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HomeMy Public PortalAbout06.20.2018 Park Commission Meeting Packet Posted 6/15/2018 Page 1 of 1 AGENDA MEDINA PARK COMMISSION WEDNESDAY, JUNE 20, 2018 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:  April 18, 2018 Regular Meeting  May 16, 2018 Park Tour Meeting 4) Public Comments (on items not on the agenda) 5) City Council Update 6) Maple Park Pavilion Eagle Scout Project – Mark Richelsen 7) Park Tour Follow-up Discussion 8) 2019-2023 Capital Improvement Plan 9) Park Donation Program 10) Staff Report a) 2018 Park Commission Goals – Reoccurring Update b) General Items 11) Adjourn Medina Park Commission Meeting Minutes - DRAFT April 18, 2018 Medina City Hall Page 1 of 3 The Park Commission of Medina, Minnesota met in regular session on April 18, 2018 at 7:00 p.m. at Medina City Hall. Park Commission Chair Steve Lee presided. 1) Call to Order Commissioners Present: Steve Lee, Ann Thies, Mary Morrison, John Jacob, Jeff Rumsey, and youth member Ella Kingsley Commissioners Absent: Elizabeth Weir and youth member Lauren Lubenow Also Present: Council member John Anderson, Public Works Director Steve Scherer, and Assistant City Administrator Jodi Gallup 2) Additions to the Agenda Thies requested to discuss the park donation program – added as item e. A motion was made by Lee and seconded by Morrison to add this item to the agenda. Motion passed unanimously. 3) Approval of the Minutes from: • February 21, 2018 Regular Meeting A motion was made by Thies and seconded by Jacob to approve the minutes from February 21, 2018 as presented. Motion passed unanimously. 4) Public Comments (on items not on the agenda): None. 5) City Council Update Anderson updated the Park Commission on recent City Council actions. 6) Ditter Concept Plan – 2032-2052 Holy Name Drive Gallup provided a brief staff report stating that Jim and Tom Ditter have requested review of a concept plan for the potential subdivision of 4 parcels they own into 6 lots. Gallup noted that the purpose of a concept plan is for the Park Commission to provide general feedback on park or trail land dedication to the applicant before they put together a formal application. Gallup reviewed the Park Dedication Ordinance noting that this subdivision would allow approximately 2.4 acres of land dedication, approximately $16,000 in cash, or a combination. Medina Park Commission Meeting Minutes - DRAFT April 18, 2018 Medina City Hall Page 2 of 3 It was noted that the Comprehensive Park and Trail plan do not identify any need for park land in this area. It was also noted that there are no specific local trails identified on the subject property, but the trail plan shows a north-south regional trail search corridor to the west of this site. A brief discussion took place on using the subject property as an alternative north-south location, but it was determined it would not work due to a large wetland on the property to the north that would prevent connecting to Medina Road. The general feedback to the applicant was that they would likely recommend taking cash- in-lieu of park land or trail dedication. 7) City Park Funds – Overview of Park Dedication Fund & Municipal Park Fund Gallup stated that our Park Commissioner Subcommittee consisting of Steve Lee and Liz Weir met with Finance Director Erin Barnhart and Assistant City Administrator Jodi Gallup to review the existing city park funds to look at ways to adequately budget future park improvements. Gallup provided the Park Commission with an overview of the City’s Park Dedication Fund and Municipal Park Fund which are defined in the city’s annual budget document. Gallup explained that the Park Dedication Fund is funded through new land subdivisions and the money is only allowed to be spent on new park and trail development to meet the needs of the new residents in the new land subdivisions. The Municipal Park Fund is funded through donations, grants, and ball field rent. The revenues in this fund are not adequate to support the future needs of the park and trail system. Gallup noted that the Park Commission may find a need to request an annual dollar amount of the annual tax levy to go toward the Municipal Park Fund to support the city’s future park and trail needs. Gallup reviewed the City’s capital asset document, which shows all assets over $5,000, the year acquired, the cost of the asset at the time it was acquired, and the annual depreciation of the asset. This document will be used to help the Park Commission appropriately budget out the replacement of park assets over the next ten years. Anderson stated that over the last decade, the money was flowing into the Park Dedication Fund, which helped keep it self-sustaining. He stated now that development is slowing down, the Park Commission may find that they need to request additional funds from the City Council. Lee stated that the City is at a point where we are still building new, but are now needing to take care of the old park equipment as well. Medina Park Commission Meeting Minutes - DRAFT April 18, 2018 Medina City Hall Page 3 of 3 The Park Commission discussed familiarizing themselves with the park assets and future needs in each park prior to the May Park Tour. Jacob requested that the assets be sorted by park. Gallup explained that the Park Commission will be reviewing and updating the 2019- 2023 Capital Improvement Plan at their June meeting. 8) Staff Report • 2018 Park Commission Goals – Gallup stated that this will be a reoccurring item to continually review our goals and provide updates on progress made throughout the year. Kingsley volunteered to be assigned to the Park at Fields of Medina. • Park Commission Vacancy – Gallup reported that Lisa Cole has resigned from the Park Commission, and we are looking to fill her vacant seat through the end of 2018. Lee stated that he has reached out to Lori Meehan, and she is willing to fill Lisa Cole’s term through the end of 2018. • Annual Park Tour – The Park Commission discussed the date and time for the annual park tour and set the meeting for Wednesday, May 16, 2018 beginning at 4:30 p.m. at City Hall. • General Items – Scherer reported that a resident had requested expanded tennis facilities at Hamel Legion Park. Gallup reported that two organizations were interested in leasing the tennis courts this summer. A brief discussion took place regarding increasing the tennis court rental fee. Morrison explained paddle tennis as a possible winter sport in Medina’s parks. • Park Trail Donation Program – Thies provided a draft Parks/Trails Donation Program to review with the Park Commissioners. She asked for some general feedback and will bring back an updated program at the June meeting. 9) Adjourn A motion was made by Thies, seconded by Morrison and passed unanimously, to adjourn the meeting. The meeting was adjourned at 8:26 p.m. Minutes prepared by Jodi Gallup Medina Park Commission Meeting Minutes - DRAFT May 16, 2018 Tour of Parks Page 1 of 2 The Park Commission of Medina, Minnesota met in regular session on May 16, 2018 at 4:30 p.m. at Medina City Hall for the annual tour of parks. Park Commission Chair Steve Lee presided. 1) Call to Order Commissioners Present: Steve Lee, Ann Thies, Mary Morrison, John Jacob, Jeff Rumsey, Elizabeth Weir, Lorie Meehan, and youth members Ella Kingsley and Lauren Lubenow Commissioners Absent: None Also Present: Mayor Bob Mitchell, Council member Jeff Pederson, City Administrator Scott Johnson, Public Works Director Steve Scherer, and Assistant City Administrator Jodi Gallup 2) Annual Tour of Parks The Park Commission toured or drove past the following parks, trails and nature areas: • Maple Park • Lakeshore Park • Walnut Park • Tomann Preserve • The Park at Fields of Medina • Hamel Legion Park • Rainwater Nature Area • Hunter Lions Park • Holy Name Park • Medina Morningside Park At Maple Park, Boy Scout Mark Richelsen presented a proposed Eagle Scout project to build a pavilion similar to the pavilion at Holy Name Park. Richelsen’s proposed timeline is to start and finish the project in August 2018. He stated he would need the city’s assistance with the foundation and posts. Richelsen plans to raise about $1,500 for the project. The Park Commission was in support of the project and currently has $6,000 budgeted in the 2018 Capital Improvement Plan for the project. The following general observations that were made during the park tour. All parks need doggie bags and trash cans. Maintenance should include keeping baseball fields clear of weeds and well defined. Metal and wood objects should be kept fresh with paint. Playgrounds should revive mulch as needed. Broken equipment should be fixed or Medina Park Commission Meeting Minutes - DRAFT May 16, 2018 Tour of Parks Page 2 of 2 replaced. Consistency of signs is desirable where it makes sense. Benches should be clear of mold. Junk should be removed. Dead and dying trees should be replaced. 