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HomeMy WebLinkAbout2010-12-01 P & R Minutes Approved Parks & Recreation Committee Meeting Minutes 12-01-10 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, December 1, 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, December 1, 2010 at Centerville City Hall, 1880 Main Street. Present: Vice-Chairperson Jon Grahek Committee Member Suzanne Seeley Committee Member Mark Haiden Committee Member Kevin Amundsen Committee Member Kevin Selander Committee Member Brian Peterson Absent: Chairperson Patrick Branch Council: Mayor Mary Capra Staff: Staff Liaison Kim Stephan Council Member Elect Steven King was also in attendance, as was Mr. Tom Lee. ____________________________________________________________________________________________________ I. CALL TO ORDER Roll Call Vice-Chairperson Grahek called the December 1, 2010 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Committee Member Amundsen requested an update be added as #5 ~ Trail Project. Vice-Chairperson Grahek requested an update be added as #6 ~ Tobacco in the Parks. Motion was made by Committee Member Haiden, seconded by Committee Member Selander, to set the December 1, 2010 Parks & Recreation Committee Agenda with the above additions. All in favor. Motion carried unanimously. III. APPEARANCES Ms. Liz Guimont, YMCA Summer Programs Ms. Guimont was unable to attend the meeting, but sent an email update and request which will be discussed under Committee Business. 1 of 8 Parks & Recreation Committee Meeting Minutes 12-01-10 Mr. Tom Lee, PA System At the September 22, 2010 City Council Meeting, Parks & Recreation’s request to reserve $2,700 from the 8K Run proceeds for the purchase of a PA System was approved by Council. Mr. Tom Lee had provided the committee with a recommendation for equipment with a total of approximately $3,200. Mr. Lee was present at the December 1, 2010 committee meeting to discuss the purchase and informed the committee that the equipment he had previously recommend through the company Musician’s Friend, was currently on sale. The mixer previously priced at $2,300 was now $1,850. Committee Member Peterson said he had done some research also online and was not able to find any better prices than Musician’s Friend. Mr. Lee has used this company multiple times in the past and was very satisfied with their service. The only other recommendations Mr. Lee would make is to purchase extra mike stands and a microphone designed for vocals, a SM58 usually about $110. Mr. Lee said that with this company the equipment needs to be ordered online with a credit card and he offered to make arrangements with Mr. Dallas Larson to meet and help make sure the right equipment is ordered. The committee discussed the purpose of purchasing the PA system and what it will potentially be used for; Music in the Parks, Movies in the Park, the 8K Run/Walk and possibly for the Lion’s Street Dance. The committee was concerned as to who would be able to use it as City property and would the committee have control over that. To rent this equipment it would be minimum $250 per Mr. Lee. The committee will develop a policy and present it to council as to use of the equipment by events/groups other than Parks & Recreation Committee events. There was discussion as to a ‘rental or maintenance fee’ and a deposit. This item will be added on the January 2011 Agenda. There is also concern as to where the equipment will be stored. Mr. Lee said he would teach the committee members and/or staff how to use it. The committee requested adding a policy for usage of the PA system to the January 2011 Agenda. IV. CONSIDERATION OF MINUTES November 3, 2010 Parks & Recreation Committee Meeting Minutes Committee Member Amundsen has asked that the following line on page 4 of 5 be clarified by adding ‘especially with the amount of funding that went into protecting the shoreline at Hidden Spring Park, the plans for the Bald Eagle Water Ski Show’s usage goes against this’. Committee Member Amundsen has concerns with grading the shoreline and boats creating wakes which are going to further erode the shoreline. Motion was made by Committee Member Seeley, seconded by Committee Member Amundsen to approve the November 3, 2010 Parks & Recreation Committee Meeting Minutes with the above addition. Ayes – 5, Nays – 0, Abstain – 1 (Peterson). Motion carried. V. COMMITTEE BUSINESS YMCA Summer Programs 2 of 8 Parks & Recreation Committee Meeting Minutes 12-01-10 Ms. Stephan invited Ms. Guimont to attend the meeting at the committee’s request to discuss the Summer Park Programs for 2011. Ms. Guimont sent the following email for the committee’s review and discussion: I would like to propose that the YMCA no longer offer Park Play Days at Centerville. We have an even better opportunity for youth in Centerville now as we are in year two of our Day Camp Heritage. We would love your support with the new camp and believe it to be a huge benefit for the community & the Y. Some of the options we offer are: Wee Backpackers, Day Camp, Wild About Nature, Theater, Archery, Fishing, Arts & Crafts, Canoe, outdoor living and many teen programs as well. We would like to ask for your continued support and are wondering if at all possible we could take the dollar amount usually given to Park and apply it to Camp. Some of the ways your dollars could be used are financial assistance/scholarships for kids to attend the camp, help to build a new outbuilding or shelter or to purchase kayaks to better our progressive boating program. I would be happy to come to your next meeting to present this option to you as well as take any questions or clarify anything. I've enjoyed working