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HomeMy WebLinkAbout2012-05-02 P & R Packet CITY OF CENTERVILLE PARKS AND RECREATION AGENDA Wednesday, May 2, 2012 - 6:30 P.M. I. CALL TO ORDER 0 5 5e0� e 1. RoII CaII ^ � � � r'n10 II. SET AGENDA „,�N 0 0 Q° 111. APPEARANCES `, o ff. IV. CONSIDERATIONS OF MINUTES 1. Parks and Recreation Committee Minutes of April 4, 2012. V. COMMITTEE BUSINESS 1. Discussion Regarding Minutes — (P. Branch) 2. 2012 Music in the Parks Program a. Contracts — Forwarded & 2 Received Back b. Expend Funds for Ice Cream (P. Branch) 3. Sand Volleyball Court a. Location b. How Many? c. Cost d. Dead Broke Saddle Club Donation — Status (Nothing Received Yet) 4. Earth Day /Park Cleanup — (Updates — Items for Public Works) 5. Music in the Park Season 3 & The Jam Flyer — Tom Lee Submission 6. Park Facility Permit Application — Centennial Soccer Club — Acorn Creek Park, Sunday — Thursday 5:00 p.m. — 9:00 p.m. 7. Park Facility Permit Application — Centennial Soccer Club — Laurie LaMotte Memorial Park, Amendment to Previous Request — Inclusion of Park Use on Sundays from 4:00 p.m. — 9:00 p.m. VI. UPDATES 1. Council Updates - Council Member Steve King 2. Cornerstone Park Kiosk/Placement of Additional Signage — (P. Palzer) 3. Trail Signs Design - (P. Palzer) 4. Volunteer Program — Girl Scouts (P. Branch) 5. Smart Phone Application — (Peterson) 6. Placement of Donated Park Benches @ Cornerstone Park 7. Sign Mounting System — (P. Palzer) VII. Action Items Reviewed 1. Diva Dash -- (FYI ONLY) (Send Thank You For Heads Up) (P. Branch) VIII. ADJOURNMENT PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, April 4, 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, April 4, 2012 at Centerville City Hall, 1880 Main Street. Present: Vice- Chairperson Jon Grahek Committee Member Kevin Amundsen Member Brian Peterson 0. Committee Member Suzanne Seeley Committee Member Mark Haiden 11Pvi'llg Absent: Chairperson Patrick Branch One Committee Member seat is vacand • Also Present: Council Member Steve King I. CALL TO ORDER Roll Call Vice - Chairperson Jon Grahek called the March 7, 2012 Parks & Recreation Committee Meeting to order at 6:33 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Committee Member Seeley. to add Open Items 13 and 14 to the Committee Business portion of the agenda and to add Open Item 7 to the Updates portion of the agenda. All in favor. Motion carried unanimously. III. APPEARANCES - NONE IV. CONSIDERATION OF MINUTES 1. Consideration of the March 7, 2012 Parks and Recreation Committee meeting minutes. A request was made to amend the meeting minutes with the following corrections: • Under ROLL CALL PRESENT — delete "Committee Member Brian Peterson" as he was absent and was listed as absent • Under UPDATES #4 — correct spelling from Fete des Lac update to Fete des Lacs update" Motion was made by Committee Member Seeley, seconded by Committee Member Amundsen, to approve the March 7, 2012 meeting minutes as amended. All in favor. Motion carried unanimously. V. COMMITTEE BUSINESS City of Centerville Parks & Recreation Committee April 4, 2012 1. SCHEDULE — Joint Meeting with Council After speaking with Chairman Branch, it was determined to tentatively schedule this joint meeting for Wednesday, May 9, pending confirmation from Council. The Committee questioned whether the meeting would be during or following the regularly scheduled Council meeting. 2. Cub Scout Pack 432 Rock Launch — Special Event Permit — LaMotte The Committee briefly discussed the submitted application. Motion made by Vice - Chairman Grahek, seconded by Committee Member Amundsen to recommend to Council approval of the Special Event Permit for the Cub Scout Pack 432 Rocket Launch in LaMotte Park on June 2 with an alternate date of June 23". All in favor. Motion carried unanimously. 3. Easter Egg Hunt & Inflatable Bounce House — Special Event Permit The Council approved the permit for this event due to the timing of the submission and the Committee briefly discussed the submitted application. Motion was made by Committee Member Haiden, seconded by Committee Member Seeley to support the Council's action in approving the Special Event Permit for the Easter Egg Hunt & Inflatable Bounce House in LaMotte Park on April 7, 2012. All in favor. Motion carried unanimously. 4. Park Facility Permit Application — Centennial Soccer Club — LaMotte The Committee briefly discussed the submitted application. Motion made by Committee Member Amundsen, seconded by Committee Member Peterson to recommend to Council approval of the Park Facility Application form submitted by the Centennial Soccer Club for the use of LaMotte Park with the amendment of the inclusion of an ending date of July 19. All in favor. Vice -Chair Grahek abstained. Motion carried. 5. Park Facility Permit Application — Ms. Amy Anderson, Wedding — Hidden Springs The Committee discussed whether to allow residents or non - residents use of park facilities along with modification of the Park Facility Permit Application to allow for separate lines for name, address and telephone number of the individual requesting usage. Motion made by Committee Member Amundsen, seconded by Committee Member Peterson to recommend that the Council approve the Park Facility Application from Ms. Amy Anderson for a wedding in Hidden Spring Park. AU in favor. Motion carried unanimously 6. 