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HomeMy WebLinkAbout2010-10-06 P & R Minutes Approved Parks & Recreation Committee Meeting Minutes 10-06-10 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, October 6, 2010 - 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held the regularly scheduled meeting Wednesday, October 6, 2010 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice Chairperson Jon Grahek Committee Member Suzanne Seeley Committee Member Brian Peterson Committee Member Mark Haiden Absent: Committee Member Kevin Amundsen Committee Member Kevin Selander Council: Mayor Mary Capra Staff: Staff Liaison Kim Stephan ______________________________________________________________________________________________________ I. CALL TO ORDER Roll Call Chairperson Branch called the October 6, 2010 Parks & Recreation Committee Meeting to order at 6:36 p.m. II. SET AGENDA Mayor Capra would like to add to the agenda a discussion of a Youth Corps under Committee Business ~ #5. Motion was made by Chairperson Branch, seconded by Committee Member Haiden, to set the agenda with the above addition. All in favor. Motion carried unanimously. III. APPEARANCES IV. CONSIDERATION OF MINUTES September 1, 2010 Parks & Recreation Committee Meeting Minutes Committee Member Peterson requested the spelling of the movie be changed from Ants to ANTZ. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to approve the September 1, 2010 Parks & Recreation Committee Meeting Minutes with the above correction. All in favor. Motion carried unanimously. September 15, 2010 Parks & Recreation Committee Meeting Minutes 1 of 7 Parks & Recreation Committee Meeting Minutes 10-06-10 Motion was made by Chairperson Branch, seconded by Vice-Chairperson Grahek to approve the September 15, 2010 Parks & Recreation Committee Meeting Minutes as is. Ayes – 4, Nays – 0, Abstain – 1 (Haiden). Motion carried. V. COMMITTEE BUSINESS Review Parks & Recreation Revenue & Expenses, 2011 Park Programs, Park Enhancements & Recreation Events of Interest but not Sponsored by Parks & Recreation Based on the September 15, 2010 committee meeting Chairperson Branch updated the committee’s working tables and submitted to Mr. Mike Jeziorski, Finance Director for review. Mr. Jeziorski made the following comments and supplied the committee with an account description from the detailed proposed 2011 budget. This document was included in the committee’s packet. Your report figures look accurate. One thing to note is that the City Council approved the entire general fund preliminary budget at their 9/8/10 meeting, which included the attached Park & Recreation expenditures. I am not sure this reconciles to your presentation report so please let me know which line items you want changed and incorporated into their final 2011 budget approval set for 12/8/10. The committee discussed some of the line items for clarification such as $500 listed under advertising and printing, Chairperson Branch explained this was to advertise for a Rink Attendant and will be used in December 2010 which is why it is currently at 0% spent. The meeting per diem line, as well as wages and salaries, the committee has no control over as they are generated by law. Per Chairperson Branch, the Park Programs line has been a larger number and all inclusive over the last couple of years, but he has worked with Mr. Mike Jeziorski, Finance Director to break it down into line items. Budget amounts compared to expenses were right where they should be for Music in the Parks and the YMCA Park Program. Chairperson Branch stated we went over on the 8K Run, but if total expenditures are taken all together, the committee has monies remaining in 2010 budget. Committee Member Seeley informed the committee that there is a new YMCA summer program at Heritage Lab and she would like the committee to consider asking a YMCA representative to attend an upcoming committee meeting to explain what the program is at Heritage Lab as well as discuss the Park Play Days Program before determining what the committee would like to do for 2011. The thought was perhaps the committee’s money would be better spent supporting the Heritage Lab Program. Ms. Stephan will contact the YMCA. Chairperson Branch felt the line item for the 8K Run should be increased to $1,600 for 2011, YMCA Park Programs and Music in the Park stayed the same at $1,500 each, Movies in the Park was increased to $750, as was the line item for Skate Nights. nd Chairperson Branch questioned the September 15, 2010 minutes stating the idea of a 2 Flea Market was left open for discussion at a later time as he thought the committee had decided not to have a Flea Market. Mayor Capra said she was open to the idea of having a Good Turn Event during the spring Garage Sale Days. The committee will reconsider the Flea Market at a spring meeting. Chairperson Branch will update the working tables to reflect the committee’s discussion and the tables will be included with the minutes. Chairperson Branch will also pass the information on to Mr. Mike Jeziorski, Finance Director who may find it helpful when looking at future grants. There are three tables. 