performed every eight to ten days, maybe once a
twice
week (weather dependent).
2. Playground Inspection: Playgrounds will be inspected weekly for general
appearance and cleanliness and functionality. A safety inspection will be
performed every other week .
monthly
3. Trash/Restroom (Custodial): Trash is picked up every other day and garbage
cans are emptied every other day. Restrooms are inspected cleaned every
day, and cleaned every other day, during the week, but not on weekends.
4. Aerate/Fertilize: Aerating is completed two times once each year
for ball
. and fFertilizing is
fields and once a year for other common turf areas
completed three two times each year, including trees, and shrubs, and
flowers.
Filling in of damaged areas will completed in conjunction with
aerating.
5. Weed Control: Spraying is conducted every other week
twice a year for ball
or when weeds become
fieldsand once a year for other common turf areas,
visible to the public.
6. Tree Care: Tree management and trimming takes place three times each
year . Needed repairs due to weather and/or
twice aand after storms
vandalism will take place when schedule allows
within ten days of discovery
. as soon as practical, preferably within ten days of discovery.
of the damage
7. Irrigation: Irrigation is automated and scheduled based on season and plant
material. Response to dry turf, broken lines, dying plants is based on work
demand. .
Irrigation systems are inspected monthly
8. Hard Surface Area: Cleared of debris and inspected for vandalism every
other week. Hard surface is defined as walkways, , concrete
parking lots
picnic areas, sport courts and buildings.
4-07-17
9. Pest Control: Visual check two times a month and control pests and rodents
as work schedule permits .
when a problem occurs
10. Preventative/Safety Checks;
Signage, Lighting, Landscaping and Message
: Weekly inspections of equipment and park amenities with
BoardsMonthly
repairs identified in the top five priorities.
11. .
Winter Maintenance/Snow RemovalSnow is to be removed from park
parking lots and skating rinks once streets and sidewalks have been cleared.
4-07-17
City Property – Level of Service II
Characterized by the following:
1. Mowing: Mowing is performed every ten to fourteen days.
eight
2. Playground Inspection: N/A
3. Aerate/Fertilize: Aerating is completed one time each year and fertilizing is
completed two times each year, including trees, shrubs, and flowers.
4. Weed Control: Spraying is conducted one time per month ; some
once a year
weeds will remain visible to the public.
5. Tree Care: Tree management and trimming takes place three times each
year . Needed repairs due to weather and/or
twice aand after storms
vandalism will take place when schedule allows
within ten days of discovery
. as soon as practical, preferably within ten days of discovery.
of the damage
6. Tree Care: Tree management and trimming takes place two times each year
. Needed repairs due to weather and/or vandalism will take
and after storms
place when schedule allows .
within ten days of discovery of the damage
Irrigation: Irrigation may be automated and is scheduled based on season and
7.
plant material. Response to dry turf, broken lines, dying plants is based on
work demand.
Irrigation systems are inspected monthly.
8. Hard Surface Area: Cleared of debris and inspected for vandalism one time
per month. Hard surface is defined as walkways, , concrete
parking lots
picnic areas, sport courts and buildings.
9. Pest Control: Check one time per month and control pests and rodents as
work schedule permits .
when a problem occurs
10. Preventative/Safety Checks;
Signage, Lighting, Landscaping and Message
: Inspections every other week with repairs and emergencies
Boardsmonthly,
fixed based upon the problem and work schedule .
when a problem occurs
4-07-17
City Property – Level of Service III
Characterized by the following:
1. Mowing: Mowing is performed one time per month.
2. Playground Inspection: N/A
3. Trash/Restroom (Custodial): Trash is picked up one time each week.
4. Aerate/Fertilize: Aerating and fertilizing is completed one time each year,
including trees, shrubs, and flowers.
5. Weed Control: Spraying is conducted one time each quarter ; weeds will
year
remain visible to the public.
may
6. Tree Care: Tree management and trimming takes place one time each year.
Needed repairs will take place when schedule allows
when problems are
.. Needed repairs due to weather and/or vandalism will take place
discovered
when schedule allows . as soon
within ten days of discovery of the damage
as practical, preferably within ten days of discovery.
7. Irrigation: Irrigation may require hand watering. Response to dry turf,
broken lines, dying plants is not a priority.
8. Hard Surface Area: Cleared of debris and inspected for vandalism every
couple of months. Hard surface is defined as walkways, ,
parking lots
concrete picnic areas, sport courts and buildings.
