HomeMy Public PortalAbout11.18.2015 Park Commission PacketWIELDINA
AGENDA
MEDINA PARK COMMISSION
WEDNESDAY, NOVEMBER 18, 2015 7:00 P.M.
Medina City Council Chambers
City Hall, 2052 County Road 24
1) Call to Order
2) Additions to Agenda
3) Approval of the Minutes from:
• September 23, 2015 Regular Meeting
4) Public Comments (on items not on the agenda)
5) City Council Update
6) Recreational Field Use Policy & Fee Schedule
7) Staff Report
a) Park Commission Vacancies
b) 2040 Comprehensive Plan Update
c) General Items
8) Adjourn
Posted 11/12/2015 Pagel of 1
MEMORANDUM
TO:
FROM:
DATE OF REPORT:
DATE OF MEETING:
SUBJECT:
Medina Park Commission
Jodi Gallup, Assistant to City Administrator
November 12, 2015
November 18, 2015
Park Commission Meeting Report
2. Additions to Agenda
If any Park Commissioner wishes to add an item to the agenda after the agenda has
already been posted, the agenda item must be proposed at this point in the meeting. The
Park Commission must agree to add the item by motion.
5. City Council Update
This is a reoccurring agenda item to have the City Council Liaison to the Park
Commission, Lorie Cousineau, give an update at each meeting on what is happening at
the Council level.
6. Recreational Field Use Policy & Fee Schedule
The Ball Field Subcommittee has held two meetings to review the recreational field use
policy and fee schedule. Steve Scherer has written the attached memo to give the Park
Commissioners some background on this topic. The committee is recommending
updating the City's contract with the Hamel Athletic Club (HAC) to conduct all grounds
services at the ball fields to make sure the fields are being maintained consistently. The
committee is also recommending to increase the ball field rental fees substantially to
cover these costs. The increased fees are in line with what surrounding cities charge. The
proposed 2016 fee schedule will charge ball field users $50 for practice and $100 for
games. Half of this money will go to HAC and the City is proposing to put the second
half in a separate fund to help pay for future capital ball field projects and maintenance.
See attached memo, permit, policy, fee schedule and HAC contract.
Recommended Action: Make recommendation to City Council.
7. Staff Report
a. Park Commission Vacancies. The Park Commission has two seats that are up to expire at
the end of 2015 (Steve Lee & Madeleine Linck). Madeleine has reached her term limit
and is moving out of state. Applications to apply/reapply for the Park Commission are
now available on the city's website.
b. 2040 Comprehensive Plan Update. Steve Lee has been appointed to represent the Park
Commission on the 2040 Comprehensive Plan Steering Committee. He will give an
update on the process at the meeting.
c. General Items. This agenda item is to give a verbal update on any other general park
items.
Staff representation at the November 18th Park Commission meeting will be Assistant to City
Administrator Jodi Gallup and Public Works Director Steve Scherer.
1
Medina Park Commission Meeting Minutes - DRAFT
September 23, 2015
Medina City Hall
Page 1 of 4
The Park Commission of Medina, Minnesota met in regular session on September 23, 2015 at
7:00 p.m. at Medina City Hall. Park Commission Chair Steve Lee presided.
1) Call to Order
Commissioners Present:
Commissioners Absent:
Also Present:
Steve Lee, Madeleine Linck, Lori Meehan, Robin Reid,
John Jacob, and Nate Pearson
Dino DesLauriers
City Council member Lorie Cousineau and Assistant to
City Administrator Jodi Gallup
2) Additions to the Agenda: Gallup requested adding "2015 Goals Review" to the
agenda. Linck and Jacob requested adding "Weed Control Discussion" to the agenda.
A motion was made by Meehan and seconded by Pearson to add "2015 Goals Review"
and "Weed Control Discussion" to the agenda. Motion passed unanimously.
A brief discussion took place on weed control. Jacob noted that the weeds were not being
controlled around the ball fields. Linck questioned what type of spraying the city was
doing in the parks. Public Works Director Steve Scherer was not present at the meeting to
answer their questions. The commissioners noted they would follow-up directly with
Scherer.
3) Approval of Minutes:
• July 15, 2015 Regular Meeting
A motion was made by Reid and seconded by Linck to approve the minutes from July 15,
2015 as presented. Motion passed unanimously.
4) Public Comments (on items not on the agenda): None.
5) City Council Update
Lorie Cousineau updated the Park Commission on recent City Council actions.
6) Fall Milkweed/Pollinator Seeds Planting
Resident Mary Shimshock addressed the Park Commission reviewing with them what we
had accomplished this year. She noted that she first came to the City Council in March
and received support in promoting Milkweed in the city newsletter and at the spring
cleanup event. She also noted that Medina had partnered with the Monarch Joint Venture
to hold a pollinator seminar and to look at our parks and nature areas to determine the
best location to plant milkweed and diverse nectar sources.
Medina Park Commission Meeting Minutes - DRAFT
September 23, 2015
Medina City Hall
Page 2 of 4
Shimshock stated we accomplished a lot in the spring and then things were put on hold
during the heat of the summer. She stated that now that it is planting season again, she
would like the Park Commission to endorse a fall planting. She noted that it was
determined that a good location to plant milkweed and diverse nectar sources would be
around the holding ponds in Hamel Legion Park. She received a recommendation on seed
mixes from Prairie Restoration.
Shimshock stated that Prairie Restoration recommended that the site be prepared by
conducting a prairie burn or spraying Roundup on the site 15 days before the planting.