2012 Music in the Parks Program Page 2 of 8 City of Centerville Parks & Recreation Committee April 4, 2012 Mr. Tom Lee has arranged for seven (7) bands, at a cost of $1,850, scheduled for Tuesday evenings, June 12, 19 & 26 and July 10, 17, 24 & 31, 2012. Mr. Lee is also coordinating "The Jam" (approximately 15 -20 musicians participating), scheduled for Friday, July 27' 2012. He anticipates there to be no cost for this, but would appreciate if the Committee supplied ice cream or some other type of refreshment(s). Mr. Lee stated that the City has paid $320 for an annual license from the American Society of Composers due to copyrighted music that is played during the Music in the Park event. Mr. Lee stated that he commened the City for complying with the laws surrounding this licensing. Legal Counsel and staff researched the necessity of this licensing, it was determined that it was required and the funds were expended from the Parks & Recreation Committee budget. See attached email dated March 20, 2012. There was also discussion about possibly hiring a kid friendly band and also hiring a band after the fireworks on July 28, 2012. a. Contracts — The Music in the Park Agreement — 2012 The Committee briefly discussed the agreement that was presented in their packet. Motion made by Committee Member Haiden, seconded by Committee Member Seeley to approve the Music in the Park Agreement - 2012 with the following modification: remove "first day of April, 2011" and replace those words with a blank line. All in favor. Motion carried unanimously. b. Expenditure of Funds for Refreshments (Ice Cream, Popcorn & Drinks) The Committee discussed purchasing five (5) quart pails of ice cream for The Jam, ample suppy of popcorn is on hand and lemonade or another type of refreshment may be provided. Previously Committee members served the ice cream and refreshments; however, the Committee discussed the possibility of arranging a youth group to assist. The Committee discussed that the line item budget for the Music in the Parks Program is $2,200 and after the cost of the seven (7) bands Mr. Lee has arranged a remainder of $350 would be in the line item. The license fee for the American Society of Composers was expended from this line item leaving $30 for the purchase of ice cream. Motion made by Committee Member Peterson, seconded by Committee Member Haiden to approve up to $30 for refreshments. All in favor. Motion carried unanimously. Discussion ensued regarding placement of the Park Program Flyers at Rice Creek Chain of Lakes Park. Motion made by Committee Member Haiden, seconded by Committee Member Peterson to have staff send an email or letter to Jeff Perry, Operations Manager of Anoka County Parks requesting the ability to promote the Committee's programs within the Park. All in favor. Motion carried unaimously. 7. Trailside Park/St. Paul Water Utility (Nagel' Appraisal & Consulting) Page 3 of 8 City of Centerville Parks & Recreation Committee April 4, 2012 The City Council is not in favor of purchasing this parcel due to the lack of funding. The Committee discussed the current agreement with St. Paul Water, its expiration date of 2013, obtaining donations and revisiting the potential purchase in 2013. 8. Anoka County Surplus Land — 7261 Main Street (Appraisal) The City Council is considering the purchase of this parcel.for future resale. 9. Sand Volleyball Court(s) Discussion ensued regarding location and orientation of the court(s), obtaining bids, additional funding and consideration of construction of two (2) courts. a. Location? Near the scoreboard; Mr. Palzer will verify the optimum location and provide specifications to Committee Member Haiden. b. How many? Cost would determine whether one (1) or two (2) courts would be constructed (size of a court is 50 x 80; the size for 2 is 100 x 80). Field(s) would be oriented to prevent player discomfort (sun, etc.). c. Cost? Committee Member Haiden will seek bids with two proposals being received from each vendor (one bid one court, second bid two courts). Line item budget amount is $15,000. d. Dead Broke Saddle Club Donation — to date the City has not received these funds, once received a thank you will be forwarded. The Committee had dedicated funds totaling $2,750 for this project; however, additional funds could be utilized from committed funding of $3,623.24 (8K Proceeds & Signs). 10. Earth Day/Park Clean Up An inquiring was received regarding minimal maintenance and cleanup efforts for two local parks and the Committee scheduled a cleanup days for Saturday, April 21, 2012 commencing at City Hall and then disbursing to local parks. The public is welcome to participate. Public Works would provide gloves and bags for volunteers. The Committee requested that the information be place on the sign out front if there was room, in the kiosk and on the website. The event will be posted by staff. 11. Contract with Running Ventures, Inc. (8K Walk/Run & 10 Mile In -Line Skate) The Committee discussed the need for modifications to the contract prior to entering into the agreement. Motion made by Committee Member Peterson seconded by Committee Member Seeley to modify the wording on the second line of the contract to state: "the City of Centerville, on behalf of the Centerville Parks and Recreation Committee" and at the bottom of the page replace Centerville P & R Committee with "City of Centerville" and add to its: "Administrator ", prior to being presented to the council for approval. All in favor. Motion carried unanimously. 