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CR2002-154-LRT Trail Winter PermitSeptember 18, 2002 Proposed Action Overview Primary Issues to Consider Supporting Documents C ITY OF NOPKiNS LRT REGIONAL TRAIL WINTER ACTIVITIES PERMIT Staff recommends adoption of the following motion: "Move to adopt Resolution 2002- 86 approving winter activities of htkina. biking and pet walking on the four regional trails in Hopkins." Hennepin Parks allows certain winter activities on the regional trails, contingent upon approval from the Park District's Board of Commissioners. This approval requires a verification of formal City Council Action approving the proposed activities. If no formal action is taken the trails will be signed as closed, by order of the local City Council. This procedure is the same as that used for the last five winter seasons. • Certificate of Insurance ♦ Is this process the same as the process used in other years? ♦ What happens if the city does not approve a permit? ♦ Does this action impact additional funding or staff work loads? ♦ Three Rivers Part District Memo (August 8, 2002) ♦ Winter Use Permit ♦ Park Board Minutes (IV., C.) • Proposed Resolution 2002 -86 Ray ogt an, Parks /Forestry Superintendent gten, Parks/For Council Report 2002 -154 Financial Impact: $ Budgeted: YIN Source: Related Documents, (CIP, ERP, etc.): Notes: Primary Issues to Consider * Certificate of Insurance A certificate of insurance naming Suburban Hennepin Regional Park District as an additional insured is required. This was completed last year as well and is taken care of by the Finance Director. 4 Is this process the same as the process used in other years? This process is the same as that completed for the last five seasons. We experienced many favorable comments on having the trails plowed and maintained for winter hiking and biking. There were no problems with vandalism. The maintenance tasks required snow plowing and occasional sanding because of ice build-up. �► What happens if the city does not approve a permit? If the City Council does not approve a winter permit, Three Rivers Park District will close the trails at the city limits and post Trail Closed" signs as per direction of Hopkins City Council. o Does this action impact additional funding or staff work loads? City crews have been plowing and maintaining these trails for the last several winters. The impact on staff is minimal to plow and sand. Use patterns are fairly high, which should justify continued winter maintenance. Three Rivers PARK DISTRICT Memo TO: Ray Vogtman Superintendent of Parks City of Hopkins FROM: Margie Walz, Director Park Operations Services 763/559 -6746 SUBJ: Regional Trails — 2002 -2003 Winter Trail Activities Permit DATE: August 8, 2002 NOTE: PLEASE RESPOND TO THIS REQUEST BY SEPTEMBER 30, 2002 Enclosed is a copy of the 2002 -2003 Winter Use Permit for regional trail segments located within your community. Please determine the level of winter use you are requesting, fill out the application form and follow the procedures outlined below. If your community does not plan to authorize any winter use activities, please indicate (none) in the box at the top of the permit and return it so that the trail can be signed as CLOSED, by order of your city council. The Winter Use Permit ultimately authorizes your City to utilize the section of trail for the use you request. Permitted activities are determined by individual communities, contingent upon approval from the Park District's Board of Commissioners. Please note that the insurance required for the 2002 -2003 permit has changed. The specified insurance amounts have been removed and replaced with a Hold Harmless Statement. A Certificate of Insurance is still required. Attached for your convenience is a copy of your 2001 -2002 permit request. Permit requests should be submitted to Ann Bassett, Administrative Assistant, and include verification of formal City Council action approving the proposed activities (a copy of appropriate meeting minutes). An updated Certificate of Insurance, naming Suburban Hennepin Regional Park District as an additional named insured, should be submitted with the permit application. Coverage will need to show inclusive dates from November 15, 2001 and March 31, 2002. Please include proposed rules and regulations for winter use, as well. If you have questions regarding this, please contact me at 763/559 -6746. Thank you. C: Doug Bryant, Superintendent Don DeVeau, Development Administrator Boe Carlson, Trails Coordinator Mayor Eugene Maxwell 12615 County Road 9, Plymouth, MN 55441 Phone: 763/559 -9000 Fax: 763/559 -3287 THREE RIVERS PARK DISTRICT REGIONAL TRAIL SYSTEM 2002 -2003 WINTER TRAIL PERMIT Name of City Contact Person /�iiP,eiR/ S kr/7I4nO Regional Trail From to Authorized 2002 -2003 Winter Activities Regional Trail From to Authorized 2002 -2003 Winter Activities City Hall Phone f-�c� t 7 ' Phone 9s ? — 9 3 9-- /3 - 7 -- Regional Trail From ALL RP6fo,v,9 ( 77?4/L S 4 e - /A/ / P/( /A S" Authorized 2002 -2003 Winter Activities // /K G ' /31,(ice <, PET c' ?64'Ci S E (U4-SNIA Regional Trail From ,ST. Cart/.s 1'44w to /A/Aid 704.4‹..1 Authorized 2002 -2003 Winter Activities Authorization is hereby requested from the Park District Board of Commissioners to use portions of the Regional Trail Corridor for winter use activities between November 15, 2002 and March 31, 2003, as determined by each municipality within guidelines set forth herein on District property located within individual City boundaries. It is understood and agreed that approval from the Three Rivers Park District Board of Commissioners is contingent upon the following conditions: • The City agrees to defend, indemnify, and hold harmless the Park District, its officials, officers, agents, volunteers, and employees from any liability, claims, causes of action, judgments, damages, losses, costs or expenses, including reasonable attorney's fees, resulting directly or indirectly from any act or omission of the City, its respective contractors, anyone directly or indirectly employed by them, and /or anyone for whose acts and /or omissions they may be liable for related to the winter use of the Regional Trail Corridor. If City maintains general liability insurance at the time this permit is issued, City shall provide the Park District with a Certificate of Insurance, naming Park District as an additional named insured. The City agrees to maintain the trail, including, but not limited to, any plowing, sweeping, sanding, packing, trash pick -up, and sign replacement, between November 15, 2002 -March 31, 2003. The City further agrees to immediately address all safety issues on or adjacent to trails. • The City will provide signage at locations approved by the Park District, notifying the public of authorized winter activities within its city limits; activities may include, but are not limited to, hiking, biking, snowmobiling, cross - country skiing, snowshoeing, or pet walking. Winter use signs must be installed by the City at designated locations prior to November 15, 2002 and removed by the City no later than April 15, 2003. These signs are totally the responsibility of each municipality. Snowmobiling is not allowed on asphalt trails. Permitted use for snowmobiles will be limited to direct crossing and/or in areas where the snowmobile trail is kept from running on paved trails and bridges. If snowmobiling is permitted, cities must take steps to keep snowmobiles from damaging paved trails, bridges and other property. • The City agrees to enforce rules and regulations established by the municipality as part of its request for a Winter Use Permit. The City agrees to repair all trail surface damage that occurs as a result of winter trail activities and/or maintenance, including, but not limited to, bituminous /concrete repair, bridge deck repair, grading or adding aggregate pursuant to guidelines established by the Park District. • The City agrees that winter trail use will be available to all persons, regardless of residence. Each City is required to submit its annual permit requests, including proposed rules and regulations, by September 30, 2002, after which the Park District may take up to 45 business days to process. Each permit request must be submitted as a result of formal City Council action, with accompanying verification, agreeing to the terms and conditions outlined by the Park District's Winter Use Permit. It should be further understood that no winter activity will be allowed on segments of the Regional Trail Corridor where municipalities do not request and receive permits. The Park District reserves the right to terminate a permit at any time, if the conditions set forth herein are not followed. Signed: v 9-49 Date: Title: �L't P % R XT (Authorized Representative of the City) CITY