Linck questioned when this would be done and warned about the damage to the Bluebirds
in the spring. It was confirmed that the prairie burn or spraying would be done this fall.
Shimshock stated that once the site was planted, it would be very low maintenance and
would not need to be mowed. The wild flowers and grasses would come up every year
and provide nectar to bees and butterflies. It was noted that the city could find volunteers
to adopt these areas.
Gallup showed a picture of the Monarch Waystation signs that say "This site provides
milkweeds, nectar sources, and shelter needed to sustain monarch butterflies as they
migrate through North America". She stated that these signs would be posted by the
plantings as an education piece for residents.
A motion was made by Linck and seconded by Meehan to recommend moving forward
with the fall plantings and posting the Monarch Waystation signs at one or two sites by
the stormwater ponds in Hamel Legion Park and work with Steve Scherer to determine
the size and means of preparing the sites. Motion passed unanimously.
7) Trail Planning/2040 Comprehensive Plan Update Process
Gallup stated that the next high priority trail on our trail plan and in the capital
improvement plan is a trail along the east side of Arrowhead Drive to connect the
Bridgewater residents to the new the Park at Fields of Medina. Staff has hired a
consultant to conduct the wetland delineation that will be necessary to construct the trail.
Staff is now getting cost estimates on project management of the trail from our
engineering firm. Staff hopes to have all the survey plans and construction plans ready
this winter to be able to construct the trail in the spring of 2016.
Cousineau asked the Park Commission if she should contact the Foxberry Farms
homeowners association to see what their level of interest would be in connecting
Foxberry Farms to the new Park at Fields of Medina. There was a general consensus for
Cousineau to make the inquiry.
Medina Park Commission Meeting Minutes - DRAFT
September 23, 2015
Medina City Hall
Page 3 of 4
Gallup stated that earlier this year the Park Commission made it a goal to begin
reviewing the Park and Trail plan prior to the Comprehensive Plan process. She noted
that staff recommended that the Park Commission wait to make any changes to the Park
and Trail plan until later on in the process so we can plan future parks and trails around
the projected growth in the city.
Gallup informed the Park Commission that the City is currently accepting applications to
serve on the 2040 Comprehensive Plan steering committee and encouraged Park
Commissioners to apply. She also noted that everyone should plan on attending the
community visioning event on November 9th
8) 2015 Goals Review
Gallup noted that the summer months have been busy and now that we are back into the
fall routine, we should revisit our 2015 goals to make sure we are on track. The Park
Commission reviewed the goals and noted the following actions taken:
• Friends of the Park Program — Linck and Meehan had met and discussed leaving
the policy/legal language as written, but recommended that the program be
marketed to residents in a friendlier manner Meehan had written a spring
newsletter article, but it was never given to staff to be published. It was noted that
the article will be published in the 2016 spring issue of the Medina Message
newsletter. Gallup suggested taking a picture of our current "Friends of the Park"
that monitor the Bluebird houses to recognize them and help promote the
program. It was also suggested to promote the program in Medina Living.
• Park & Trail Master Plan — Done.
• Signage at Lakeshore Park — Gallup and Reid had reviewed the signage at
Lakeshore Park and made recommendations on how to reduce some of the
signage.
• The Park at Fields of Medina — The park is complete and the grand opening was
held on August 26, 2015. Gallup noted that a few residents had requested that the
City install a backboard at the tennis court. The Commissioners were concerned
with the aesthetic appearance of a backboard over time and directed staff to
research quality backboards.
• Planned Park Improvements — Most of the planned park improvements are on
track. Commissioners were encouraged to visit their parks and bring any
recommended additions or maintenance items back for consideration.
• Sign at Holy Name Park — the water damaged sign had been removed.
• Baseball Maintenance Plan — Jacob, Pearson, and Lee volunteered to serve on the
committee to discuss ball field fees and a future maintenance plan. Gallup noted
Medina Park Commission Meeting Minutes - DRAFT
September 23, 2015
Medina City Hall
Page 4 of 4
that the Hamel Hawks had requested adding pavers to help control weeds between
the dugouts and the bleachers, but the Park Commission was concerned with
weeds growing through the pavers.
9) Staff Report
• The Park at Fields of Medina — Gallup showed pictures from the Park Grand
Opening event and noted that the City has received a lot of positive feedback on
the new park.
• Eagle Scout Project — Gallup noted that Fred Stephen had recently completed his
Eagle Scout project by constructing a picnic shelter at Holy Name Park. She noted
that his younger brother may be presenting to the Park Commission at a future
date to request to build a seating area down by the water in Holy Name Park.
• General Items — Lee requested that everyone's names be moved down by a month
on the roster for Park Commission representation at City Council meetings
because we didn't have an August meeting.
10) Adjourn
A motion was made by Linck, seconded by Reid and passed unanimously, to adjourn the
meeting.
The meeting was adjourned at 8:25 p.m.
Minutes prepared by Jodi Gallup.
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Park Commission
Steve Scherer, Public Works Director
November 12, 2015
Hamel Legion Park Baseball Field Maintenance
History: The goal of Medina's relationship with the baseball organizations in the
area is and has been to promote community involvement and to assist in the
promotion of youth baseball in general. The City does understand the importance
of these relationships, but also understands there is a limit to the amount of tax
dollar they can spend on a particular group.
It was discussed in 2008 and a Recreational Field Use Policy was written to
address this issue. The intent was to financially assist according to the amount of
actual City residents that were enrolled in the program. HAC has, with the City's
assistance, made some significant improvements to the fields in the past few years.
