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030281 PK MINCITY OF SHOREWOOD COUNCIL CHAMBERS REGULAR "PARK COMMISSION" MEETING 5755 COUNTRY CLUB ROAD MONDAY, MARCH 2, 1981 7:30 P.M. PAGE l of 5 M I N U T E S CALL TO ORDER Chairman Don Goettelman called the regular Park Commission meeting to order at 7:37 P.M. ROLL CALL Present: Roger Stein, Chairman Don Goettelman, Vice - Chairman Gary Carl, Carol Chapman, Gordon Lindstrom, Bob Nygaard (left at 9:45 P.M.), Conrad Schmid, and Council Liaison Tad Shaw Absent: None APPROVAL OF FEBRUARY 16, 1981 MINUTES Carl moved, Nygaard seconded, approval of the minutes as revised. Namely, on Page 2, to have the second sentence replaced by "Presently, Richfield limits non - residential use of their parks." Also, the word "they" is to be inserted in the fifth sentence between the words "therefore" and "are ". In the seventh sentence "user fees" is to replace "usury" fees. Motion carried unanimously. RECOMMENDATIONS AND REPORTS Goettelman, who had been at the February 23rd Council Meeting, reported on two items: namely, - -that $29,000 had been borrowed from the Park Fund to help finance the water system (parts of it) for the Dutcher development. -- Victoria held a public hearing on February 23rd re- garding public lake access to Lake Virginia. Two people - -Bob Gagne and Bruce Benson - -were called to represent Shorewood. Seven Shorewood homes on Lake Virginia. Strong resistance due to increased traffic, crime, etc. Tabled by Victoria - to be covered later. Liaison Shaw brought up the question, as discussed by the Council, as to whether or not Attorney Gary Larson felt there should be a contractural agreement for the parks. Larson had reflected it was a loaded question. A contract may not be needed. Once there is a contract, liability cannot be avoided. There is the question of whether or not a binding agreement will benefit the City. • CITY OF SHOREWOOD REGULAR "PARK COM1 MONDAY, MARCH 2, CONTINUATION OF R: -- Starting with Page 2 of 5 ISSION" MEETING 981 - M I N U T E S PORT OF PARK COMMISSION FOR JOB DESCRIPTION rocedures for the Conduct of Business bf the Commission" On Page 2, under "Procedures for... Commission ", change from "monthly" to "twice a month." Ca 1 motioned, Nygaard seconded, approval. Motion carried unanimously. On Page 2, under Order of Business insert: G. Matters from the Floor, and H. Adjournment. �- On Page 3, under Amendments to Ordinance No. 84, Sec 3: Membership. Delete: 2. Change - thereafter term for all members shall be for 2 years instead of 3. The next numbers of 13. and 4., change to 2. and 3. respectively. It is recommended that the By -laws and Ordinance No. 84 be submitted to Attorney Larson for scrut}ny and then recommend it to the Council. No action taken. Re -type the "By-Laws for Shorewood Park Commission" according to new changes and then have it vot d upon for acceptance at the next Park Meeting-t4arch 16th. Carl motioned, Lindstrom seconded, approval of the by -laws as discussed subject to review and approv of the final copy. Motion carried unanimously. CONTINUATION OF REVI OF RECREATIONAL ORDINANCES: —Reports/Neighboring Cit es. Carol Cha n - reported on Tonka Bay, which has no rules at all. It's on a first come, first serve sis; and there are no contracts. It is an unwritten rule of who has what and i6en. They don't even seem to consult. Don't know where they get theirJncome. Bob Nygaard reported on und. They have a Park Administrator. They get their revenue from the li r s ore(s), dock permits, and rights. They got a lot of tax forfeited lanof which a large portion was kept for parks. Have used H.U.D. funds. They work closely with Community Services who take care of the scheduling and fees. No ootball fields. Little League owns their own field. Babe Ruth is built on sch of property. Soccer /football works through Community Services and yet also works through the school system. Presently, they do not charge and have no contracts at this time. Community Services i considering charging a fee for their park usage. In the Parks, they have two buildings that can be used for picnics. No charge for non- profit organizations such as weddings. A fee plus a security deposit for the use of the building s charged. No alcoholic beverages allowed in the parks, but you can have them in the building. The non- alooholic beverage ordinance can be enforced if neces arv. �n �J CITY OF SHOREWOOD Page 3 of 5 REGULAR "PARK COMMISSION" MEETING MONDAY, MARCH 2, J981 M I N U T E S Gary Carl reported on Eden Prairie Talked to Bob Fampert, Park and Recreation Administrator. Decisions on land'land money are made by the Park Administration. All of this moneylgoes back into Park facilities for Park income. They don't get mu h money from liquor stores; some of the money is to be donated o the Park Fund. Youth League: There is no charge and no contracts. Lambert says, "We are fortunate that they rn't charge us." If volunteers did not put out their time, then we would have to hire somebody and spend our own tax money to do this because our City caot go without use of the facilities. However, they do provide the maintena ce, officials, line markings, publicity, schedules in newsletter, equipment, and storage. Adult League: No cost for facilities or maintenance — (adults then cannot dictate what has tote done and when; the City controls). Adult leagues are equally as important as youth leagues. However, adults are charged a small fee for the cost of the league, such as for lights. The City will line -nark the field the first time around. They have no contrac s as the City doesn't want control of the legal end of it. The adult has to liva and /or work in Eden Prairie. Other