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HomeMy WebLinkAbout2011-01-05 P & R Minutes Approved Parks & Recreation Committee Meeting Minutes 01-05-11 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, January 5, 2011 - 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, January 5, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Suzanne Seeley Committee Member Mark Haiden Committee Member Kevin Amundsen Committee Member Kevin Selander Committee Member Brian Peterson Council: Mayor Tom Wilharber Staff: Staff Liaison Kim Stephan ____________________________________________________________________________________________________ I. CALL TO ORDER Roll Call Chairperson Branch called the January 5, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Chairperson Branch requested a discussion of Recreational Development of Centerville and Peltier Lakes be added as Committee Business #8. Committee Member Haiden also requested a discussion be added to this section regarding the Bald Eagle Water Ski Show. Chairperson Branch requested YMCA Summer Programs be tabled at this time and added to the February agenda as no further information has been provided by Ms. Guimont and she was unable to attend the January meeting. Vice Chairperson Grahek requested adding a discussion of a ‘Tobacco Free Zone’ be added for discussion under Committee Business #9. Committee Member Seeley requested adding a discussion of the Trail Project Expectations and inviting Mr. Statz and Mr. Burmeister to attend the February 2, 2011 committee meeting to Updates #5. Motion was made by Vice-Chairperson Grahek, seconded by Committee Member Selander, to set the January 5, 2011 Parks & Recreation Committee Agenda with the above additions. All in favor. Motion carried unanimously. III. APPEARANCES 1 of 7 Parks & Recreation Committee Meeting Minutes 01-05-11 IV. CONSIDERATION OF MINUTES December 1, 2010 Parks & Recreation Committee Meeting Minutes Ms. Stephan corrected Star Grazing to Star Gazing on the agenda. Committee Member Branch requested it the line on page 2 under PA System, ‘There is also concern as to where the equipment will be stored.’ be changed to read ‘There is also concern as to where the equipment will be stored.’ Committee ‘ Member Seeley requested the line on page 4 beginningVice-Chairperson Grahek said his kids where in high school’ be changed from where to were. Committee Member Seeley requested changing ‘ Committee Member Seeley Suzanne’ on page 7 to Committee Member Seeley. Motion was made by Committee Member Seeley, seconded by Committee Member Peterson to approve the December 1, 2010 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Branch). Motion carried. V. COMMITTEE BUSINESS 2010 8K Run Scheduling of 8K Run, Kids Run & In-Line Race (Times) The committee discussed and scheduled times for the July 30, 2011 events: 7:00 a.m. for the In-Line Skate 8:00 a.m. for the 8K Run/Walk 9:00 a.m. for the Kids Fun Run City Council approved the expenditure not to exceed $100 for hosting and maintaining the website centervillemn8K.com at the December 8, 2010 City Council meeting. Chairperson Branch will be responsible for this. There was discussion about the Parks & Recreation Committee’s budget which was approved by City Council for 2011. Listed within the budget are specific line items such as $1,500 allocated for Music in the Park and $1,500 allocated for the 8K Run/Walk. The question would be whether this approval is adequate for the committee to move forward and commit to spending these funds or whether motions still need to be made and presented to City Council for these expenditures? Chairperson Branch will meet with Mr. Dallas Larson, City Administrator to discuss this, but in the event motions are needed the committee made the following regarding 8K Funds and Charitable Gambling Donations from Dead Broke Saddle Club. Motion was made by Committee Member Seeley, seconded by Committee Member Amundsen to recommend City Council approve funding not to exceed $1,500 for expenses associated with the rd organization of the 3 Annual 8K Run/Walk as per the 2011 budget. All in favor. Motion carried unanimously. Motion was made by Chairperson Branch, seconded by Committee Member Selander to petition City Council to reserve the money received from Dead Broke Saddle Club Charitable Gambling Funds with $2,500 dedicated to the future sand volleyball court at Laurie LaMotte Memorial Park 2 of 7 Parks & Recreation Committee Meeting Minutes 01-05-11 and $350 as a contribution towards 8K Run/Walk.All in favor. Motion carried unanimously. the 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 System, Ordering & Usage Policy At the December 2010 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 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 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 damage were to occur and what type of contract or waiver would be required. 