3) Adjourn The meeting was adjourned at 8:10 p.m. Minutes prepared by Jodi Gallup 1 MEMORANDUM TO: Medina Park Commission FROM: Jodi Gallup, Assistant City Administrator DATE OF REPORT: June 15, 2018 DATE OF MEETING: June 20, 2018 SUBJECT: 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. No attachments for this item. 5. City Council Update This is a reoccurring agenda item to have City Council Liaison to the Park Commission John Anderson give an update at each meeting on what is happening at the Council level. No attachments for this item. 6. Maple Park Pavilion Eagle Scout Project – Mark Richelsen Mark Richelsen will be presenting his detailed proposal for his Eagle Scout project to build a pavilion at Maple Park. See attached project proposal. Recommended Action: Provide recommendation to City Council on Eagle Scout proposal. 7. Park Tour Follow-up Discussion Park Commission Chair Steve Lee provided the attached summary of notes from his observations on the Park Tour. This agenda item will be to have a group follow-up discussion on all our observations of the Park Tour. See attached notes. 8. 2019-2023 Capital Improvement Plan & City Park Funds Discussion Park Commissioners Steve Lee and Liz Weir and Assistant City Administrator Jodi Gallup have held a few meetings to discuss city park funds to look at ways to adequately budget future park improvements. An update on future park funding will be given at the meeting. The Park Commission also needs to focus on updating the 2019-2023 Capital Improvement Plan. This plan should show future new park and trail development being budgeted from the Park Dedication Fund, while improvements and maintenance to existing parks should be budgeted from the Municipal Park Fund. Park Commissioners should come prepared to discuss the amenities in each of their parks and try to estimate a future replacement year for existing equipment. See attachments. Recommended Action: Review Capital Improvement Plan and make recommendations on future park and trail needs. 2 9. Park Donation Program Park Commissioner Ann Thies has put together the draft Park Donation Program and application form. The Public Works Department is working on getting updated numbers on the actual costs of benches, tables, and bike racks to be donated. Recommended Action: Review draft Park Donation Program and make recommendation. 10. Staff Report a. 2018 Park Commission Goals – This is a reoccurring item to continually review our goals and provide updates on progress made. b. General Items. This agenda item is to give a verbal update on any other general park items. Staff representation at the June 20th Park Commission meeting will be Assistant City Administrator Jodi Gallup and Public Works Director Steve Scherer. Eagle Scout Service Project Proposal BOY SCOUTS OF AMERICA Eagle Scout candidate's full legal name Mark Nicholas Richelsen Eagle Scout Service Project Name Maple Park Pavilion Eagle Scout Requirement 5 While a Life Scout, plan, develop, and give leadership to others in a service project helpful to any religious institution, any school, or your community. (The project must benefit an organization other than Boy Scouting.) The project proposal must be approved by the organization benefiting from the effort, your unit leader and unit committee, and the council or district before you start. You must use the Eagle Scout Service Project Workbook, No. 512-927, in meeting this requirement. Instructions for Preparing Your Proposal Meeting the Five Tests of an Acceptable Eagle Scout Service Project Your proposal must be prepared first. It is an overview, but also the beginnings of planning. It must show your unit leader, unit committee, and council or district that your project can meet the following tests. 1. it provides sufficient opportunity to meet the Eagle Scout service project requirement. You must show that planning, development, and leadership will take place; and how the three factors will benefit a religious institution, a school, or your community. 2. It appears to be feasible. You must show the project is realistic for you to carry out. 3. Safety issues will be addressed. You must show you have an understanding of what must be done to guard against injury, and what will be done if someone gets hurt. 4. Action steps for further detailed planning are included. You must make a list of the key steps you will take to make sure your plan will have enough details so it can be carried out successfully. S. You are on the right track with a reasonable chance for a positive experience. When completing your proposal you only need enough detail to show a reviewer that you can meet the tests above. If showing that you meet the tests requires a lengthy and complicated proposal, your project might be more complex than necessary. Remember, the proposal is only the beginnings of planning. Most of your planning will come with the next step, preparation of your project plan. If your project does not require materials or supplies, etc., simply mark those spaces "not applicable." As a reminder, do not begin any work, or raise any money, or obtain any materials, until your project proposal has been approved. Consider also, that if you submit your proposal too close to your 18th birthday, it may not be approved in time to finish planning and executing the project. Working with Your Project Beneficiary On the last two pages of this workbook there is an information sheet called, "Navigating the Eagle Scout Service Project." This is for you to print and give to the religious institution, school, or community that will benefit from your efforts. You should do this as part of your first meeting with your beneficiary and use the sheet to help explain how the Eagle Scout service project works. Be sure to read it carefully so you can explain what it says. "Navigating the Eagle Scout Service Project" will help you communicate a number of things to your beneficiary. For example, it provides thanks and congratulations for accepting the project; and it gives some background, discusses the requirements, and points out the responsibilities connected with approving your project proposal. It also explains that the beneficiary has the right to review, and also to require changes in your project plan. Again, be sure to read carefully "Navigating the Eagle Scout Service Project" so you will have a full understanding of the role of your beneficiary. Next Step: Your Project Plan Once your proposal is approved, you are strongly encouraged to prepare your project plan using the form in this workbook. Doing so increases the likelihood your project will be approved at your Eagle Scout board of review. As you begin preparing it, you should meet with a project coach. Check with the person who handled the approval of your project proposal to learn how coaches are designated in your community. Your designated coach can help you avoid the common pitfalls associated with Eagle Scout service projects and be a big part of your success. You may also want to talk to your unit leader. There may be adults in your troop who are experts in conducting the kind of project you are planning. It's ok for you to work with them as well. The more coaching you get, the better your results will be. Beginning Work on Your Project Once your proposal has been fully approved and you have finished your project planning, only then, may you begin work on your project. Proposal Page A Mark Nicholas Richelsen Project Description and Benefit Briefly describe your project. Plan, design and build a pavilion with paver patio floor for public use at Maple Park, one of several City of Medina community parks. The city has approved a pavilion for Maple Park and they will let me design and help build and finance the project. The basic design is four posts on concrete footings that support a box frame. The roof structure is built upon the box frame - roof peak beam, ribs, plywood, etc. Underneath the roof will be a paver patio floor. Attach sketches or "before" photographs if these will help others visualize the project. Please dick below to add images UPEG, JPG, BMP, GIF, 71F, PNG, etc.