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021120 Pk Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JANUARY 14, 2020 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 November 19, 2019 – (Att.-#2A) 3 . MATTERS FROM THE FLOOR 4. NEW BUSINESS A. Determine Liaisons for City Council Meetings- (Att.-#4A) B. Warming House Tours in February – (Att.-#4B) C. Concession Agreement – (Att.-#4C) D. Bleachers at Badger Park – (Att.-4D) E. 2020 Meeting Schedule – (Att.-#4E) 5. OLD BUSINESS A. Review Park Fees and Usage for Picnic Shelters – (Att.-#5A) 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 7. ADJOURN Liaison for City Council Meeting on January 27 is Commissioner CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, NOVEMBER 19, 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, Commissioners Rock, and HirnerPlanning Director Darling; and Park and Recreation Director Grout Absent: Commissioners Vassar and Gallivan B. Review Agenda Rock 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 October 8, 2019 Rock moved to approve the minutes of the October 8, 2018 meeting as written. Mangold seconded the motion. Motion carried 3-0. 3. MATTERS FROM THE FLOOR There were none. 4. NEW BUSINESS A. Review of Maintenance Schedule Planning Director Darling reviewed the information included on the maintenance schedule spreadsheet. Chair Mangold noticed that one thing that wasn’t included was the bulletin boards that were put up by the Boy Scouts because they are starting to show wear and tear. He would like to have them reviewed to see if they need to be repaired. Park and Recreation Director Grout stated that those boards are listed as message boards and were installed in 2012. She stated that some of them are leaking and the backing isn’t holding up well. Planning Director Darling stated that there is an item that lists the ballfields as having a lifespan of 25 years, but isn’t sure why that is their life span if they are maintained. She stated that she doesn’t understand why the City would need to replace the ballfields if they are still functional. PARK COMMISSION MINUTES TUESDAY, NOVEMBER 19, 2019 4 PAGE 2 OF Chair Mangold stated that he would like there to be a plan to keep on top of some of these things before there are complaints. Planning Director Darling stated that she believes the annual Park tour will help with those types of things. Chair Mangold asked how often this list was reviewed and who was responsible for reviewing the ratings of the items on the list. Planning Director Darling stated that she expects to work with the maintenance staff for the daily and monthly responsibilities. Chair Mangold stated that he would like to make sure there is input from Public Works on these items. He stated that he likes that there is a column for “Date of Last Review” but noted that it has not been filled in with any information. He asked for an update on the Manor Park pond. Planning Director Darling gave an overview of the alum treatments. Commissioner Hirner asked whether the Christmas Lake Landing fell under the Park Commission. Chair Mangold stated that he thought that Public Works staff mowed and emptied garbage cans. Planning Director Darling noted that the homeowner’s association does the majority of the work at the Christmas Lake Landing. B. Review Park Fees Park and Recreation Director Grout stated that there were a lot of reservations at Manor Park, Eddy Station and Freeman Park this year. Planning Director Darling noted that as part of the CIP discussion, the Council had asked that the Park Commission take a look at the Park Fees to ensure that the fees were in line with what they should be. Commissioner Hirner asked what fund the park fees went to once they were collected. Chair Mangold stated that he believes it just goes into the General Revenue Fund. Planning Director Darling stated that she will research this and see what is tracked and bring information to the next Commission meeting. Commissioner Hirner stated that he is hesitant to raise the fees simply because other cities are raising their fees without knowing that the fees are going to the actual park funds. Commissioners discussed the fee scale and whether they had enough information to make a decision at this point. PARK COMMISSION MINUTES TUESDAY, NOVEMBER 19, 2019 4 PAGE 3 OF Commissioner Hirner stated that he would like to get more information before the fees are changed. C. Accept Donation to the Parks and Plaque for Bench at Silverwood Park Chair Mangold asked about the bench location. Planning Director Darling stated that this is an existing bench and they are willing to donate $1,000 to the Parks Department and put a plaque on it. She explained that there are also two other memorial benches in progress at Badger Park and Freeman Park. Rock moved to recommend the Council accept the donation to the Parks Department and plaque for a bench at Silverwood Park. Hirner seconded the motion. Motion carried 4-0. D. December Meeting Planning Director Darling stated that there is nothing on the agenda at this point for December and asked if the Commission was interested in cancelling the meeting. The Commission came to a consensus to cancel the December meeting. 