communities are not routinely allowed to play on Eden Prairie fields. Other teams such as Lions can play because the put money back into the Park fund. They do not allow anybody to profit frxn City property. Budget: Community services works out of the General Fund, which is about $650,000; $130,000 t $140,000 is dedicated to the Parks. Capital investments are funded from the to Fund upon special request (equipment purchases, etc., improving old or building new facilities). They try to put all money back into the area from which it comes or into multi -use facilities for Park development. Liquor store(s) are just starting and are not yet profitable; but when they are, some of the profits are to be dedicated to the Park fund. Private donations also are given to the Park fund. Connie Schmid to report on Chanhassen Notes mislaid at home. Will bring them to the next meeting. Don Goettelman re red on Excelsior. They are currently t inking about changing a lot of things; I will try to attend their next Monday me ting. They charge nothing for the youth organizations but charge adults to the hilt. Money from buoys, slips, commerical docks, and parking meters go into the Park fund. Don Goettelman repor 1� Maintenance costs at by development charg such as bond issues, has helped with main Fees charged for doc front facilities onl :ed on Deephaven Talked to Julie Wagner, City Clerk. covered by General Funds. Capital improvements are covered �s of 10% of land value (or equal land) and public appeals etc. No fees charged for field use, but Hockey Association :enance and development of rinks such as boards, lights, etc. :.s and slips go to a separate fund and are used for lake 7. EOY Fund is growing and may in the future be used for parks. continued... CITY OF SHOREWOOD Page 4 of 5 REGULAR "PARK COMMISSION" MEETING MONDAY, MARCH 2, 1981 - M I N U T E S The use of the boat launch, tennis courts, and beaches are controlled by parking stickers. These are fees to residents. Non- residents pay $50.00 which lets them use all facilities. Money goes to the General Fund. The sticker allows parking within three blocks of the facility. Anyone can use the facility if they park farther away and walk. This is true of the boat launch in Carson's Bay. Free parking is provided at City Hall if anyone wishes to launch their boat and walk back. No contracts are required by organized sports, but the coach must present certification of insurance which shows Deephavenas being under the umbrella of protection. It is not exactly clear as to how this is done. Examples of recent developments: — Recently acquired a tract of land valued at $160,000. 1/2 the value was donated to the City by owner. 1/4 the value was donated by another resident, and 1/4 was paid by all residents upon appeal. The paddle tennis court was donated by an individual if the City would pick up and move. (1) Deephaven ks no current plans to change but felt the contract for use by organized sports was a good idea from the liability standpoint but would not consider a fee. OTHER MATTERS There was discussion on the pros /cons of insurance relative to sport contractural agreements. How do we want our City to operate? No fee? A.general fee? Administrative fee? Ways of handling fees? Three main concerns discussed: administrative or non - administrative fees (total fee); contracts or no contracts; insurance or no insurance. Shorewood is carrying the load for the other communities and wants some relief. Can't even use own Park because of outside residents being there. Set up a list of priorities and let each sports organization come in on that particular night for input? Break the groups down into specific categories: youth, adults, tournaments, other? Two opposing viewpoints. One side supports those who volunteered their time and labor and are against charging a fee. The other side said it would have cost $20,000 to build that (Badger) field. The same group who volunteered will no longer even be participating. Yet both sides agree all must be treated fairly. Chapman motioned, Schmid seconded, to table this matter. Motion carried unanimously. t CITY OF REGULAR MONDAY, WEEPING - -Vine Shady SHOREWOOD "PARK COMMISSION "MEETING MARCH 2, 1981 - M I N U T E S WILLOW TREES: Jill Highway 7 Area Hills Circle - Mr. &'. >Mrs. Robson Snyder Page 5 of 5 She park--is--east Shady Hills Circle. _ area involved is actually a drainage area donated by the developer of Shady Hills addition. The City planted weeping willows around the ponding area of the Park. Mrs. Snyder asked that the willow trees be removed because they (1) block the sunlight which prevents their land from drying, (2) moles are tunnelling under her fence and yard, and (3) the trees are messy and interfere with the mowing of their lawn. Snyder's have been maintaining the area but feel they no longer can do so because of the problems incurred from the trees. Upon discussion, Chapman motioned, Carl seconded, that since, this Park land was not included in the long -range developmental plans, no alterations in the natural environment should be undertaken until a total evaluation has been made by the Park Department. Motion carried unanimously. ADJOURNMENT Goettelman motioned, Stein seconded, for adjournment at 10:36 P.M. Motion carried unanimously. Is Respectfully submitted, 0 02:)0%_t_ Dart Fahrenbruch, Secretary Page 1 of 3 BY- LAWS FOR SHOREWOOD PARK COMMISSION The Shorewood Park Commission for its own rules and regulations has adopted the following by -laws. The by -laws of the Commission may be modified or amended by a two - thirds vote of the duly appointed members. Definition The Shorewood Park Commission is a permanent citizen commission of the City of Shorewood and serves as an advisory body to the City Council for the purpose of providing the greatest benefit and pleasure from the use of present and future parks and recreational lands. 