THREE RIVERS PARK DISTRICT RECREATION, EDUCATION AND NATURAL RESOURCES COMMITTEE MEETING Administrative Center - Board Room 3000 Xenium Lane North, Plymouth, MN 1. CALL TO ORDER 2. APPROVAL OF AGENDA Thursday, February 5, 2015 Estimated Time: 10:30 11:00 a.m. Committee Chair: Penny Steele AGENDA Board members who wish to delete or add any item(s) to the agenda shall do so at this time. MOTION TO APPROVE THE AGENDA OF THE FEBRUARY 5, 2015, RECREATION, EDUCATION AND NATURAL RESOURCES COMMITTEE MEETING. 3. APPROVAL OF COMMITTEE REPORT No action required. The report of the June 5, 2014, Recreation, Education and Natural Resources Committee Meeting was approved during the December 18, 2014, Regular Board Meeting. 4. BUSINESS ITEM(S) A. Renewal of Cooperative Agreement with Twin Cities Youth Rowing Club MOTION TO RECOMMEND THAT THE BOARD AUTHORIZE THE SUPERINTENDENT TO RENEW THE COOPERATIVE AGREEMENT WITH THE TWIN CITIES YOUTH ROWING CLUB FROM APRIL 1, 2015 THROUGH MARCH 31, 2020. B. Implementation of Hennepin Youth Sports Facility Grant at Ski Jump MOTION TO RECOMMEND THAT THE BOARD AUTHORIZE THE SUPERINTENDENT TO DISBURSE GRANT FUNDS TO THE MINNEAPOLIS SKI CLUB IN ACCORDANCE WITH THE HENNEPIN YOUTH SPORTS PROGRAM GRANT AGREEMENT TO IMPLEMENT IMPROVEMENTS AT THE SKI JUMPING FACILITY AT HYLAND LAKE PARK RESERVE, WITH FUNDING FROM THE GRANT AND IN-KIND CONTRIBUTIONS.
C. Revision of Cooperative Agreement Between Three Rivers Park District, Hennepin County and the City of Minnetonka to Provide Cross-country Skiing at Glen Lake Golf Course MOTION TO RECOMMEND THAT THE BOARD APPROVE REVISION OF THE COOPERATIVE AGREEMENT WITH THE CITY OF MINNETONKA AND HENNEPIN COUNTY TO REFLECT EQUAL SHARING OF DAILY PASS REVENUE BETWEEN THE CITY AND THE PARK DISTRICT. D. Donation of Exhibits from Lake Minnetonka Visitor Center to Western Hennepin County Pioneer Museum MOTION TO RECOMMEND THAT THE BOARD APPROVE DONATION OF EDUCATIONAL EXHIBITS PREVIOUSLY USED AT THE LAKE MINNETONKA REGIONAL PARK VISITOR CENTER TO THE WESTERN HENNEPIN COUNTY PIONEER MUSEUM IN LONG LAKE, MINNESOTA. E. Update on Revenue Development NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION. 5. ADJOURNMENT MOTION TO ADJOURN.
RECREATION, EDUCATION AND NATURAL RESOURCES COMMITTEE MEETING REQUEST FOR ACTION Meeting Date: 02/05/15 Business Item: Report Item Number: 3 Department: Superintendent's Office Originating Source: Boe Carlson, Superintendent Agenda Item: June 5, 2014, Recreation, Education and Natural Resources Committee Report No action required. The report of the June 5, 2014, Recreation, Education and Natural Resources Committee Meeting was approved during the December 18, 2014, Regular Board Meeting. Background:
RECREATION, EDUCATION AND NATURAL RESOURCES COMMITTEE REQUEST FOR ACTION Meeting Date: 02/05/15 Item Number: 4A Division: Recreation, Education & Nat. Resources Originating Source: Tom McDowell, Assoc. Supt. Agenda Item: Renewal of Cooperative Agreement with Twin Cities Youth Rowing Club MOTION TO RECOMMEND THAT THE BOARD AUTHORIZE THE SUPERINTENDENT TO RENEW THE COOPERATIVE AGREEMENT WITH THE TWIN CITIES YOUTH ROWING CLUB FROM APRIL 1, 2015 THROUGH MARCH 31, 2020. The following information was prepared by Tom McDowell, Associate Superintendent. Background: For the past seven years, Three Rivers has partnered with the Twin Cities Youth Rowing Club (TCYRC) to operate a youth rowing program at Bryant Lake Regional Park. The partnership has been hugely successful. The rowing instruction, training and competition program is a great