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111919 Pk Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, NOVEMBER 19, 2019 7:00 PM AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Mangold____ Vassar____ Rock____ Hirner____ Gallivan____ B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes from October 8, 2019 – (Att.-#2A) 3 . MATTERS FROM THE FLOOR 4. NEW BUSINESS A. Review of Maintenance Schedule – (Att.-#4A) B. Review Park Fees – (Att.-#4B) C. Accept Donation to the Parks and Plaque for Bench at Silverwood Park – (Att.#4C) D. December Meeting 5. OLD BUSINESS 6. 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 a. Bleachers for Badger Park b. Fence at Badger Park c. Freeman Park Playground Update d. Badger Park Update e. Sale of Alcohol Update f. Fire Lanes Update 7. ADJOURN Liaison for City Council Meeting on November 25 is Commissioner Vassar CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, OCTOBER 8, 2019 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, Hirner, and GallivanPlanning Director Darling and Park and Recreation Director Twila Grout Absent: Commissioners Vassar and Rock B. Review Agenda Gallivan moved to approve the agenda as written. Hirner seconded the motion. Motion carried 3-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of September 10, 2019 Hirner moved to approve the minutes of the September 10, 2019 meeting as written. Mangold seconded the motion. Motion carried 3-0. 3. MATTERS FROM THE FLOOR George Greenfield, 24715 Yellowstone Trail, asked the Park Commission to consider suggesting to the Council that they purchase the land at the intersection of Yellowstone Trail and Seaman’s Drive and extending to Eureka. He stated that it is a beautiful piece of property and he would like the City to keep it as green space, not a formal park. He stated that, in his opinion, if the City can subsidize two extremely profitable senior apartment buildings, the City can afford to purchase this land. He stated that there may also be a way to work with a nature conservatory to preserve the land. He explained that he would like there to be at least one significant open area preserved within the City. 4. NEW BUSINESS - NONE 5. OLD BUSINESS A. Discussion on the CIP Chair Mangold noted that the updated CIP that included the recommendations made at the last Park Commission meeting was in the meeting packet. Planning Director Darling noted that the CIP includes the four priority projects that the Park Commission wanted. She stated that they total $850,000 between now and the end of 2025. She explained that there were a few programs that are considered maintenance that she feels are too PARK COMMISSION MINUTES TUESDAY, OCTOBER 8, 2019 3 PAGE 2 OF large to be considered maintenance, so she included those as well. She stated that the Park Commission only has financing for $650,000 through 2026 so staff will be applying for grants and trying to find other sources of funding to complete these projects. She explained that she accidentally reversed the priority of two of the projects when this was discussed at a Council work session because she hadn’t gotten the minutes before she had to put the report together to present, but noted that the current CIP reflects the desired priority from the Parks Commission. Commissioner Hirner stated that at the recent Council meeting where he had presented, there was talk about wiping the CIP clean and starting fresh to see how that would turn out. Planning Director Darling stated that is basically what was done because the Parks Commission started from scratch and put their priorities together. Commission Hirner asked what would happen if the grants or other funding do not come through. Planning Director Darling stated that if funding cannot be found, projects will be delayed. She stated that grant funding is generally done on an annual basis, so the City will start applying now for projects that the City is hoping to complete next summer. Mangold moved to recommend approval of the CIP to the Council, as presented. Gallivan seconded the motion. Motion carried 3-0. 