032294 PK MINCITY OF SHOREWOOD
PARK COMMISSION MEETING
TUESDAY, MARCH 22, 1994
MINUTES
1. CALL TO ORDER
Chair Jennifer McCarty called the meeting to order at 7:05 p.m.
2. ROLL CALL
COUNCIL CHAMBERS
5755 COUNTRY CLUB ROAD
7:00 P.M.
Present: Chair McCarty; Commissioners Wilson, Dzurak and Bensman; Administrator
Hurm; Park Planner Chamberlain. Also present for portions of the meeting were
Gordon Lindstrom, Gary Dressel and Bill Colopoulos.
Absent: Commissioners Waibel, Martin and Fuller.
3. REVIEW AGENDA
Item #4A was added to the agenda - review of the Little League's proposal to construct a batting
cage north of Freeman Field #3. With that addition the agenda was approved as presented.
4. APPROVAL OF MINUTES
Wilson moved, Dzurak seconded, to approve the minutes of Tuesday, February 22, 1994. Motion
carried unanimously with Bensman abstaining.
Dzurak moved, Bensman seconded, to approve the minutes of Wednesday, February 23, 1994
with the technical correction of changing the word "Commissioner" to "Commission ". Motion
carried unanimously with Wilson abstaining.
4A. LITTLE LEAGUE BAKING CAGE
Gary Dressed President of South Tonka Little League, presented a drawing of a proposed batting
cage. It will be 60' long by 12' wide by 10' tall. It will be located north of Freeman Field #3, along
the right field foul fence. It will be 9' from the fence and 9' from the edge of the parking lot.
There is electricity at that location. It will be a 9 gauge cyclone fence. A 3'x7' door will be
located at the south corner. There will be a concrete floor covered with indoor - outdoor
carpeting. There will be a 6" concrete slab with rerod. It will be similar to a batting cage located
at the Mound high school. A fence permit will be needed. The permit charge should be waived.
Representatives of the Little League will visit with neighbors to the west to make them aware of
the batting cage installation. There is heavy brush to the west which will act as a buffer.
Wilson moved, McCarty seconded, to recommend that the City Council allow the South
Tonka Little League to install a batting cage as presented. Motion passed unanimously.
5. REVIEW 1994 -1998 PARK CAPITAL IMPROVEMENT PROGRAM & FINANCE
PLAN
A. 1994 PROJECT UPDATE & SCHEDULE
The Cathcart Park ball field relocation and parking lot will be done after mid -July. J. Hurm
reported that the City of Chanhassen has offered to remove or move the stand of trees and replant
a buffer at the south end of Cathcart Park.
SHOREWOOD PARK COMMISSION MINUTES
TUESDAY, MARCH 22, 1994
Page 2 of 4
B. REVIEW PLANS & SPECS FOR SILVERWOOD PARK
Upon review of the proposed plans and specifications for Silverwood Park, Dzurak moved,
Bensman seconded, to recommend that the City Council approve the proposed plans and
specifications. Motion passed unanimously.
C. PROJECT MANAGEMENT LETTER OF AGREEMENT - HOISINGTON
KOEGLER GROUP
B. Chamberlain will fax to the City a schedule of hourly rates.
With that inclusion, Dzurak moved, Bensman seconded, to recommend that the City
Council approve the Letter of Agreement with the Hoisington Koegler Group for park
design and project management, not to exceed a total cost of $11,100; that is $10,400 for
Silverwood Park improvements and $700 for Freeman Park improvements. Motion passed
unanimously.
D. REVIEW PROPOSED CHANGES IN PARK CIP
There was discussion on revising the Park Capital Improvement Program. It was determined at
this point it is not likely that $50,000 will be necessary this year for installation of lights in the
softball area. However, it was felt that the set aside for a building on the north side should be
increased from $30,000 to $50,000.
In addition, the Commission reviewed an updated funding source summary which slows down the
expected contributions from the sports organizations. A copy of the proposed CIP changes, the
current park finance plan, and the revised park finance plan are attached to these minutes as
reference.
Bill Colopoulos advised the Commission that in designing the building for the north side of the
park they should keep in mind that a vast majority of the Little League's building on the south is
reserved for storage.
Chair McCarty requested Gordy Lindstrom and Mary Bensman to act as a committee to discuss
with representatives of Girls Softball to determine what commitment they will make toward
Freeman Park and what they determine their needs are, as well as what the City will need to do for
them to play at Freeman Park.
