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7.a)1) Staff Report-Lillquist Eagle Scout Project '. `) , �-G� 1��� �; ��.: �.. SCANDIA Staff Report Date of Meeting: August 20, 2013 To: City Council From: Kristina Handt, Administrator Re: Lillquist Eagle Scout Project Agenda Item#: 7.a)1) Background: Thomas Lillquist has been working with the Scandia Marine Lions and others to put together a project proposal to attain his Eagle Scout Award. Thomas came before the Parks and Rec Committee in July and the committee completed a site visit. The committee is recommending approval of Thomas' project. Issue: Should the City Council approve the Lillquist Eagle Scout Project at Hay Lake Park? Proposal Details: Included in your packet is his project proposal to create a path connecting the Hay Lake Shelter area and the Swedish Monument. The project includes landscaping and signage around a yet to be built trail. The donation form submitted by Thomas includes information on the landscaping but does not address the trail materials or donated labor. Additionally, no rendering of the signs is provided as requested in the Scandia Parks, Trails, and Open Space Signage Guidelines. The materials list has been changed since the Parks and Rec Committee reviewed it to include some native plantings, landscape blanket, grass seed and items such as the snow fence have been removed. The new materials are reflected on the donation form. Staff has some recommended changes to the landscaping proposed (see drawing included in packet) and would not recommend any signage be approved until a rendering is provided. Staff would suggest the elimination of the landscaping in the buffer zone near the parking lot entrance and the area on the western end of the trail. The four landscaping areas along the south side of the trail should be 20 feet wide rather than the proposed 12 feet to help with maintenance requirements. The Parks and Rec Committee failed to complete the donation checklist so staff has included it in the packet so the Council may consider these items. Fiscal Impact: Per Thomas, the project cost is $520-$612 which will be funded by the Scandia Marine Lions. However, this estimate only covers the landscaping and signage. No cost estimate far the installation of the trail was provided nor is it noted how those costs will be covered. Options: 1) Approve Lillquist Eagle Scout Project as described in donation form. 2) Amend the project described in the donation form and then approve with the following conditions: a) Prior to start of project, donor form must be completed, signed and turned into the City for review regarding the proposed trail. b) Trail must be built according to staff recommended site plan. c) Trail must be covered with trap rock identical to trap rock located on drive on the north side of Old Marine Trail d) Signs must comply with Scandia Parks, Trails and Open Space Guidelines. Site plan needs to be updated to include proposed locations of the signs. e) Landscaping plan must be consistent with staff recommendation 3) Table until all project information is obtained (signage and trail is missing). Recommendation: Option 2 or 3. :�� .����� ��. �����»,� DONATION FORM FOR PUBLIC IMPROVEMENT PROJECTS,MEMORIALS, TRIBUTES, WORKS OF ART (Including funding proposals for the above purposes) DONOR INFORMATION Name: '�ho� ��i��w�-� Address: l7�3� G�w'� ;f. C��I��G�s i+�t N Phone: (6 Si I �1�if-6��2 E�ail: l�c��C:l���+�--t �`q,.�<�(.<<�.,.., Hereby makes a proposal to fund and/or construct a Public Improvement Project, memorial, tribute, or work of art consisting of C.r�t�C.:r'�,�°,��� �,�;,,� �-�'���.u.y� �•�,w�d � 0�t_h�� ���.�� hC.:" l.!'t� �1Fy ���' ct�P�C � The intended purpose of this donation is ��d. ���r Zw:�ct=c�;��:n; �h�t ��)�t��� �Z�-«t'�q� r �6,.e /��;�r`�- Proposed location �y �-�-� Lw�'� >���t-� ;�.�:�c�'.__ tit;y —, , Donation subject to the following restriction(if any): ��y��y ����� ���=�� ��l�t �c��� �� ��n.�� CCi�.n G�C�-t��l L"�� L r1r'- j9r�,�F l �. f � Condition, Conservation and Maintenance Requirements: What type of materials will be used in the proposed Project? s��s �-Gw-•►-t=-u-�:-n � ; p�,�s/Ac{�,=��l fa; Ij+'d� hCaz�:,'� l�P.:q,t�ti,'�✓�; . yylu,�t;41� �z.i��i�����r •!ily.n�) �,x,yw�.SCa�l bi�:,�Ztt r�->� �--_T�.��_ What is the intended life span of the Project? ZG't y�.1,= What short and long-term maintenance may be required and what is the anticipated cost of such maintenance? ����e w�x teE�.�,.y . �.1G1 s�•vne �� :+�hs..:,; �,;.` thr .)v���.:- ,;:hcf �'�.1��-r� i'n�/.� —�v�2 iv�t t�5 The City of Scandia will make reasonable efforts to accommodate the intended purpose of the donation but reserves the right to utilize, relocate and/or dispose of any item through donated funds as the City of Scandia may deem fit. This agreement shall not take effect until the City Council for the City of Scandia has specifically accepted this donation by a resolution receiving and affirmative vote of two-thirds of the Council. Donor Date Donor Date Recommended: Department Head Date Accepted: City Administrator Date Proj ect Plan By Thomas Lillquist Basically my project is landscaping around a path that is going to be made near the Scandia Lions shelter, and signage around the Swedish monument, Lion's shelter, and museum. I am doing this project as my Eagle Scout project, and it is for the benefit of city of Scandia to make the Hay Lake area seem more appealing. Picture: � � �,�,.. i � --. ..