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HomeMy WebLinkAbout2012-01-04 P & R Packet CITY OF CENTERVILLE ff, PARKS AND RECREATION AGENDA Wednesday, January 4, 2012 - 6:30 P.M. I. CALL TO ORDER 1. Roll Call II. SET AGENDA III. APPEARANCES IV. CONSIDERATION OF MINUTES 1. December 7, 2011 Parks & Recreation Committee Meeting Minutes V. COMMITTEE BUSINESS 1. Committee Transcriber — Linda Neudecker A. Council Approved Funding B. Position Description 2. 2012 Parks Plan (A Forecast of 2012 Activities & Expenditures) 3. 2012 Music -In- The -Parks A. Mr. Tom Lee - Volunteer Director B. Music Jambore 4. January Skating Party and Hay Ride 5. Wargo Nature Center - Cooperative Programs 6. Centennial Lakes Little League Request to Reserve LaMotte Fields & Facilities from April 1 — August 1, 2012 — M -F, 4:00 p.m. to Dusk 7. Centennial Lakes Little League Concerns Regarding In- Field, Field #1 @ LaMotte Park Sod & Response VI. UPDATES 1. Council Updates — Council Member King 2. Selander Lotter — Signed & Forwarded 3. Trailside Park Benches Plan 4. Cornerstone Park Kiosk 5. Trail Signs Design — Mr. Paul Palzer 6. Park Permit Reservation Form VII. REVIEW OF ACTION ITEMS VIII. ADJOURNMENT * *REMINDERS ** City Hall will be closed on January 2, 2012 in Observance of New Years Planning & Zoning Commission Meeting — January 3, 2012, 6:30 p.m. Council Chambers City Council Meeting — January 11, 2012, 6:30 p.m. Council Chambers Parks & Recreation — Skating/(Hayride, 6 -8:00 p.m.)/Bonfire, Hot Cocoa & Popcorn — January 14, 2012, 6 -9:00 p.m. Laurie LaMotte Memorial Park City Council Meeting — January 25, 2012, 6:30 p.m. Council Chambers Parks & Recreation Committee Meeting — February 1, 2012, 6:30 p.m. Council Chambers PARKS AND RECREATION COMMITTEE MEETING MINUTES Tuesday, December 7, 2011 - 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held a scheduled meeting Tuesday, December 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 Suzanne Seeley Committee Member Mark Haiden Absent: None One Committee Member seat is vacant. I. CALL TO ORDER Roll Call Vice - Chairperson Jon Grahek called the December 7, 2011 Parks & Recreation Committee Meeting to order at 6:32 p.m. Vice - Chairperson Grahek is chairing this meeting. Chairperson Patrick Branch is the minute taker for December. II. SET AGENDA Motion was made by Committee Member Grahek, seconded by Committee Member Amundsen, to set the agenda as amended. Open Items 6, 7 & 8 were added to the agenda. Motion carried unanimously. III. APPEARANCES 1. Mr. Robert Faust made his final appearance before the Committee to wrap the Eagle Scout Project. Rob's Eagle Scout project installed a flagpole and Veterans Memorial in Cornerstone Park. The project is now complete with proper lighting and a Veterans Memorial plaque. Mr. Faust thanked the Committee for their support. Vice - Chairperson Grahek complemented Rob on his fine performance on the flag raising ceremony. The Committee is please with this and earlier Eagle Scout projects. These projects allow the Committee to accomplish that would not be affordable with the current budget restrains. IV. CONSIDERATION OF MINUTES 1. Consideration of the November 2, 2011 Parks and Recreation Committee meeting minutes. A request was made to amend the meeting minutes as follows: Under V. Discussion Points — "are extracted from" be modified to "were discussed at ". Motion was made by Committee Member Peterson, seconded by Committee Member Haiden, to approve the November 2, 2011 meetin2 minutes as amended. All in favor. Chairperson Branch abstained. Motion passed. 2. Consideration of the November 29, 2011 Parks and Recreation Committee special meeting minutes. A request was made to amend the meeting minutes as follows: Under Appearances — the spacing. Motion was made by Committee Member Vice - Chairperson Grahek, seconded by Committee Member Haiden to approve the November 7. 