} This is the Maple Park site before my project. Pavilion at Holy Name Park. I will be planning/designing/ building a similar pavilion with paver patio at Maple Park. The pavilion will be 12 feet long (side shown in photo) x 11 feet wide x 7.5 feet high (clearance from patio to beam). Four beams form a box and are attached to the posts using brackets. Each beam is two 2x12's. The roof peak beam is two 14' 2x12's. There are 28 2x4 ribs 1 foot apart supporting four 7' x 4' x 0.5" plywood sheets. The roof peak beam is attached to the box beams (on 11 foot side) using a 3 foot 3.5 x 3.5 post and bracket. Proposal Page C Mark Nicholas Richelsen The patio is 12' x 11' using about 612 paver bricks (3.5" x 7.5") There is 46 feet of paver edging on the outside of the patio. Tell how your project will be helpful to the beneficiary. Why is it needed? Maple Park is a City of Medina park with a play field. I am creating a space for people to gather to enjoy the park. The pavilion will be a place for the public to talk, share a meal or watch activities at the park. When do you plan to begin carrying out your project? June 1, 2018 When do you think your project will be completed? August 12, 2018 Giving Leadership Approximately how many people will be needed to help on your project? 12 to 16 Where will ou recruit them (unit members, friends, neighbors, family, others)? Explain: I will recruit members of my troop, family and friends to help with the project. What do ou think will be most difficult about leading them? Having a good plan and being organized to focus everyone's effort towards the goal of building the pavilion safely. Materials Materials are things that become part of the finished project, such as lumber, nails, and paint. What types of materials, if any, will you need? You do not need a detailed list or exact quantities, but you must show you have a reasonable idea of what is required. For example, for lumber, include basic dimensions such as 2 x 4 or 4 x 4. The city will be providing materials for the footings, pavilion support posts and patio. My preliminary material plan: - Four 6x6 green treated posts. - 612 paver bricks (3.5x7.5). -46 feet of patio edging. - Gravel and sand for the patio foundation. - Cement for the footings. - Twenty-eight 8 foot 2x4's (roof ribs). - Four 4x8 sheets of 0.5" plywood (roof). -Tar paper for 224 square foot roof. - Asphalt shingles for 224 square foot roof. -Four 10 foot 2x12's. (box frame). - Four 14 foot 2x12's (box frame). - Four 5.5"x14'xl" boards for roof trim (facia boards). -One 8' 3.5"x3.5" post (roof peak). -Hardware-beam brackets, rib brackets, nails, bolts, nuts, screws. Proposal Page C - 2 Mark Nicholas Richelsen Supplies Supplies are things you use up, such as food and refreshments, gasoline, masking tape, tarps, safety supplies, and garbage bags. What kinds of supplies, if any, will you need? You do not need a detailed list or exact quantities, but you must show you have a reasonable idea of what is required. Coolers, ice, food and refreshments, sanitary wipes, safety goggles, work gloves, tarps, paver sand, extension cords and gasoline (for generator). Proposal Page C - 3 Mark Nicholas Richelsen Tools include tools, and also equipment, that will be borrowed, rented, or purchased. What tools or equipment, if any, will you need? You do not need a detailed list, but you must show you have a reasonable idea of what is required. Hammers, screw drivers, wrenches, electric drills with bits, circular saws, hand saws, saw horses, ladders, tape measures, levels, brooms, shovels and circular saw/blades for cutting pavers. Other Needs Items that don't fit the above categories; for example, parking or postage, or services such as printing or pouring concrete, etc. What other needs do you think you might encounter? Generator for power at site. The city will be providing/delivering the following materials - patio edging, patio gravel, patio sand, patio paver bricks, cement for footings and four 6x6 green treated support posts. The city will do the following work - prepare the site, deliver materials (edging, gravel, sand, paver bricks, cements and support posts), build the patio foundation, dig and pour footings and attach the support posts to the footings. The city has the trucks/equipment deliver heavy materials, dig the footings/foundation. Permits and Permissions Note that property owners should obtain and pay for permits. Will permissions or permits (such as building permits) be required for your project? Who will obtain them? How long will it take? I will get the building codes from the city and design the pavilion. The city must approve the design and issue a building permit before work can begin. I planning on 1 month for city approval and permits. Preliminary Cost Estimate You do not need exact costs yet. Reviewers will just want to see if you can reasonably expect to raise enough money to cover an initial estimate of expenses. Include the value of donated material, supplies, tools, and other items. It is not necessary to include the value of tools or other items that will be loaned at no cost. Note that if your project requires a fundraising application, you do not need to submit it with your proposal. Enter estimated expenses below: Fundraising: Explain how you will raise the money to pay for the total costs. If you intend to seek (Include sales tax if applicable) donations of actual materials, supplies, etc., then explain how you plan to do that, too. Materials: Supplies: Tools: Other: Total costs: $1,000.00 $200.00 I plan to raise money from family and friends. I also plan to use the city's preferred suppliers to secure discounts on materials as well as discounts that Lowes & Home Depot offer to Boy Scouts for their Eagle Projects. Family and friends have all/most of $100.00 the tools required. The city has budgeted $6,000 for materials and labor. My project $200.00 will provide $1,500 and labor. $1,500.00 Project Phases Think of your project in terms of phases, and list what they might be. The first may be to prepare your project plan. Other phases might include fundraising, preparation, execution, and reporting. You may have as many phases as you want, but it is not necessary to become overly complicated; brief, one line descriptions are sufficient. 1. Receive approval from BSA and City of Medina 2. Complete detailed project plan & get design approval/permit from City of Medina 3. Fundraising 4. Schedule the project, ask for volunteers, create work teams and work plans 5. Get materials and supplies 6. Organize the job site 7. Build the pavilion and paver patio 8. Turnover, final inspection from the City of Medina Proposal Page D Mark Nicholas Richelsen Logistics Check with your council service center to determine if a Tour and Activity Plan is required. How will you handle transportation of materials, supplies, tools, and helpers? Will you need a Tour and Activity Plan? Volunteers will be responsible for their own transportation to the park. I will deliver most materials, tools and supplies to the job site. The City of Medina will deliver heavy materials (cement, pavers, gravel, sand, etc.) to the job site. I will need a walk through and work plan for my project. Safety Issues The Guide to Safe Scouting is an important resource in considering safety issues. Describe the hazards and safety concerns you and your helpers should be aware of. There are three safety issues I need to address. First, the proper use of power tools (drills, saws) and sharp tools (saws, shingle knives). Second, the proper lifting of heavy materials (bundles of shingles, 2x10 beams, plywood for the roof, paver bricks). Third, working above ground level (ladders, installing beams, shingling the roof). Only adult scouts (returning Eagle Scouts from college) and adult friends will be allowed to complete these tasks. I plan to meet with an experienced builder from my church to find out more about safety for my project. Project Planning You do not have to list every step, but it must be enough to show you have a reasonable idea of how to prepare your plan. List some action steps you will take to prepare your project plan. For example "Complete a more detailed set of drawings." 