2011-02-02 P & R Packet - Laserfiche WebLink

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Parks & Recreation Committee Meeting Minutes 01-OS-11 and $350 as a contribution towards the 8K Run/Walk. All in favor. Motion carried unanimously. A thank you note was written to Dead Broke Saddle Club and signed by all committee members. While the award letter and paperwork have been sent to the City, the checks have not yet arrived. Mr. Larson, Dead Broke Saddle Club had informed Ms. Stephan there was potential for more funding in the spring so the committee should send in another request in a few months. Ms. Teresa Bender, City Clerk had discussed sponsoring the 8K Race with Mr. Mark Larson, Dead Broke Saddle Club. Dead Broke Saddle Club donated $350 towards the event, but because of their Charitable Gambling status they cannot actually be a sponsor, the funds are intended to help the community organize a health related event which benefits the community. PA Svstem, Ordering & Usage Policv At the December 2410 committee meeting the committee, with Mr. Tom Lee's guidance selected PA equipment to purchase which was on sale at Musician's Friend. Mr. Lee offered to meet with Mr. Dallas Larson, City Administrator to purchase the equipment online. Unfortunately, when Mr. Lee and Mr. Larson went to order the equipment the sale had ended and the price was considerably higher. Mr. Lee spoke with a representative at Musician's Friend who said the package will probably go back on sale again in the next month or two, so Mr. Lee will watch their web site and if by March it doesn't go on sale � again, he will re-visit with the committee to come up with plan B. The only comparable equipment was I either substandard brands or way out of the budget. The quality equipment still within budget is "undersized" for the intended use. Mr. Lee also stated once the City has possession of the system, he will make himself available to set it � up, test it out and begin training any interested parties on its use and maintenance. He suspects that it i will take a few uses before any of the members will be familiar enough to run it by themselves. At the December committee meeting the members and Mr. Lee briefly discussed a usage policy; who , would be able to use the equipment, would there be a charge for usage, who would be responsible if j damage were to occur and what type of contract or waiver would be required. i The committee added this to the January agenda for further discussion. The committee is in general agreement that if the PA system is being purchased for the City, if it is a City related event such as the parade or open house, the committee should encourage its use at no charge. There was discussion that if someone outside the City wants to use it they should be charged a rental fee, but the committee does really not want to get into the business of renting out the equipment. It was felt if the Lions Club needed the PA system for a fund raiser this could be offered as a free service with the stipulation or a waiver signed that if anything is damaged it is the Lion's responsibility to replace or repair the equipment. There is also the consideration of having someone with the equipment who knows how to operate it. The general consensus was that it should be limited to City related events as there would be less wear and less chance of problems, but this item will be discussed again when the equipment is actually purchased. Youth Corus Chairperson Branch asked the committee to think about what is our objective or purpose in forming a Youth Corps, how should it be organized and who has the authority to structure this group? The program would need a mentor and the committee members don't know if individually or as a group 3 of 7