2011 meetin2 minutes as amended. All in favor. Motion passed unanimously. V. COMMITTEE BUSINESS 1. Park Benches for Trailside Park Chairperson Branch met with Mr. Tom Kohl, President of Bald Eagle Waterski Show to discuss mutual ideas for improvements to Trailside Park. The waterski club is very pleased with the new site for their free, weekly shows. They attracted over 200 people each Thursday evening of the Summer; so obviously, the residents also enjoyed the new location. The Committee would like to see a couple of accessible park benches at that location to make the site user friendly to seniors or those who need greater accessibility. Mr. Kohl, a professional landscaper, will create a cost effective design. Bald Eagle Waterski Show had several concerns regarding the lawn maintenance and portable toilets. Mr. Palzer stated that the park will be mowed according to all other park maintenance schedules. The Club desires to install the portable toilets and the Committee advised them that the portable toilets needed to be away from the trail and out of site of traffic.: A representative of the Bald Eagle Waterski Show will come to a Committee meeting in the Spring to discuss these items and their plans for using the site. 2. Committee Member Kevin Selander - Resignation and Appreciation Letter A draft letter was presented and approved by the Committee. Mayor Wilharber will sign the letter of appreciation. The staff will send out that letter this week. Motion was made by Chairperson Branch and seconded by Committee Member Seeley to accepts Kevin Selander's resignation and recommend that Mayor Wilharber sign the letter of appreciation. All in favor. Motion passed unanimously. Committee Member Seeley suggested the Committee send Mr. Selander a thank you note signed by all Committee members. 3. Skate Night Flyer & Placement Several suggested modifications to the skate night flyer were requested and inclusion in the January water bill. It was felt that clarification was needed that the event was free and that the hayride was only for the January event. It was also suggested that the flyer be included in the Centennial Friday Flash and placed at local businesses. The Committee discussed a new location for the bonfire due to the relocation of the garage on the site. Mr. Palzer suggested a location just east of the pleasure rink and the Committee concurred. The Committee has been looking for opportunities to continue to work closely with Wargo Nature Center. Committee Member Seeley suggested that we ask Wargo to supply a naturalist and snowshoes for the February skating party. There will be a charge for that service. Committee Member Seeley will contact Wargo and determine if they are interested and what the cost will be. This item will be on the January agenda and a recommendation to Council may be made at that time. The Committee felt that there were ample supplies for the upcoming skating events and the Committee requested the purchase of a popcorn scoop. VI. COUNCIL UPDATE - COUNCIL LIAISON KING Council Liaison King had no items to report; however, requested that he receive an update of the November 29 Special Meeting. The Committee referred him to the minutes and Administrator's Larson's summary. VII. OPEN ITEMS AND STATUS 1. Donation Request (Deadbroke, Running Aces & Eaglebrook) The City has not received a response to these requests; however, it was suggested that a donation request also be forwarded to the Centennial Hockey Association. This item will be placed on the list of action items. 2. Cornerstone Park Kiosk Committee Member Amundsen is working on the inserts for the Kiosk and they will include revamped park and trail maps. 3. Skate Parties (Volunteers, Supplies, bonfire site & Etc.) Supplies and bonfire site were discussed previously. Most Committee members are available for the skate events. 4. Trail Signage Chairperson Branch requested that Public Works design trail side signs. Chairperson Branch provide Mr. Palzer with a drawing of two different signs that are being used by other cities; either of which would meet our objectives. Public Works needs to finalize a design that they can accomplish and install. We want to use the winter months to design and purchase the signs for installation in the spring. It may work best to have two designs; a larger sign for the main entrances to the trail system and smaller signs for intersections and smaller parks. The trail signs will be paid for out of a reserve account established for this purpose. One commercial vendor, Fast Signs, can provide an aluminum sign with UV laminate coating. The cost for a 3 x 4 sign is $176. The laminate coating will provide a certain level of resistance to vandalism (tagging). 