OF HOPKINS PARK BOARD MEETING MINUTES SEPTEMBER 16, 2002 A regular meeting of the Hopkins Park Board was held on September 16, 2002. I. Call to Order Staff liaison Ray Vogtman called the meeting to order at 6:30 P.M. II. Roll Call Present were Park Board members: Richard Niemann, Bill Gullickson, Dave Specken, Katie Boarder and Ron Helgeson. Also present was Hopkins staff liaison Ray Vogtman. III. Vote for Chairperson and Vice Chairperson. The recent roster change to the Park Board resulted in the loss of both positions. Before any further business, it was necessary to vote on the two positions. B. Gullickson moved and D. Specken seconded a motion to nominate R. Niemann as Chairperson. On the vote: R. Niemann, B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. The motion was approved 5 -0. B. Gullickson moved and R. Helgeson seconded a motion to nominate K. Boarder as Vice Chairperson. On the vote: R. Niemann, B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. The motion was approved 5 -0. IV. Approval of Minutes for May 20, 2002. B. Gullickson moved and K. Boarder seconded a motion to approve the minutes for the Park Board meeting on May 20, 2002. On the vote: R. Niemann, B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. The minutes were approved 5 -0. IV. Business A. Solheim Cup (September 17 — September 22) Staff liaison R. Vogtman updated the Park Board on the Solheim Cup schedule of events. R. Vogtman also informed the new members that the leasing of Interlachen Park to the Solheim event resulted in a $5,000 donation to the Park Dedication Fund. The park is to be used by NBC Sports for television crews and equipment. This item was informational only, no formal action was necessary. B. Minnehaha Oaks Association Update. Staff liaison R. Vogtman reviewed. the history of the Hiawatha Oaks park site for the benefit of the two new members of the Park Board. The last update newsletter from the Minnehaha Oaks Association dated August 17, 2002 was reviewed. This item was informational only, no formal action was required. 1 CITY OF HOPKINS PARK BOARD MEETING MINUTES SEPTEMBER 16, 2002 C. Three Rivers Park District Trail Permit. Staff liaison Ray Vogtman reviewed the permitting process required by the Park District for cities to use the trails from November 15, 2002 through March 31, 2003. This is an annual requirement, requiring Park Board recommendation to Council and formal City Council action. The permitted activities proposed are walking, biking and pet walking (with leashes). B. Gullickson moved and K. Boarder seconded a motion to recommend to Council that a winter trail permit with Three Rivers Park District for the activities of walking, biking and pet walking (with leashes) be applied for. On the vote: R. Niemann, B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. The motion was approved 5 -0. D. Term Limits and Review of Park Board By -Laws. Chairperson R. Niemann led the discussion on term limits of the Park Board. Currently the by -laws allow up to two, 2 -year terms. Outgoing members Mark Kuhl and Patty Schuessler (letter — September 15, 2002) support increasing terms and/or term limits. It has been increasingly difficult to recruit citizens for openings on the board. It is also difficult for members to feel productive on the board until the second or third year. It was agreed that permitting a third term would be beneficial to the City'if a member chose to volunteer for a third term. Section 11.1 of the Park Board By -Laws has the Amendment Procedure for the By -Laws. B. Gullickson moved and K. Boarder seconded a motion to amend Article 4.2 Terms of the Park Board Commission By -Laws to strike the word "two" in "Citizen members shall serve no more than we consecutive terms of office." and replace with the word "three ". On the vote: R. Niemann, B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. The motion was approved 5 -0. E. Dog Park Discussion. The board members had a short discussion on dog parks. It was generally agreed that member visits to existing metro dog parks was necessary to better understand the spatial and physical dimensions. The members agreed to attempt on -site visits to at least two sites before the November 18 meeting. Staff liaison R. Vogtman was asked to include the dogpark.com information with the minutes. No further action was necessary. E. Downtown Park Improvements. Staff liaison R. Vogtman