The City provides general park maintenance such as mowing, fertilizing, spraying
and general cleanup, along with infrastructure repairs to the fencing, electrical,
inspections, maintaining the irrigation system and most other general maintenance
items. The City has stayed out of the day to day operations and has no interest
other than scheduling the fields, and collecting fees, with first priority going to the
HAC youth baseball because of the Medina resident enrollment.
Issues:
• Field maintenance
o This seems to be the primary and constant issue with the groups. HAC
has taken the lead by hiring a day to day person and is willing to work
with the other users on the game prep maintenance for a fee. There are
two issues I see: 1) we cannot force other teams to work with HAC,
and 2) if the other teams choose to maintain the fields themselves, the
expectations seem to vary greatly. To solve this issue, the
subcommittee is proposing that the City work with HAC to collect the
maintenance fees from users and pay HAC to maintain all the fields
consistently. Language addressing this issue has been added to HAC's
contract.
• Communication
Page 1 of 1
o I think this is the key to getting this whole partnership to work. Field
condition goals must be agreed upon and every team must follow up
to make sure things are getting done. (If not, the City should keep
deposits and use the funds to correct the problem.)
o In order for the City to consider a request for improvements or
changes in policy they must receive the request in writing.
• General wear and tear maintenance
o These items are the longer term maintenance such as, correcting the
infield lip that accrues every 2-3 years, adding ag lime, tarps, tools,
etc. (Staff thinks it would be reasonable to set aside a portion of the
proposed increased fees for these items.) Every year we could meet
with the users and prioritize what needs to be done and where the
money should be spent.
o CIP amounts are visited every year at budget time or preferably
before. If the item is directly related to baseball, policy states the
City's share is 25% and the rest has to be a grant or baseball club
donation to the project.
Conclusion
• The partnership between the ball clubs has gone on for many years. Some of
the issues are that there are leadership changes for both the ball teams and
the City; however, we have always been able to make things work. To think
that the City can somehow take over day to day field maintenance of these
ballfields and do it for a fee even close to the current HAC employee, or to
the expectations of the ball teams, is not realistic. This would be after hours
and a full time summer job. Even if the city used a contractor, we would still
have to set the fees and oversee the work being done, which would put us in
the field maintenance business in my opinion. Staff recommends using
HAC to maintain the fields. The City will collect the fees from the users and
reimburse HAC.
Page 2 of 2
G T 0
RESERVATION APPLICATION FOR PERMITTED FIELD USAGE
FOR ATHLETIC FIELDS AND COURTS
Mail Completed Form to:
City of Medina, Attn: Field Rental, 2052 County Road 24, Medina, MN 55340
MEDINA
ORGANIZATION NAME:
PRIORITIZED USAGE GROUP (circle one): A B C D E PROOF OF PRIORITIZATION: Y / N PRIORITY DEADLINE:
CONTACT NAME: PHONE #
ADDRESS: EMAIL:
Name of Park Requested:
DATE:
TIMES: to .
FACILITIES AVAILABLE: Baseball Field Lighted Baseball Field Athletic Field: Soccer/ Football/ Other Courts
Please fill out the request form below (or attach complete schedule).
REQUEST FORM
Dates
Facility
Usage: Practice, Games, Tournaments
# of fields needed
Time: From -To
PLEASE NOTE THE FOLLOWING REGULATIONS:
1. Groups may use only those facilities that are specifically listed in this permit.
2.Facilities shall be left in a neat and orderly condition as approved by the Public Works Department.
3.Users will not sub -lease their assigned fields and/or times to any other league or individual.
4. All leagues shall be responsible for all set-up and breakdown of goals, cones, equipment, etc.
5.All leagues shall keep the grounds, fields and areas in/around/under the bleachers in a clean condition free of litter.
6. All groups shall maintain an insurance policy in the amount of $1,000,000, single limit of liability per occurrence. A copy of this
policy MUST be submitted to City of Medina Administrative Department at 2052 County Road, Medina, MN 55340.
BY SUBMITTING THIS APPLICATION I AGREE TO OBSERVE ALL CITY POLICIES AND ORDINANCES OF THE CITY
PARK FACILITIES. I AGREE TO ALL REGULATIONS LISTED IN THIS APPLICATION, AND ACCEPT RESPONSIBILITY FOR
ANY DAMAGE CAUSED TO ANY BUILDING, PROPERTY OR EQUIPMENT AS THE RESULT OF NEGLIGENCE OR WILLFUL
MISCONDUCT WHILE THIS PERMIT IS IN EFFECT. THE CITY SHALL NOT BE HELD LIABLE FOR ANY ACCIDENTS OR
INJURIES OCCURRING DURING USE OF FACILITIES.
SIGNED
(RESPONSIBLE PARTY)
DATE / /
FOR OFFICE USE ONLY
APPLICATION: REC'D DATE / / APPROVED: Y / N INSURANCE ON FILE: Y / N PAYMENT
REC'D $ CHECK # DEPOSIT REC'D $ CHECK #
AUTHORIZED BY DATE / /
DEPOSIT RTND: DISCREPANCIES Y/N $ CHECK # DATE APPRD BY
City of Medina Policy, Procedure and Program Manual
63.00 Recreational Field Usage Policy
Purpose:
To define procedures and priority status for using and renting the City's recreational field
facilities.