12. Mr. Wayne LeBlanc Letter — Heron Report & Wild Life Habitat Awareness Mr. LeBlanc forwarded an email regarding the status of the Great Blue Herons on Peltier Lake. He stated that the number of their nests more than doubled from 2010 to 2011. He also stated that the north part of Peltier Lake is very sensitive and requires law enforced Page 4 of 8 City of Centerville Parks & Recreation Committee April 4, 2012 protections, not only for the Herons, but also for the aquatic plants and other wildlife living there. He is very grateful for the involvement of the City in enacting those protections. 13. Upcoming P & R Activities /Events Update Council Member King requested that he be provided with a list of upcoming events /activities for ease of updating the Council during meetings and that same be forwarded to him via email prior to the Council meeting. 14. Tennis Court Conditions /Graffiti — Eagle Park The Committee discussed graffiti on the park path and play equipment near the tennis courts and requested that Public Works remove /cover it as soon as possible. The Committee also requested that a flatter /duller green be used rather than the bright green paint currently there. VI. UPDATES 1. Council Updates - Council Liaison King Previously requested. 2. Cornerstone Park Kiosk/Placement of Additional Signage — Mr. Paul Palzer Committee Member Amundsen is waiting for history information from Ms. Mary Capra. He presented the 19" x 19" map that was purchased for $20 and will be placed in the Kiosk. Two additional maps need to be purchased; one for placement in the Laurie LaMotte Park, possibly by the dog station and the second for placement in the area of 20 & Main Street. Mr. Palzer will check this last location for best placement. The Committee would also like to have the flyer "Save the Dates" Summer Programs printed on bright paper and placed on both sides of the Kiosk. 3. Trail Signs — Committee Member Amundsen Committee Member Amundsen purchased a 12 x 18" Trail Sign/Map printed on vinyl with an adhesive back at a cost of $3. Mr. Palzer attached it to the back of a used speed limit sign and left it outside, exposed to the sun, since the March meeting. There was some slight fading. Committee Member Amundsen will add "You Are Here" icons and then order four (4) additional laminated maps to be printed with installation of 1 each at the Corner Express and Laurie LaMotte Park; the two (2) additional signs for future replacement. Mr. Palzer will design the mounting system. 4. Volunteer Program — Girl Scouts Requests for volunteers have been on reader board sign at City Hall, on the website and on Cable TV; and will be included with the utility bills. The Brownie Troop is interested in maintaining the Laurie LaMotte Memorial Park and the Hidden Spring Park monument markers. They plan to remove dead debris, review current plantings, select new plantings, select arrangement and determine needs from the City i.e. mulch, woodchips, etc. They may also have an opportunity to have some plants or flowers donated by a local greenhouse. In addition, the troop would be providing $50 of their earned cookie sales money toward each monument marker flower bed. Their troop leader, Ms. Page 5 of 8 City of Centerville Parks & Recreation Committee April 4, 2012 Cathy Trast, will be contacting staff within the next 2 weeks with a date the Brownies will begin working on this project. 5. Smart Phone Application After some research, it was determined by Vice -Chair Grahek that it would be cost prohibitive at this time to develop & maintain this application for the City of Centerville. Committee Member Peterson has found an application for the Android & I Phone which is free — you upload a map & switch back & forth to overlay GPS information. He will give more information to the Committee at the May meeting. 6. Mr. Wayne LeBlanc — Letter of thanks and appreciation - Stargazing Chairperson Branch delegated this task to Committee Member Seeley. She will develop a thank you letter for his involvement with the stargazing during the Winter Party, and then have staff prepare the letter on letterhead and have it signed by Chairman Branch prior to mailing. 7. Placement of Two (2) Acquired/Donated Benches Two (2) park benches have been acquired/donated to the City and discussion ensue regarding possible placement at Cornerstone Park on the rear side of the park nearest the Church. Additional discussion of this item will take place in May. VII. REVIEW OF ACTION ITEMS 1. Items that have been completed as of April 4, 2012 are to be removed. These include item numbers 12 -026, 12 -028, 12 -029 and 12 -031. 