extension of Three Rivers recreation spectrum and TCYRC has experienced dramatic growth in membership and in accomplishments. After just seven years TCYRC s boys and girls teams are competing at the national level and generating numerous student athletes who compete successfully at the college level. The cooperative relationship between TCYRC and the Park District is guided by a cooperative agreement which identifies a variety of operational activities and responsibilities for each party. The current 3-year agreement expires on March 31, 2015. Representatives of TCYRC have suggested that the agreement (Reference 4A-1) be modified to reflect a 5-year term. Staff is supportive of this request which is being submitted for Board consideration. Relationship to the Vision: This Request for Action supports the following elements of the Vision Plan: Inspire people to recreate. Relationship to the Policy Statement: This Request for Action supports the following elements of the Policy Statement: Policy IX Recreation Use - Cooperation in Recreation Use
AGREEMENT FOR CONTRACTED PROGRAM SERVICES BETWEEN THREE RIVERS PARK DISTRICT AND TWIN CITIES YOUTH ROWING CLUB Reference 4A-1 AGREEMENT made this day of, 2015 by and between the THREE RIVERS PARK DISTRICT (hereinafter referred to as PARK DISTRICT), a political sub-division of the State of Minnesota and TWIN CITIES YOUTH ROWING CLUB (hereinafter referred to as TCYRC), a non-profit organization. IT IS AGREED: 1. Purpose. The purpose of this agreement between the PARK DISTRICT and TCYRC is to authorize TCYRC to implement a series of rowing programs during the period of April 1, 2015 March 31, 2020. Conditions: a. TCYRC will conduct the following programs at Bryant Lake Regional Park: Learn- To-Row (comprised of Explore Rowing, Jr. & High School Camps), Spring (previous year s Novice and Varsity), Summer (Novice & Varsity), and Fall (Novice & Varsity) programs. With the exception of Learn-to-Row, programs will be aimed at young men and women who have graduated from 8 th grade or completed the calendar year in which they turn 14 years old through the summer immediately following their graduation from high school, but have not yet entered college or turned 19 years of age. Additional rowing programs and events may be added at Bryant Lake Regional Park or other PARK DISTRICT locations if agreeable to both parties. (i.e. Jr. Sweeps Regatta) b. TCYRC will provide primary direction for program activities and have primary responsibility for their content, scheduling, safety and quality. c. TCYRC will provide all primary program promotion, which will identify the specific park and Three Rivers Park District as the host location. Written copy and/or script will be approved by PARK DISTRICT prior to its release, printing or broadcast. The PARK DISTRICT will provide promotional support through its web site and will display promotional material at Bryant Lake Regional Park and at other park locations where appropriate. The sale of rowing and TCYRC related merchandise will be permitted at Bryant Lake Regional Park in locations approved by the PARK DISTRICT s Park Operations Supervisor. d. TCYRC and all aspects of their program including safety requirements will comply with Title II ADA requirements and no qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of, services, programs or activities of a public entity or be subjected to discrimination, so long as they meet the program safety requirements, including at least a swim test as administered under the guidelines of TCYRC.