1. Secure building code from the City of Medina. 2. Complete a detailed set of drawings/plans, submit to the city for approval/permit. 3. Site preparation: check for underground utilities, have city remove tree branches that over hang into the site. 4. Create activity/work plan for teams based on age/skill. 5. Finalize budget, material lists, tools list, supply list and who is bringing what. 6. Create job site layout drawing - work areas, material staging, break areas, etc. 7. Create project introduction, safety instruction, site review and helper expectations materials. Proposal Page E Mark Nicholas Richelsen Candidate's Promise* Sign below before you seek the other approvals for your proposal. On my honor as a Scout, I have read this entire workbook, including the "Message to Scouts and Parents or Guardians" on page 5. I promise to be the leader of this project, and to do my best to carry it out for the maximum benefit to the religious institution, school, or community I have chosen as beneficiary. Signed Date "Remember: Do not begin any work on your project, or raise any money, or obtain any materials, until your project proposal has been approved. Unit Leader Approval* I have reviewed this proposal and discussed it with the candidate. I believe it provides impact worthy of an Eagle Scout service project, and will involve planning, development, and leadership. I am comfortable the Scout understands what to do, and how to lead the effort. I will see that the project is monitored, and that adults or others present will not overshadow him. Signed Date Name (Printed) Vikas Puri Beneficiary Approval* This service project will provide significant benefit, and we will do all we can to see it through. We realize funding on our part is not required, but we have informed the Scout of the financial support (if any) that we have agreed to. We understand any fund raising he conducts will be in our name and that funds left over will come to us if we are allowed to accept them. We will provide receipts to donors as required. Our Eagle candidate has provided us a copy of "Navigating the Eagle Scout Service Project, Information for Project Beneficiaries." ® Yes p No Unit Committee Approval* This Eagle Scout candidate is a Life Scout, and registered in our unit. I have reviewed this proposal, I am comfortable the project is feasible, and I will do everything I can to see that our unit measures up to the level of support we have agreed to provide (if any). I certify that I have been authorized by our unit committee to provide its approval for this proposal. Signed Date Name (Printed) Todd Wenck Council or District Approval I have read topics 9.0.2.0 through 9.0.2.15, regarding the Eagle Scout service project, in the Guide to Advancement, No. 33088. I agree on my honor to apply the procedures as written, and in compliance with the policy on "Unauthorized Changes to Advancement." Accordingly, I approve this proposal. I will encourage the candidate to prepare a project plan and further encourage him to share it with a project coach who has been designated for him. Signed Date Signed Name (Printed) Steve Scherer Name (Printed) Charlie Jones *While it makes sense to obtain approvals in the order they appear, there shall be no required sequence for the order of obtaining those approvals marked with an asterisk (*). Council or district approval, however, must come after the others. Date Proposal Page E - 2 Mark Nicholas Richelsen Prelim Plan Basic Design Plan for Pavilion Square 1 foot x 1 foot Plywood KeV: Notes: Pavilion post footings Pavilion 6x6 green treated posts Box beams made of two 2x12's. 3.5 x 3.5 roof support posts Roof peak beam. made of two 2x12 s 55x14x1facaboards 2 x 4 roof ribs - 8x4 x05 plywood 1. Box beams attached to posts using brackets. 2. Roof post attached to box beams & peak beams using brackets. 3. Roof ribs attached to box beams & peak beam using brackets. 4. Plywood nailed to roof ribs. 5. Tar paper stapled to plywood. 6. Asphalt shingles nailed to plywood. 7. Facia boards nailed to roof ribs. 8. City providing following materials: a. Gravel for patio foundation. b. Sand for patio foundation. c. Patio paver bricks. d Patio edging. e. Cement for footings. f. 6x6 green treated support posts. 9. City will do fol.owing work: a. Prepare site: locate utilities, clear, etc. b. De iver gravel, sand, pavers, cement & 6x6 posts. c. Dig & pour footings. d. Attach 6x6 posts to footings e. Dig/build patio foundation. f Install patio edging Matt Eagle holett Maple Pot! rr Ws rors 1 Jodi Gallup From:Steve Lee <SLee@treancorp.com> Sent:Friday, June 01, 2018 4:01 PM To:Jodi Gallup Cc:Steve Lee Subject:Fwd: Park Tour Follow Up Flag:Follow up Flag Status:Flagged Jodi, Here are my dictated notes from our tour   Please use, edit or ignore as needed. Let me know if you have questions.  Thanks, S  Sent from my iPhone    Begin forwarded message:  From: Steve Lee <SLee@treancorp.com>  Date: May 30, 2018 at 2:11:36 PM MDT  To: Steve Lee <SLee@treancorp.com>  Subject: FW: Park Tour  Maple Park – We met an Eagle scout and his parents at the park.  He is seeking our approval to support  his construction of a picnic pavilion at this park as his Eagle Scout project.  All the commissioners were  enthusiastic about helping this scout but we need a plan to approve.  He will meet with Steve, and  possibly Jodi, before our next meeting to provide detail plan for this project. We also have to finalize the  specific location for the pavilion and pave the parking lot later this year.  In addition to our discussions  on the pavilion, we noticed that we need to clean up the ballfield so that all the grass in the infield is  removed. We also need to remove the dead pine trees along the road and a few of the other dead trees  that are on the west side of the park.      Lakeshore Park. We need to put a bench down by the lake on the east side of the window. We also need  to change some of the equipment in the playground so that older kids can use the park. There are two  rocking toys that are really for very little kids the area where the slide is also his very small kids in the  swings will not baby swings are for small kids there’s room for monkey bars or something else like that  in place of those two little Toy rides for tots. The toy ride for tots could be put somewhere else in the  park.     Park at the fields of Medina – they will complete the volleyball court shortly there a couple trees that  need to be replaced and the padding that his place at the bottom the swing sets should be considered  for other parks as it seems to hold up very well. The cost of such padding may be a little bit more up  front but the long‐term durability may save us a lot of money versus mulch.     Hamel Legion Park – the big issue is the billboards on the Little League Fields let’s discuss how we want  to adjust the rules in the future so that we’re not blocking the view of the residents that border the park  and we aren’t having extremely large and colorful advertisements.     2 Hunter Lions Park – we need to re‐level, repair and possibly repave the tennis court. The volley court has  to be cleared of weeds.  It may need more sand filler too. It would be nice to purchase an easement to  connect the nature area to the trail just to the south of this park to bring us back to country Drive.     Morningside Park – we need to clean up the playground area of the concrete trim needs to be removed  with new trim around the Rea playground relayed also the mulch needs to be added in we should put  padding under the swing sets much like is singing at the fields on the Dino also the small pavilion please  be re‐stained otherwise the park is in great shape     All Parks need doggie bags and trash cans. Maintenance should include keeping baseballs fields clear of  weeds and well defined. Metal and wood objects should be kept fresh with paint. Playgrounds should  revive mulch as needed. Broken equipment should be fixed or replaced. Consistency of signs is desirable  where it makes sense. Benches should be clear of mold. Junk should be removed. Dead and dying trees  should be replaced.      