2. Items that need to be modified are: • Numbers 12 -006, 007, 013, 014, 027, 032, 033 and 034 — change due date to 5 -2 -12 • Numbers 12 -006 & 12 -007 — add under item: "Bald Eagle Water Ski Club" • Number 12 -014 — add under item: "mounting" • Number 12 -030 — add under item: email Dallas to ask "if joint meeting will be before or during the Council meeting and, to let him know of tentative date of May 9th" • Number 12 -032 — add under item: "date to commence" (update) • Number 12 -034 — modify verbiage under item: "develop a thank you letter to Wayne LeBlanc for his assistance with the stargazing at the winter party in February and give to Teresa" • Number 12 -035 — change assigned person from J Grahek to B Peterson 3. Items to be added are: • 12 -036 Rocket Launch by Cub Scouts: Staff — change date on the Special Event/Noise Permit to from June 18 to June 2" and the alternate date from June 25 to June 23 • 12 -037 Park Application by Centennial Soccer Club: Staff — add ending date of July 19 • 12 -038 Park Facility Permit Application: Staff — modify #1 by making separate lines for Name, Address and Phone Number (and to ensure the applicant fills out all three lines) • 12 -039 Music in the Park Contract: Page 6 of 8 City of Centerville Parks & Recreation Committee April 4, 2012 Staff — remove "first day of April, 2011" and replace those words with a blank line. • 12 -040 Specs for Volleyball Court(s) prep & construction: P. Palzer — provide information/specs to Mark for quotes • 12 -041 Quotes for Volleyball Court(s)prep & construction: Mark — obtain quotes for removal of dirt, prep and construction of one volleyball court and then an additional quote for the costs for a second court. • 12 -042 Post to Quorum: Staff — is this necessary for the joint meeting on May 9 If so, then please post. • 12 -043 Earth Day/Park Clean Up & Post to Quorum: Staff: - scheduled for Saturday, April 21' clean up all parks except LaMotte (Post to Quorum required ?); to be posted on reader board, website and both sides of the Kiosk; volunteers are welcome to participate. • 12 -044 Playground area at Royal Meadows Public Works — place special wood chips under the playground area • 12 -045 Running Ventures, Inc. Contract Staff — add "City of Centerville on behalf of' on the second line of the first paragraph between: "and" "Centerville Parks & Recreation Committee" • 12 -046 P & R Points of Interest Staff — prepare a list of bullet points from P & R meeting for Council Member King to read during the Council meetings i.e. • park clean up — date & volunteers wanted • Volleyball courts - status • Music in the Park schedule • Volunteer for Monuments, etc. • 12 -047 Graffiti in Parks Public Works — cover up graffiti on sidewalk & other areas in Eagle Park & repaint area by tennis courts with a duller color paint. • 12 -048 Trail Signs K. Amundsen — 4 laminated maps to be printed with installation of 1 each at The Corner Express and LaMotte; the 2 additional signs are for future replacement at those locations • 12 -049 KIOSK Staff — place "Save the Dates" info on both sides of the Kiosk; print on 11 x 17, brightly color paper. • 12 -050 Letter to Jeff Perry Staff — letter or email to Jeff Perry, Operations Mgr., Anoka County Parks requesting permission to post upcoming CV P &R sponsored events at the Rice Creek -Chain of Lakes Park. NOTE 1: all the above added items to be done ASAP or by 5 -2 -12 NOTE 2: 12 -035 add as a future action item — check on smart phone apps for the parks map (no number or date yet) A revised Action Item List will be provided at the May 2nd meeting. Page 7 of 8 City of Centerville Parks & Recreation Committee April 4,2012 VIII. ADJOURNMENT Motion was made by Committee Member Peterson and seconded by Vice- Chairperson Grahek to adjourn the April 4, 2012 Parks and Recreation meeting at 9:48p.m. All in favor. Motion carried unanimously. Submitted by: Linda Neudecker, Recording Secretary Page 8 of 8 Page 1 of 3 Teresa Bender From: Tom Lee [TomLee ©nol- tec.com] Sent: Tuesday, March 20, 2012 8:36 AM To: Michael Jeziorski; 'Patrick Branch' Cc: John Grahek; Teresa Bender Subject: RE: budget? Greetings all, The ASCAP fee is required if "cover" songs will be played. If ONLY original music or music that is in the public domain was performed, the city would not have to pay this fee. However, since it is likely that most of these acts will perform at least some copyrighted music, it is ethically responsible to pay the ASCAP fee. Some venues require only original or public domain music to be performed to avoid this fee, while others simply ignore the ASCAP all together. I have heard of venues successfully argue that as they were not profiting from the musical performance, they felt no obligation to pay the fee. I think that this is where ethics come into play. As a musician, I feel it is important to acknowledge the intellectual property of my fellow musicians and applaud the city in doing their "due diligence ". Thomas A. Lee Nol -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee @nol- tec.com (651) 203 -2547 direct line »> Michael Jeziorski <MJeziorski @CENTERVILLEMN,com> 3/20/2012 8:18 AM »> Pat, I meant to alert you to that charge. The $320.00 is to the American Society of Composers and is for copyright related information as it relates to music. As a staff, we went through our due diligence to see if it was necessary to pay and concluded there was no way around it because of the City sponsored Music in the Park activities. Attached is the background information for your review. Please let me know if you have any further questions, Mike From: Patrick Branch [mailto:pbranch @cox.net] Sent: Tuesday, March 20, 2012 12:47 AM To: Tom Lee Cc: Michael Jeziorski; Teresa Bender; John Grahek Subject: Re: budget? Tom, We have $2200 in the budget for Music -In -The Parks. Mike's Feb report shows that we have spent $320. i will have to ask him what that expenditure was. We also have money in a parks program line that is not fully committed. I will fence off $350 from that line for the Jam. 4/12/2012 Page 2 of 3 If you can do it for less that would be great. But Music in the Parks has become one of our top