6. STAFF AND LIAISON REPORTS / UPDATES A. City Council 1. South Shore Park Update Planning Director Darling explained that the Council elected not to move forward with looking into the sale of the South Shore Park land at this time. She stated that the Council felt that it was better served as open space rather than being developed, at least in the short term. Planning Director Darling gave an overview of the September 23, 2019 Council meeting as reflected in the minutes. B. Staff 1. Badger Park and Freeman Park Playground Updates Planning Director Darling stated that at Badger Park, the shelter should be delivered and installed next week if weather allows. She stated that the bathroom facility is underway and shouldn’t have any weather delays. She stated that once the concrete work is completed the poured in place rubber surfacing, seeding and landscaping can be completed. She stated that there are weather concerns with the poured in place rubber because it cannot be installed if the overnight temperatures are below 40 degrees. She stated that without a miracle the work for the poured in place rubber will probably need to be done next spring. Commissioner Gallivan thanked Planning Director Darling for taking the time to meet with the resident that is concerned about the path, the slope, and the proximity of the field. Chair Mangold asked that Public Works take down the overhead branches that were broken and are hanging over the trail that was just constructed at Badger Park. PARK COMMISSION MINUTES TUESDAY, OCTOBER 8, 2019 3 PAGE 3 OF 2. Cathcart Hockey Rink Painting Party Update Parks and Recreation Director Grout stated that the painting party went well. She noted that there were about 13 people working. She stated that they also decided to paint the port-a-potty enclosure. She stated that Carlson Painting was a big help in this project. 7. ADJOURN Gallivan moved to adjourn the Park Commission Meeting of October 8, 2019 at 7:25 p.m. Hirner seconded the motion. Motion carried 5-0. 4A CITY OF SHOREWOOD  5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900  www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us To: Park Commission From: Marie Darling - Planning Director Reviewed by: Twila Grout – Park & Rec Director Meeting Date: November 19, 2019 Re: Draft Maintenance Schedule With the 2020 version of the CIP, smaller cost maintenance items were left off the capital improvements program. During the review of the CIP, the Parks Commission was concerned that these maintenance items would be forgotten if they are not reviewed annually. Consequently, staff has constructed the attached draft maintenance schedule for many of the parks facilities to avoid that problem. The draft maintenance schedule includes a list of all the facilities in the parks and has attempted to assign a maintenance schedule for each structure. It also includes both a date for replacement or likely maintenance of the item, plus a 10-year schedule with estimates. The maintenance schedule is to help avoid missing necessary maintenance and should not be construed to assume that the items must be replaced in a specific year regardless of their condition. Each item should be reevaluated prior to budgeting replacement dollars through either the annual park tours or during staff’s routine maintenance checks. Staff will continue to refine the maintenance schedule and get firmer estimates for upcoming project and will have a refined schedule back in front of the Parks Commission for their January meeting. Attachment: Draft Maintenance Schedule 2019 Park Inventory & Priority Needs Assessment Planned Maintenance AmenityDate InstalledDate of Last RehabInspection ScheduleCondition Proposed ReplacementNotes/ Budget Estimate Date of Last Review 2020202120222023202420252026202720282029 Park Entrance Signs2011Annual5 Bike Racks 2013Annual5 Message Boards2012Annual5 Picnic Tables2012Annual52032all parks, except Badger Cathcart Park Little League field1994Monthly52019? Painted the rink Hockey Rink19902019Annual52025$150,000 2019 Warming House Trailer 19782016Annual5? Convert to Basketball? 