together for the last 5 years and hope to continue into our new exciting opportunities. Thank you, Liz Guimont Committee Member Haiden stated if the committee were to support the YMCA Day Camp Program financially, they would like it connected to Centerville somehow, perhaps with scholarship assistance specifically for Centerville youth. The committee agreed that they would like to support the program in some fashion, but would like to discuss it with Ms. Guimont at the next committee meeting. Ms. Stephan will contact Ms. Guimont and ask her to attend, if possible, and supply the committee with more information regarding the program such as last year’s flier, if information is not yet available for 2011, along with costs associated with the program, such as registration fees. The committee would also like to see statistics of how many of those registered in 2010 were Centerville youth. PA System This item was discussed under Appearances. Youth Corps Chairperson Branch requested the committee consider the idea of setting up a Youth Corps and submitted the following comments for discussion: At our October meeting Mayor Capra suggested that we set up and sponsor a Youth Corps. In the following weeks the Mayor and I have exchanged e-mail notes and had a telephone conversation on that topic. For the December meeting please discuss the idea of a Youth Corps. I will not make that meeting, but will summarize my ideas here. purpose 1.The first step must be to establish the . What is the basic reason for setting up this Youth Corps, I can think of a few:  To make use of another resource available to the Council and Committee. Members of the Youth Corps could (I think should) be expected to make a physical contribution to the City. The two Eagle Scout projects are good examples of physical contributions. 3 of 8 Parks & Recreation Committee Meeting Minutes 12-01-10  This is a good way to introduce young citizens to the roles and responsibilities of local government.  They would bring a unique perspective to the Parks & Recreation Committee as we strive to address the needs of all age groups.  This may be an excellent forum for meeting Community Service requirements that may be set by their schools or scouting programs. 2.We will need to set an age group. My suggestion is 15 - 18 years old. Over 18 they could be a regular committee member. 3. I feel strongly that each person in the Youth Corps should be assigned specific responsibilities. Specific responsibilities will give the corps members a focus and a sense of accomplishment. With specific responsibilities both they and we will know what to expect and have a basis for judging success of the program. I would set this up with a job description and objectives, much like we might set up for an new employee. It should not be long or complicated, but should be specific. 4. The Youth Corps would have to have a “home.” That is, it would have to be tied directly to the Council or assigned to one of the two committees. Two adults currently serving on the Council or a committee would need to be appointed as mentors. 5. The City Council will have to approve the formation of a Youth Corps. The Council may want to (or be required to) appoint the members - as they do for the two current committees. 6.The Youth Corps will not have a budget and should not cause additional expense to the City. Here are a couple of ideas on where we might be able to use the Youth Corps.  This coming year I am going to recruit a few people to form a race committee for the three Festival of the Lakes events. Someone of high school age could be a big help in promoting these events.  We could assign a Youth Corps member to assist with specific Parks & Recreation activities. Maybe even take over these activities with oversight from a mentor. Activities such as Skate Night or Movies-in-the-Parks. What does the committee think? Are we making unnecessary work for ourselves or does this idea have merit? This is a decision that should take considerable discussion and not entered into lightly for surely we will be expected to make it work. Please do not make your decision this month, but let the idea cook for a month or two. When the committee is in agreement, it will be presented to City Council. Vice-Chairperson Grahek said his kids were in high school and required to do service work so he thought it a great opportunity for the kids involved and for the committee to consider working directly with the high school. In theory the committee likes the idea, but realistically some of the concerns to think about are; what other types of projects would the committee want them to be involved with, can the committee actually commit to keeping them busy and do we have the adult supervision which would be necessary among the committee or council members. This item will continue to stay on the agenda for discussion. Music in the Parks 4 of 8 Parks & Recreation Committee Meeting Minutes 12-01-10 When planning the Music in the Park Program for 2010, Ms. Kathi LaValle suggested booking with them, if the committee desired, earlier in the year for 2011 to guarantee the dates were available. Ms. Stephan emailed Ms. LaValle and asked for her input. Her response follows: Well, I think I remember that your meetings are band practice nights for me and I probably don’t really need to be there, but thanks for the invite I would say, yes, if you let us know early, we can get the Big Band on the schedule. The 7 Cats and BBB Combo would be happy to participate again as well if you would like. Additionally, if we cannot get the BBB Jazz Orchestra, I would ask the White Bear Big Band, which I also have a connection with. If we can move the Music in