5. Aluminum Can Project No update on this item. 6. Girls Hockey Request The Committee has had no further update on this topic. The Committee does not want to disappoint residents with reasonable requests. See the next item for a proposed solution. 7. Parks Reservation Applications - Short Version As an action item for the November 29, 2011 special meeting, Mr Dallas Larson has proposed an abbreviated park facility request form. The Committee felt that the Special Event Permit was too lengthy and complex for a simple request to reserve a park facility. The Committee suggested several modifications to the proposed form and requested that a on -line and city calendar be made available for reference to those that may desire to utilize the park amenities and for reference. It was also felt that the request form be available on line. The Committee felt that the new request form along with a two month lead time in scheduling of usage of the facility be forwarded to local sport organizations. 8. Staff Procedures The Committee felt the staff procedures laid out by Administrator Larson in his November 30, 2011 e-mail note adequately addressed the Committee's needs for improved staff support. VIII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Committee Member Haiden, to adjourn the December 7, 2011 Parks and Recreation meeting at 8:45 p.m. All in favor. Motion carried unanimously. IX. ACTION ITEMS # liosea Nil. . 1 4104014 -,, : IRO* . rovosioki 1 Committee Scribe - present D. Larson 12/14 Open recommendation to Council 2 Scribe job description P. Branch 12/8 Completed D. Larson 3 Simplified Special Permit Form City Staff 12/30 Completed 4 Action item section added to P &R 12/07 Completed committee minutes Committee 5 Plan for improving staff assistance D. Larson 12/07 Completed 6 Trailside Park benches (see 12/7 Tom Kohl, 4/6/2012 Open minutes) BEWSS Pres. 7 Trailside Park Portable Toilets (see Tom Kohl, 4/6/2012 Open 12/7 minutes) BEWSS Pres. 8 Bald Eagle Waterski Show Tom Kohl, 4/6/2012 Open Appearance (see 12/7 minutes) BEWSS Pres. 9 Skate Night Update and distribute P Branch 1/10/2012 Open flyer 10 Skate Night Purchase Pop Com Staff 1/10/2012 Open Scoop 11 Skate Night Contact Wargo S Seeley 2 /1!2012 Open regarding snowshoes 12 Centennial Youth Hockey Ass. - Staff 1/4/2012 Open send a letter requesting charitable gambling funds 13 Kiosk - Cornerstone Park - Create K. Amundsen 1/4/2012 Open inserts for the Kiosk - rebuild the trail map graphic 14 Trail Signs - design trail signs P Palzer 1/4/2012 Open Action item Assigned Due Date Date Closed Person 15 Parks Reservation Applications - Short D. Larson 1/4/2012 Open Version. Committee approved with corrections. (see above) 16 Establish Working Calendar in City Staff 1/4/2012 Completed office and on -line action by T. Bender 17 Public Notice of new short form park Staff 2/1/2012 Open reservation policy Committee Transcriptionist - Parks and Recreation Committee Job Description Position Reports To: City Administrator Education / Experience: High School diploma. 4 years in an office position. Strong typing and organizational skills. Work Description: This is a part time position. Estimated at five (5) to six (6) hours per month. Selected person is expected to attend the meetings of the Centerville Parks and Recreation Committee, normal meeting time is 6:30 p.m., normal meeting location is Centerville City Hall. Selected person will attend the Parks and Recreation Committee meetings, take necessary notes and produce meeting minutes. Minutes will be done in a standard format. Following this format will ensure compliance with Minnesota State statues. Additional task that may be assigned later: Selected person will prepare a read ahead package for Parks and Recreation Committee member. Copies of these read ahead packages will be made in the City offices during normal working hours. Material for these packages will be provided by city staff and committee chairperson. k t 13 4411) i 1 ,- k f .. ,. 4 L R, ed i f,, e( .