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HomeMy WebLinkAbout2011-09-07 P & R Meeting Minutes - Approved PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 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, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice-Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3, 2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes – 6, Nays – 0, Abstain – 1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch – Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer’s park activities. Of the four years that I have been associated with Centerville’s Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music-in-the-Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music-in-the-Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran’s Memorial Plaque The Committee considered a sample of a Veteran’s Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. “In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America.” No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101-45201-370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies-in-the-Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27-29 with the parade and the run on Saturday July th 28, but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In-Line Skate Race and Kids Run tied to the Fete des Lacs week-end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week-end. For 2012 the best week end for Fete des Lace is 27-29 July. The motion was seconded by -------- th On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t-shirt designer used by Creative Kids has embellished Committee Member Amundsen’s modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting Festival of the Lakes Park and Rec events: (8K run/walk, In-Line Skate) 1. Total Revenue $3,666 a. Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 Expenses $ ~ 1590 b. Explanation: Total expenses for these events was approximately 69% of the $2300 c. budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? Revenue were up due to the great help we received from Teresa Bender in finding i. new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. Expenses were well under the estimate based on the cooperation we received ii. from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t-shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all d. expenses directly Budget line 101-45201-370, Park Programs budget is $3,100. To date we have sent 2. $882. In September, Movies-in-the-Park cost no more than $750. That will leave a balance of $1468. This item was table for discussion at at future meeting. No motions were made. a. Parks and Recreation 2012 Budget. 3. a. It is that time of year again. We need to project our 2012 budget. Line 2011 2012 101-45201-370 Park Programs 3100 2350 101-45201-371 Music-in-the-Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101-45201-373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself th we have tentatively decided to do just one event on September 17 with this being on your Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how 5 of 8 busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show th on September 17. The motion was made by Committee Member ____ and Seconded by Committee Member ----. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Project pdate from Mr. Greg Burmeister, Project Manager: U Trail segments are all paved with the exception of 200’ on Segment P1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done st adjacent to the concrete. Today, Thursday Sept. 1. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football – Usage/Striping of Acorn Creek Park This request came in after the committee’s August meeting. th Josh Wlaschin is again coaching 6 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the st families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at nd LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice-Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion 6 of 8 carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year’s 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 717.00 Committed Park and Rec - 8K Run proceeds 2,444.24 As of September 30, 2011 Committed Park and Rec - Volleyball Court 2,500.00 Committed Park and Rec - Concession Operation 71400 Committed Park and Rec - 8K Run proceeds 1,949.01 7 of 8 Please let me know if you have questions or need further clarification. 8 of 8