General Policy Statement:
The athletic fields within the City of Medina are provided for the recreational pursuits of
Medina residents. The City of Medina's goal is to maximize the use of all park venues,
while preserving the park assets, as well as insuring all local users an opportunity to use
the City's facilities. Rules and regulations concerning the proper use of the facilities are
established to ensure that the quality of the fields is sustained.
Both ball fields and the multi -purpose athletic field require a permit for users intending to
reserve fields for team practice, games, and tournament usage. Due to the limited number
and the high demand of the recreational fields, there is an established priority on field
reservations for applications received by March 31 st. The following sections describe the
Permit Application Process, Prioritized Usage, Reservation Fee Policy, and General Park
Rules required for field reservation.
Policy for Recreational Field Usage:
In order to reserve a ball field and/or a multi -purpose athletic field for the purpose of
occasional organized recreational usage (i.e. practices, games and tournaments) the
applicant must submit a completed application form at City Ha11 and submit the
appropriate fees. Applicants that want to be given priority on field reservations must
submit their application by March 31st (please refer to the Prioritization section for more
information).
Users interested in reserving a ball field and/or a multi -purpose athletic field for the
purpose of seasonal recreational usage must may need to enter into a field usage contract
with the City.
Reservations are subject to availability and cannot be guaranteed unless made at least
five (5) business days prior to the desired date. Reservations may be mailed or made in
person Monday through Friday 8:00-4:30 at Medina City Hall. The application form is
available online at medinamn.us.
Application Process Procedure for the Recreation Field Reservation Permit:
I. Submission of a Recreation Field Reservation Application for permitted field
usage:
. Submit a completed Recreation Field Reservation Application form to:
63.00 Athletic Field Usage Policy
December 2, 2008
1
City of Medina Policy, Procedure and Program Manual
City of Medina
Attn: Recreational Facility Rental
2052 Cty Rd 24, Medina, MN 55340
Phone 763-473-4643 Fax: 763-473-9359.
• Each applicant shall be at least 21 years of age and act as the responsible
coordinator of the reservation agreement.
• An application shall not be approved unless:
a) the event is compatible with city ordinances and policies;
b) all applicable fees and/or deposits are received;
c) the date and time is available; and
d) proof of insurance is on file
• An application may be denied or revoked if:
a) the recreational field is not available;
b) the applicant has an unsatisfactory use record;
c) the rental does not meet applicable rules/ordinances; or
d) the rental could be detrimental to the best interest of the City.
• Security Deposits will be refunded after post -event inspection by the City of
Medina Public Works Department.
II. Submittal Time Line for the Recreation Field Reservation Application
The recreation fields are generally available for use April 15th through October 31st
(depending on weather). The City's Public Works Department reserves the right to
delay, suspend, or cancel the use for any reason deemed appropriate.
Prioritization for Field Reservations
There are two application categories: Non -Prioritized and Prioritized.
Non -Prioritized applications must be submitted at least five (5) business days prior to
the desired date. The City will process applications within one week of the
application submittal.
Prioritized applicants must submit their application before March 31st. For
determining the applicants categorized priority designation, refer to the Group
Prioritization Description below. A11 prioritized reservations are awarded according to
their priority designation; "A" being the highest priority and "E" the lowest priority.
Within each designated prioritization group, a first come first serve practice will be
exercised. The City will process the application within one week after the priority
deadline. Prioritization Deadline is March 31.
Group Prioritization Description
The following is a description of a group's priority designation:
A - City Events: City sponsored camps, or City-wide recreational programming.
B - Local Youth Athletic Organization:
. A non-profit organization of children from the ages of 4-17yrs of age, and
63.00 Athletic Field Usage Policy
December 2, 2008
2
City of Medina Policy, Procedure and Program Manual
• An organization with at least 30% Medina residents on the roster. Residence
is to be verified by submitting a copy of the teams' league roster to the City
by the organization, or
• An organization that provides proof of public service in Medina.
C — Non-resident Youth Athletic Associations:
• A non-profit organization of children from the ages of 4-17 yrs of age.
D — Local Adult Resident:
• An adult team with at least 30% Medina residents on the roster. Residence is
to be verified by submitting a copy of the teams' league roster to the City by
the team.
E - Non -Resident Adult / Corporate Events:
• An adult team with less than 30% Medina residents on the roster.
• A private group/organization whose activities generate monies for the
financial enrichments of the members
III. Recreation Field Facility Requests
Recreation Fields Request
Fields must be reserved for organized recreational usage by submitting a Recreation
Field Reservation Application. Once the Recreation Field Reservation Application is
approved, a permit will be issued indicating the field or fields reserved. The
remaining fields need to be left open for other reservations. If additional fields are
needed for rental, please contact the City as soon as possible.
Recreation Fields Rescheduling
Once the Recreation Field Reservation Application is approved, the applicant may
reschedule. The City will try to accommodate the request given:
. A written notice more than fourteen (14) days prior to the event,
• The availability of facility,
• Receipt of an administrative processing fee according to the Fee Schedule
Recreation Facilities Available For Reservation
Hamel Legion Park, 3200 Mill Drive, Uptown Hamel
1 Adult baseball field (Paul Fortin Memorial Field)
1 Lighted field for adult softball/little league baseball usage
1 Youth baseball/softball four-plex. Tom Anderson fields #1, 2, 3, 4
1 Multi -purpose athletic field.
Hunter Lions' Park, 3195 Hunter Drive, near Uptown Hamel
1 Youth baseball/softball field
Medina Morningside Park, 2522 Bobolink Road, Medina
1 Youth baseball/softball field
Maple Park, 4400 Maple Street, Medina
1 Youth baseball/softball field
1 Multi -purpose athletic field.
63.00 Athletic Field Usage Policy
December 2, 2008
3
City of Medina Policy, Procedure and Program Manual
IV. Recreation Field Reservation Application Fees and Refunds
Recreation Field Reservation fees
Recreation Field Reservation fees are the fees required for the direct usage of the
fields. This fee includes the field usage fee as well as any fees associated with the
requested/required rental of amenities. All fees will be required by the City upon
submission of the reservation application. Please review the City's Fee Schedule to
determine current rental fees.