` 4-1 � r i e. ( RR Established in 1958 December 15th, 2011 Centerville Parks & Recreation Committee Attention: Kim Centerville City Hall 1880 Main Street Centerville, MN 55038 Dear Kim: This letter is to request the use of baseball and softball fields and facilities at Laurie LaMotte Memorial Park for the summer months of 2012 beginning April 1 SI, 2012 through August 1st 2012, Monday through Friday, from 4:00 p.m. until dark. These fields will be assigned as home fields for the children who live in Centerville and Lino Lakes that are served by the Centennial Lakes Little League. We will send you a copy of the game schedules as soon as they are printed so you have a schedule for our dragging agreement for Lamotte Park. Additionally, we are planning our park clean up day for Saturday, April 14 2012 with a backup date of Saturday, April 21 2012. We would also like to invite all members of your Park Board, Council Members and Mayor to stop by your fields and meet our volunteers cleaning and raking your fields. We really appreciate our partnership with your city. If you or any staff members of the City Council or Park Board have any questions or concerns, please feel free to contact me at (763) 780 -3836. Thank you for your continued assistance. Sincerely, / u'IiL• Patrick Mahr, President Centennial Lakes Little League 4175 Lovell Iload Suite 330 • Lexington, MN 55014 • 763.780.3836 • http:// centenniallakeslittleleague.org 1 Established in 1958 December 12 2011 Mayor Thomas Wilharber and City Council Members of Centerville Centerville Park Board Members f1 C �U� �r t J \ J L I� „ Centerville City Hall 1880 Main Street DEC S C 2011 J� Centerville, MN 55038 ,11111 U Dear Mayor, Councilmembers and Park Board Members: We are writing to communicate our concern in regard to a situation related to field #1 at LaMotte Park. Last year Centennial Lakes Little League received permission from the Centerville Park Board and Council to install a grass infield on Field #1 and was assured the city would install an irrigation system to maintain the newly installed sod. Centennial Lakes Little League spent $2,500.00 on the new sod infield in the Fall of 2010 and the field was beautiful and healthy. However when the heat of the summer came, the sod was NOT watered and now is most likely destroyed and will not make a comeback according to Clark Robinson, Co -Owner of A &L Sod Company, who installed the infield. In the fall we spent approximately $250 to power rake the field and added grass seed in hopes that the field would recover in the spring. Centennial Lakes Little League and the City of Centerville has had a great working relationship for many years. Most recently the league has contributed: • $3,500.00 toward the new Ag -lime in February • $8,000.00 removing and installing new outfield fencing on Field #1 • $1,200.00 for construction of the new pitching mound We invested $12,700.00 in 2010/2011 at LaMotte Park with the understanding the city would take care of: • Irrigation • Mowing • Dragging of the fields We hope the City of Centerville will address this problem and repair or replace the sod on Field #1 and properly irrigate for the 2012 Season. We very much appreciate your attention to this matter. Sincerely, Pat Mahr and Centennial Lakes Little League Board 4175 Lovell Road Suite 330 • Lexington, MN 55014 • 763.780.3836 • http:// centenniallakeslittleleague.org Teresa Bender From: tbender= centervillemn.com @ngin.com on behalf of tbender @centervillemn.com Sent: Thursday, December 29, 2011 8:16 AM To: Teresa Bender Subject: Letter Dated December 12, 2011 to the City of Centerville - Concerns Regarding Grass Infield, Field #1 Email from Teresa Bender, City Clerk, tbender @centervillemn.com You sent the following message to Patrick Mahr: Dear Patrick: City Council desired to inform you that they are in receipt of your recent letter and will be addressing your concerns following Staff input at their next meeting scheduled for January 11, 2012. If you have any questions or concerns in the mean time, please do not hesitate to contact City Administrator Dallas Larson at (651) 429 -3232 or dlarson @centervillemn.com. Your letter also has been forwarded to our Parks and Recreation Committee for their input. They will be meeting on January 4, 2012. The Committee will also be addressing the Little League's request for the use of the fields at LaMotte Park on that same evening. If you have any questions or concerns that you would like to direct to them, please feel free to contact Mr. Patrick Branch at pbranch @centervillemn.com. I also should let you know that Ms. Kim Stephan is no longer employed with the City due to staff reductions. All correspondence you desire for the Parks & Recreation Committee should be directed to myself. As