2 of 7 Parks & Recreation Committee Meeting Minutes 10-06-10 Table 1 P&R Programs for 2011 is a plan at the committee level as to how the committee wants to spend the dollars allocated by the council. These planned expenditures correspond to the total amount allocated to line items E 101-45201- 132, 371, 372, and 373. The second table is other organization's activities that the committee is interested in monitoring. Table 3 is a list, by priority, of enhancements the committee would like to see. Some will be accomplished by the City independent of the Parks & Recreation Committee. Some will probably never be accomplished. All are part of the committee’s ‘wish list’. Maybe grant money could be found to get some of these projects done. Some of the items added to the committee’s ‘wish list’ would be the items removed from the Trail Project; the fountain, bike racks, benches, water fountain, garbage receptacles and Trail Side Park. Phase Two of the renovation of Tracie McBride Memorial Park would include replacing the current half basketball court with a full court. There has been past discussion of a Heritage Center on the Liebel property on Main Street where the Indian Burial Mounds are located. Review & Approval of Special Event Permit for Diva Dash, November 13, 2010 – 5K Walk/Run & 5 Mile Run A special event permit request submitted by Mr. Mark Bongors, Final Stretch, Inc. was forwarded to the Parks & Recreation Committee for review. The event is a 5K Run benefiting the Ovarian Cancer Alliance and will be partially run in Centerville. While the committee had some questions regarding police and fire notification, they realized this was part of the permitting process and it was also forwarded to these departments for review. Chairperson Branch signed the event permit and it will be passed on to the City Clerk. NASCAR Race Track (Seeley) Committee Member Seeley asked the committee to consider making a statement to City Council to not support the proposed NASCAR Race Track in Columbus because of environmental impacts and noise/traffic concerns to Centerville. Mayor Capra will pass this information on to City Council. Star Gazing in Conjunction with February Skate Night (Seeley) Committee Member Seeley asked the committee to consider star gazing as an addition to skate night. The committee discussed where this could actually take place as it should be away from the lights of the skating rink. Hidden Spring Park was suggested. Committee Member Seeley Suzanne will ask Wargo Nature Center for information and report back at the next committee meeting. Youth Corp Mayor Capra requested the committee add a discussion of possibly supporting a Youth Corp through Parks & Recreation. Through Mayor Capra’s work with scouting, she feels as a population we underestimate the value of the youth in the community and their efforts to be involved. It was discussed accepting applications which would include items the youth would be interested in volunteering for and then tasks could be assigned for specific events, such as the 8K Run. Mayor Capra stated a scout needs 8 hours of work for the community to get a Citizen Badge. It was suggested asking youth in the community what they would like to see offered. It would have to be well designed to ensure if youth were interested, we had projects for them. The committee is in favor of supporting this and will keep it on the agenda moving forward for discussion. 3 of 7 Parks & Recreation Committee Meeting Minutes 10-06-10 Mayor Capra provided the committee with an Eagle Project Status Update from Mr. Phillip Capra which will be included with the minutes. Mr. Capra has inventoried the trees in Tracie McBride Memorial, Laurie LaMotte Memorial and Acorn Creek Parks for identification purposes and will do the same with Hidden Spring and Royal Meadows Parks as time permits. VI. UPDATES Movie in the Park Review Committee Member Peterson supplied the committee with a Program Review of the September 18, 2010 Movie in the Park event which will be included with the minutes. Overall the committee felt the event was well received with about 45 people in attendance. Schwan’s Skate Night Review Chairperson Branch reported there were 18 people at the event, but unfortunately it was committee and council members with family. The residents of Centerville did not take advantage of this free event. The committee will rethink different ways of using the yearly free skate passes and block of ice time. Trail Project Update Correspondence from Mr. Mark Spitzmueller: I read a blurb in the paper and I was wondering what cutbacks in scope they were referring to. I guess I would still like to attend a meeting soon to carry on the dialog and hopefully set the ground work for the future. We have many members with varying experience in excavation and landscaping in addition to member manpower that may be able to at least start bringing things into shape. We are also in the process of pulling together a short presentation to inform the committee of our needs and concerns for the potential new site. Let's postpone our appearance until the November meeting. This will give us a chance to schedule a board meeting to discuss and be better prepared. Reply to Mr. Spitzmueller from Mayor Capra: Just wanted to let you know the city approved the trail project, but it does not include the trail side park unfortunately. Due to the cost we had to cut several items out of the project these cuts include the trail side park and hopefully we will be able to add these alternates in sometime in the future. Mr. Spitzmueller will be added to the November Agenda. Update from Mr. Paul Palzer, Public Works Director: Some drain tile work will begin on Monday, October 4, 2010 in Laurie LaMotte Memorial Park. The excess dirt will be piled in the area of the proposed volley ball courts. Update from Mr. Mark Statz, City Engineer: Bids were taken again for the trail project. This time around, the low bid (including all alternates) was about $80,000 less than the original bid. Last time the low bid was about $1.36 Million, this time it was about $1.28 M. The bigger change was that, with more work put into the alternates, the base bid was 4 of 7 Parks & Recreation Committee Meeting Minutes 10-06-10 about $184,000 less. With the base bid at about $1.12 M, this was only about $70,000 over the minimum we needed to spend to maximize our grant dollars. Therefore, at the last City Council meeting, the Council passed a motion recommending to the Anoka County Board that the project be awarded to Veit & Co., Inc. (low bidder) on the base bid amount only. This means that none of the alternates were