Refunds of Reservation Fees
Refunds for all Recreation Field Reservation fees are processed on an individual basis
with regards to the conditions of the cancellation. All cancellation notices and
requests for rescheduling must be submitted in writing. If cancellations occur on the
day of the event, the City must receive the cancellation notice by the next business
day.
• REFUND FOR CANCELLATIONS DUE TO WEATHER CONDITIONS. All
cancellations that are due to weather conditions must be verified by the City
staff prior to processing the refund. A percent of the Recreation Field
Reservation fees may be refunded according to the percent of field used when
the event is interrupted due to weather conditions.
• NO FEE REFUNDS. Recreation Field Reservation fee refunds will not be given
for cancelled game/practice reservations that are not related to weather
conditions less than fourteen (14) days before the event.
. NO FEE REFUNDS. Recreation Field Reservation fee refund will not be given
for cancelled tournament reservations that are not related to weather conditions
less than thirty (30) days before the event.
Recreation Field Reservation Security Deposit
Recreation Field Reservation Security Deposit is required to maintain proper
performance of the field usage and to offset administrative costs connected to staff
hours used for the rescheduling process. A security deposit will be required by the
City upon submission of the reservation application. Please review the City's Fee
Schedule to determine current Security Deposit dues.
Refunds of Security Deposit
The applicant will receive a refund of the Security Deposit if obligations under the
field reservation application are fulfilled, compliance with City Code Chapter 515 is
met, and an after post -event inspection by the Public Works Department.
. A full security deposit will be remitted to the applicant upon having left no
financial obligation to the City and having caused no damage beyond ordinary
wear and tear.
• A percent of the security deposit will be remitted to the City pending:
1) any financial obligation to the City,
2) the percent of damages to the facilities beyond the ordinary wear and tear.
63.00 Athletic Field Usage Policy
December 2, 2008
4
City of Medina Policy, Procedure and Program Manual
Administrative Processing Fee For Rescheduling
An Administrative Processing Fee will be charged in accordance to the City's Fee
Schedule to the Security Deposit for the rescheduling an approved field reservation.
Cancellations that need to be rescheduled due to weather conditions are not applicable to the
Administrative Processing Fee.
V. Applicant Responsibility
Maintenance
• Lining of soccer/rugby/lacrosse fields.
• Grooming and lining of ball fields unless applicant has paid for this service as part
of their rental dues.:
• Supplying and installation of equipment such as nets, posts, bases, and/or other
equipment subject to City approval.
Applicant's Inspection of Facilities
Holders of a field reservation permit agree to use the fields in an "as is" condition
unless a written arrangement was made with the City. Upon arrival to each facility,
the permit holder is responsible to inspect the site for unsafe conditions, which may
be caused from vandalism, severe weather conditions or prior use.
In the event that the facility is not suited for use, the permit holder should not use the
site and should contact the Public Works Department at 763-473-4643.
Required Liability Insurance Coverage for Application
Liability insurance coverage is required for group/team/organization use only, not
individuals. Proof of insurance must be submitted with the Recreation Field
Reservation Application.
• A certificate of liability insurance must be filed with the City of Medina prior to
application approval. This certificate shall confirm said coverage and provide that
the insurer shall give the City thirty (30) days advance written notice of
cancellation, change or termination of said insurance policy.
• Permit holder shall obtain and maintain the policy of liability insurance written by
an insurance company licensed to do business in the State of Minnesota. This
policy shall contain an endorsement providing for blanket contractual liability to
support the indemnity and hold harmless provision of this policy, covering death,
personal injury and property damage while naming the City of Medina as
additional insured.
VI. Park and Field Rules
Anyone breaking the park rules will be in violation of their reservation permit.
• Pets shall be leashed and cared in accordance with any State or City laws.
• No waste left on the fields & facilities. All waste paper and trash must be
deposited in refuse barrels.
• No lewd or inappropriate conduct.
63.00 Athletic Field Usage Policy
December 2, 2008
5
7
Comment [7G1]: HAC will be responsible for
these items on baseball field, but this policy covers
all field reservations so it will remain generic. The
ball field fee schedule will cover the specific items
HAC will maintain.
Comment (JG2]: Contact HAC maintenance
person (not Public Works as it will probably be after
hours or on the weekend).
City of Medina Policy, Procedure and Program Manual
• No bikes permitted on the fields
• No glass containers
• Parking is allowed in designated parking areas only. Vehicles are not allowed on
the grass, sidewalk, etc.
• No field usage will be allowed after 10 pm.
• Sale of alcoholic beverages is allowed by a temporary license from the City.
• A11 prepared food sales must have a certificate for operation from Hennepin
County Health Department on site.
• If parking assistance or crowd control is anticipated, please notify the City a
month prior to the reserved date. If unanticipated needs arise at the event, the City
will charge the amount of staff resources needed against the deposit.
