7.a) Staff Report-Lillquist Eagle Scout ProjectCANDIA
Staff Report
Date of Meeting: August 5, 2013
To: Park and Recreation Committee
From: Kristina Handt, City Administrator
Re: Lillquist Eagle Scout Project
Agenda Item #: Ta)
Background:
During the public comment portion of the July meeting, Thomas Lillquist shared his ideas for
improvements at Hay Lake Park with the committee. He has been working with the Lions on
these improvements as Tom Triplett mentioned, this is the Lion's number one priority.
Issue:
Should the Lillquist Eagle Scout Project be recommended for approval to the Council?
Proposal Details:
Included in your packet is his project proposal to create a path connecting the Hay Lake Shelter
and the Swedish Monument. The project includes the trail, landscaping and signage.
Thomas will be at the August meeting to present his project and answer your questions.
Staff has some recommended changes to the landscaping proposed and would not recommend
any signage be approved until a more detailed description and 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. Also, staff needs more information on what type of shrubs will be included before
making a recommendation. Staff is ok with the proposed day lilies but the committee may want
to discuss native plantings. Also, it needs to be clarified whether or not there will be mulch
placed around the trees as suggested by staff.
After determining if the Committee has enough information to proceed, the Committee should go
through each of the items on the Donation checklist and respond accordingly so the terms of
accepting the project can be documented in the minutes.
Fiscal Impact:
Per Thomas, the project cost is $560 which will be funded by the Scandia Marine Lions.
Options:
1) Recommend approval of the project as presented
2) Make changes to the project and then recommend approval
3) Approve only the trail and landscaping portions with staff s recommended changes
4) Table until the September meeting and request additional information
5) Recommend the project not be completed
Recommendation:
Option 3. The signage portions could be reviewed at a future meeting when more information is
provided but Thomas could move forward with the trail and landscaping following Council
approval later in August.
Project Materials
Thomas Lillquist
• 22 Daylilies (happy returns)- $220
■ 3 potentilla shrubs- $75
• wood chips/multch- $120
0 3 signs- $205.65
• landscape edging- $40
0 Snow fence- $25
Final price after 25% discount on plants: —$612
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Project 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:
The Total cost will be about $520. I 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.
SC NDI A
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.