priorities. Work with this budget pat On Mar 19, 2012, at 1:03 PM, Tom Lee wrote: Pat, I have seven bands tentatively lined up for the Music In The Parks as of right now, awaiting confirmation with the budget. Originally we were only to go 6 weeks, but the flood gates opened up on me as soon as I put the word out. I could easily get bands for the entire summer.... and then some. The proposed cost for the 7 weeks would be $1,900, but I haven't pushed too hard negotiating better fees just yet. I may expand from the 7 weeks if I can get some other bands to play for free, the only cost would be my time... and I am CHEAP. (ha) Right now I don't have any younger groups set up, so I'd like to remedy that. I think I can get the musicians for The JAM to play for free, or ice cream or something. I'm talking to a couple of local businesses about donating beverages or ? ?? Thomas A. Lee Nal -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee @nol- tec.com (651) 203 -2547 direct line »> Patrick Branch <pbranch @cox.net> 3/17/2012 2:37 AM »> Hi Tom, sorry to be slow in answering your note. i will call you, but as it is now 3:30 AM, I bet that you would prefer that I wait for a more reasonable answer. Bottom line is that we do have a budget for the normal Tuesday night music -in- the -parks and we also have money in our Parks Program line that we can use for the Jam. We are in the process of selling and moving out of our Virginia home after 25 years. So we have been rather busy or at least preoccupied. If i do not call by sunday, please call me only cell at 703 - 501 -6815. BTW, I ran the Marine Corps Marathon last October and am registered to run it again in 2012. The Marines do a great job at organizing and carrying out big ventures. Pat On Mar 16, 2012, at 4:43 PM, Tom Lee wrote: Pat, Just looking for some idea of what kind of budget I'll be working with as far as the Music In The Parks go. I currently have 6 acts penciled in, I am waiting to hear back from at least 3 more. Just want some budget info before firming anything up. 4/12/2012 Page 3 of 3 I am trying to work out some details for THE JAM as well. Give me a call on my cell. 651- 426 -1254 Thomas A. Lee NoI -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee(8 nol- tec.com (651) 203 -2547 direct line This e-mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an intended recipient. If you received this by mistake, please notify us by replying to the message, and then delete it. This e -mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an intended recipient. If you received this by mistake, please notify us by replying to the message, and then delete it. This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com This e-mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an intended recipient. If you received this by mistake, please notify us by replying to the message, and then delete it. This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com 4/12/2012 ACTION ITEMS PARKS RECREATION Assigned # Item Person Due Date Date Closed Trailside Park Benches - Bald Eagle Ski 12 -006 Club P. Branch 5/2/2012 Open Trailside Park Portable Toilets - Bald Eagle 12 -007 Ski Club P. Branch 5/2/2012 Open Kiosk - Cornerstone Park - Create Inserts for 12 -013 Kiosk - Rebuild The Trail Map Graphic K. Amundsen 5/2/2012 Open 12 -014 Trail Signs - Design Trail Signs - Mounting P. Palzer 5/2/2012 Open Contact Area Schools (Secondary & Beyond) to Inquire if Students are Interested in Helping to Maintain Monument Sign at 12 -027 Parks 5/2/2012 Tabled Scheduled 12 -030 Joint Council/P & R Committee Meeting D. Larson 4/6/2012 5/9/2012 Girl Scout Volunteering w /Gardens (Update) 12 -032 - Date to Commence 4/21/2012 P. Branch 5/2/2012 Thank you Letter - Dead Broke (Have not 12 -033 Received Funds 3/15/2012) Staff 5/2/2012 Thank you Letter - Wayne LeBlanc Completed 12 -034 (Stargazing) - S. Seeley/T. Bender S. Seeley 5/2/2012 4/5/2012 12 -035 Smart Phone Applications - Park Maps B. Peterson Completed 12 -036 Cub Scout Rocket Launch T. Bender 5/2/2012 4/26/2012 Park Application by Centennial Soccer Club Completed 12 -037 End date 7/19/2012 T. Bender 5/2/2012 4/26/2012 Park Facility Permit Application - Add Lines Completed 12 -038 for Address & Telephone Number T. Bender 5/2/2012 4/12/2012 T. Bender & Completed 12 -039 Music in the Park Contracts - Bands T. Lee 5/2/2012 4/16/2012 Specs for Volleyball Court(s), Prep & 12 -040 Construction P. Palzer 5/2/2012 12 -041 Quotes for Volleyball Court(s) M. Haiden 5/2/2012 Clean Up Day - Completed 4/5/2012, Jtn. Post Quorum Notices - (Clean Up Day & 4/17/2012 & W.S. 12 -042 Joint Meeting w /Council) T. Bender 5/4/2012 4/11/2012 Earth Day/Park Clean Up - Web Site, Kiosk Completed 12 -043 & Reader Board T. Bender 4/21/2012 4/16/2012 Following April 4, 2012 Meeting Page 1 ACTION ITEMS PARKS RECREATION Playground Area @ Royal Meadows -Wood 12 -044 Chips P. Palzer 5/4/2012 12 -045 Running Ventures, Inc. Contract D. Larson 5/2/2012 P & R Points of Interest/Council Update - Email to Council Member King prior to CC 12 -046 Meeting T. Bender 5/2/2012 On -Going Graffiti in Eagle Park - Cover Most Recent 12 -047 & Cover Previous w/Duller Color Paint P. Palzer 5/2/2012 Trail Signs - 4 Laminated Maps Printed, Installed at Comer Express & LaMotte - (2 K. Amundsen 12 -048 Reserves) & P. Palzer 5/2/2012 Completed 12 -049 Kiosk - Install Save the Dates P. Palzer 5/2/2012 4/5/2012 Letter to Jeff Perry - Advertise Programs @ Completed 12 -050 Rice Creek Chain of Lakes Park T. Bender 5/2/2012 4/16/2012 Following April 4, 2012 Meeting Page 2 Page 1 of 2 Teresa Bender From: Pat Branch Sent: Tuesday, April 17, 2012 8:43 PM To: Teresa Bender Subject: Re: Emailing: 2012 -04-04 P & R Minutes.pdf A better question might be of what value are the minutes? Can a concerned citizen access the meeting minutes and have insight on the workings of the committee. In keeping with the spirt of openness, they should be able to do exactly that. I keep very close taps on what the committee is doing, when I am there and when I am not. If I find the minutes weak, what will the impression be for a citizen who is not a constant follower? I am sure that Linda is doing what she can do within the given time constraints. I am not being critical of her, but the process is still at question. Maybe we need more hours. Keep in mind that I have no idea what the others things of these minutes. I will ask that question at the May meeting. pat On Apr 17, 2012, at 3:40 PM, Teresa Bender wrote: Dear Pat: Please consider the length of the meeting, time to type 8 pages and staying within the 5 -6 hour allotment of time per meeting. I understand that not being at the meeting must make it very difficult to decipher exactly what transpired; however, eight pages is rather lengthy. Sincerely, Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429 -8629 Original Message From: Pat Branch Sent: Monday, April 16, 2012 9:16 PM To: Teresa Bender Subject: Re: Emailing: 2012 -04 -04 P & R Minutes.pdf I want to revisit the $30 for ice cream at The Jam. We have uncommitted funds in that we could use. If 30 is enough ( I doubt it) that is great but we can do better There are a couple of questions that I have but they will come up at the May meeting so no need to raise them now I realize that these minutes meet the legal requirement but they are 4/18/2012 Page 2 of 2 getting pretty thin Sent from my iPad On Apr 16, 2012, at 12:36 PM, "Teresa Bender" <TBender@CENTERVILLEMN.com> wrote: Dear P & R Members: Please find the attached. If you have any questions, please let me know. Sincerely, Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429-8629 The message is ready to be sent with the following file or link attachments: 2012 -04 -04 P & R Minutes.pdf Note: To protect against computer viruses, e-mail programs may prevent sending or receiving certain types of file attachments. Check your e -mail security settings to determine how attachments are handled. <2012 -04 -04 P & R Minutes.pdf> 4/18/2012 Page 1 of 1 Teresa Bender From: Pat Branch Sent: Monday, April 16, 2012 9:16 PM To: Teresa Bender Subject: Re: Emailing: 2012 -04 -04 P & R Minutes.pdf I want to revisit the $30 for ice cream at The Jam. We have uncommitted funds in that we could use. If 30 is enough ( I doubt it) that is great but we can do better There are a couple of questions that I have but they will come up at the May meeting so no need to raise them now I realize that these minutes meet the legal requirement but they are getting pretty thin Sent from my iPad On Apr 16, 2012, at 12:36 PM, "Teresa Bender" <TBender c@CENTERVILLEMN.com> wrote: Dear P & R Members: Please find the attached. If you have any questions, please let me know. Sincerely, Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429 -8629 The message is ready to be sent with the following file or link attachments: 2012 -04 -04 P & R Minutes.pdf Note: To protect against computer viruses, e-mail programs may prevent sending or receiving certain types of file attachments. Check your e-mail security settings to determine how attachments are handled. <2012 -04 -04 P & R Minutes.pdf 4/17/2012 MUSIC IN THE PARK AGREEMENT - 2012 Agreement made this 16 day of April, 2012 between the undersigned, Ms. Joyce Kramer, Porch Pickers, referred to as "Entertainer" and the City of Centerville on behalf of the Parks & Recreation Committee (City). Name of Group/Individual Providing Entertainment: Porch Pickers Name of Group/Individual Contact Person: Ms. Joyce Kramer 2700 Pascal Street North Roseville, MN 55113 651 - 631 -8286 www.porch pickers.com The City agrees to pay for the services provided by the Entertainer on the terms and conditions stated below: DATE(S) OF PERFORMANCE Tuesday, July 17, 2012 from 6:30 to 7:30 p.m. LOCATION OF PERFORMANCE Hidden Spring Park 1601 LaMotte Drive Centerville MN 55038 TYPE OF PERFORMANCE Blue Grass AGREED UPON PRICE $ 350.00 Deposit $ 0.00 �O c 4- Kra M @ r BALANCE $ 350.00 The City of Centerville shall pay the Entertainer immediately upon completion of the performance, the agreed upon price, less any paid deposit. The performance by Entertainer is subject to delay or cancellation due to accident, riots, strikes, epidemics, inclement weather, acts of God or any other legitimate conditions beyond the control of either party. The performance may be delayed up to one hour by City due to threatening weather. In the event that factors make it necessary to delay more than one hour, due to circumstances beyond the control of either party, the performance shall be rescheduled, if a mutually acceptable date can be identified by the parties. Both parties agree to make a good faith effort to find an acceptable alternative date. If the event must be cancelled due to severe weather watches or warnings and the notice of cancellation is given to Entertainer before they arrive on site, the parties will attempt to reschedule to a mutually acceptable alternate date, in which case the City will pay 50% as a non refundable deposit, and the remaining amount will be paid at the completion of the rescheduled event. In the event of cancellation where rescheduling is not possible, the Entertainer shall be entitled to 100% of the agreed upon compensation. See attached Inclement Weather Policy. Other conditions specific to this performance: 1. Entertainer(s) may use the City of Centerville's PA system with a damage waiver signed. A Parks & Recreation Committee member will deliver, set up and take down the equipment, with the assistance of band members. The PA system is offered at no charge to the entertainer. 