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HomeMy WebLinkAbout2012-02-01 P & R Minutes - Approved PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, February 1, 2012 ~ 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held a scheduled meeting on Wednesday, February 1, 2012 at Centerville City Hall, 1880 Main Street. Present: Vice Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Suzanne Seeley Committee Member Mark Haiden Absent: Chairperson Patrick Branch One Committee Member seat is vacant. Also Present: Council Member Steve King I. CALL TO ORDER Roll Call Vice Chairperson Jon Grahek called the February 1, 2012 Parks & Recreation Committee Meeting to order at 6:32 p.m. II. SET AGENDA , Motion was made by Committee Member Amundsen seconded by Committee Member Seeley , to approve the agenda as presented. All in favor. Motion carried unanimously. , Subsequently, after discussion, Motion was made by Vice Chairperson Grahek seconded by Seeley Committee Member , to add Open Item 6 to the updates portion of the agenda. All in favor. Motion carried unanimously. III.APPEARANCES Ms. Thia Casanova appeared before the committee to request the option to repeat 1. “Yoga-in-the-Parks” during the Fete des Lac. These classes would be free to all ages and approximately one hour in duration. She was asked to put together a flyer to present to the committee for review and inclusion into the information distributed by the city.Ms Casanova previously advertised with flyers and on Facebook. She requested a larger, more directional sign for placement in the park for 2012. Motion was made by Committee Member Amundsen, seconded by Committee Member Seeley to recommend to the City Council to add Ms. Casanova’s “Yoga-in- City of Centerville Parks and Recreation Committee February 1, 2012 the-Parks” to the list of activities and include in the Parks and Recreation advertising. All in favor. Motion carried unanimously. IV. CONSIDERATION OF MINUTES Consideration of the January 4, 2012 Parks and Recreation Committee meeting minutes. A request was made to amend the meeting minutes with the following corrections:  Under SET AGENDA - add the words “are needed” between the words Volunteer(s) and to;  Under COMMITTEE BUSINESS #2 Parks Plan – after the word modifications, add bullets to each of the items listed in that paragraph;  Under COMMITTEE BUSINESS #3B Music Jamboree – delete the word “note” from the first sentence. Motion was made by Committee Member Haiden, seconded by Vice Chairperson Grahek, to approve the January 4, 2012 meeting minutes as amended. All in Favor. Motion carried unanimously. V. COMMITTEE BUSINESS 1. 2012 Music-In-The-Parks - NO UPDATES AT THIS TIME A. Mr. Tom Lee, Volunteer Director (See New Action Item # 12-022) B. Music Jamboree (date and scope to be set) 2. February Skating Party and Hay Ride After discussion, it was determined that this event would be held, however the skating party would be eliminated due to the weather being warm and the inability to have adequate ice for this activity. The other activities, including the hayride, bonfire, snowshoeing and possibly star gazing, if the sky is clear, would be held as rescheduled. There will also be free hot chocolate and popcorn. There was also discussion regarding changing the name to “Family Fun Night”. Staff will be asked to include this updated information on the website and the reader sign and will determine verbiage. Committee members should plan to be there between 5:30 and 6:00 pm and Kevin will be bringing pallets. A check should be ready to be picked up by Friday evening, 2-1-12 for payment to Bunker Hills Stable; this will be included as an Action Item. 3. Establish A Plan For The Care And Maintenance Of Park Monument Markers The care of the Park Monument Markers is a maintenance item; therefore it is the responsibility of the Public Works Department. However, due to their current work load, it is unlikely they will be able to care for and maintain the City Gardens. It was suggested that the committee should take on the responsibility of overseeing the gardens; not doing the work but ensuring the work is done so the gardens becomes a source of city pride. To accomplish this, the committee needs a plan that outlines who is going to do the work and what specific tasks will be done. At the previous meeting, there was discussion about using volunteers and utilizing a Master Gardener. Ms. Nancy Amundsen has not yet completed her Master Gardener training, so cannot help in that capacity in 2012, however, when her training is completed she will be able to provide guidance to the committee and the volunteers on what needs to be done. In Page 2 of 5 City of Centerville Parks and Recreation Committee February 1, 2012 order to utilize a Master Gardener, the request must be posted for all Master Gardeners to consider. The committee discussed advertising methods to find volunteers by listing a job posting, using the city website, city reader board and the city utility bills. There was a suggestion to consider using high school or college students as a resource for volunteers (possibly as a school project). It was also suggested that a master plan should be set up for each park. The Girl Scouts will evaluate each park to determine how much they could handle and respond back to Committee Chair Branch. UPDATES VI. 1. Council Updates - Council Liaison King Council Liaison King had no items to report. 