If in question about the parking needs of your event, please contact the City.
• Fu11 compliance of the Medina City Code Chapter 515, Parks and Recreation
Facilities.
Policy Approval: City Council approved on 12/2/2008
63.00 Athletic Field Usage Policy
December 2, 2008
6
EXHIBIT C
FIELD & COURT RESERVATION FEE SCHEDULE
Field Usage Fee Table
Field fees are based on a 2.5 hour time slot. If additional time is needed, the fee will increase $25 per additional hour.
Facility Practice Fee Game Fee Tournament Fee
Ball Field* $50.00 $100 Calculated on a case by case basis
Open Field $50.00 $100 Calculated on a case by case basis
Light Fee: $15 / field / hour — this fee will be required if lights are requested
*These fees cover the city's cost to have all ball fields dragged on day of reservation, chalked for all games, field
preparation after rain to get the fields in playable condition, cutting interior grass, maintaining the lips on all
fields, re -edging fields, maintaining the pitcher's mound, annually rolling the fields, and other capital
expenses to keep these facilities in playing condition.
Field Usage Security Deposit
$500.00 Security Deposit for field reservations pertaining to games and/or practices per every Field
Reservation Application submitted.
$800.00 Security Deposit for field reservations pertaining to tournaments per every Field Reservation
Application submitted.
Court (Tennis & Basketball) Fee Rental & Deposits
Court Rental - $2 per hour per court
Court Deposit - $150 Security Deposit
Key Deposit
A $25 key deposit is required for issued keys to any building reservation on the facilities.
Keys must be returned by 4:30 p.m. of next business day after rental.
Rental Fees for Amenities
Field House Bathroom Fee
$70 per day to reserve both men's and women's bathrooms
Portable Toilets
The City of Medina will determine if Additional Toilets or Special Cleaning needs to be scheduled on the
day or days that the fields are reserved.
Portable Toilet Fees:
$60 Additional Units (per unit); $200 ADA Toilet; $35 Special Cleaning (per unit)
RESERVATION FEE AND DEPOSIT POLICY
Recreation Field Reservation fees
Recreation field reservation fees are the fees required for the direct usage of the fields. This fee includes the
field usage fee as well as any fees associated with the requested/required rental of amenities. All fees will
be required by the City upon submission of the reservation application.
Refunds of Reservation Fees
Ordinance No.
December 1, 2015
Refunds for all recreation field reservation fees are processed on an individual basis with regards
to the conditions of the cancellation. All cancellation notices and requests for rescheduling must be
submitted in writing. Any cancellations that occur upon the day of the event, the City must receive the
cancellation notice by the next business day.
• REFUND FOR CANCELLATIONS DUE TO WEATHER CONDITIONS. A11
cancellations that are due to weather conditions must be verified by the City staff prior to
refund. A percent of the recreation field reservation fees may be remitted to the City
according to the percent of field used if event is interrupted due to weather conditions and
is not rescheduled.
• NO FEE REFUNDS. Recreation field reservation fee refunds will not be given for
cancelled game/practice reservations that are not related to weather conditions less than
fourteen (14) days before the event.
• NO FEE REFUNDS. Recreation field reservation fee refund will not be given for
cancelled tournament reservations that are not related to weather conditions less than
thirty (30) days before the event.
Recreation Field Reservation Security Deposit
Recreation Field Reservation Security Deposit is required to secure the performance of the field usage and
any administration fees connected to cancellations or rescheduling. A security deposit will be required by
the City upon submission of the reservation application.
Refunds of Security Deposit
The applicant; having fulfilled the obligations under the field reservation application, City Code
Chapter 515, and an after post -event inspection by the Public Works Department, will have their
Security Deposit refunded.
• A full security deposit will be remitted to the applicant upon having left no financial
obligation to the City and having caused no damage beyond ordinary wear and tear.
• A percent of the security deposit will be remitted to the City pending:
1) any financial obligation to the City,
2) the percent of damages to the facilities beyond the ordinary wear and tear.
Ordinance No.
December 1, 2015
GROUNDS SERVICES AGREEMENT
This Agreement is made this day of December, 2015, by and between the Hamel
Athletic Club, P.O. Box 62, Hamel, MN 55340 a Minnesota non-profit corporation (the
"Contractor") and the city of Medina, a Minnesota municipal corporation (the "City").
Recitals
1. The City has been authorized to enter into a contract for grounds services; and
2. The City has approved the contract for grounds services with the Contractor; and
3. The parties wish to define the scope of services and terms of their agreement.
NOW, THEREFORE, the City and the Contractor agree as follows:
Terms
1.0 SCOPE OF SERVICES. The Contractor will perform "grounds services" for the City on all
fields except Medina Momingside Park fields in Area F on the attached Exhibit A.
"Grounds services" will consist of:
➢ Picking up paper, trash, and debris following ball field use.
➢ Weekly emptying 55 gallon garbage containers and all recycle containers throughout
Hamel Legion Park into the garbage enclosure.
➢ Grooming and dragging all reserved ball fields prior to any organization's scheduled
practices, games, and tournaments.
➢ Chalking all reserved ball fields prior to any organization's scheduled games and
tournaments.
➢ Preparing fields after rain to get them in playing condition to include getting rid of
standing water and use of diamond dry when needed.
➢ Mowing and bagging the interior grass two to three times per week on Paul Fortin
Memorial Field, Lighted Little League Field, and Quad # 3 Field.