you may be aware, City Council meetings take place here at City Hall, 1880 Main Street, in Council Chambers and commences at 6:30 p.m. As you may also be aware, the Parks & Recreation Committee meeting the 1st Wednesday of every month here at City Hall, 1880 Main Street, in Council Chambers and commences at 6:30 p.m. also. If you should have any questions for myself, I can be reached at (651) 429 -3232 or tbender @centervillemn.com. Sincerely, This email has been sent from the following web page: http:// www. centenniallakeslittleleague.org /page /show/235737 This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com 1 C II! / l•l/l umde+.crum.ala +fve55ee8 • IFaluli6l wi> Ih' i 6bl 29waldlMlFlX6afti7946a9 December 14, 2011 Mr. Kevin Selander 1662 Hunters Trail Centerville, MN, 55038 Dear Kevin, Please accept our most sincere appreciation for your five years of service to the City of Centerville as a member of the Centerville Parks and Recreation Committee. Centerville is fortunate to have a very active all volunteer, Parks and Recreation Committee made of engaged citizens such as yourself. During your five years on the committee, Centerville has added three new parks, continued our traditional skating parties, introduced music -in- the - parks, added competitive running events to Fete des Lacs, and most recently completed a connecting trail system. You may have completed your time with the Parks and Recreation Committee, but we hope and trust that this will not end your participation in Centerville civic affairs. You will always be a welcomed participant in Fete des Lacs, youth sports, or a future position on the City Council or one of our Committees. We all owe you a debt of gratitude. Centerville is a great place to live, because we have involved citizens, such as yourself. We wish you and your family many years of happiness and growth in Centerville. Sincerely yours, I • r / Thomas Wilharber, Mayor S. King, Council Member lb D. Love, Council Member B. Fehrenbacher, Council Member J. Paar, Council Member PARK FACILITY PERMIT APPLICATION 1. Name /Address/Phone Number of Individual or Organization responsible for making this application: 2. Please describe your event/activity and identify the specific facility /field within the park you wish to use along with what you are asking from the City: 3. What is the number of people that are involved in your event/activity? 4. What City facilities do you wish to use Acorn Creek Park Eagle Park Laurie LaMotte Memorial Park Hidden Spring Park (Lighting & Warming House) Trailside Park Cornerstone Park Royal Meadows Park Tracie McBride Memorial Park City Hall 5. Please list the date or dates and times you propose to use the facilities: 6. Is anyone charged a fee to watch or participate in your event? 7. Have you used these facilities before? If so, when? 8. Are you requesting additional permits or City services? Yes No (i.e., Road Closure(s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or porta potties, Park Buildings) Please describe Depending upon the nature of your event, or if you are requesting City services, you may be required complete a different application and/or make a deposit to cover city costs. Printed Name of Person Signing Date Signature Office Use Only Permit approved by: Date: Deposit required: $ Receipt # Form number: 2012.01 PU Park Permit Guidelines A permit may be administratively approved by Staff without Parks and Rec Committee or Council review if the following conditions are met: 1) The individual or organization has been granted a similar use in the past, or 2) The request is substantially the same as other uses routinely granted by the City and 3) The use would not monopolize or unreasonably exclude others from the park or facilities, and Eagle Park 4) Conditions are not required 1— Tennis Court that would indicate a deposit for City costs over $100. BE ADVISED THAT YOU ARE REQUIRED TO LEAVE THE PARK AS CLEAN AS YOU FOUND IT PLEASE! YOU ARE NOT AUTHORIZED TO STORE ATHLETIC OR OTHER EOUIPMENT IN THE PARK OR FACILITIES. `` Hidden Spring Park 1 Picnic Shelter ��, . s. Y i Y ' — _ :. Tracie // , McBride Park 44 1 — Open Field ` r i Laurie LaMotte Acorn Creek Park Memorial Park 1 — Soccer Field or 1 -3 - Baseball Fields Football Field 4 — Picnic Shelter 5 - Warming House Form number: 2012.01 PU Hockey Rink 7 — Soccer Field