1. The Commission shall advise the Council on all matters pertaining to the acquisition and development of all park and recreational lands. 2. The Commission shall develop a comprehensive plan for the future park and recreational needs of the City of Shorewood. 3. The Commission shall recommend to the Council operating policies and procedures for use of existing park and recreational lands. 4. The Commission shall develop and recommend an operating and capital improvement budget for all perk and recreational lands on a yearly basis. 5. The Commission shall review all proposed subdivisions and make • appropriate recommendations as to the proper action to be taken which will best meet the goals of the park and recreational system of Shorewood. 6. The Commission shall establish and maintain cooperative working relations with other city park commissions, school and community education authorities, other leisure opportunity program groups, county and state agencies that have application within the park and recreational system of the City of Shorewood. Membership A. The Commission shall consist of seven members. The membership shall, as feasibly possible, represent the various geographic areas of Shorewood.. B. Prospective members shall submit a written resume to the chairperson for review. The chairperson shall submit the same resume, and the Commission's recommendation, to the City Council for final approval. C. All terms of regal r members shall be for three (3) years. If a person is appointed to fill resigned member's term, the appointee's term will correspond to expire accordi to the original member's term that he /she is filling. D. If any member cannot serve his /her full term, he shall submit a written notice to the chairperson of his actions 30 days prior to his leaving date from the Commission. E. It shall be the du - -y of the chairperson to inform the City Council of any vacancies occurring in tie membership and he shall assist the Council in filling such vacancies with i thirty days. The new member will serve the unexpired term of the origi 1 appointment. Page 2 of 3 WJ Organization A. Organizational M shall be an organizational among their own members a of one year. _ng. The first meeting in January of each year sting at which time the members shall elect from Lrperson and vice chairperson to serve for a period B. Chairperson. The Chairperson shall preside over all meetings. The Chairperson shall also assign specific tasks to members of the Commission as he /she deems necessary and may, with the consent of the members, establish sub- committees and appoint members to liaison duties with other commissions, boards, and agencies. C. Vice Chairperson. e Vice Chairperson shall preside over all meetings in the absence of the Chairoorson. D. Secretary. The secretary to the Commission shall keep minutes of each meeting and distribute minutes of the previous meeting, along with a copy of the next agenda, to each member prior to the upcoming meeting. Procedures for the Conduct of Business of the Commission: A. Regular Meetings. Regular meetings of the whole commission shall be held twice a month. Meeting may be cancelled by the Chairperson for due causes. B. Special Meetings. Special meetings may be held at any time upon the call of the Chairperson or a majority of the members currently appointed to the Commission. Notification of the meeting shall be given at least 5 days prior to the meeting date. C. Quorum. A majority of the Commission members currently appointed to the Commission shall constitute a quorun for the conduct of Commission business at a regular or special meeting. D. To remain in good standing, members are requested to attend not less than 75% of all regular sche uled meetings. Members are expected to contact the u Chairperson if they are nab e to attend any regular meeting. Order of Business: A. Roll Call B. Approval of Minute: C. Petitions, Request D. Recommendations an( 1. Reports of the 2. Reports of Sty E. Old Business F. New Business G. Matters from the F] H. Adjournment of previous meetings not previously approved , and Communications to the Commission Reports Commission Page 3of3 enda Preparation: 41 The Chairperson of the the meetings of the Comsnissic members along with appropriat the Commission may request tr Roberts Rules of Order: Commission shall prepare the agenda for each of n. Said agendas will be distributed to the e attachments prior to the meeting. Any member of at an item be placed on the Agenda. The conduct of the business of the Commission at its meeting shall be governed by the current edition of Roberts Rules of Order, to the extent they are not inconsistent with the by laws. A. Suspension of suspended by a B. Voting, Motions, before the Commis shall be called a of the members. member of the Corn issue. Open Meetings All Commission . The Commission's rules and procedures may be thirds vote of the Commission members present. Recording. Voting on all matters brought n shall be a voice vote. A roll call vote recorded on any issue requested by one or more re shall be no voting by proxy and each regular sion shall be entitled to only one vote on any shall be open to the public. Amendments to Ordinance No. $4: Section 3: Membership 1. Change nine 2. Change- Chai 3. The Park Commissic of the Commission. Section 4: 1. Drop failure of Section 5: None 940, ► qIF/ to seven residents. shall be approved by the City Council. shall have a secretary who is not a member member, etc... X 4��4 e