➢ Maintaining the lips of all fields and re -edging each field every one to two years as
needed.
➢ Keeping all dugouts clean and sweeping daily. Individual parties renting the fields
will be responsible for cleaning up their own trash and debris.
➢ Maintaining pitcher's mound and home plate daily for all fields.
➢ Working with the City on rolling the fields each year.
By providing the grounds services, the Contractor shall have the first option to schedule and
conduct youth baseball and softball practices and games on the Hamel Legion Park, Hunter
Lions Park, and Medina Momingside Park ball fields as defined in Exhibit A (the "Subject
Property"). Contractor will also erect temporary back stops for younger youth leagues in the
open field areas of Hamel Legion Park as defined in Exhibit A. Contractor will remove
backstops by July 31 st of each year. Contractor shall be allowed to conduct youth
softball/baseball tournaments and unlimited development clinics on the Hamel Legion Park
and Hunter Lions ball fields during the duration of this agreement. All Contractor schedules
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of activities shall be coordinated and approved by the City's Staff Liaison. Contractor will
conduct its team formation tryouts on a Saturday in April. The Contractor will also use this
day to do field preparation. When possible, the Contractor will receive notification 30 days
in advance of any events scheduled for the fields, so conflicts can be avoided. The
Contractor will provide the City Staff Liaison with an email contact list, to help facilitate
this communication.
2.0. TERM. The term of this contract will be from April 1, 2016 to October 31, 2016.
2.01 RIGHT OF FIRST OFFER. Prior to marketing the Subject Property,
including Area D (the Paul Fortin Memorial Field), to others at the end of the Term, the City
shall give notice to the Contractor that the Subject Property will be made available to others
and the terms (including the same number of fields, days and hours identified in Section
3.02 and Section 3.03 of this Agreement) to be contained in any such offer. The Contractor
will have the right to accept the terms of any such offer referred to in the preceding sentence
by giving the City notice of its election within 30 days of receipt of the terms of the City's
proposed offer.
3.0 COMPENSATION.
3.01 The Contractor shall provide the City with a $1,000.00 deposit by April 1,
2016 as a deposit for use of the City ball fields and facilities. The City shall retain a portion
or all of the deposit for actual costs incurred to repair damages to facilities as a result of the
Contractor's use. The City shall return any remaining balance of deposit to the Contractor
within 30 days following termination of the agreement.
3.02 The Contractor shall pay the City in the amount of $2,500.00 for use of the
Hamel Legion Park recreational fields Area A, Area B, and Area C per the attached Exhibit
A from Monday through Friday, 4:00 p.m. to 10:00 p.m. in Area A and Area B from April
1st through July 31st and Area C from April 15th through July 31st of each year. The
Contractor will also receive priority on the batting cages from Monday through Thursday,
5:00 p.m. to 8:00 p.m. from April 15th to July 15th. The Contractor may also use the Hamel
Legion Park recreational fields on weekends for training events at no additional cost with
the condition that priority would be given to a scheduled group that has paid for a weekend
field reservation. Payment shall be submitted by Contractor to the City by June 1st of each
year.
3.03 The Contractor shall notify the City by March 31st if the Contractor intends
to use the Hamel Legion Park recreational field Area D per the attached Exhibit A. If the
Contractor intends to use Area D, the Contractor shall pay the City in the amount of $450
for use of Area D from Monday through Friday, 4:00 p.m. to 10:00 p.m. from April 1st
through July 31st with the understanding that the Contractor will work with the Hamel
Hawks to allow for up to four evening weekday home games per season.
3.04 The Contractor shall pay the City in the amount of $250.00 for use of the
Hunter Lions Park ball field Area E per the attached Exhibit A from Monday through
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Fridays, 4:00 p.m. to dusk, from April 1st through July 31st of each year. Payment shall be
submitted to the City by June 1st of each year.
3.05 The Contractor shall pay the City in the amount of $250.00 for use of the
Medina Morningside Park ball fields Area F per the attached Exhibit A from Monday
through Thursdays, 5:00 p.m. to 8:00 p.m., from April 15th through July 11th of each year if
this field is needed. Payment shall be submitted to the City by June 1st of each year.
3.06 The Contractor shall pay the City $60.00 per field each day for use of the
Hamel Legion Park and/or Hunter Lions Park ball fields for youth softball/baseball
tournaments. Payments shall be submitted to the City within 15 business days of the
tournament completion.
3.07 The Contractor shall pay the City a $4.00 per participant surcharge fee for
use of the bathrooms, building utilities, and the operations of concessions to help pay for
utilities and building maintenance by June 1st of each year.
3.08 If the Contractor fails to pay the City for any of the fees listed in this
agreement by its due date, a 10% penalty fee will be applied per month of non-payment.
3.09 The Contractor shall have access to store equipment and tools in the field
house garage located in Hamel Legion Park and the storage shed located in Hunter Lions
Park.
i) The Contractor shall submit all construction plans to the City and
receive approval from the Public Works Director prior to building a secure storage area,
shelves, or other items in the field house garage at Hamel Legion Park.
3.10 The Contractor shall have access to the Hamel Community Building
Assembly Hall for the purpose of youth ball team organizing meetings. The Contractor
shall be limited to conducting five organizing meetings for the duration of this agreement.
3.11 The City will grant the Contractor a temporary sign permit on the premises at
Hamel Legion and Hunter Lions Parks at no cost to the Contractor for event and registration
signage in compliance with City sign regulations.