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 Corps 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 Parks & Recreation Committee Meeting Minutes 01-05-11 they have the time commitment necessary to make it work. Chairperson Branch stated he felt the idea is this group of young people would be established as a way of tapping into that part of our community for their help and as part of their education. Committee Member Seeley felt the idea has merit, but not sure the committee has enough information and does not want to rush into making a commitment. Chairperson Branch had an idea to ask a young person who was involved in the race last year to be part of his 8K Run Committee as part of a trial program and if it works then possibly expand on the idea if the opportunity arises. The committee was in favor of this proposal. Music in the Parks – Scheduling of Bands The various options available for this year were discussed. The committee is looking to make this a quality program and perhaps diversify some into different types of music. Ms. Stephan provided information from a group called The Riverside Swing Band, Trisha & The Toonies and also correspondence from Ms. Kathi LaValle listing the availability of the BBB Jazz Orchestra, the 7 Cats, the BBB Combo and the Centennial Community Band. Ms. Stephan and Chairperson Branch were impressed with the music from the Riverside Swing Band who was willing to perform for $400 using the City’s PA system, but this music is similar to Ms. LaValle’s bands and the committee would rather keep the music local. Ms. LaValle has been such a huge contributor to the Music in the Parks Program since its inception. Ms. Stephan had been looking for some ideas for a children’s band such as the Teddy Bear Band, which was quite expensive. It was suggested by the City Clerk that if Trisha & the Toonies were asked to play, their normal cost was $750, but if they did a recycling program or a partial recycling program a portion of that could be charged to SCORE Funds (Anoka County Recycling Program) reducing the committee’s cost. While the committee generally liked the idea of a performance geared towards families with children, they were not in favor of Trisha & the Toonies doing a recycling program. Committee Member Peterson will do some further research into children’s bands and Ms. Stephan will ask Ms. LaValle if she has any contacts. Ms. Stephan will also ask Ms. LaValle which of the dates would work for any of the bands she is involved with giving them first choice for two if they would be willing to come back and play another year. Ms. rd Stephan will also contact Mr. Lee to determine if he is willing to come back for the 3 season and if he is willing to mentor the teen bands once again. The 6 week schedule for Music in the Parks would continue on Tuesday nights beginning the week thst following the 4 of July, skipping the 1 Tuesday in August which is National Night Out and conflicted with the music program in 2010. In 2010 two events were rained out, but the committee was fortunate enough to be able to reschedule. The committee will formulate an actual bad weather plan and use th Tuesday, August 30 as a back up date, but were also discussing if the band is unable to come back and play on an alternate date is the committee obligated to pay them? This should be laid out in advance and discussed with each band once the committee has more information as to what is done by other cities/events/bands in this situation. The committee also discussed if the $1,500 allocated towards the YMCA Park Program is not spent on a YMCA project, it could possibly re-allocate those funds to Music and Movies in the Parks. The committee briefly discussed having a Movie in the Park Night both in May and in September and will add this item to the February Agenda for further discussion. 4 of 7 Parks & Recreation Committee Meeting Minutes 01-05-11 Promotions ~ Handbook & Quarterly Flier Discussion was continued from the December meeting as to different ways to promote park programs. The committee liked the idea of using the handbook, which is too big to mail with the utility bills, but would be similar to last year’s booklet with all the summer events included. This could be an ongoing ever changing booklet, printing as needed. The flier, at one sheet, could be mailed with the utility billing nd in probably 3 of the 4 quarters. The utility bill mailing is limited to 4 pages and the 2 quarter with Garage Sale & Clean-Up Days information is already committed. The committee questioned the additional cost of adding a page; Ms. Stephan will inquire as to whether that is a possibility and report back to the committee. Committee Member