e. TCYRC will take all registrations and payments from participants. TCYRC normal cancellation policy will apply to these programs. Scholarship requests will be directed to TCYRC. f. The PARK DISTRICT will provide a liaison from its Recreation and Education staff through which TCYRC will work to accomplish the goals of the program. g. TCYRC will provide all equipment needed for the program including rowing boats, oars, personal flotation devices as needed, and coaching/rescue boats and motors that may be needed. The PARK DISTRICT will provide a clear area approximately 65 by 65 adjacent to the rental boat dock with two sets of boat racks each suitable for storing eight boats (total of sixteen boats) and storage space in or adjacent to the boat rental building for oars, personal floatation devices, and other equipment. Fuel must be stored in the hazardous materials cabinet located in this designated storage area. A key and access to this building will be coordinated with the Park Operations Supervisor. The PARK DISTRICT will provide access to Bryant Lake with a dock suitable for launching and landing the rowing shells directly accessible from the boat storage area. h. TCYRC will be allowed to schedule eight uses of the Bryant Lake Pavilion during the period from mid-may to September 30 th Monday through Thursday only, at no charge provided reservations are made more than two weeks in advance. Normal rental rates will apply for any weekend Pavilion use. i. TCYRC will communicate with the Park Operations Supervisor before transporting any boats in or out of Bryant Lake Regional Park on weekends (Friday-Sunday) or weekdays between 10 am-5 pm. j. TCYRC shall be responsible for any damage or loss to PARK DISTRICT property arising from TCYRC operations. 2. Term. This agreement shall authorize TCYRC to conduct business on parklands described herein from April 1, 2015 through March 31, 2020 for the purpose described above. All use by TCYRC of the parkland described herein before or after the above referred to dates shall be only as expressly authorized by the PARK DISTRICT. 3. Fees. TCYRC will reimburse the PARK DISTRICT for all expenses made to support the rowing program. The PARK DISTRICT will invoice TCYRC within thirty days of the scheduled end of season. 4. Personnel. TCYRC shall contract with individuals to provide instruction or coaching as necessary for program implementation and shall comply with all Federal, State, and local laws relating to their services. 5. Schedule/Location of Programming. Schedule and location of programming within Bryant Lake Regional Park and other park locations shall be determined in consultation between TCYRC and PARK DISTRICT Recreation and Education staff. A special use permit will be required for any races (regattas) or promotional events held at PARK DISTRICT facilities. 6. Equipment. TCYRC agrees to provide all equipment and to use only equipment that meets safety regulations established by appropriate Federal or State Agencies. Placement of equipment will be approved by the PARK DISTRICT S Maintenance
Supervisor and Park Operations Supervisor. Equipment shall be maintained in good condition. 7. Indemnify and Hold Harmless. TCYRC shall defend, indemnify and hold harmless the PARK DISTRICT, its affiliates, and their respective directors, officers, employees, contractors and agents from and against any liabilities, losses, investigations or inquiries, claims, suits, proceedings, damages, costs and expenses (including without limitation, reasonable attorneys fees and expenses) arising out of or otherwise relating to the operation of the lessons and events by TCYRC during the term of this Agreement. TCYRC S acts and omissions; performance or failure to perform as required by this Agreement, or any of TCYRC S representations or warranties contained in this Agreement. 8. Liability Insurance. TCYRC must submit a comprehensive general liability certificate of insurance prior to the initial event naming Three Rivers Park District as additional insured. Total liability for all damages shall be a limit per occurrence for Bodily Injury and Property Damage totaling $1,500,000 and limit per person of $500,000. 9. Workers Compensation Insurance. If TCYRC hires employees, they must purchase and maintain, during the term of the Agreement, Workers Compensation insurance covering all employees of TCYRC. 10. No Waste or Interference with PARK DISTRICT Uses. TCYRC shall not commit or permit any of its employees, members, or contractors to commit any waste upon parklands, buildings, or structures or use or occupy the same for any purpose that will unreasonably interfere with or adversely affect the PARK DISTRICT S use of property. 11. Security. The PARK DISTRICT shall provide limited general security of TCYRC S equipment in Bryant Lake Regional Park as part of the routine patrol and surveillance by PARK DISTRICT personnel. The PARK DISTRICT shall not be liable to TCYRC for any damage to TCYRC S property which occurs in spite of the PARK DISTRICT S routine patrol and surveillance. 12. Use Subject to PARK DISTRICT Rights. The PARK DISTRICT shall have a right to enter upon the parklands, buildings, and structures used by TCYRC for any lawful purpose. 