2019Annual52024$15,000$16,000 Versa Court? Tennis Court1966$50,000 Tot lot - playground $150,000 equipment2021 Aug-95Monthly3 New Swing Set/tireAug-11Monthly52036 Parking Lot surfaceAnnual3 Freeman Park Softball Fields (3)1990Monthly5 Little League field (2)19872012Monthly5 2012 - Replaced 500' on field 2 Babe Ruth Field1990Monthly4Fence Repair Needed$50,000 Batting Cage Fencing?Annual Soccer Fields (6+)1990Monthly5 Trails1992Annual42021$200,000 Community Garden20132015Annual52039(fencing/water spigot) Volleyball Courts 1994Annual5 Painting needed $10,000 2020 3 Eddy Station2000Daily2030 5 Rink/Parking Lights2017Annual Free Skate2017Annual Picnic Shelter19942014Monthly4Reroof 2014 Some concrete Concession stand LL1994Annual3maintenance needed Plaza - tables amenities 2005Annual4 Tot lot equip South19902019Monthly42034100,000 Playground $10,000 Maintenance Tot lot equip North1994Monthly32019 Needed Manor Park Pond Skating Rinks1966Annual5 Rink lights19791999Annual3 rehabbed in 1999 Window to parking lot, repair floors/stoop, Warming House2010Daily52018Painting/Roofing? $5,400 Playground equip Swing Set2010Monthly52035 Versa Court 2013Monthly52033 Multi-Purpose FieldMonthly4 Softball Field1979Monthly4 Silverwood Park Playground equip1994Monthly3-Jan2023 $150,000 Swing Set1994Monthly3 to 42023 Sliding Hill/slides1987Monthly4Overdue$90,000 $4,000$4,500 Half Court Basketball 2015Annual42023overlay Picnic Shelter2010Annual52035 Retaining WallsAnnual3$27,900 BenchesMonthly4 Skate Park Water Fountain2011Annually52026 Community Garden2014Annually5 Badger Park Playground equip2019Monthly5 2044 Swing Set2019Monthly5 Shelter2019Monthly5$80,000 1987 Tennis CourtsMonthly3$350,000$15,000$16,000 $350,000 1987 Tennis Court SignsMonthly2 Lacrosse/Football field2016Monthly42030 Restrooms2019Daily5 Trails/Sidewalks2019Annual52039 Picnic Tables2019Monthly52039 Water Fountain2020Annual52035 Parking Lot 2018Annual52038 Condition Scale :1 unacceptable condition - 2 poor/watch - 3 acceptable/fair - 4 good - 5 excellent General Replacement/Upgrade Policy Guidelines: Hockey Rinks25 yrs Swing Sets/Playground Equipment25 yrs Ball FieldsFunctional Obsolescence Batting Cages/Fences 20 yrs Lighting Systems30 yrs Roofing/Painting updates to Bldgs.8-12-yrs Reshinglingevery 12 yrs Tennis Court Resurfacing4 yr rotation Trails resurfacing20 yrs Irrigation Systems20 yrs Park BuildingsFunctional Obsolescence Water fountains15 yrs 4B CITY OF SHOREWOOD  5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900  www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us __________________ To: Parks Commission From: Twila Grout, Park & Rec Director Reviewed By: Marie Darling, Planning Director Meeting Date: November 19, 2019 Re: Review of Park Fees During the CIP discussion, City Council directed staff to review the park fees that are collected for park events/rentals to see if the appropriate amounts are being collected. The attached spreadsheet shows the fees for picnic shelters, athletic fields, community gardens and special events of eight other cities, and includes Shorewood’s fees. Shorewood is generally comparable to the majority of the other cities’ fees. However, the fee for shelters is lower than some of the surrounding cities. As a result, staff recommends increasing the fees for park shelters. Existing Fees Manor/Freeman/Non-Resident - $50 + Tax Resident - Silverwood $25 + tax Eddy Station Non-Resident - $75 + tax Resident - $50 + tax Proposed Fees Manor/Freeman/Eddy Non-Resident - $75 + Resident - Station/Badger Tax $50 + tax Silverwood (smaller Non-Resident - $50 + Resident - shelter) tax $25 + tax Staff will be working on an event form for rental of the park/athletic fields/tournaments in the future. Staff will consider the fees that other cities charge for these type of rentals. By producing one form for these type of events it will make it more convenient for staff and the organization renting and making sure all areas and fees are covered for such an event. Below are the present fees and will be incorporated into the event form. Existing Tournament/Rental Field and Rink Fees Soccer/Football/Baseball Fields/Rinks/Tennis Courts Damage Deposit $125 Football Field $50/hour or $210/Day Lights $30/hour Baseball Field $50/day Soccer Area $150/day Tennis Courts $5/court/hour Rinks $30/day plus attendant salary Lights $15/hour Attachment: 2019 Park Fees 2019 Park Fees Picnic Shelter Type Monday-ThursdayFriday-Sunday City of Chanhassen Resident - groups less