the Park to Mondays, Wednesdays, or Thursdays, that would be better. Both the Cats and Big Band have a conflict on Tuesday nights with other band commitments. Let me know if there is anything more I can help with! And thanks again for your support and allowing us to entertain you. Email input from Chairperson Branch: My suggestion is that we move Music in the park to Wednesday nights starting July 13th and we reschedule the August P&R to Tuesday, August 2nd. I think that Wednesday is better than Monday, and Thursday is the Bald Eagle Water Ski Show night. Discussion was had as to incorporating a Children’s Band into the program such as the type that plays at Pine Tree Orchard during events they sponsor. Ms. Stephan will do some research as to who plays at Pine Tree Orchard and look for same or similar bands. This could be a big draw for families with children and an offering for a different audience. To also offer something different looking for a ‘country’ band was discussed, Ms. Stephan was contacted by a band playing country music early fall 2010 and will follow through with this contact. The committee discussed Ms. LaValle’s suggestion to move the Music in the Parks night to an evening other than Tuesday. The committee is open to this idea, but did not make a decision at this time. The last two years it has been Tuesday nights, City Council and Parks & Recreation meet Wednesday nights, Bald Eagle Water Ski Shows are Thursday nights. There are pros and cons to each night. The committee would like Ms. Stephan to contact Ms. LaValle to determine which of the bands she is associated with could do Tuesday nights and which bands would it make a difference for if it was moved to Wednesday nights? Also inform Ms. LaValle the committee is purchasing a PA system that will be available for the band’s use in 2011. Sand Volley Ball Court / Pleasure Rink Site Mr. Palzer has suggested the committee consider turning the pleasure rink area into a sand volley ball court instead of the site originally chosen for the court. The pleasure rink is not used very much, it is close to the picnic tables, the parking lot and the other amenities the park has to offer and it is always wet in the summer. Two full size courts would fit in this location and there would be the option to still use the site as an ice rink if it were designed for this purpose. This would also leave the site originally chosen open to further expand the soccer field into a full size field which will be possible with Centennial Little League moving the fence in for field 1. The committee found this idea worth pursuing and would like more information. Committee Member Haiden disagreed however with Mr. Palzer’s opinion that the pleasure rink isn’t used very much, he said he skates there with his children and the pleasure rink is used often by many. It was the committee’s opinion that if this area is to be used as a volley ball court it needs to be done in such a way that it can 5 of 8 Parks & Recreation Committee Meeting Minutes 12-01-10 continue to be used as a pleasure rink in the winter months. The committee would like Mr. Palzer to confirm that a dual purpose would be possible. Basket Ball on Hockey Rink Mr. Palzer also suggested the committee consider a basketball court on the hockey rink during the summer months. The committee was in favor of this idea and discussed variations; size of rink, how would a basketball court fit and what type of hoops and equipment would be used. The committee would like more information from Mr. Palzer as to his ideas on the above questions. Program Promotion (Seeley) Chairperson Branch provided the committee with a draft of a Parks & Recreation Handbook for review. The objective is to create another way to publicize the Centerville social and recreation events. Chairperson Branch felt it a good idea to include the events from other organizations that the committee wants to endorse such as the Bald Eagle Water Ski Show, Centerville Lions Club Events or Wargo Nature Center Programs. Chairperson Branch discussed this idea with Committee Member Seeley who also had ideas on program promotion and presented both ideas to the committee. There will be a cost factor associated with a catalog or fliers and the committee will have to bear the cost or at least share it with some of the other groups. This can be discussed with the other groups as the promotion ideas evolve. Committee Member Seeley had spoken with representatives of the Wargo Nature Center regarding the possibility of a 2-sided flier with Parks & Recreation Committee events on one side and Wargo events on the other. Committee Member Seeley stated that Wargo would love to get more information about their programs out into the community. This flier could be mailed quarterly with the utility bill to each Centerville residence. Wargo would consider paying for the cost of printing, with the City mailing it out. The thought is this could be done quarterly with just the specific quarter’s events included. One limitation is the number of pages that can go out with the utility billing (4) and that City business such as the quarterly newsletter, Garage Sale/Clean-Up Day’s Registration, Fete des Lacs, etc. would take precedence. Chairperson Branch’s proposal is to create a handbook and update that handbook as the year develops; the pages in the draft were place holders intended to illustrate the idea. Chairperson Branch would coordinate with the other organizations and ask them to create their own pages in a similar format, with one idea or event per page. That keeps the pages easy to read which make them more effective. The committee is generally in favor of both these options and would like to continue discussion on the item at the January committee meeting. VI. UPDATES The committee would like a discussion of a concession stand at Laurie LaMotte Memorial Park be added to the January agenda. 