Seeley has been working with Wargo Nature Center on the possibility of Parks & Recreation having information on one side of the flier and Wargo having information on the other, with the City mailing it with utility bills and Wargo paying the cost of printing. Concession Stand at Laurie LaMotte Memorial Park This item was added to the agenda again as Mr. Mahr, Centennial Little League had stated the concession stands at other parks they use do very well as long as they are consistently available to the Little League. Laurie LaMotte Memorial Park will be very busy this summer with the new mounded grass field and the installation of the drain tile making the fields more desirable. Mayor Wilharber said the Centerville Lions were also approached by the Little League for consideration of their concession trailer, but the Lions are unable to commit to that project, they just don’t have the available people to consistently man the trailer. Chairperson Branch said he does not feel the committee has the time to run a concession stand themselves, but would be interested in finding some other groups such as Centennial Youth Hockey perhaps; running the concession stand with Parks & Recreation supplying the space and equipment, splitting the profits. Committee Member Peterson suggested tabling this item until the next meeting due to the length of the meeting and no further information being available. YMCA Park Programs This item was tabled until the February 2, 2011 committee meeting. Recreational Development of Centerville and Peltier Lakes Chairperson Branch supplied the committee with information on the possibility of a small marina with mooring balls on Centerville Lake or possibly Peltier Lake. He questioned whether the committee should have an objective use or focused use for these lakes. Chairperson Branch also stated we certainly are not ready to make any decisions regarding the lakes, but this may be the right time to start thinking of ways we could enhance the use of the lakes. A marina and Bald Eagle Water Ski Show cannot use the same space, but Chairperson Branch suggested if the City were to purchase the corner lot on Peltier Lake Drive and Main Street which sits on Peltier Lake, possibly a small marina or Bald Eagle Water Ski Show could go on Peltier. It was mentioned because of the rookeries on the island at Peltier Lake, the No Wake Zone and the nature of the lake and the habitat, moving the ski show there would not be a good idea for the lake or the ski group. The committee members who are familiar with both lakes said neither is deep enough and both are too weedy for sailboats. This leads into a discussion Committee Member Haiden requested regarding work he has done on a PRD (Project Requirements Document) with Bald Eagle Water Ski Show members. Committee Member Seeley and Committee Member Amundsen questioned whether the depth of Centerville Lake is adequate in the area of Trailside Park for the ski show. Committee Member Haiden agreed this is one of the 5 of 7 Parks & Recreation Committee Meeting Minutes 01-05-11 problems, as well as the weeds. Access to the lake would also be a problem for both a marina and the ski show particularly with no parking available. The ski club members would like to investigate the possibility of weed removal with the DNR, they would want to have an area about 400 x 400 yards weed free, they will do research contacting the DNR and come back to the committee with any ideas. They also have concern about a big soil berm they would potentially like to remove. The committee’s concern with the berm is that it is also on the lakeshore with tree roots imbedded that help to prevent further erosion in that area. This may also be an area for the ski club to investigate with the DNR. It was also mentioned that St. Paul Water Utility owns the actual lakeshore and would have to be contacted for any shoreline work as well as permission to install a dock. The ski club would like to leave a6 x 12 trailer on the property in an out of the way place for the duration of the season. There is a sewer line that runs along the edge of the lake on this piece of property that the ski club would need to be aware of.The ski club is willing to do all the landscape and grading work at no cost to the City. If this project moves forward the ski club would also like to terrace the hill making it more practical for lawn chairs.Committee Member Haiden requested Ms. Stephan email a map to all the members showing the property lines of Cornerstone/Trailside Parks Tobacco Free Zone Ms. Stephan supplied the committee the following information from the City of Blaine’s Newsletter: The City of Blaine, in cooperation with Tobacco Free Youth Recreation, has adopted a new Tobacco use Policy for all Blaine parks, effective January 1, 2011. Per the new policy