E. REPORT ON MEETING WITH LITTLE LEAGUE BOARD
Chair McCarty reported on a meeting held Saturday, March 12th, at City Hall, attended by
herself, Park Commissioner Jim Wilson, Gordy Lindstrom, Administrator Jim Hurm and members
of the Little League Executive Board. The meeting was called to discuss the Park Commission's
expectations of the Little League. The discussion was very valuable and resulted in the
recommended reduction in expectations. The Little League had indicated that they would like to
be able to set aside IONo of the fees collected to go to the City for park maintenance. $2,500 is
approximately IONo at this time.
Administrator Hurm stated that the Little League Board had indicated that there were a number of
items which the City could help with:
1. There is a need for perhaps two loads of ag -lime on Field #3;
SHOREWOOD PARK COMMISSION MINUTES
TUESDAY, MARCH 22, 1994
Page 3 of 4
2. On Fields #1 and #2 some of the fence posts are rising from the ground, so the balls can
roll under the fence;
3. Because the concession stand is being heavily used, there is likely to be a need for
garbage pick -up each day during the summer;
4. And they would like to have their fields dragged (particularly Field #2) as is done at the
softball fields.
An updated list of expectations for each of the sports organizations was distributed and discussed
(attached to these minutes for reference).
6. SHOREWOOD PARKS FOUNDATION - STEVE DZURAK
A. REPORT OF BOARD OF TRUSTEES
S. Dzurak reported that the Articles of Incorporation will be filed this week with the Secretary of
State as a Minnesota Statute Section 317A - Non -profit corporation. At that time it becomes a
legal entity. The Board of Directors will meet next Monday evening.
B. BY -LAW REVIEW
S. Dzurak reviewed a number of technical changes to the by -laws. There were no substantive
changes from what had been approved at the last meeting.
C. CONSIDER RECOMMENDATIONS ON BOARD OF TRUSTEE
APPOINTMENTS
The Commission felt that if the City Council is interested in their input for recommendations for
the Foundation Board of Directors, they would suggest that the Little League, soccer, softball,
football and hockey groups each be asked to recommend a representative to serve on the Board of
Directors. The four civic organizations suggested at this time are: the American Legion, Tonka
Men's Club, the Rotary Club, and the Senior Citizen Organization. A letter could be written to
these groups discussing the Foundation and asking for a recommendation. Both Gordy Lindstrom
and Bill Colopoulos have an interest in serving as members at large. An article about the
Foundation could be placed in the newspaper asking for a volunteer for the additional at -large
position.
There was some discussion on one or more youth being on the Board of Directors, either as a
voting or non - voting member. It was determined that the Board of Directors could make such
determination at a later date.
Jennifer McCarty, Steve Dzurak and Gordy Lindstrom plan on attending the City Council meeting
on Monday night to discuss the by -laws further.
7. SCHEDULE WALKING TOUR OF OLD MARKET ROAD & SILVERWOOD
TRAILS
There was some discussion as to whether or not the property owners along Old Market Road
should be invited to a public information meeting on that trail. S. Dzurak stated he feels there has
been plenty of opportunity for input to this point.
SHOREWOOD PARK COMMISSION MINUTES
TUESDAY, MARCH 22, 1994
Page 4 of 4
J. Wilson moved, seconded by J. McCarty to notify the citizens along Old Market Road
that the Park Commission is inviting them to review the proposed plans and specifications
for the trail. This would be done the evening that the Park Commission reviews the plans
and specifications. Motion passed 3 to 1 with Dzurak voting nay.
The invitation should clearly indicate this is not a public hearing.
8. SCHEDULE OF OPEN HOUSES AT NEIGHBORHOOD PARKS
This item was tabled because Elizabeth Fuller, who had requested it be placed on the agenda, was
not present at the meeting.
9. REPORTS
There were no reports.
10. ESTABLISH NEXT MEETING DATE
It was determined that the next meeting will be held on April 12, 1994 at 7:00 p.m. There will be
two meetings in May on the regular meeting dates: Tuesday, May 10th and May 24th. These
meetings will begin with the annual tour of the parks.
11. MATTERS FROM THE FLOOR
S. Dzurak asked that the Commission should ask the City Council to replace Dan Waibel who has
not made it to any of the meetings since his appointment. It was the consensus of the Commission
that the City Council should be asked to consider a replacement at the next meeting.
12. ADJOURNMENT
There being no further business, Bensman moved, McCarty seconded, to adjourn the
meeting at 9:50 p.m. Motion passed unanimously.
RESPECTFULLY SUBMITTED.