9. Pest Control: Control pests and rodents only when hazardous to the public.
10. Preventative/Safety Checks;
Signage, Lighting, Landscaping and Message
: Inspections every other week with repairs based upon the
Boardsmonthly,
problem and work schedule.
4-07-17
#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: April 6, 2017
Re: Agenda Item 5– Review Parks Foundation Pamphlet
The Park Foundation is currently reviewing/updating the Shorewood Parks Foundation pamphlet. At their
last meeting they asked Park Commissioner Mangold if the Park Commission could also review and give
feedback as to what they would like to see in the pamphlet.
Attached is the pamphlet for your review and feedback. Park Commissioner Mangold will report to Park
Foundation member Theresa Zerby what recommendations the commission has suggested.
Common Questions &
Brief Answers
The
Shorewood Parks Foundation
invites you to invest in our
community:
As development slows down, associated
¤
Offer a tax-deductible donation for
income for park improvements declines.
park and recreational needs.
While the CityÔs General Fund provides
for basic park facilities and park mainte-
¤
Investigate your employerÔs
nance, minimal tax dollars are available
matching funds program as a way
for park enhancements.
to enhance your own donation.
¤
You may designate your tax-deductible
donation for any specific item or toward
general park improvements.
¤
Consider the communityÔs park
and recreational needs as you
We will work with the Shorewood Land
plan your estate.
Conservation / Environment Committee
to help you decide how a land donation
Offer a tax-deductible land
would be of greatest benefit. The land (or
donation.
easements on your land) could be
designated as open green space or for
recreational use.
Not-For-Profit Organization
Please give where your heart
Please see the response portion of this
is . . . not just where your
brochure or speak to a Parks Foundation
Established in 1994
business is.
representative by calling (952) 470-7003
for more information.
Response Card
The Shorewood Parks Foundation
___Estate Planning
___Corporate Sponsorship
___Land Donations or Conservation
Easements
___Becoming a member of the Parks
Foundation
___Other ways to be involved with the
Foundation____________________
The Shorewood Parks Foundation
___Multi-use building at Freeman Park
seeks to improve park and
___Skate Park
___Perpetual endowment fund
recreational amenities through
___Financial aid to assist with fees for
youth programs
the cooperation of people who
___Financial aid to provide equipment
to disadvantaged area youth
are interested in investing in our
___Activities in the parks for seniors
communityÐin making it an even
___Financial / transportation
assistance for senior recreational
better place to live and play.
activities
___Other:_______________________
The Shorewood Parks Foundation
Name
____________________________________________
Address
____________________________________________
Phone
(_______)____________________________________
Please return this completed form and/or
your donation to:
Shorewood Parks Foundation
P.O. Box 275
Excelsior, MN 55331-0275
or call (952) 470-7003
#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
MEMORANDUM
TO:
Park Commission
FROM:
Brad Nielsen
DATE:
6 April 2017
RE: Skate Park - Pickle Ball Courts
FILE NO.:
Parks (South Shore Community Park)
We have received a proposal (see attached) from Plehal Blacktopping, LLC, a company that works with our
tennis court vendor (Dermco- Levine) to level off and surface an 80’ x 80’ area in the park for use as 2-3
pickle ball courts. Staff contacted Plehal Blacktopping and they will honor the quote that we received last
fall.
Also attached are two quotes for fencing. One from Dakota Fence and another from Sterling Fence.
Sterling fence is the lowest bidder for the fencing. There are two options below, one with galvanized
fencing and the other black coated fencing. The option totals include the proposal from Plehal
Blacktopping.
Sterling Fence, Inc. Dakota Unlimited
Galvanized - $11,481.00 Galvanized - $20,730.00
Add on Rail - $1,159.00 each Plehal Blacktopping - $36,750.00
Plehal Blacktopping - $36,750.00 TOTAL - $57,480.00
TOTAL - $49,390.00
Sterling Fence, Inc. Dakota Unlimited
Black Coated - $13,503.00 Black Coated - $29,897.00
Add on Rail - $ 1,457.00 each Plehal Blacktopping - $36,750.00
Plehal Blacktopping - $36,750.00 TOTAL - $66,647.00
TOTAL $51,710.00
Staff recommends proceeding with the $51,710 option.
Cc: Mayor and City Council
Greg Lerud
Larry Brown