tobacco free areas have been designated inside City parks. Those areas include all playground areas and 25 feet from playground borders or stand alone equipment, including park benches or other seating within said areas. All playing fields, recreational areas and facilities are included, with a 25-foot zone around all facility fencing or in- play areas, including bleachers and other seating areas. Entrances to all park buildings also have a 25- foot tobacco free zone; the Blaine Senior Center is considered a park building. Each City park shelter also has a 25-foot zone. Signs will be posted in all City parks. Due to the length of the meeting Committee Member Grahek requested this item be tabled until the February meeting and he will do some more research to present to the committee. VI. UPDATES January 8, 2011 Skate Night with Horse Drawn Hay Ride Committee Member Amundsen inventoried the supplies and gave a list to Ms. Stephan for what is needed for the Skate Nights. Ms. Stephan will purchase supplies (hot chocolate, marshmallows, cups, tubs, canola oil, napkins, paper towel and stir sticks. A popcorn scoop would also be desirable if one can be found). Committee Member Amundsen will purchase hay bales for sitting on, pick up pallets to burn and has arranged with Public Works to plow an area for the bonfire. Committee Amundsen is also the contact person for Bunker Stables Staff and has the check for payment of the services provided. Most committee members will be present at the event. February 5, 2011 Skate Night with Star Gazing and Snow Shoeing Committee Member Seeley reported former Parks & Recreation Committee Member and resident Mr. 6 of 7 Parks & Recreation Committee Meeting Minutes 01-05-11 th Wayne LeBlanc, an avid star gazer, volunteered to come to the February 5 Skate Night and man the telescope being provided by Wargo Nature Center to instruct as to what people were seeing as they looked at the sky. Wargo Nature Center will send one person with the telescope and 25 pairs of assorted sizes of snow shoes to the Skate Night for a fee of $100. The amount will be invoiced to the City. Sand Volleyball Court ~ Dead Broke Saddle Club Donation $2,500 Committee Member Amundsen passed on a discussion that he had with Mr. Paul Palzer, Public Works Director regarding using the pleasure rink for both a sand volley ball court in the summer months and an ice rink in the winter. While it was originally Mr. Palzer’s suggestion with further research he does not think it will be possible to use this as a dual purpose spot. Public Works will need to drive on this spot to flood and clean snow off the pleasure rink. With 2 ½ feet of sand underneath there is going to be a problem with the sand freezing and becoming stable enough to have ice on top of it. From a maintenance standpoint it would be difficult, if not impossible, to get the sand level prior to flooding without using a bobcat. There are all types of variables involved with a Minnesota winter which would make this area impossible to use as a dual purpose (such as this winter due to the early snowfall there is very little frost in the ground). This area will have to be used for one or the other. It was suggested perhaps having the pleasure rink in the parking lot? Ms. Stephan will forward this question to Mr. Palzer to determine its feasibility. Centennial Little League’s Use of Ball Fields at Laurie LaMotte Memorial Park The Parks & Recreation Committee received a letter from Centennial Little League requesting the use of the fields for 2011. I requested information from Mr. Palzer as to the agreement for dragging and mowing the fields. Mr. Larson asked to wait and have this item brought to Parks & Recreation in February as Mr. Palzer and Mr. Larson will be meeting with Mr. Mahr, Centennial Little League to discuss the dragging and mowing agreement in the next few weeks. The Centerville Lions Club donated $1,000 in 2010 towards the maintenance of the ball fields at Laurie LaMotte Memorial Park, with an additional pledge of $500 per year for the same purpose moving forward. Trail Project Expectations Committee Member Seeley requested adding a discussion of the Trail Project Expectations and inviting Mr. Statz and Mr. Burmeister to attend the February 2, 2011 committee meeting. Committee Member Seeley would like an update on the project and inviting Mr. Burmeister to attend as Project Manager will be sufficient. Some of aspects of the project have been changed since it was scaled down and Committee Member Seeley would like to make sure all parties involved have the same expectations. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Chairperson Branch to adjourn the January 5, 2011 Parks & Recreation Committee meeting at 9:06 p.m. All in favor. Motion carried unanimously. Transcribed by Kim Stephan 7 of 7