5. OLD BUSINESS Commissioner Hirner asked if there was an update on the warming house staffing situation. Park and Recreation Director Grout stated that she had only received 1 application so far. She gave an overview of the various schools and places that they have advertised the opening. She stated that if the Commission knows of anyone who may be interested to please send them her way. Commissioner Rock asked if there would be a possibility of working with a temp agency to get people who are interested in odd jobs or odd hours. Park and Recreation Director Grout stated that she could check into that possibility. Chair Mangold asked if there was a way to have security cameras and allow use of the warming houses even without staffing, similar to the bathrooms that auto-unlock and lock. He stated that he does not see the staffing problem going away in the near future and would like to take a look at other ways to utilize the City’s resources. Commissioner Hirner suggested contacting other seasonal employment places such as some of the ice cream shops in Excelsior to see if anybody there would be looking to augment their hours from those types of places that will be shutting down for the winter. 6. STAFF AND LIAISON REPORTS / UPDATES A. City Council Planning Director Darling gave an overview of the November 12, 2019 Council meeting. PARK COMMISSION MINUTES TUESDAY, NOVEMBER 19, 2019 4 PAGE 4 OF B. Staff a. Bleachers at Badger Park Planning Director Darling stated that the City has been contacted by the Park Foundation, and the Lacrosse and Football Associations expressing their interest in having bleachers installed at Badger Park. She stated that there is a pad of extra dirt on site, if there ends up being a donation for bleachers. Chair Mangold stated that there is a Park Foundation meeting on November 20, 2019 but he is unable to attend. He asked if anyone else could step in and attend. Planning Director Darling stated that she is planning to attend. Commissioner Hirner stated that he will see if he can make it in time to attend. b. Fence at Badger Park Planning Director Darling stated that the Lacrosse Association is also interested in having a fence installed along the east boundary between the trail and the edge of the field. She stated that she will keep the Commission updated on those conversations. c. Freeman Park Playground Update Planning Director Darling stated that Freeman Park South playground is completed and open for use. d. Badger Park Update Planning Director Darling stated that the shelter is up and roof is finished. She stated that the exterior is almost completed on the restroom and then they will begin on the interior. e. Sale of Alcohol Update Planning Director Darling stated that there have not been any alcohol sales in the parks, so this will be looked at again next year. f. Fire Lanes Update Planning Director Darling gave an update on the Council discussion surround fire lanes at the November 12, 2019 Council meeting. 7. ADJOURN Hirner moved to adjourn the Park Commission Meeting of November 19, 2019 at 7:54 p.m. Rock seconded the motion. Motion carried 3-0. #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: Twila Grout – Park & Rec Meeting Date: January 14, 2020 Re: Determine Liaison for City Council Meetings Listed below is a schedule for the Park Commissioners to determine who will be the liaison to the City Council meetings. Park Commission Meeting Report at City Council Meeting Liaison January 14, 2020 January 27, 2020 February 11, 2020 February 24, 2020 March 10, 2020 March 23, 2020 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: Park Commission From: Twila Grout – Park & Rec Director Reviewed by: Marie Darling - Planning Director Meeting Date: January 14, 2020 Re: Agenda Item 4B – Warming House Tours Last year the warming house tours had to be cancelled due to inclement weather and staff recommended that the commissioners take the tour on their own since it was late in the season. th Would the Park Commissioners like to schedule the warming house tours for the February 11 regular meeting? All is weather dependent. Please advice staff if you would like to meet at 6:00 at Manor Park, continue to Cathcart Park and end at city hall for the regular meeting or hold the regular meeting at the regular time without the tour. #4C 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: Twila Grout – Park and Rec Director Reviewed by: Marie Darling – Planning Director Date: January 14, 2020 Re: Accept 2020 Concession Operation Agreement Russ Withum has provided concession services since 2005 and has agreed to provide concession services for Eddy Station again for the 2020 season with his son, Derek Withum. Mr. Withum has agreed to pay the city $394 for the 2020 season and staff recommend approval of the agreement. Payment would be due September 30, 2020. Independent Contractor 2020 Concession Operation Agreement By and Between City of Shorewood and Contractor THIS AGREEMENT , made this ___ day of __________, 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 2019. Payment due to the City by September 30, 2020. 