James C. Hurm,
City Administrator
:t
l
BADGE.Tt
PLAYGROUND EQUIPME -NT
CATHCART
RELOCATE BALLFiELD
PARKING LOT
PLAYGROUND EQUIPMENT
MA VO R
PICNIC AREk
LANDSCAPING
PARKING REFURBISH
SILVERWOOD
COURTS
PICNIC FACILITIES
LANDSC
PLAYGROUND EQUIP1,IEN-T
rR.,,.r� =1�WlV
BUILDIi`IG NORTH (L)
PLAYGROUND SOLTH
LIGHTS - SOFT BALL (L)
SrZMTER- family acts
PRE. -ARE FAMLY AREA
PiGVIC AREA
LANDSCAPING
ENTRANCE &c SIGN
SIGNAGE
DRINKING FOUNTAINS (2)
VOLLEYBALL COURT
r: t S COURTS (3)
CONTIaVGEVCY
TOTAL EXPENSES
So donatt:d (c3s4 or in kind)
L:an to Soorz Crganir^.tions .
1994 — 1998
PARK CAPITAL IMPROVEMENT P LAu\
T (PCIP)
PROJECT SCHEDULE
1994 1995 1996 1
9i 1998
'5.000
5.300
16.000
'5.000
2.300
1I.400
11.000
46.300
11.900
2 4.000
saOLV
'?4.000
-=atee
18,000
15,000
•10,000
5.700
12.500
6,400
5.700
I2500
5.700
60,000
x,000
l q
108,?QO
58500 60,000 30,000
C \PCii \93G922 qn
i
Park Fundi=
As playground equipment is installed in Freeman and Manor Parks
and as a shelter building is built in Manor Park in 1993, the
1994 Park Fund beginning balance is estimated to be $24,000. This
is shown below on the Funding Source Summary - Park Capital Fund
which illustrates where funds will come from to pay for the
improvements scheduled on the PCIP. Note that the
"projects /expenditure" line corresponds with the "total expenses"
line on the PCIP.
Funding Source Summary:
PARK CAPITAL FUND
Balance, January 1
Park Dedication Fees
General Fund Contribution
Donations
General Fund Balance
Tfr - Mortg Balloon - CD
Foundation - Park Maint.
Foundation - Park Imm.
Foundation - Lights Loan
Foundation - Building Loan
Projects /Expenditures
Freeman Park Reserve
Tfr to General Fund - Maint
Interest Income @ 4%
Balance, December 31
1994
---------------------------------------------------
1995
1996
1997
1998
24,000
30,906
11,430
16,759
264
22,500
22,500
17,500
17,500
17,500
50,000
40,000
30,000
10,000
0
10,000
10,000
50,000
87,000
10,000
20,000
20,000
20,000
20,000
10,000
10,000
20,000
20,000
20,000
10,000
10,000
10,000
10,000
10,000
6,000
6,000
6,000
6,000
6,000
(229,200)
(108,200)
(58,500)
(60,000)
(30,000)
(10,000)
(10,000)
(20,000)
(20,000)
(20,000)
(10,000)
(20,000)
(20,000)
(20,000)
(20,000)
606
---------------------------------------------------
224
329
5
75
30,906
11,430
16,759
264
3,839
The Park Capital Imarovement Fund is established to finance
improvements in the City's park system. Revenues are derived
from park dedication fees from land subdivisions within the
City, budgeted transfers from the General Fund, donations and
the Freeman Park Foundation. A one -time transfer of a mortgage
balloon payment on a Contract for Deed which the City holds
is a funding source in 1994. Expenditures shown are for
improvements funded from these sources. Fund balances will be
allocated to future nark imurovements.
This "funding formula" utilizes funds from various sources to
build an early balance to undertake planned projects. The plan
calls for the General Fund contribution to be reduced each year
from $50,000 in 1994 to $0 in 1998. This removes the General Fund
contribution to park improvements altogether.
Ll
4 1 ,
2
J
PARK CAPITAL FUND
----------- - - - - --
Balance, January 1
Park Dedication Fees
General Fund Contribution
Donations
General Fund Balance
Tfr - Mortg Balloon - CD
Foundation - Park Maint.
Foundation - Park Imp.
Foundation - Building
Projects /Expenditures
Freeman Park Reserve
Tfr to General Fund - Maint.