13. Park Management. The PARK DISTRICT retains the authority to manage the park property and facilities and enforce PARK DISTRICT ordinances, rules, and policies. 14. Cancellation. The PARK DISTRICT and TCYRC reserve the absolute right to cancel this Agreement upon thirty days written notice. 15. Licenses and Permits. TCYRC shall comply with all Federal, State, and local laws and ordinances pertaining to the services provided. Copies of applicable licenses and permits will be submitted to the PARK DISTRICT upon execution of this Agreement. TCYRC will maintain applicable licenses and permits during the full term of this agreement. 16. Contract Not Assignable. The rights of TCYRC granted herein to use parklands are rights granted only to TCYRC, which are not assignable either in whole or in part to any person. EXECUTED THIS DAY OF, 2015
THREE RIVERS PARK DISTRICT BY Boe R. Carlson, Superintendent THREE RIVERS PARK DISTRICT TWIN CITIES YOUTH ROWING CLUB BY Mike Hiebel, President TWIN CITIES YOUTH ROWING CLUB
RECREATION, EDUCATION AND NATURAL RESOURCES COMMITTEE REQUEST FOR ACTION Meeting Date: 02/05/15 Item Number: 4B Division: Recreation, Education & Nat. Resources Originating Source: Tom McDowell, Assoc. Supt. Agenda Item: Implementation of Hennepin Youth Sports Facility Grant at Ski Jump MOTION TO RECOMMEND THAT THE BOARD AUTHORIZE THE SUPERINTENDENT TO DISBURSE GRANT FUNDS TO THE MINNEAPOLIS SKI CLUB IN ACCORDANCE WITH THE HENNEPIN YOUTH SPORTS PROGRAM GRANT AGREEMENT TO IMPLEMENT IMPROVEMENTS AT THE SKI JUMPING FACILITY AT HYLAND LAKE PARK RESERVE, WITH FUNDING FROM THE GRANT AND IN-KIND CONTRIBUTIONS. The following information was prepared by Tom McDowell, Associate Superintendent. Background: Last October the Board approved a resolution in support of an application to the Hennepin Youth Sports Facility Grant program for $325,000 to fund improvements to the junior ski jumping complex located at the north end of Hyland Lake Park Reserve. Staff has been informed that the grant application has been approved for full funding with a completion deadline of July 31, 2016. In addition to the grant, the project will be funded by an additional $172,500 of in-kind contributions from the Minneapolis Ski Club. The Park District s 2015 Asset Management Program also includes funding to construct a paved parking lot in conjunction with this project and a joint project team has been created to ensure effective coordination of all aspects of the project. The primary work will include rebuilding and modernizing the 28 meter, 18 meter, and 8 meter jumps. Once this complex of smaller jumps is renovated, it will be outfitted with plastic matting and a water distribution system to enable sprinklers to wet the plastic surface and support year-round use of the jumps. There will also be lift service built to accommodate the three smaller jumps. A key outcome of the project will be to introduce more young people to the sport of ski jumping. The Minneapolis Ski Club was founded almost 100 years ago and has a long and storied reputation as one of the great Nordic ski clubs in the country, producing many Olympians and National Champions. The improvements to the small jumps will attract more participants and foster a higher retention rate as the young ski jumpers develop. The project will also enable the club to accommodate the increased participation resulting from more women and girls taking up the sport.
Relationship to the Vision: This Request for Action supports the following elements of the Vision Plan: Inspire people to recreate. Collaboration across boundaries Relationship to the Policy Statement: This Request for Action supports the following elements of the Policy Statement: Policy IX Recreation Use - Cooperation in Recreation Use
RECREATION, EDUCATION AND NATURAL RESOURCES COMMITTEE REQUEST FOR ACTION Meeting Date: 02/05/15 Item Number: 4C Division: Recreation, Education & Nat. Resources Originating Source: Tom McDowell, Assoc. Supt. Agenda Item: Revision of Cooperative Agreement Between Three Rivers Park District, Hennepin County and the City of Minnetonka to Provide Cross-country Skiing at Glen Lake Golf Course MOTION TO RECOMMEND THAT THE BOARD APPROVE REVISION OF THE COOPERATIVE AGREEMENT WITH THE CITY OF MINNETONKA AND HENNEPIN COUNTY TO REFLECT EQUAL SHARING OF DAILY PASS REVENUE BETWEEN THE CITY AND THE PARK DISTRICT. The following information was prepared by Division Coordinator, Patty Maher and Associate Superintendent, Tom McDowell Background: For the past eight years, cross-country skiing has been provided at Glen Lake Golf and Practice Center through a cooperative agreement with the City of Minnetonka, Hennepin County, and Three Rivers Park District. The current agreement was executed in November of 2012. In summary the agreement includes the following key points: The City requests that cross-country skiing be provided at Glen Lake and agrees to cover all costs incurred for this operation for the use and enjoyment of the general public. The Park District provides resources and technical expertise to operate and maintain the cross-country ski operation. This includes operating and staffing the building and preparing and maintaining 2.4K of groomed cross-country ski trails. Hennepin County owns Glen