8K Run Website/Domain Name / Expenditure of Funds Following is an email update from Chairperson Branch regarding the 8K Run website/domain name, with a request to expend funds. 6 of 8 Parks & Recreation Committee Meeting Minutes 12-01-10 I have looked at both Net Solutions and Go Daddy. The cost of web hosting is $6.99 per month on both sites. Net Solutions has a capacity of 300 GB while Go Daddy at that rate is 150 MB. I don't think that we will ever test those limits so it is not a big factor. They both will renew our domain name for little or nothing. We will have to do that in June 2011. It just seems more practical for me to continue to build and publish the 8K website than to dump another job on City staff. I will go with Net Solutions only because that is where the site is hosted now and the cost is the same. I would like the Committee to approve the following motion: “Approve the expenditure not to exceed $100 for hosting and maintaining the website centervillemn8K.com" Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to request City Council approve the expenditure not to exceed $100 for hosting and maintaining the website centervillemn8K.com.All in favor. Motion carried unanimously. Skate Night / Horse Drawn Hayride th Skate Night is scheduled for Saturday January 8 from 6 – 9 p.m. with the horse drawn hayride being provided by Bunker Stables from 6:30 to 8:30 p.m. The $100 deposit has been sent to Bunker Stables with the balance due at the time of service. Committee Member Amundsen will check supplies; popcorn, hot chocolate, popcorn tubs, stir sticks and pallets for a bonfire to see what is needed for this event. Star Gazing in Conjunction with February Skate Night (Seeley) Committee Member Seeley has arranged for staff, a telescope and a couple dozen pairs of all size snow shoes for the February 5, 2011 Skate Night. The telescope will be placed probably at Hidden Spring Park, depending on where the best area is for minimal outside light interference. The ball fields may be used to snow shoe, Ms. Stephan will check to see if it is possible to turn the ball field lights on for the event. The cost is dependant on the number of staff people required, $100 for one staff person with telescope and snow shoes, two staff people will be $200. The committee opted for two staff people as help will be needed for both the telescope and the snow shoes. Committee Member Seeley will coordinate this with Wargo. By-Laws for Committees A copy of the Committee By-Laws was provided as some of the newer members had not previously seen them. No discussion was had, simply an F.Y.I. Mayor Capra did inform the committee that Council would be re-appointing all members at the first meeting in January and re-affirming each member’s intention to remain on the committee for 2011. All committee members expressed a desire to stay. Trail Project Update Committee Member Amundsen attended a pre-construction meeting on the Trail Project held Tuesday, November 30,2010 and updated the committee. Committee Member Amundsen stated there were representatives from all aspects of the project in attendance; Administration, Public Works, Bonestroo, Viet, Anoka County Parks, Xcel, Comcast, Connexus and MNDOT. The project will begin work by May 15, 2011, trail grading by mid-July and will be substantially done by August 22, 2010. All permits but 7 of 8 Parks & Recreation Committee Meeting Minutes 12-01-10 one has been pulled. There will be no road closures. The construction will work around the school schedule, as well as Fete des Lacs and St. Genevieve’s Annual Chicken Dinner. The contractor is aware of the location of these events as well as the dates. Committee Amundsen reported utilities started early in some areas like Mill Road, and are partially completed. Connexus only has a few wires that need to be moved. Qwest and Comcast have not done anything on Mill Road yet, but are talking about using the same trench. There are very strict requirements for this project because it is Federal money, for instance; all product has to be from the US, all venders have to be approved by the DOT, and all cement, sand etc. have to pass tests. Mr. Greg Burmeister will be project overseer for the City. Tobacco in the Parks Vice-Chairperson Grahek had asked Ms. Stephan if a ban on tobacco products in the parks had ever been discussed at the Parks & Recreation Committee level. Ms. Stephan researched previous minutes as well as discussed it with Mr. Tedd Peterson, previous Chairperson of the committee. It was discussed in 2006 and was decided at the time that while it would be preferable to not have smoking in the parks, it was not something the committee felt was enforceable so no action was taken. It is posted No Smoking at Wheels Skate Park, but Mr. Peterson said he is continually asking teenagers to put out their cigarettes or at minimum do not smoke around the small children at the park. While some current committee members feel strongly that tobacco should be banned from parks, others were not in support feeling it was too much government control telling people they cannot smoke outside most and smokers are considerate and do not smoke around the children’s sporting events at the parks. No action was taken at this time. VII. ADJOURNMENT Motion was made by Committee Member Selander, seconded by Committee Member Haiden to adjourn the December 1, 2010 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion carried unanimously. Transcribed by Kim Stephan 8 of 8