Trees ‐ as we plant trees at the various parks or replace the dead trees let us review the inventory of  trees we currently have in consider the type of soil,  position with the sun, potential insect infestation  and other diseases so it we select trees that have a high probability of success. Also  consider tree  height, longevity, canopy spread when placing or replacing trees in the parks.     How much time and money must be budgeted for these maintenance items each year?      This message and any attachments are intended only for the use of the addressee and may contain information that is  privileged and confidential. If the reader of the message is not the intended recipient or an authorized representative of  the intended recipient, you are hereby notified that any dissemination of this communication is strictly prohibited. If you  have received this communication in error, notify the sender immediately by return email and delete the message and  any attachments from your system.   2018 CIP: DEPARTMENT Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Potential Revenue Source Roads 1 Tamarack North of Medina to Blackfoot Overlay 54,000$ 43,200$ Reserves/Bonds/Assessments 2 Tamarack - Medina to 24 - Overlay 49,985$ 39,988$ Reserves/Bonds/Assessments 3 Tamarack City Limits to CSAH 24 Overlay 77,675$ 62,140$ Reserves/Bonds/Assessments 4 Clydesdale trail overlay 600/101 150,000$ 75,000$ Reserves/Bonds/Assessments 5 Oakview Road - Overlay 43,000$ 21,500$ Reserves/Bonds/Assessments 6 Deer Hill Road East - Overlay 27,040$ 13,520$ Reserves/Bonds/Assessments 7 Dusty Trail - Overlay 3,900$ 1,950$ Reserves/Bonds/Assessments 8 Chestnut Road - Overlay 50,000$ 25,000$ Reserves/Bonds/Assessments 9 Hickory Dr off 24 10,000$ 4,000$ Reserves/Bonds/Assessments 10 Highcrest / Oak Circle Overlay 15,000$ 7,000$ Reserves/Bonds/Assessments 11 Hickory Drive - Reconstruct 180,427$ 90,214$ Reserves/Bonds/Assessments 12 Hackamore 750,000$ 325,000$ Reserves/Bonds/Assessments 13 Willow Drive N of Chippewa overlay blacktop portion Reserves/Bonds/Assessments 14 Chippewa Road Construction 2,250,000$ 750,000$ Developer/Bond/Assessments 15 Willow Drive North to 24 - reclaim 200,000$ 160,000$ Reserves/Bonds/Assessments 16 Brockton Lane Upgrade 100,000$ ? Reserves/Bonds/Assessments 17 Wichita Trail overlay Reserves/Bonds/Assessments 18 Tower Drive West of Pinto Overlay 30,000$ 15,000$ Reserves/Bonds/Assessments 19 Iroquois Drive Overlay 26,000$ 13,000$ Reserves/Bonds/Assessments 20 Maplewood Drive Overlay 29,328$ 14,664$ Reserves/Bonds/Assessments 21 Bobolink Road Overlay 86,326$ 43,163$ Reserves/Bonds/Assessments 22 Morningside Road Overlay 100,654$ 50,327$ Reserves/Bonds/Assessments 23 Elsinore Circle N of Morningside Rd Overlay 18,789$ 9,395$ Reserves/Bonds/Assessments 24 Hwy 55 & CR 116 Whistleless Crossing Reserves/MSA 25 Hwy 55 & CR 116 Intersection Roads/Capital/MSA 26 Roads Sub-total 2,305,000$ 776,000$ 1,030,367$ 465,184$ 250,000$ 75,000$ 416,757$ 262,877$ 250,000$ 185,000$ 27 28 Public Works 29 Tandem 230,000$ 230,000$ Equipment Bonds/Cap Equip Fund 30 Water Truck / Tanker Replacement 25,000$ 25,000$ Equipment Bonds/Cap Equip Fund 31 Replace 2007 550 72,000$ 72,000$ Equipment Bonds/Cap Equip Fund 32 Air Compressor 40% Parks 20,000$ 20,000$ Parks/Equip 33 Self propeled kick off broom 40,000$ 40,000$ Equipment Bonds/Cap Equip Fund 34 Lift Equipment Bonds/Cap Equip Fund 35 Backhoe 125,000$ 125,000$ Equipment Bonds/Cap Equip Fund 36 Skid Steer Upgrade w/ Bucket 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ Equipment Bonds/Cap Equip Fund 37 ATV 50% PW / 50% Parks 2,500$ 2,500$ Equipment Bonds/Cap Equip Fund 38 Single Axle Truck 220,000$ 220,000$ Equipment Bonds/Cap Equip Fund 39 Loader 220,000$ 220,000$ Equipment Bonds/Cap Equip Fund 40 Miscellaneous 2,000$ 2,000$ Equipment Bonds/Cap Equip Fund 41 Public Works Sub-total 118,000$ 118,000$ 271,500$ 271,500$ 224,000$ 224,000$ 4,000$ 4,000$ 359,000$ 359,000$ 42 43 Police 44 PD Squad Cars 72,000$ 72,000$ 108,000$ 108,000$ 75,000$ 75,000$ 75,000$ 75,000$ 75,000$ 75,000$ Equipment Bonds/Cap Equip Fund 45 Traffic Squad 35,000$ 35,000$ Equipment Bonds/Cap Equip Fund 46 Utility Vehicle (Ranger)20,000$ 20,000$ Equipment Bonds/Cap Equip Fund 47 PD Squad Camera 60,000$ 60,000$ Fed Drug Forfeiture Fund 48 Portable Radios 60,000$ 60,000$ DWI Forfeiture Fund 49 Portable Radios 40,000$ 40,000$ DWI Forfeiture Fund 50 PD Squad Laptops/Software MDC 40,000$ 40,000$ DWI Forfeiture Fund 51 Records Management 50,000$ 50,000$ Equipment Bonds/Cap Equip Fund 52 Bicycles Equipment Bonds/Cap Equip Fund 53 Digital Speed Signs Equipment Bonds/Cap Equip Fund 54 Lexipold Policy Software Fed Drug Forfeiture Fund 55 Tasers 5,000$ 5,000$ 5,000$ 5,000$ Equipment Bonds/Cap Equip Fund 56 Side Arms DWI Forfeiture Fund 57 223 Rifles (2)Equipment Bonds/Cap Equip Fund 58 Bunkers & Helmets Equipment Bonds/Cap Equip Fund 59 PD Server Equipment Bonds/Cap Equip Fund 60 Training Room Fed/Equip Body Cameras 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ Equipment Bonds/Cap Equip Fund 61 Miscellaneous - Equip Fund Equipment Bonds/Cap Equip Fund 62 Miscellaneous - DWI Fund 6,000$ 6,000$ 6,000$ 6,000$ 8,000$ 8,000$ 8,000$ 8,000$ DWI Forfeiture Fund 63 Police Sub-total 83,000$ 83,000$ 213,000$ 213,000$ 151,000$ 151,000$ 178,000$ 178,000$ 153,000$ 153,000$ 64 65 Fire 66 HAMEL 67 Ongoing PPE Replacement 10,000$ -$ 10,000$ -$ 10,000$ 10,000$ 10,000$ Equipment Bonds/Cap Equip Fund 68 Utility 11 Overhaul/retrofit 21,667$ -$ Equipment Bonds/Cap Equip Fund 69 Command Vehicle Replacement 4,320$ 4,320$ 4,320$ 4,320$ 4,320$ Equipment Bonds/Cap Equip Fund 70 Engine 11 Refurbishment 20,000$ 20,000$ 20,000$ 20,000$ Equipment Bonds/Cap Equip Fund 71 Air Lift Bag Replacement funded by grants/other 72 Pumper/Tanker 38,917$ 38,917$ 38,917$ 38,917$ 38,917$ Equipment Bonds/Cap Equip Fund 73 Portable JAWS Tool funded by grants/other 2020 2018 - 2022 Capital Improvement Plan 2018 2019 2021 2022 1 2018 CIP: DEPARTMENT Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Potential Revenue Source 2020 2018 - 2022 Capital Improvement Plan 2018 2019 2021 2022 74 Bldg Improvement Revolving Cap. Impr. Fund 75 Annual Contract 73,000$ 73,000$ 73,000$ 73,000$ 73,000$ Equipment Bonds/Cap Equip Fund 76 Hamel Fire Sub-total 74,904$ 73,000$ 73,237$ 73,000$ 73,237$ 73,000$ 73,237$ 73,000$ 73,237$ 73,000$ 77 78 Loretto & Long Lake 79 Fire (Loretto)28,290$ 28,290$ 22,000$ 22,000$ 22,000$ 22,000$ 22,000$ 22,000$ 22,000$ 22,000$ Equipment Bonds/Cap Equip Fund 80 Fire (Long Lake)6,000$ 6,000$ 6,000$ 6,000$ 6,000$ 6,000$ 6,000$ 6,000$ 6,000$ 6,000$ Equipment Bonds/Cap Equip Fund 81 Fire Sub-total 34,290$ 34,290$ 28,000$ 28,000$ 28,000$ 28,000$ 28,000$ 28,000$ 28,000$ 28,000$ 82 83 Emergency Management 84 Emergency Operation Supplies (EOC) Revolving Cap. Impr. Fund/ County Grant 85 Siren Maintenance 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ Equipment Bonds/Cap Equip Fund 86 Civil Defense Sirens 30,000$ 30,000$ 30,000$ 30,000$ 30,000$ 30,000$ 30,000$ 30,000$ 30,000$ 30,000$ Revolving Cap. Impr. Fund/ County Grant 87 Civil Defense Sub-total 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 88 89 90 Administration/Data Processing 91 Vehicle Equipment Bonds/Cap Equip Fund 92 Administration Sub-total -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 93 94 City Buildings 95 City Hall Repairs/Renovation 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ Revolving Cap. Impr. Fund 96 Community Building Repairs 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ Revolving Cap. Impr. Fund 97 PW//Police/ Renovations 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ Revolving Cap. Impr. Fund 98 600 Clydesdale - Parking Lot 20,000$ 20,000$ 20,000$ 20,000$ Revolving Cap. Impr. Fund 99 City Hall Septic 30,000$ 30,000$ Revolving Cap. Impr. Fund 100 PW/PD Garage Floor 30,000$ 30,000$ Revolving Cap. Impr. Fund 101 City Building Sub-total 115,000$ 115,000$ 55,000$ 55,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 