reviewed the work schedule for Downtown Park capital improvements. Work has been authorized for survey work and stage design. We are anticipating a spring construction schedule, with all work including stage, pavers and benches to be completed by next summer's Music in the Park series. Once designs for the stage are ready they will be presented to the Park Board for review. No further action is necessary at this time. It was suggested that the two new members get copies of the park 2003 -2008 CIP. 2 Attest: CITY OF HOPKINS PARK BOARD MEETING MINUTES SEPTEMBER 16, 2002 F. Park Area Assignment Reports. The park assignments were made as follows: Dave Specken: Hilltop, Buffer, Maetzold Katie Boarder: Valley, Cottageville, Park Valley Playground Ron Helgeson: Burnes, Central Bill Gullickson: Harley Hopkins, Shady Oak Nature Area, Oakes, Interlachen Richard Niemann: Elmo, Hiawatha Oaks, Shady Oak Beach, Downtown G. Parks Update. Staff liaison R. Vogtman gave a brief update on projects in the park system. Maetzold is having some dugout shelters installed. Central Park storm sewer is nearing completion. New archery range butts have been replaced in Valley Park. Solheim Cup television crews are in Interlachen. H. Hopkins/Minnetonka Joint Recreation Board. The last meeting was held at Shady Oak Beach on September 11, 2002. A relatively small deficit is expected on this years' beach operations. Attendance declined from 68,000 to 5 7,000. Revenues declined from $226,000 to $188,000. Revenues were lower partially because the water play area was never open in 2002. The next meeting of the Hopkins/Minnetonka Joint Recreation Board is scheduled for February, 2003. V. New Business Items A. Board & Commission Orientation — November 18, 2002. VI. Next scheduled meeting November 18, 2002 Possible location — Art Center VII. Adjournment D. Specken moved and R. Helgeson seconded a motion to adjourn. On the vote: R. Niemann, B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. Motion to adjourn at 7:50 P.M. was passed 5 -0. R. Niemann, Chairperson 3 September 15, 2002 To: Mayor Maxwell and City Council of Hopkins RE: Term limit of Park Board members Dear Mayor Maxwell and City Council members, On June 30 my term on the Park Board came to a close. I served two consecutive terms of two years, as is the limit of service on this board. The two year time limits of service can mean that more people in the community get a chance to be involved in various boards and commissions. New members means new perspectives, opinions from more neighborhoods in Hopkins. It might encourage people to serve on the board since the terms aren't longer. However, I would also like to see the option of extending service for those who would so desire. With only b regular meetings a year, it can take 2 years to feel confident in understanding how government operations run. I understand that Minnetonka Park Board members serve 2 four year tei ms. To be more effective in the Joint Recreation board, it would be beneficial to have consistent, long term interest and involvement from Hopkins members. I think a 3 or 4 year term limit with a consecutive second term option would be helpful in better serving the Hopkins Park Board. Thanks for your consideration in this matter. Sincerely, Patty Schuessler 4 Manitoba Rd, Hopkins MN CITY OF HOPKINS Hennepin County, Minnesota RESOLUTION NO. 2002-86 RESOLUTION APPROVING REGIONAL TRAIL WINTER USE WHEREAS, it is understood and agreed that year round activities such as hiking and biking are beneficial to the health and well -being of all persons, and WHEREAS, the City agrees that winter trail use will be available to all persons, regardless of whether or not they are City residents, and WHEREAS, the City encourages such health related winter activities by maintaining four regional trails between November 15 — March 31, and WHEREAS, maintenance includes plowing, sweeping, sanding, trash pick -up and sign replacement and immediately addressing all safety issues, NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins, Minnesota, hereby requests from the Park District the authorization to allow winter use activities such as hiking, biking, and pet walking on the four regional LRT trail corridors located in the City. Adopted by the City Council of the City of Hopkins, Minnesota, this 1 day of October, 2002. ATTEST: Terry Obermaier, City Clerk Eugene J. Maxwell, Mayor