2. Cornerstone Park Kiosk Committee Member Amundsen brought a revised version of the map which includes a larger legend and identification of the icons. The addresses of each park need to be added as well as an icon for 35E, the City logo and possibly “Welcome to Centerville, established in 1857 and the current population. Committee Member Seeley volunteered to proofread and verify that all information on the map is complete and correct. This map for the Kiosk is approximately 19” x 19”. The cost at UPS to print the maps is approximately $14.00 and would be printed on plastic type surface. Committee would like a list of current activities placed in the Kiosk 3. Trail Signs Design – Mr. Paul Palzer It was previously suggested to have two designs – a larger sign for the main entrances to the trail system and smaller signs for intersections and smaller parks. Possibly add mileage markers to the signs. Discussed other vendors for sign purchase; the City of St. Paul, Public Works makes metal signs and a screen print process is used. Cost would be approximately $85 to $150. There was discussion regarding location of the other signs/maps sizes to be determined, including one at th the corner of 20 & Main and also in LaMotte Park by the warming house with possibly additional freestanding signs in each park, plus a map in the entrance area of the City Hall. There are some unused metal signs from Public Works that could be used to attach additional maps to using a sticky back adhesive paper at a cost of $3.00 per sheet. There was discussion regarding having a link/QR code/downloadable application with GPS for the Centerville parks – to be added to future Action Items. There was discussion regarding purchasing two sample signs. Motion was made by Committee Member Peterson and seconded by Vice Chairperson Grahek to authorize the expenditure of $20.00 for the purchase of 2 sample signs (one with adhesive). All in favor. Motion carried unanimously. Page 3 of 5 City of Centerville Parks and Recreation Committee February 1, 2012 4. Fete des Lac update – See Appearances (Number III) 5. Volunteer Program Motion was made by Committee Member Peterson and seconded by Committee Member Haiden to table this item to the 3-7-12 meeting. All in favor. Motion carried unanimously. 6. Paul – Field #1 Two telephone calls and an email were sent in January asking him to meet with Pat regarding his concerns about Field #1. No response had been received prior to this meeting. VII. REVIEW OF ACTION ITEMS After discussion, it was determined to use a revised numbering system to keep track of the Action Items – each item number will be prefaced by 12 (for the year 2012) a dash, then 3 digits to allow up to 999 action items each year. The Committee does not want completed items deleted, but wants to retain the history, but just not showing on the current Action Item List. Items that have been completed as of February 1, 2012 will be removed. This includes item numbers 1,3,9,10,11,12,16,18,19 and 20. Items that need to be modified are:  Numbers 6, 7 & 8 by changing the assigned person to Patrick Branch and requesting an update at the 4-6-2010 meeting;  Number 13 – proofread the trail map graphic (Suzanne Seeley) & print 2 samples (Kevin Amundsen) and change the due date to 3-7-12  Number 14 – change due date to 3-7-12  Number 15 – review the application form and change due date to 3-7-12  Number 17 – check status if still open  Number 21 – change due date to 2-3-12 NOTE: all of these items numbers will be preceded by 12-00 or 12-0. Items to be added are:  12-022 Contact Tom Lee and invite to the next committee meeting; Staff; 3-7-12  12-023 Need a check for Bunker Hill Stable to have ready to pick up on Friday 2-10- 12; Staff; 2-10-12  12-024 City website & reader sign updated – delete January dates & reword for Winter Fun Night, 2-11-12, Hayride and Bonfire, Rain or snow; Staff; ASAP  12-025 Message on reader sign asking for volunteers to adopt a park; Staff; 2-13-12  12-026 Include information on utility bill asking for volunteers to “adopt a park monument marker”; Staff; ASAP Page 4 of 5 City of Centerville Parks and Recreation Committee February 1, 2012  12-027 Contact area schools (secondary & beyond) to inquire if students are interested in helping to maintain park monument markers and/or for design assistance. (NOTE: tabled to 3-7-12 meeting for further discussion. NOTE: (No number or date: as a future action item – check on smart phone applications for the parks map) A revised Action Item List, as of 3-7-12, will be included with the approved minutes. VIII. ADJOURNMENT Motion was made by Vice Chairperson Grahek and seconded by Committee Member Amundsen to adjourn the February 1, 2012 Parks and Recreation meeting at 8:17 p.m. All in favor. Motion carried unanimously. Submitted by: Linda Neudecker, Recording Secretary Page 5 of 5