102 103 104 105 Water (high growth expectation) 106 Water Treatment Plant Expansion 1,400,000$ 1,400,000$ Future 107 Blacktop Well #8 Driveway 4,000$ 4,000$ Water Capital 108 Willow Dr Water Tower Rehab Water Capital Improvement 109 Chippewa Watermain Extension 360,000$ 360,000$ Water Capital Improvement 110 Hwy 55 & CR116 Watermain Water Capital Imp/Wtr Fund 111 Water Tower (and land acquisition)2,600,000$ 2,600,000$ Future (2020-2023) 112 Water Sub-total 364,000$ 364,000$ 2,600,000$ 2,600,000$ 1,400,000$ 1,400,000$ -$ -$ -$ -$ 113 114 Sewer 115 Hwy 55 & CR116 Sewer Lining Sewer Fund (Maintenance) 116 Sewer Sub-total -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 117 118 Storm Water 119 Baker Ravine 460,000$ 31,500$ SWU; Grants; Env. Fund 120 Hickory Improvments (and land acquisition)150,000$ 100,000$ SWU; Grants; Env. Fund 121 Long Lake Creek Sub Watershed 10,000$ SWU; Grants; Env. Fund 122 Ardmore Projects 163,050$ 10,525$ SWU; Grants; Env. Fund 123 Storm Water Sub-total 773,050$ 152,025$ -$ -$ -$ -$ -$ -$ -$ -$ 124 125 Parks 126 Trails Park Dedication Fund 127 116 Connection 100,000$ 50,000$ Park Dedication Fund/Grant 128 Hackamore Trail 500,000$ 250,000$ Park Ded/Cost Share w/ Corcoran 129 Co Rd 101/School Connection 500,000$ 100,000$ Park Ded/Cost Share/Grants 130 General Landscaping - all parks 7,000$ 7,000$ 7,000$ 7,000$ 7,000$ 7,000$ 7,000$ 7,000$ 7,000$ 7,000$ Park Dedication Fund 131 Small Equip/Improvements - all parks 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ Park Dedication Fund 132 Hamel Legion Park Park Dedication Fund 133 Dugout Covers Park Dedication Fund 134 Little League/Baseball Lights 350,000$ 250,000$ Park Dedication Fund/ Donations 135 Snow Machine 28,000$ 28,000$ Park Dedication Fund 136 Holy Name Park Park Dedication Fund 137 Hunter Lions Park Park Dedication Fund 138 Lakeshore Park Park Dedication Fund 139 Large Playground Equipment 100,000$ 100,000$ Park Dedication Fund 140 Rainwater Nature Area Park Dedication Fund 141 Bridge by New Trail Park Dedication Fund 142 Bench and Trail - other side bridge Park Dedication Fund 143 Maple Park Park Dedication Fund 144 Pavillion 6,000$ Park Dedication Fund 145 Pave Parking Lot 6,000$ Park Dedication Fund 146 Walnut Park Park Dedication Fund 147 Update Baketball Hoop Park Dedication Fund 148 Medina Morningside Park Park Dedication Fund 149 Medina Lake Preserve Park Dedication Fund 150 Trail Head 25,000$ 25,000$ Park Dedication Fund 151 Park Clean-up 25,000$ 25,000$ Municipal Park Fund/Maintenance 152 Land Acquisitions / New Trails 250,000$ 250,000$ 250,000$ 250,000$ 250,000$ 250,000$ 250,000$ 250,000$ 250,000$ 250,000$ Park Dedication Fund 153 Tomann Preserve - Park Development Park Dedication Fund 154 The Park at Fields of Medina Park Dedication Fund 155 Second Basketball Hoop 4,000$ 4,000$ Park Dedication Fund 156 New Park Development 500,000$ 500,000$ Park Dedication Fund 157 Park Land by Medina Golf & CC Park Dedication Fund 2 2018 CIP: DEPARTMENT Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Potential Revenue Source 2020 2018 - 2022 Capital Improvement Plan 2018 2019 2021 2022 158 ATV 50% PW / 50% Parks 2,500$ 2,500$ Park Dedication Fund 159 Air Compresor 60% PW 10,000$ 10,000$ Park Dedication Fund 160 Parks Sub-total 771,000$ 609,000$ 939,500$ 539,500$ 777,000$ 527,000$ 777,000$ 777,000$ 277,000$ 277,000$ 161 162 TOTAL:4,673,244$ 2,359,315$ 5,245,604$ 4,280,184$ 2,973,237$ 2,548,000$ 1,546,994$ 1,392,877$ 1,210,237$ 1,145,000$ 3 City of Medina Park Capital Assets Valued Over $5K Description Vendor Name Total Price Cur Yr Depr Total Depr Acquired Year Hamel Legion Park Donor Wall SIGNS UNLIMITED $6,836.20 $341.81 $4,101.72 2005 Hamel Legion Park Trail BRYAN ROCK PRODUCTS $25,399.39 $1,693.29 $20,319.48 2005 Hamel Legion Plaza DESIGNING NATURE, INC. $23,781.71 $1,189.09 $13,079.99 2007 Basketball Court AGGREGATE DIVISION $22,837.56 $1,141.88 $12,560.68 2007 Hamel Legion Park ANDERSEN, EARL F. $42,191.10 $2,109.56 $22,914.19 2007 Hamel Legion Playground ANDERSEN, EARL F. $32,903.81 $1,645.19 $14,806.71 2007 Hamel Legion Park Playground Equip ANDERSEN, EARL F. $69,187.15 $3,459.36 $34,593.60 2008 Bleachers - Hamel Park EARL F ANDERSEN INC $6,040.58 $604.06 $5,436.54 2009 Overflow Parking Lot SCHOENING EXCAVATING INC $12,040.36 $602.02 $4,816.16 2010 Field House PROJECT ONE CONSTRUCTION INC $427,672.84 $10,691.82 $85,534.56 2010 Field House Irregation/LS ADVANCED IRRIGATION INC $46,651.60 $2,332.58 $18,660.64 2010 Ballfield Restoration Hamel Legion SAMS LAWN & LANDSCAPE $40,403.25 $2,020.16 $12,120.96 2012 Ballfield Scoreboard DESLAURIERS & SONS INC $15,346.00 $1,534.60 $7,673.00 2013 Ballfield Dugout Roof DESLAURIERS & SONS INC $9,872.51 $987.25 $3,949.00 2014 Hamel Legion Scoreboard VARSITY SCOREBOARDS $17,195.25 $859.76 $1,719.52 2016 Hamel Legion Parking Lot OMANN BROTHERS PAVING INC $110,864.56 $5,543.23 $5,543.23 2017 Dugouts D FENCE $16,605.00 $1,660.50 $1,660.50 2017 Hamel Community Building (HCB)EBERT CONST. $716,839.37 $17,920.98 $231,715.88 2005 HCB Accoustical Panels SONUS INTERIORS, INC. $5,955.00 $297.75 $3,573.00 2005 HCB Chairs ALTERNATIVE BUSINESS FURNITURE $7,292.74 $1,041.82 $4,167.28 2014 Rainwater Nature Area Rainwater Park AGGREGATE INDUSTRIES INC $114,098.28 $5,704.91 $45,639.28 2010 Rainwater Bridge OMANN BROTHERS PAVING INC $11,133.29 $1,113.33 $1,113.33 2017 Hunter Lions Park Play Structure Earl F Anderson $50,497.86 $0.00 $50,497.86 2006 Park at Fields of Medina Fields of Medina Park SUNRAM CONST. INC. $486,520.53 $24,326.03 $72,978.09 2015 Field of Medina Lights WRIGHT HENNEPIN COOP ELEC ASSN $17,669.27 $883.46 $1,766.92 2016 Fields of Medina Volleyball HASSAN SAND & GRAVEL $5,814.36 $581.44 $581.44 2017 City of Medina Park Capital Assets Valued Over $5K Lakeshore Park Playground Equipment Lakeshore Park ANDERSEN, EARL F. $25,080.56 $1,254.03 $16,382.90 2004 I.B.Boat Launch SUNRAM CONST. INC. $18,916.95 $945.85 $11,350.20 2005 Tomann Preserve Tomann Preserve $6,336.32 $316.82 $2,534.54 2010 Tomann Preserve (Land)$165,000.00 $0.00 $0.00 2010 Holy Name Park Holy Name Park $47,695.07 $2,384.75 $21,462.75 2009 Trails Hunter Drive Trail Final Segment $28,919.65 $1,445.98 $15,905.78 2007 Medina Trail MIDWEST ASPHALT CORPORATION $52,441.56 $2,622.08 $28,842.88 2007 Cty Rd 116 Trail GMH ASPHALT CORP $479,020.63 $23,951.03 $167,657.21 2011 Willow Trail OMANN BROTHERS PAVING INC $46,484.54 $2,324.23 $11,621.15 2013 101 Trail OMANN BROTHERS PAVING INC $10,864.52 $362.15 $1,086.45 2015 Arrowhead Trail BARBER CONSTRUCTION CO INC $155,603.73 $7,780.19 $15,560.38 2016 Arrowhead Trail Easement DAMYAN, ANDREY & ELENA $12,000.00 $0.00 $0.00 2016 Other Misc 72" Mower MTI DISTRIBUTING CO. $8,297.00 $0.00 $8,297.00 1992 Interceptor Conn., Belle Terra METROPOLITAN COUNCIL $6,383.00 $319.15 $3,829.80 2005 Uptown Hamel Sign CENTRAL STATES SIGN & AWNING L $26,334.69 $2,633.47 $21,506.67 2009 PW Ditch Mower LANO EQUIPMENT INC $5,750.00 $575.00 $1,150.00 2016 Parks Donation Application Form - DRAFT Donor’s Name ___________________________ Address _____________________________ _____________________________ Phone No. _____________________________ Email _____________________________ Preferred Park: ____________________________________________________ Item to be donated: ________________________________________________ Donated amount: _________________________________________________ Location of item to be installed: _______________________________________ Details of item/project, if not on Approved Donation List, and funding source. _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ If donation is being made as a gift to another person, then please provide below the name and address of the person who will receive a Letter of Appreciation from the City. ____________________________________________ ____________________________________________ ____________________________________________ Plaque Statement: (maximum _____ characters, and three lines) Provide exact wording for your plaque in the space below. __________________________________________________________ __________________________________________________________ __________________________________________________________ I have read and consent to the Participant Responsibilities of the Parks/Trails