chosen. To review, the alternates were: 1 – Benches, bike racks, trash receptacle, drinking fountain; 2 – Fountain; 3 – Trailside Park (bump out); 4 – North Leg of Cornerstone Park. What will get built is the main circle with a planting bed in the middle; the engraved granite plaques with the May Peace Prevail translations; the Kiosk; and associated plantings (trees, shrubs and some perennials). We will also provide conduit under the circle of colored concrete in case a fountain was to be built in the future. I’ve attached a sketch of the base bid park. On the bright side, the award of the project means that we will finally be moving forward with the construction of all of the trailson the plan. The result will be a much more bike and pedestrian friendly town with lots of connectivity to the regional trail along CSAH 14 and around Centerville Lake. Technically speaking, this is an Anoka County project and so it requires the approval of the Anoka County Board. However, the federal funding for the project requires that the Equal Employment Opportunity (EEO) office review the contractor’s efforts to hire “disadvantaged business enterprises” (DBEs). We cannot have the board take action until we receive word from the EEO office that everything checks out. The contractor has initially said that he probably won’t do any work this fall, but will begin first thing in the spring. The completion date for the project is September of 2011. Irrigation at Laurie LaMotte Memorial Park Update Update from Mr. Mark Statz, City Engineer: st An advertisement for bids was published this week. Bids will be taken on October 21. Bids will consist of 3 separate contracts. One contract will be to do some pond dredging in the Anoka County pond, then drill a storm sewer line to the park. The second contract will be the drilling of the wet well (this is where the pump will be) and the installation of the pump and controls. The third contract will be for the irrigation system. The base bid here will be installation of the large gun style system. An alternate bid will be taken for installation of a traditional irrigation system in lieu of the gun style system. Once we receive bids, we will review the pricing and hopefully move forward with the project. Most likely, there won’t be enough time to install the irrigation system yet this fall, but if not we will complete it in the spring. If the traditional system is chosen, we may wait until next fall to put it in to avoid disruption of the T-Ball leagues. Chairperson Branch asked the following questions of Mr. Dallas Larson and Mr. Paul Palzer, to which we do not have an answer at this time. The demo last week of the irrigation guns was most impressive. As you know the P&R committee has been interested in an automated irrigation system for Hidden Springs Park for some time. The goal is to protect the investment in that park and at the same time reduce the work load on staff. Manually water the grass and landscaping in Hidden Springs is ineffective and expensive in terms of labor hours. 5 of 7 Parks & Recreation Committee Meeting Minutes 10-06-10 Would it be possible to put a single irrigation head as demonstrated last week in the North East corner of Hidden Spring Park near the St. Paul Water Works - so that it covered the park without impacting the neighbor to the South. Last Wednesday the Park and Recreation Committee met in a 2011 budget planning session. We have worked up a prioritized table of park programs and enhancements. Unfortunately, most enhancements will not be affordable. But irrigating both LaMotte and Hidden Springs may be. Sand Volley Ball Court/ Charitable Gambling Request Update Mr. Mark Larson, Dead Broke Saddle Club, said the Board of Directors met in September and while the committee will not get the $10,000 requested for the Sand Volleyball Court, some funding will be available. The committee will be notified of the amount probably following the Board of Directors next meeting. A letter was also sent to Running Aces requesting donations. There has been no response to the letter at this time. Committee Member Haiden was curious as to what the Anoka County Regional Park sand volley ball court cost. Committee Member Seeley stated it probably would not be relevant since the court has been there over 10 years. Committee Member Haiden requested perhaps Mr. Paul Palzer do some research with the L eague of Minnesota Cities or other municipalities who have sand volley ball courts to determine what their costs and standards were? Would it be possible to lower the standards and still have a fine, safe product? Ms. Stephan will forward the request to Mr. Palzer. Skate Night / Horse Drawn Hayride As discussed at the September 1, 2010 Parks & Recreation Committee Meeting Ms. Stephan contacted Bunker Stables to determine their availability and prices for a Horse Drawn Hayride on January 8, 2010. Bunker Stables responded with: Glad to hear that you are thinking about having us out this year. We do still have availability to do your th event on the 8 of January. The fee for having us out this year for the normal two hours is $625 plus the $25 travel fee. Ms. Stephan also looked for other stables in the area that may offer the same service for less, but as of yet has not found any where else that offers this service but Bunker Stables. The committee feels this event is well attended by the public and would like to have Ms. Stephan book Bunker Stables for a horse drawn hayride on January 8, 2011. Signage for Trails Committee Member Seeley will continue to research perhaps partnering with Anoka County Parks on trail signage. VII. ADJOURNMENT Motion was made by Committee Member Seeley, seconded by Committee Member Haiden to adjourn the October 6, 2010 Parks & Recreation Committee meeting at 8:50 p.m. All in favor. Motion carried unanimously. 6 of 7 Parks & Recreation Committee Meeting Minutes 10-06-10 7 of 7