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14.2. PRSR 05-11-2016 ciix l ,..._ Request for Action River To Item Number Parks and Recreation Commission 14.2 Agenda Section Meeting Date Prepared by Work Session May 11,2016 Michael Hecker,Parks and Recreation Director Item Description Reviewed by Hillside City Park Plan Cal Portner,City Administrator Reviewed by Action Requested For discussion Background/Discussion Staff has completed a Hillside City Park Plan based on recent work session discussions last month with the City Council and Parks and Recreation Commission. City Council has directed staff to develop a long term plan for Hillside City Park. We will use the attached Plan to start the Commission Work Session discussion on May 11. Financial Impact None Attachments • Hillside City Park Plan • Agreement Draft POIERE ® IT NATURE k. Hillside City Park Plan Outline May 2,2016 Short Term Objective—Make the trail less difficult and more sustainable so it appeals to a wider range of levels and people. Long Term Objective—Ensure the park attracts a wide audience and becomes easier to maintain Strategies: Meet with MORC Board on May 11 Formalize MORC Partnership Develop MORC Partnership Agreement(MOU) City Council Work Session to review Plan and Agreement Design Sustainable trail system with assistance provided by MORC Keep the unique character of Hillside in design Include Multi-use interests of biking and walking Progression of Levels Area 1 —Beginner Area 2—Intermediate Area 3—Intermediate/Advanced Area 4—Advanced Recruit and Train Volunteers to assist in the maintenance efforts Include Trail Steward and Dirt Bosses Stop taking fees for the use of Hillside Develop a forest management plan—Tim Close sections 2 and 3 this winter Obtain a trail construction company for new trail design Prioritize construction by Area/Level Use$30,000 Park Improvement Funds 2016 for construction of new sustainable trails AGREEMENT BETWEEN THE CITY OF ELK RIVER PARKS AND RECREATION AND THE MINNESOTA OFF-ROAD, CYCLISTS INTRODUCTION AND PURPOSE The City of Elk River Parks and Recreation Department (City) end the Minnesota Off- Road Cyclists (MORC) are interested in promoting off-road bicycling as an outdoor recreation and fitness activity and in developing and maintaining quality singletrack trails for cyclists of all ability levels. This Agreement identifies specific.Jocatons for supporting these activities, including the design and construction of technical trail features, trail anstruction, trail maintenance, and trail patrol activities, which MOR volunteers have agreed to provide as service to the Park District, establishes the responsibilities 'and cOnditions under which that volunteer service will*be provided, and delineates the responsibilities of the City with respect to the singletrack trail at Hillside City Park . SCOPE OF THE AGREEMENT ;.' Ownership of Improvements All improvements, constructed on the City of Elk River park property shall be, and remain the property of the City of Elk River. Term of Agreement and Process for Amendments The term of this Agreement shall start2016, and extend through . Thereafter, this Agreement will b automatically extended for successive calendar years unless either the City of Elk River or MORC gives written notice to the other by October 1st preceding the automatic extension that it does not want to automatically extend this Agreement. During the term of this Agreement, either party may request an amendment to the Agreement. The party requesting the amendment will submit the proposed amendment in writing to the other party and the parties shall reasonably confer on the amendment. Any amendment to this Agreement must be in writing and signed by both parties. MORC Volunteers Volunteers assigned to work under this Agreement are volunteers of MORC and are covered under the policies and procedures of MORC in relation to volunteer organization and management. Volunteers are not employees of or individual volunteers of the City, however they will receive training enabling them to represent the relationship between MORC and the City as contemplated by this Agreement. MORC RESPONSIBILITIES During the term of this Agreement, the responsibilities of MORC are as follows: 1. MORC will provide technical support to the City in determining the location and design of technical trail features for the singletrack trail, consistent with the planned ability level of the trail segment in accordance with the International Mountain Bike Association (IMBA) guidelines. 2. MORCwill provide and supervise volunteers in the construction of approved technical features and alignment changes. • Utilize tools owned by MORC and City tools that may be ade available by the designated Park District Maintenance Supervisor. • Technical trail features and trail alignment changes must conform to IMBA guidelines and City approved designs. • Train and supervise volunteers in appropriate construction techniques in accordance with JMBA guidelines. • Identify a crew leader and ` submit his or her name to the Park Superintendent for submission to the Parks and Recreation Commission. • 'Coordinate workschedule and on-site public notification, when needed, with the Park Superintendent. IClTY[HM>] RESPONSIBILITIES During the term of this Agreement, the responsibilities of the City are: 1. Th2. e •City will,review and approve design and implementation plans for all agreed to volunteer activities. 2. The City will provide hand-tools and equipment for construction and maintenance activities, upon request and approval of the Park Superintendent. MORC volunteers may operate mechanized power equipment for the initial construction of the technical trail features and trail re- alignments, upon approval of the Park Superintendent. 3. The City will provide City staff support for approved work on a schedule agreed to by the Park District Maintenance Supervisor. 4. The City will recognize MORC's contributions for trail design, technical trail feature design and construction and volunteer maintenance support in appropriate signage at an appropriate location in a manner approved by the City and to be coordinated through the Park Superintendent. 5. The City will authorize MORC the use of City meeting room space for the purpose of conducting MORC business meetings.. 6. The City will repair and maintain the parks, including the parking areas and other features of the parks. 7. The City will provide public safety service's, Including City Police patrols, to ensure the proper use of the parks. 8. The City will make all decisions-as to when to close and re-open trails due to poor conditions or other unforeseen circumstances. 'The City will promptly notify MORC when any trail is closed and when any trail is re-opened. OTHER TERMS OF AGREEMENT Hold Harmless Agreement Each party agrees that it will be responsible for its ownacts and the results thereof and shall not be responsible for the acts of the other party and the results thereof. Each party, therefore, agrees that it will assume all risk and liability to itself, its agents or employees, for the injury topersons or property resulting in any manner from the conduct of its own operations, and the operation of its agents or employees under this Agreement, for any loss, cost, damage, or expense resulting at any time from any and all causes due to any acts or acts of negligence, or the failure to exercise proper precautions,of or by itself©r its own agents or its own employees, while occupying or visiting the parks subject to this Agreement or the mountain bike singletrack trails within Hillside City Park and pursuantyto the Agreement. [Signatures appear on the following page.]