Donation Program. Signature: ____________________________ Date: ____________________ Make checks out to the City of Medina. Mail your check and this application to: City of Medina Parks Donation Program, 2052 County Road 24, Medina, MN 55340 City of Medina Parks/Trails Donation Program ____ Park/Trails Donation Program Amended ______ ___ Parks/Trails Donation Program DRAFT Purpose: The City of Medina welcomes and invites donations from any individual, corporation, organization or service group to be made toward park and trail improvements. Donating an item is a personal and generous way to honor a loved one and contribute a lasting gift to the community. Such donations are for the benefit and enjoyment of present and future residents. Policy Statement: From time to time the City is approached by residents or groups with proposals for improvements to City parks and trails, often at no expense to the City. The City first ensures that proposed projects fit into long term plans for the City and that the ongoing cost of project maintenance will be manageable. Such proposals may include benches, picnic tables, bike racks, trees, or other park improvements as noted below in the Approved Donation List. Cash contributions are also welcome. Process Summary: Community groups or individuals are invited to summarize their donation suggestions on a Parks Donation Application Form provided by the City. Once the project has been approved by the City, the Public Works Director and a Park Commissioner will meet with the participants to advise and guide them in completing the project. Approved Donation List • 6’ or 8’ benches $1,000- 1,100 • 6’ or 8’ picnic tables $1,000- 1,100 • Tree Planting $400 average, price varies • Bike Rack $1,000 • Playground Equipment $ varies • Other $ varies Prices subject to change. See Appendix for more specific details on each item. If a donation is requested outside of the Approved Donation List, the process is the same. Donation Requests Process: Individuals or community groups who are interested in proposing a donation are requested to: City of Medina Parks/Trails Donation Program ____ Park/Trails Donation Program Amended ______ 1. Submit proposed donation based on those already on the Approved Donation List, developed by the Park Commission and approved by the City Council, or to propose an alternative donation item/project for consideration. 2. Identify funding sources, if appropriate, for the donation. 3. Complete a City of Medina Parks Donation Application Form and submit to City Staff for Park Commission review and approval by the City Council. 4. Meet with City staff on site to review the location, review wording on a plaque or other donation details. 5. Be available to attend a Park Commission meeting and City Council meeting to present your donation idea, if requested. City Responsibilities: • Review and approve donation, if appropriate. • Advise and guide participants in developing a work plan. • Furnish materials as agreed, if part of the plan. Participant Responsibilities: • Commitment to completing the donation item/project. • Use plants approved by the City of Medina • Keep plants properly watered, maintained and weeded. (for the first year?) • Observe safety precautions to protect workers. • Take good care of monuments, signs and equipment. • Furnish appropriate volunteer workers with adequate supervision for workers under 15 years of age. • Seek input and advice from Park Commission and Public Works Department during the project, when necessary. • Secure necessary funding prior to commencement of the donation item/project and demonstrate the funding source to the City staff. • Return unused materials and supplies furnished by the City at completion of the project. Thank you for your interest in our City Parks and Trails. Program Approval: City Council approved on __________; City Council amended on __________ City of Medina Parks/Trails Donation Program ____ Park/Trails Donation Program Amended ______ APPENDIX Tables/Benches The 6 foot and 8 foot benches and tables are made of recycled plastic planks attached to bronze powder coat metal frames and mounted in a concrete base. The 2.5”x 10” cast- bronze plaques are flush mounted into the bench or table. Trees Staff will provide a number of tree species to choose from depending upon the location chosen by the donor. Donor planting options are: 1) City staff will dig the hole and you will be responsible for planting the tree; or 2) City staff will dig the hole and plant the tree. If desired, you will be informed when the planting will occur so you and guests may plan/attend a planting ceremony. Bike Rack Bike racks -option examples are: Arch, loop, standard 4-bike minimum Playground or Trail Fitness Equipment Free-standing equipment Basketball hoops Informational Kiosks Details of information subject to City approval. Certain weatherproofing standards are required by the City. Sizes to mimic City Park sign dimensions depending upon extent of information. Other Description (size, number, location, etc.) Note: small plaques (2.5’x5”) included for all donations as appropriate. Initial plaques provided by the City. Any replacement plaques are at the Donor’s cost. _____________________________ Potential naming rights for substantial donations are at the discretion of the City Council. Your contribution may be tax deductible. See your tax advisor. 2018 Park Commission Goals 1. List of annual items i) January – Annual Goal Setting Session ii) April – Participate in Annual City Clean-up Day (discuss in March) iii) May – Annual Park Tour – May 16th at 5 p.m. iv) June/July – Capital Improvement Plan Review (review in June) v) September – Participate in Annual Celebration Day (discuss in August) vi) Review applicable grants as they become available. 2. Park & Trail Master Plan This plan was approved in March 2014, but should be reviewed annually for changes. Please continue to bring this plan with to all future meetings to reference. A subset of this item will be to: - Review the trail plan to look at trail connections, topography, and safety. - Update trail map and priorities to align with 2040 Comprehensive Plan. - Review the trail maintenance plan and the life of each trail. - Address off-set shoulder trails such as Medina Road and Hamel Road. - Continue to work towards making a multi-use trail connection to Baker Park Reserve from the east. - Master Plan Subcommittee: Rumsey and Jacob 3. Review Park Dedication Revenues versus planned Park Improvements Review Park Dedication revenues versus planned park improvements to make sure the city is being good stewards of the limited funds set aside for future park improvements. - Study the park dedication ordinance and evaluate if the calculation needs to be updated. - Look at other revenue sources such as grants, donations, or the City’s general fund. - Conduct a thorough review and overhaul of existing Park/Trail Capital Improvement Plan. - Update 2019-2023 Capital Improvement Plan (CIP) at June and July meetings after Spring Park Tour. - Subcommittee: Lee and Weir 4. Create a Parks/Trails Donation Program The City has a park bench donation program, but there is no formal written policy. The Park Commission would like to create a more formal donation program policy to cover all types of donations to the parks and trails such as land, easements, money, trees, benches, playground equipment, etc. This policy could also address naming rights for significant contributions or memorial plaques for smaller gifts. - Subcommittee: Thies 5. Review Funding Policy for Ballfield Improvements In 2010, the Park Commission established a funding policy for ball field lighting and irrigation projects within our parks. The policy indicated that the City would pay a 25% cost-share to help fund the construction of ball field lights and irrigation systems. This policy needs to be evaluated to determine if 25% is the correct amount for a cost-share. - Subcommittee: Weir and Lee - Completed: Park Commission recommended changes on February 21, 2018. City Council adopted changes on March 6, 2018. 