062398 PK WS MINCITY OF SHOREWOOD COUNCIL CHAMBERS
PARK COMMISSION WORK SESSION 5755 COUNTRY CLUB ROAD
TUESDAY, JUNE 23, 1998 7:30 P.M.
MINUTES
1. CONVENE PARK COMMISSION WORK SESSION
Chair Puzak called the meeting to order at 7:32 p.m.
A. Roll Call
Present: Chair Puzak; Commissioners Dallman, Arnst, and Themig; Administrator Jim
Hurm; Council Liaison Roger Champa
Absent: Commissioners Colopoulos, Bensman and Cochran
B. Review Agenda
2. CONSIDERATION OF DEVELOPING A POLICY ON THE USE AND
IMPROVEMENT OF PARK LAND FOR ORGANIZED SPORTS
ORGANIZATIONS
Commissioner Arnst explained that the highlighted sections on the draft policy (attached) are the
issues that the Park Commission would like to discuss. Areas being considered are: maintenance,
long term expenditures and capital funding.
Listed below are some comments that the Park Commission has made regarding what should be
considered for developing a policy for sports organizations.
It was determined to look at the word negotiate under Annual Contributions, and to look at item
E "Determine Fee Schedule" at the next work session.
A. Basic Facilitv (What the City will brovide
* Safe activity space
* Parking/Road /Toilets
* Allocation of existing space
* Access
B. Maintenance of Facility
1. Basic Maintenance
* Safe
* Mowing/Weed/Removal /Attractive grass areas
PARK COMMISSION WORK SESSION MINUTES
JUNE 23, 1998 - PAGE 2
* Removing trash and litter
* Snow plowing
2. Enhanced Maintenance
* Aeration, dragging, etc.
* Requires additional support from the organization
C. Improvements (Capital - user requested)
1. Funding
* Look at each request individually
* Review and evaluate request based on:
• Their needs
• Our ability to accommodate
• Needs of other users
* Strive to overcome barriers
* City approves plan and design
* City assumes ownership
2. Maintenance
* City becomes responsible for maintenance
3. Ownership
* City becomes owner
D. Annual contributions (Users fees)
* Park Commission will negotiate annual fees to support enhanced services and
dedicated use time with each organization
* If sports organization declines, revert to basic level as described in item A-
Basic Facility
E. Determine fee schedule - To be discussed at another work session.
There was a consensus that the Commission will continue to work on developing a coherent
policy.
3. ADJOURNMENT
Arnst moved, Themig seconded to adjourn the meeting. Motion passed 4/0. The meeting
adjourned at 9:40 p.m.
RESPECTFULLY SUBMITTED
PARK COMMISSION WORK SESSION MINUTES
JUNE 23, 1998 - PAGE 3
Twila Grout
Parks Secretary
Draft
6/16/98
Shorewood Park Commission
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General Park Use Policies
General History Park land has been purchased and developed for the use of the
general public. Over the years sports organizations have developed
facilities on park land on their own, or with the city, or have utilized
facilities provided by the City. The sports organizations have also
varied in their financial support of the parks in general.
Trends Several trends are clear. Less revenue is expected for capital
improvements because fewer new lots are left to be developed which
results in a reduction in park dedication fees. Also, less new
development and concern for high property taxes will make it more
and more difficult to support on -going maintenance of fully
developed parks.
No Non - resident Lake area cities provide recreational amenities to varying degrees. A
Fees vast majority of those playing organized sports in Shorewood parks
do not live in Shorewood. But each city can make that statement
regarding their parks. It is important that cities do not expect higher
fees be paid by "non- residents ". This would be a paperwork
nightmare for the organizations and cities alike. It would be
parochial and harmful to the long - standing tradition of cooperation
among Lake Minnetonka area cities.
• Maintenance fee The general policy is and should be "first come, first served" in
Expectations Shorewood parks. An exception is when a fee is paid to "reserve"
the facility as in the park shelter policy. Facilities, no matter who
paid for their original development, should have a "reservation fee"
to reimburse the general fund for ongoing maintenance of the facility
that is being reserved for a sports organization and therefore being
removed from the first come, first served" status. Increasing fees to
Capital Funding
Expectations
Expectations are increasing for amenities. Athletic fields require
roads, parking lots, toilet facilities, some have irrigation systems,
playground equipment, and more. At the same time funding for
capital improvements is declining. Therefore, it is reasonable that
Draft
6/16/98
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A Policy Framework For Decisions
Regarding "Improvements"
To Park Land Set Aside For Sports Organizations
Field Athletic fields need to be useable by the general public except for
Availability times specifically reserved by the sports organizations for games and
reasonable practice.
Basics The City provides land, a base facility, basic park amenities and
Provided maintenance. Anything beyond basic annual maintenance, or any
improvements to the reserved areas is the responsibility of the sports
organization. If the improvement promotes safety, the City may
consider participating in the cost of the improvement in a partnership
with others.
Requests
When a sports organizations requests improvements beyond the
From Sports
basics, the chance of approval and implementation is greatly
Organizations
enhanced as the proportion of funds (resources) provided by non -
For Improve-
City sources increases. A meritorious proposal with full outside
ments
funding is likely to be implemented quickly while the same project
requesting full or partial City funding must be "fit into" the 5 year
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Capital Improvement Program if the City feels funding may become
available during that time period. Requests for improvements should
be made during the summer for consideration for the next year's
City budget.
City Becomes
Once an improvement for a sports organization is completed it
Owner
becomes the property of the City of Shorewood. When it is time for
major repair or replacement, the organization may provide funds or
wait for the City to identify the need and schedule partial or full
funding in the 5 year park Capital Improvement Program.
Types of Expenditures:
• New projects or facilities (i.e. magic square)
•Improvements to currentfacilities (i.e. bleachers, scoreboards)
*Major repairs (i.e. new roof)
•Ongoing maintenance (i.e. mowing)
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