__�_____ _.__..-- — __ ____ - -----�_ ...._ _-- ' _.,..__.----�—;-- . �� l� , / ,. tj n' . � � � ��'` !��ta �Xi C'N � �. �-,�C, G �� � ��-. � �0 � --�v,. i..aw.�4 � Y�,j � , t � �J ' ... � � t°ro}.rt � ��� � ! , .t,�, , , � I ; r ----- _ snca rr1��. � i . � � � �iows � � , I l.. ' .'i I�_ ��Y�:,,�(:..,�� I hr�. E^ i , Kfr x-fu_<-�i.��-s.<; ' vti�.! Q"�KI The Total cost will be about $520. 1 will get that funding from the Scandia Lions. In order for me to begin this project I will need permission from my Scoutmaster,the Eagle committee, the city council, and the Beneficiary of the project. Proj ect Materials Thomas Lillquist • 22 Daylilies (happy returns)- $220 • 3 potentilla shrubs- $75 • wood chips/multch- $120 • 3 signs- $205.65 • landscape edging- $40 • Snow fence- $25 Final price after 25%discount on plants: �$612 � � ��\ �,--_ •_ '� � , •�: :�. � � SCANDIA CHECKLIST FOR ACCEPTING DONATIONS Policy: For gifts valued at $250 or more the appropriate committee is to evaluate whether it is in the City's best interest to accept the bequest. In order to assist the committee in evaluating the impact of accepting the gift, the following checklist has been prepared. (1) Is the gift of lasting value to the community? (2) Does it create potential liability issues for the City? That is, will people walk on it, sit on it, or under it? Will construction be inspected, is construction up to current standards (ADA accessible, for example?) Are the materials used acceptable for public construction? (3) Will some member of the public find the item offensive; can it be construed as having a religious content, or offending members of a protected class? (4) What will the potential annual maintenance cost of the gifted object be? Do the costs outweigh the value of the gift? (5) Does the gift carry implied duties that the City must perform? What is the cost of performance of such duties? Does the cost exceed the value of the gift? (6) If costs, direct or indirect exceed the value of the gift; acceptance of the gift may still be warranted if a public purpose is being served and all understand the costs as well as the value of the gift. (7) Also, does the acceptance of the gift imply that the City will replace the gift when worn out, destroyed by vandals, etc? If the gift is found to be no longer of use in the future, may the City at that time, sell, dismantle or convert to another use? (8) All agreements,prohibitions, etc, with respect to the gift should be noted in the minutes or Memorandum of Agreement for future reference. Scandia Parks, Trails and Open �' � r� � � Space Signage Guidelines ��� �� -�� = � City of Scandia SC���DlLl 14727 209`h St. N. Scandia, MN 55073 (651)433-2274 May 2013 The Scandia Parks and Recreation Committee wants to encourage park system signage that is coherent throughout all City of Scandia parks, trails, open space and recreational facilities. To that end, the Committee has established the following set of guidelines which includes components that are both required and optional when reviewing and recommending the approval of park system signage. Anyone proposing a sign on City property should consult these guidelines before developing a proposal to be reviewed and recommended by the Parks and Recreation Committee and approved by the City Council. Proposal must include a rendering of the sign in the proposed location (Photoshop, site plan, etc). Required Components: 1) All signs brought before the Parks and Recreation Committee must include the mark of the City approved logo. A copy of the logo is available from city staff. 2) The words "City of Scandia" should appear on all park system signs. 3) Park entry signs should be constructed with two brick or other stone supports designed to last 15 years or more. Any sign supports at or below grade shall be treated to refusal material. 4) The design and layout of the sign should be constructed in a way that the type of facility or location is emphasized (i.e. "skating park," "trail head," "ball park," "museum," etc). 5) Signs shall be consistent with the United States Sign Council's Sign Legibility Rules of Thumb. Available at http://www.usscfoundation.or�/USSCSi��iRulesThumb.pdf Optional Components: 1) Park system signage may include an orientation map. 2) Signage may include rosemaling that is consistent with Scandinavian heritage. 3) The words"City of Scandia Ordinances Apply" may appear on some park system signage. 4) If appropriate, signs may include additional City rules such as hours of operations. 5) Contact information for the City or appropriate public safety agency may appear on the signs. 6) Multiple types of signs (entrance marker, interpretive sign, directional/informational signs) may be allowed at each location as appropriate. 7) The use of native vegetation compatible to the area is strongly encouraged in the landscaping plan.