6. Youth Park Commissioner Projects This item is to allow the Youth Park Commissioners to come up with a specific project to benefit our parks so they can be showcased in a future city newsletter and/or publication. Kingsley: Little Free Library Lubenow: Art/Photography at City Hall 2018 Planned Park & Trail Improvements CSAH 115 Trail – between Tower Drive and Hamel Road Hamel Legion Park • New Lights on Little League Field • New Dugouts on Little League Field Maple Park • Install new pavilion • Pave parking lot Fields of Medina Park • Second basketball hoop Lakeshore Park • Look into placement of bench by water Park Commissioner Park Assignments o Weir: Holy Name Park & City Hall o Jacob: Rainwater Nature Area o Morrison: Lakeshore Park & Walnut Park o Rumsey: Hunter Lions Park o Thies: Tomann Preserve o Lee: Hamel Legion Park and Maple Park o Kingsley: Medina Morningside Park & The Park at Fields of Medina o Lubenow: Medina Lake Preserve 4Y4,1* Navigatin e gle'-{out ice Project ation for Pfoject Benefrcic Thank You and Congratulations Congratulations on your selection as an Eagle Scout service project beneficiary, and thank you for the opportunity you are making available to an Eagle Scout candidate. Support from community organizations is important to Scouting —just as important as Scouting's contributions are to the community. Scouts provide important services, and benefiting organizations such as yours provides a vehicle for personal growth. The Eagle Scout Rank and the Service Project Service to others is an important part of the Scout Oath: "... to help other people at all times." Each year tens of thousands of young men strive to achieve the coveted Eagle Scout rank by applying character, citizenship, and Scouting values in their daily lives. One of the rank requirements is to plan, develop, and give leadership to others in a service project helpful to any religious institution, school, or community. Through this requirement, Scouts practice what they have learned and gain valuable project management and leadership experience. Typical Projects There are thousands of possible Eagle Scout projects. Some involve building things, and others do not. There have been all kinds: making birdhouses for an arboretum, conducting bicycle safety rodeos, constructing park picnic tables or benches, upgrading hiking trails, planting trees, conducting well -planned blood drives, and on and on. Other than the general limitations noted below, there are no specific requirements for project scope or for how many hours are worked, and there is no requirement that a proje have lasting value. What is most important is the impact or benefit the project will provide to your organization. In choosing a project, remember it must be something a group With perhaps limited skills can accomplish under the leadership of your Eagle Scout candidate. If your Scout is to fulfill the requirement, he must be the one to lead the project. It is important you work with him and not with his parents or leaders. Project Restrictions and Limitations • Fundraising is permitted only for facilitating a project. Efforts that primarily collect money, even for worthy charities, are not permitted. • Routine labor, like a service a Scout may provide as part of his daily life such as mowing or weeding a church lawn, is not normally appropriate. However, if project scale and impact are sufficient to require planning and leadership, then it may be considered. • Projects are not to be of a commercial nature or for a business, though some aspects of a business operation provided as a service, such as a community park, may qualify. • The Scout is not responsible for any maintenance of a project once it is completed. Approving the Project Proposal and Project Scheduling Once a potential project is identified, you must approve your Scout's proposal. Regular communications can make this quick and easy, but be sure you have discussed and considered all aspects of the project with him and that he has a clear understanding of your expectations and limitations. Keep in mind his proposal is merely an overview —not a comprehensive project plan. Some projects may take only a few weeks or months to plan and carry out, while others may take longer. Scouts working toward the Eagle rank are typically busy, so scheduling flexibility may be important. The proposal must also have several approvals, besides yours, before project planning occurs and work begins. Therefore, if a proposed project must be completed by a certain rapidly approaching date, it may be a good idea to consider something different. Remember, too, that all work must be completed before the Scout's 18th birthday. Approving Project Plans After his proposal is approved by the BSA local council, your Scout must develop a plan for implementing the project. Before work begins, you should ask to see the plan. It may come in any format you desire or are willing to accept. It could even be a detailed verbal description. That said, the BSA includes a "Project Plan" form in your Scout's Eagle Scout Service Project Workbook, and we recommend that you ask your Scout to use it. If in your plan review you have any concerns the project may run into trouble or not produce the results you want, do not hesitate to require improvements before work begins, Permits, Permissions, and Authorizations • If the project requires building permits, etc., your Scout needs to know about them for his planning. However, your organization must be responsible for all permitting. This is not a duty for the Scout. • Your organization must sign any contracts. • If digging is involved, it is your responsibility to locate, mark, and protect underground utilities as necessary. • If you need approval from a committee, your organization's management, or a parent organization, etc., be sure to allow additional time and let the Scout know if he is to assist with this. Funding the Project Eagle service projects often require fundraising. Donations of any money, materials, or services must be preapproved by the BSA unless provided by your organization; by the Scout, his parents, or relatives; or by his troop or its chartered organization. The Scout must make it clear to donors or fundraising event participants that the money is being raised on the project beneficiary's behalf, and that the beneficiary will retain any leftover funds. If receipts are needed, your organization must provide them. If your organization is not allowed to retain leftover funds, you should designate a charity to receive them or turn them over to your Scout's unit. Supervision To meet the requirement to "give leadership to others," your Scout must be given every opportunity to succeed independently without direct supervision. The Scout's troop must provide adults to assist or keep an eye on things,. and your organization should also have someone available. The Scout, however, must provide the leadership necessary for project completion without adult interference. Safety Through the proposal and planning process, the Scout will identify potential hazards and risks and outline strategies to prevent and handle injuries or emergencies. Scouts as minors, however, cannot be held responsible for safety, Adults must accept this responsibility. Property owners, for example, are responsible for issues and hazards related to their property or employees and any other individuals or circumstances they would normally be responsible for controlling. If during project execution you have any concerns about health and safety, please share them with the Scout and his leaders so action may be taken. If necessary, you may stop work on the project until concerns are resolved. Project Execution and Approval After the project has been carried out, your Scout will ask for your approval on his project report. The report will be used in the final review of his qualifications for the Eagle Scout rank. If the Scout has met your reasonable expectations, you should approve the project; if he has not, you should ask for corrections. This is not the time, however, to request changes or additions beyond what was originally agreed, The Eagle Scout service project is an accomplishment a Scout will always remember. Your reward will be a helpful project and, more important, the knowledge you have contributed to a young man's growth_ Navigating the Eagle Scout Service Project is also available for download at: http://www.scouting.org%advancement.