3.12 The City shall supply Ag Lime for the inner fields and for the outer tracks
around the fields in an amount to be mutually agreed upon by both parties.
3.13 The City shall provide reasonable repair to ball fields upon receiving
sufficient notice from Contractor of repair requests and upon sufficient City equipment,
materials and labor being available. These repairs are not the grounds services provided by
the Contractor, but damages to the ball fields which the Public Works Director defines as
arising outside of the responsibilities of the Contractor as defined in this agreement.
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3.14 The City shall provide cleaning services of the Field House bathroom
facilities once a week between the dates of April 25 and July 31.
3.15 The City shall provide a garbage enclosure and garbage and recycling
containers at the ball fields and shall coordinate collection at the garbage enclosure once a
week between the dates of April 25 and July 31.
3.16 The City shall provide grass mowing of the ball field twice a week from
April 25 to July 31 and once a week from August 1-22, or as needed in the area listed as
Exhibit A, and weed control of the ball fields as needed. To help league play, Contractor
requests that the mowing be performed on Mondays, so that grass length does not hamper
play.
3.17 The City will pay the Contractor for reserved field use by organizations not
affiliated with the Contractor $25 per scheduled practice and $50 per scheduled game to
conduct "ground services" as defined in 1.0 Scope of Services of this agreement.
4.0 SIGN ADVERTISEMENT PROGRAM. The Contractor shall be allowed to sell sign
advertisements to area businesses to be placed on the ball field fences in Hamel Legion
Park per the following conditions:
4.01 All proceeds from the program must be used for capital improvements
within Hamel Legion Park such as ball field lights, irrigation system,
dugouts, scoreboards, pitching mounds, etc.
4.02 Sign dimensions and materials must be uniform and be approved by the City
Staff Liaison.
4.03 Signs may be placed on the outfield fences facing home plate or on the ball
field fences facing the walkway toward the field house as long as the signs
do not restrict anyone's view of the fields. No signs may be placed facing
Brockton Lane.
4.04 Signs will be purchased, installed and maintained by the Contractor. It will
be the sole responsibility of the contractor to repair and replace damaged
signs and any damage such signs may cause to the fence on the fields of the
park..
4.05 Signs will only be allowed to be displayed in the park during the regular
season from April 1st to July 31 st. It is the responsibility of the Contractor to
remove signs by July 31 st of each season.
5.0 SALE OF FOOD AND BEVERAGES. The sale of food and beverages during Contractor
use of premises is prohibited unless separate agreement or license is granted by the City.
6.0 INDEPENDENT CONTRACTOR.
6.01 Both the Contractor and the City acknowledge and agree that the Contractor
is an independent contractor and not an employee of the City. Any employee or
subcontractor who may perform services for the Contractor in connection with this
Agreement is also not an employee of the City. The Contractor understands that the City
will not provide any benefits of any type in connection with this Agreement, including but
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not limited to health or medical insurance, worker's compensation insurance and
unemployment insurance, nor will the City withhold any state or federal taxes, including
income or payroll taxes, which may be payable by the Contractor.
6.02 The Contractor will supply and use its own equipment and tools to complete
the services under this Agreement.
6.03 The Contractor acknowledges that any general instruction it receives from
the City has no effect on its status as an independent contractor.
7.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the
City from claims and liability for injury or damage to persons or property for all work performed by
the Contractor and its respective employees or agents under this Agreement. The Contractor shall
name the City as an additional insured under its general liability policy in limits acceptable to the
City. Prior to performing any services under this Agreement, the Contractor shall provide evidence
to the City that acceptable insurance coverage is effective.
8.0 WORKER'S COMPENSATION.
8.01 The Contractor will comply with the provisions of the Minnesota worker's
compensation statute as an independent contractor before commencing work under this
Agreement.
8.02 The Contractor will provide its own worker's compensation insurance and will
provide evidence to the City of such coverage before commencing work under this
Agreement.
9.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its
officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs and
expenses (including defense, settlement, and reasonable attorney's fees) for claims as a result of
bodily injury, loss of life, property damages and any other damages arising out of the Contractor's
performance under this Agreement.
10.0 PRIVATIZATION CLAUSE. Contractor agrees to comply with the Minnesota Government
Data Practices Act (the "Act") and all other applicable state and federal laws relating to data privacy
or confidentiality. All data created, collected, received, stored, used, maintained or disseminated by
the Contractor in performing its obligations is subject to the requirements of the Act, and the
Contractor must comply with the requirements of the Act as if the Contractor was a government
entity.
11.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement
will, in all respects, be controlled and governed by the laws of Minnesota.
12.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of
another individual or company to provide services under this Agreement without first obtaining the
express written consent of the City. The Contractor shall provide the City with copies of all
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contracts for assigned services. Contractor will use part time labor and its own equipment to
perform the Grooming for the fields prior to its league games and tournaments.
13.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire
Agreement between the parties, and no other agreement prior to or contemporaneous with this
Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported
amendment to this Agreement is not effective unless it is in writing and executed by both parties.
14.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its
entitlement to any immunities under statute or common law.
15.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason.
IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year
written above.
CITY OF MEDINA
By
Bob Mitchell, Mayor
By
Scott T. Johnson, Administrator -Clerk
HAMEL ATHLETIC CLUB
(CONTRACTOR)
By
Eddie Leuthner, President
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Exhibit A
Hamel Legion Park Recreational Fields
Hunter Lions Park Ball Field
Medina Morningside Park Ball Fields