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:____________________________ 4D 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: Twila Grout – Park & Rec Director Reviewed by: Marie Darling - Planning Director Meeting Date: January 14, 2020 Re: Agenda Item 4D – Bleachers at Badger Park At the November Park meeting Planning Director Darling mentioned that the Park Foundation, Lacrosse and the Football Associations expressed in having bleachers installed at Badger Park field. The table below is information that staff has obtained for two different seating capacities and estimated pricing. Company Seating Capacity Number Rows Length Price Kay Park Products 42 3 21’ length $1389 - $1572 Kay Park Products 70 5 21’ length $2412 - $2781 Jaypro Sports 42 3 21’ length $1694 - $1895(single foot plank) Jaypro Sports 42 3 21’ length $1845 - $2300 (double foot plank) Jaypro Sports 70 4 27’ length $2827 - $3213 (single foot plank) Jaypro Sports 70 4 27’ length $3308 - $3751 (double foot plank) Kay Park Products - pricing depends on aluminum frame or galvanized steel frame, 8” rise bleachers or 6” low rise bleachers. Jaypro Sports - pricing depends on the foot plank and if you choose natural finish or powder coat. Additional expenses would include a gravel pad and edging. After review and discussion, please advise staff if 1) bleachers would be a good addition to the park; 2) which size would be appropriate, and 3) if Park Commission would like the Park Foundation, Lacrosse and the Football Associations to proceed with fundraising for bleachers at Badger Park. Staff would get quotes for the gravel pad and edging if the Park Commission is interested in the addition. 4E 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: Twila Grout – Park & Rec Director Reviewed by: Marie Darling - Planning Director Meeting Date: January 14, 2020 Re: Agenda Item 4E – 2020 Work Program and Meeting Schedule Below is the work program schedule and the meeting schedule for 2020. The Park Commission may have topics to add to the work program and items will come up over the course of the year. 2020 Work Program January  Picnic Shelter Fees  Bleachers at Badger February  Warming House Tours March  Appoint Chair/Vice Chair  Determine work program for the remainder of the year April May June  Park Tours - Round I July  Park Tours - Round II August  Park Tours – Round III  Recap of Park Tours September – December 2020 Park Commission meeting schedule February 11 March 10 April 14 May 12 June 9 July 14 August 18 September 8 October 20 November 10 December 8 #5A 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: Twila Grout – Park and Rec Director Reviewed by: Marie Darling – Planning Director Date: January 14, 2020 Re: Review Park Fees and Usage for Picnic Shelters reviewed the income generated from park fees. The At the November 19 Park meeting, the Park Commissioners Park Commissioners directed staff to see where the revenue was going, how many people rented the shelters for 2018 and 2019 and what the total fees collected were and bring back the findings to the January meeting. Below the chart shows the number of people that rented and the fees collected for each shelter. The revenue collected from the rentals goes into the general fund. 2018 Resident Non-Resident Total Revenue Manor 6 2 $268.18 Eddy Station 3 0 $160.89 Freeman 7 0 $187.74 Silverwood 0 0 0 Totals 16 2 $616.81 2019 Resident Non-Resident Total Revenue Manor 10 1 $321.83 Eddy Station 4 1 $294.97 Freeman 3 2 $187.72 Silverwood 0 0 0 Totals 17 4 $804.52 After reviewing the above information the Park Commission will need to determine if they would like to increase the fees for the park shelters. Attachment: Review of Park Fees Memo from November 19 Park Meeting 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 5B 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: Marie Darling - Planning Director Meeting Date: February 11, 2020 Re: CIP Discussion Attachments: October 8, 2019 Memo Previous CIP with Mark-up Fund 402 Revenues with and without adjustment The attached CIP reflects the Commission’s direction that the following projects have priority funding for the years through 2025. Badger Park Tennis Courts Cathcart Park Playground Replacement Freeman Park Trail Overlay Silverwood Park Playground Replacement These projects total $800,000. The City will have about $650,000 through 2026 toward all parks projects, but not all of that money is available now. As a result, staff propose to push the Freeman Park trails, the Silverwood Playground and the remaining projects back a year to allow money to accumulate in Fund 402 prior to beginning the projects. By pushing the projects back one year, the CIP would be a more accurate tool to complete capital projects. Although this was part of the October discussion, staff would like to have Parks Commission input on the revisions. Please review the CIP and provide comments on the proposed changes. Funding Estimates and Sources: With each project, staff will continue to get better estimates, apply for grants and explore other options to reduce the costs associated with each project. For example, the Badger Park tennis court estimate that we are using was based on a similar sized project in Minnetrista, but we have recently been looking into projects completed by two other communities that have substantially reduced costs. Originally, staff had $350,000 as the estimate for the project, but have conservatively reduced that estimate to $300,000 based on projects in the other communities. The City Engineer is beginning the process to prepare plans and move forward on the tennis courts and will be providing more specific cost estimates as the project advances. As the Cathcart Park project moves forward, Commissioners may also want to consider another rehabilitation project instead of a full replacement to reduce the cost. Saving money on Cathcart would mean additional funds to move forward on the Freeman Trails or Silverwood playground on a quicker timeframe.