Interest Income @ 4%
Balance, December 31
•
1994
1995
1996
--------------------------------
1997
1998
43,000
60,486
15,082
14,363
1,901
22,500
22,500
17,500
17,500
17,500
50,000
40,000
30,000
20,000
10,000
6,000
50,000
87,000
10,000
10,000
12,000
14,000
16,000
0
0
4,000
8,000
12,000
0
0
10,000
10,000
10,000
(199,200)
(108,200)
(58,500)
(60,000)
(30,000)
0
0
(4,000)
(8,000)
(12,000)
(10,000)
(10,000)
(12,000)
(14,000)
(16,000)
1,186
296
------------------------------------------
282
37
188
60,486
15,082
14,363
1,901
9,589
The Park Capital Improvement Fund is established to finance
improvements in the City's park system. Revenues are derived
from park dedication fees from land subdivisions within the
City, budgeted transfers from the General Fund, donations and
the Freeman Park Foundation. A one -time transfer of a mortgage
balloon payment on a Contract for Deed which the City holds
is a funding source in 1994. Expenditures shown are for
improvements funded from these sources. Fund balances will be
allocated to future park improvements.
•
7
March 22, 1994 Update
EXPECTATIONS FOR SOUTH TONRA LITTLE LEAGUE
11
1994: • $2,500 toward park maintenance'
• Manpower on a Spring Saturday to install playground
equipment (15 persons)
1995: • $2,500 toward park maintenance
1996: • $3,000 toward park maintenance
• $1,335 toward future park improvements (foundation
fund raising)
2
March 22, 1994 Update
EXPECTATIONS FOR SOUTH SHORE ADULT SOFTBALL
1994: • Manpower on a Spring Saturday to install playground
equipment (8 persons)
• $2,500 toward park maintenance
The City has planned to finance $50,000 toward a concession
building to provide the organizations with a means to raise these
funds.
•
1995: • $2,500 toward park maintenance
• Assistance in building the concession building? •
1996: • $3,000 toward park maintenance
• $3,335 toward concession building? (tentative)
(from concession profits)
$1,335 toward future park improvements (foundation
fund raising)
3 0
. March 22, 1994 Update
EXPECTATIONS FOR GIRLS SOFTBALL
From Shorewood's Park Capital Improvement Program
for 1994 & 1995
•
1994: • $2,500 toward park maintenance
The City has planned to finance $50,000 toward a concession
building to provide the organizations with a means to raise these
funds.
1995: • $2,500 toward park maintenance
1996: • $3,000 toward park maintenance
• $3,335 toward concession building? (tentative)
(from concession profits)
• $1,335 toward future park improvements (foundation
fund raising)
4
March 22, 1994 Update
EXPECTATIONS FOR TONRA UNITED SOCCER ASSOCIATION
From Shorewood's Park Capital Improvement Program
for 1994 & 1995
1994: • $3,000 Commitment for 1993 playground equipment
• Manpower on a Spring Saturday to finish
installation of playground equipment (8 persons)
• $2,500 toward park maintenance
The City has planned to finance $50,000 toward a concession
building to provide the organizations with a means to raise these
funds.
C
1995: • $2,500 toward park maintenance 0
• Assistance in building the concession building?
(tentative)
1996: • $3,000 toward park maintenance
• $3,335 toward concession building? (tentative)
(from concession profits)
• $1,335 toward future park improvements (foundation
fund raising)
1
..a.
MEMORANDUM
LARKIN, HOFFMAN, DALY & LINDGREN, LTD.
0 Attorneys at Law
1500 Norwest Financial Center
7900 Xerxes Avenue South
Bloomington, Minnesota 55431
Telephone: (612) 835 -3800
FAX: (612) 896 -3333
TO: James C. Hurm, City Administrator/
FROM: Timothy J. Keane, City Attorney
DATE: March 22, 1994
RE: Shorewood Park Foundation
You inquired: If the City of Shorewood were to make
contribution(s) to the Shorewood Parks Foundation, could the
City's contribution to the Parks Foundation where the Parks
Foundation were to acquire park equipment give rise to subsequent
sales tax liability.
Response: Shorewood Parks Foundation is a non - profit corporation
formed under and pursuant to the provisions of Minnesota Chapter
317A, known as the Minnesota Non - profit Corporation Act. The
Foundation is organized exclusively for charitable, educational,
religious, or scientific purposes within the meaning of Section
501(c)(3) of the Internal Revenue Code of 1986, as it now exists
or hereinafter amended (the Code).
The Bylaws of the Foundation provide that the Foundation shall
have charitable and recreational purposes and operating
procedures consistent with the organizations qualifying for the
exemption under 501(c)(3) of the Code. Assuming the continued
operation of the Foundation under its Articles of Incorporation
and Bylaws consistent with federal and state tax laws, it does
not appear that a contribution of the City to the Foundation
would give rise to subsequent tax liability issues for the City
of Shorewood.
Should you have any questions relating to the foregoing, please
do not hesitate to contact me at 896 -3203.
TJK:LA5s