than 100 $100.00 $125.00 Resident - groups of 100 or more $150.00 $175.00 Nonresident - groups less than 100 $200.00 $250.00 Nonresident - groups of 100 or more $300.00 $350.00 District 112/276 $45.00 $50.00 All other school districts $100.00 $150.00 25%25% Non-Profit/Senior Group Discount Community Garden Plots $25 per plot Garden Plot City of ExcelsiorFee Per Day Special Event Permits Event of City Property - Level 1 10-200 participants & spectators but are primarily held on Lake Minnetonka and Minnetonka School District football and soccer programs, $150.00 regardless of size Event of City Property - Level 2 Over 200 participants & spectators property, regardless of attendance $1,000.00 required Events that only use ball field or tennis $60 for each area courts $250.00 Athletic Event that only uses streets Athletic Event that uses streets and the $1,000.00 commons or city parking lot Water Street and/or Sidewalk Closure $500.00 $30.00 Parade Add on - serving alcohol on city property $250.00 $1 per ticket Add on - ticketed event Garden Plots $30.00 Annually Resident $70.00 Non-Resident Tonka BayEvents on City Property Non Local Fee Per Event Permit LevelLocal Fee Per Event Events on City property $75 + Tax$150 + tax Athletic Event that uses streets or city parking lot $200$400 Sporting Events that use: Baseball, soccer fields, tennis and basketball courts, ice $10 per day plus $10 per day plus rinkmaintenancemaintenance Temporary Liquor License on Public Property $300$600 Permit fee of $25 per event for all Minnetonka School District Events PlymouthPicnic Shelters Full Day (9-9) Half Day (9-2 or 4-9) Shelter holds 10-15 Picnic Tables Plymouth Non-Profit $80 Resident$100 + Tax$160 + Tax Non- Resident$125 + Tax$195 + Tax Shelter holds 4 Picnic Tables - Full Day Rentals Plymouth Non-Profit $30 Resident $60 + Tax Non-Resident $95 + Tax Outdoor Facility Fees Athletic Fields/Rinks $31/hour + tax$127 / Day + tax Artificial Turf $52 / hour + tax$216 / Day + tax Field Lights $30 /hour + tax Rinks before or after normal operating hours Rink $32 / hour + tax Rink & Warming House $48 / hour + tax Rink & Lights $62 / hour + tax Rink, Warming House & Lights $78 / hour + tax MoundPublic Gathering Permit $500/Day Damage Category I - Locations (depends on park)Deposit $300/Day $200/Day Damage Category II - Locations (other parks)Deposit $50 / Day ChaskaPicnic Shelters Non-Resident - $75 + tax Gazebo - 2 hour blockResident - $50 + tax Non-Resident - $125 + tax Picnic SheltersResident - $75 + tax Non-Resident - $75 + tax Smaller Picnic ShelterResident - $50 + tax VictoriaPicnic Shelters Victoria Schools, District 112$15 Non-Profit, Civic Organizations, Community Service $20 Resident$30 Non-Resident$50 Lions Park Pavilion Non-Resident - $100 /Day Monday-ThursdayResident - $50 /Day Non-Resident - $150 / Day Friday - SundayResident - $100 / Day Field Rental Lighted Field - Per 0-2 Hrs - Rate per hourHour Resident$30$40 Non-Resident$50$60 MinnetonkaPicnic Shelters Resident - Non-Profit$40 Resident $43 Non-Resident - Non-Profit$75 Non- Resident$80 Beer Permit$25 ShorewoodPicnic Shelters Resident - Non-Resident - $50 + Tax$25 + tax Manor/Freeman/Silverwood Resident - Non-Resident - $75 + tax$50 + tax Eddy Station Community Gardens Resident - $30 Non-Resident - $45 Tournament/Rental Field and Rink Fees Soccer/Football/Baseball Fields Damage Deposit$125 Football Field$50/hour or $210/Day Lights$30/hour Baseball Field$50/day Soccer Area$150/day Tennis Courts$5/court/hour Rinks$30/day plus attendant salary Lights$15/hour 4C 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 & Rec Director Reviewed by: Marie Darling - Planning Director Meeting Date: November 19, 2019 Re: Donation to Parks and Plaque for Bench at Silverwood Park Staff received a letter from Mr. Brock Austin on behalf of the Silver Lake Association. They would like to donate $1,000 to the Parks Department and have a plaque made to be installed on a bench in Silverwood Park (location of the bench is shown on map below) in honor of Gary Kiecker, who passed away recently. Staff recommends that the donation be accepted and put on the November 23, 2019 City Council agenda for their approval. Attachment: Letter from Mr. Brock Austin