2. Other , K1t-� aft_ dull • v . ( '`a.� '' 1. 1i� L Mr. allas Larson, City Administrato - a , , re of Entertainer /Agent Contact Person City of Centerville Please sign and return this contract in the return envelope provided. If you have any further questions, please feel free to contact Mr. Tom Lee at (651) 426 -1254. Music in the Park Inclement Weather Policy Music in the Park does not have an alternate weather location. We make every effort to have the event go on as scheduled. We will also attempt to reschedule the event. Safety of our performers and spectators is of paramount importance, thus the event could be cancelled for weather- related reasons. If we are not able to cancel in advance, we expect musicians to remain at the park up to one hour after the scheduled concert start time. If a performer feels that the current weather conditions pose a threat to their equipment, they may postpone setup until the weather clears or the event is cancelled. If the show is to be cancelled, that determination will be made at the concert start time by a designated representative of the City. Performers who leave the park without the approval of City's representative, or prior to the show being cancelled will forfeit their payment for the event. MUSIC IN THE PARK AGREEMENT - 2012 Agreement made this 16 day of April, 2012 between the undersigned, Mr. Fred Bailey, Maple Street Ramblers, referred to as "Entertainer" and the City of Centerville on behalf of the Parks & Recreation Committee (City). Name of Group/Individual Providing Entertainment: Maple Street Ramblers Name of Group/Individual Contact Person: Mr. Fred Bailey 1011 Hesley Hill Court Shoreview, MN 55126 651 - 483 -0609 fnbailey@aumn.edu The City agrees to pay for the services provided by the Entertainer on the terms and conditions stated below: DATE(S) OF PERFORMANCE Tuesday, July 24, 2012 from 6:30 to 7:30 p.m. LOCATION OF PERFORMANCE Hidden Spring Park 1601 LaMotte Drive Centerville MN 55038 TYPE OF PERFORMANCE Dixieland AGREED UPON PRICE $ 250.00 Deposit $ 0.00 BALANCE $ 250.00 The City of Centerville shall pay the Entertainer immediately upon completion of the performance, the agreed upon price, less any paid deposit. The performance by Entertainer is subject to delay or cancellation due to accident, riots, strikes, epidemics, inclement weather, acts of God or any other legitimate conditions beyond the control of either party. The performance may be delayed up to one hour by City due to threatening weather. In the event that factors make it necessary to delay more than one hour, due to circumstances beyond the control of either party, the performance shall be rescheduled, if a mutually acceptable date can be identified by the parties. Both parties agree to make a good faith effort to find an acceptable alternative date. If the event must be cancelled due to severe weather watches or warnings and the notice of cancellation is given to Entertainer before they arrive on site, the parties will attempt to reschedule to a mutually acceptable alternate date, in which case the City will pay 50% as a non refundable deposit, and the remaining amount will be paid at the completion of the rescheduled event. In the event of cancellation where rescheduling is not possible, the Entertainer shall be entitled to 100% of the agreed upon compensation. See attached Inclement Weather Policy. Other conditions specific to this performance: 1. Entertainer(s) may use the City of Centerville's PA system with a damage waiver signed. A Parks & Recreation Committee member will deliver, set up and take down the equipment, with the assistance of band members. The PA system is offered at no charge to the entertainer. 2. Other 1 l Mr. Dallas Larson, City Administrato_ Signature of Entertainer /Agent Contact 1e on City of Centerville Please sign and return this contract in the return envelope provided. If you have any further questions, please feel free to contact Mr. Tom Lee at (651) 426 -1254. Music in the Park Inclement Weather Policy Music in the Park does not have an alternate weather location. We make every effort to have the event go on as scheduled. We will also attempt to reschedule the event. Safety of our performers and spectators is of paramount importance, thus the event could be cancelled for weather - related reasons. If we are not able to cancel in advance, we expect musicians to remain at the park up to one hour after the scheduled concert start time. If a performer feels that the current weather conditions pose a threat to their equipment, they may postpone setup until the weather clears or the event is cancelled. If the show is to be cancelled, that determination will be made at the concert