Lake Golf and Practice Center. The Park District invoices the City at the end of each season for all expenses incurred and the City reimburses the Park District. The agreement envisions that the City of Minnetonka and the Park District will each sell their own season pass at Glen Lake with each agency keeping its respective revenue. This arrangement has worked very well however, it has come to staff s attention that the agreement does not address the sale daily passes. Since the agreement s inception, rather than confusing skiers with a Three Rivers daily pass and a City daily pass, only the Three Rivers daily pass has been sold with the resulting revenue being shared equally. In order to remedy this disparity between the agreement and operational practice, the following text revisions are proposed (updates are underlined): I. B. Promote use of the cross-country ski facility by City of Minnetonka residents by, among other things, the sale of City of Minnetonka season ski pass. This pass would be for use of the trails at Glen Lake and would be intended to provide an
option for those individuals who want to ski at Glen Lake only. The City would be responsible for the sale of a City of Minnetonka Pass and revenue from the City Pass would belong to the City. The Park District s season and daily ski passes would be honored at Glen Lake as well. Revenue from the sales of Park District season ski passes shall belong to the Park District. Revenue from Park District day passes will be shared equally with the City. In addition, high school teams may schedule practices at the facility. Each high school team member must have a ski pass. Revenue from such sales shall be divided as provided in this paragraph. Relationship to the Vision: This Request for Action supports the following elements of the Vision Plan: Inspire people to recreate. Collaborate across boundaries Relationship to the Policy Statement: This Request for Action supports the following elements of the Policy Statement: Policy IX Recreation Use - Cooperation in Recreation Use
RECREATION, EDUCATION AND NATURAL RESOURCES COMMITTEE REQUEST FOR ACTION Meeting Date: 02/05/15 Item Number: 4D Division: Recreation, Education & Nat. Resources Originating Source: Tom McDowell, Assoc. Supt. Agenda Item: Donation of Exhibits from Lake Minnetonka Visitor Center to Western Hennepin County Pioneer Museum MOTION TO RECOMMEND THAT THE BOARD APPROVE DONATION OF EDUCATIONAL EXHIBITS PREVIOUSLY USED AT THE LAKE MINNETONKA REGIONAL PARK VISITOR CENTER TO THE WESTERN HENNEPIN COUNTY PIONEER MUSEUM IN LONG LAKE, MINNESOTA. The following information was prepared by Denis Hahn, Director of Outdoor Education. Background: In 1996 Three Rivers Park District developed a number of educational exhibits for display at the newly opened Lake Minnetonka Regional Park visitor center. These exhibits provided pre-historic, historic and natural resources educational opportunities for school groups and the public from 1996 through 2002. In 2003 the Visitor Center operation was modified to become a reservation only facility for educational programs and room rental. As a result, the exhibits have seen little public exposure since that time. One of the key attractions of the exhibits was an historic dugout canoe which was loaned by the Western Hennepin County Pioneer Museum (WHCPM). When the canoe was returned to the WHCPM two years ago, museum staff requested that the associated interpretive panel be loaned to the museum as well in order for the canoe exhibit to continue serving the public. In subsequent conversations related to the exhibit loan, it became apparent that the WHCPM was interested in acquiring all five of the large interpretive panels. Staff from both organizations, noted that the museum would continue to provide regular public access to the exhibits and that the local and regional audience would benefit from the exhibits being transferred to the museum for display. The exhibits are somewhat dated in content and design, but museum representatives believe that with some minor modifications they would be a welcome addition in support of their mission. Staff would like to honor this request and believe that a donation of the exhibits would allow their interpretive message to continue to reach the public, and support a positive partnership with the WHCPM whose mission is complementary to the Park District s. Relationship to the Vision: The Request for Action supports the following elements of the Vision Plan: Collaborate across boundaries. Relationship to Policy Statement: The Request for Action supports the following goals of the Policy Statement: Policy IX B. General Interest Recreation Activities
RECREATION, EDUCATION AND NATURAL RESOURCES COMMITTEE REQUEST FOR ACTION Meeting Date: 02/05/15 Business Item: Item Number: 4E Division: Recreation, Education & Nat. Resources Originating Source: Tom McDowell, Assoc. Supt. Agenda Item: Update on Revenue Development NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION. Background: The 2015 budget, approved by the Board, included $50,000 to develop ideas to generate non-tax revenue. Staff will provide an update on the development of ideas to generate new revenues to support the operation of the Park District.