start time by a designated representative of the City. Performers who leave the park without the approval of City's representative, or prior to the show being cancelled will forfeit their payment for the event. April 19, 2012 TO: Park and Recreation Committee and Mr. Paul Palzer FROM: Kevin Amundsen, P &R committee member Today I cleaned both Tracie McBride and Acorn Creek parks. I took some photos of a couple of issues that I found. I think all of our parks need to be looked at in regards to 'feature' trees. This would be the trees that stand alone in grassy areas. In the two parks I cleaned there are both scrub trees and vines growing in with the feature trees. A. An example is photo number 1. Wild grape vines smothering and deforming trees. There are also other kinds of trees growing within the space of feature trees robbing of sunlight, nutrition and room. B. On most deciduous trees, lower limbs need to be trimmed and some of the sprouting limbs at base of trees need to be removed. C. Buckthorn eradication. (south side of Acorn Creek Park and west side of Tracie McBride Park) NOTE: To Paul, I left the vines on the ground in Acorn Park (east side of park). There are still some in the tops of the trees and if you have a pole with some kind of hook you should be able to get the rest. I didn't have a saw with me and there are still scrub trees and what's left of the of the vine bases that should be cut out from under the trees. If these vines are tossed next to the pond they will just re -root and continue to grow. ----if " \ .` - PHOTO #1. Eastside of Acorn Park. NOTE: To Paul, in Acorn Creek Park the 'fall zone' wood chips could be added to and smoothed out. There a lot of weeds gowing in the chips on the outsides of the play equipment. As you know, Tracie McBride Park has sand for the 'fall zone' and for the most part is in good shape. This is the only taging I found in both parks. =-ter PHOTO #3. Playground of Acorn Park. Teresa Bender From: John Grahek Sent: Sunday, April 22, 2012 8:51 PM To: Teresa Bender Subject: Eagle Park Cleanup Teresa, I cleaned up Eagle Park on Friday. The park looked fairly good. We could use more wood chips for the base. The top layer are chips but the under layers have all settled and turned into dirt. I put a bag of garbage by the dumpster for pick up and the main garbage is full also. I also put a bunch of branches by the bag that could be picked up. No new graffiti which is good news. I do not remember if the clear globe on the play tower had a burn hole through the center of it. If it did not it does now. That was the only damage I found. We may want to look at putting a dog waste station at this park. I found many plastic bags tossed in the woods with you know what in it. Great they picked up after the dog but why throw it in the woods. I do not get people. Please feel free to forward this to the other members with my apologies for not being there Saturday. Thanks, Jon 1 Page 1 of 2 Teresa Bender From: Teresa Bender Sent: Tuesday, April 24, 2012 7:28 AM To: Paul Palzer Cc: Dallas Larson Subject: FW: Hidden Springs Park Cleanup FYI Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429 -8629 Original Message From: Seeley Suzanne [mailto:skseeley @yahoo.com] Sent: Monday, April 23, 2012 7:54 PM To: Teresa Bender Subject: Re: Hidden Springs Park Cleanup Hi, Teresa, I cleaned up Hidden Springs Park Saturday morning. It still needs weed removal on the trails and the shoreline. I am willing to do more if I could pair up with someone who knows the "good" from the "bad" plants on the shoreline, in particular. Would you please forward the request to have the drinking fountain turned on to Paul? Thanks, Suzanne From: Teresa Bender <TBender @CENTERVILLEMN.com> Sent: Monday, April 23, 2012 7:55 AM Subject: FW: Eagle Park Cleanup Dear Parks & Rec Members & Mr. Palzer: Please see below. Teresa Bender City Clerk Original Message From: John Grahek Sent: Sunday, April 22, 2012 8:51 PM To: Teresa Bender Subject: Eagle Park Cleanup Teresa, I cleaned up Eagle Park on Friday. The park looked fairly good. We could use more wood chips for the base. The top layer are chips but the under layers have all settled and turned into dirt. I 4/24/2012 Page 2 of 2 put a bag of garbage by the dumpster for pick up and the main garbage is full also. I also put a bunch of branches by the bag that could be picked up. No new graffiti which is good news. I do not remember if the clear globe on the play tower had a burn hole through the center of it. If it did not it does now. That was the only damage I found. We may want to look at putting a dog waste station at this park. I found many plastic bags tossed in the woods with you know what in it. Great they picked up after the dog but why throw it in the woods. I do not get people. Please feel free to forward this to the other members with my apologies for not being there Saturday. Thanks, Jon This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com 4/24/2012 t' , 0 p I fliL , 1 ` Y 0 rt.@ „,, v T i I MMO ' '‘#°.)(' ili ,,, ' 44 I f , - Mean Gene & The Woodticks Maple Street Bi Big Srniles Bluegrass /Country 7 ' s Rock Tuesday, June 26th Da ter Tuesday, June 12th l. .. . .. Tuesday, Jul 24th AZ 1:111-et V 3 $ iorts , _ : N. Seven Cat Swlnc . ; T ,_ s . : -� � II i t to Swing ;'A-x WI: 41 �= Tuesday, July 10th �' , 1 , : i ' it BLUEGRASS. COUNTRY tie ii ii .__ . 9 L !�". GOSPEL. MUSIC ; f Brass Bc�td F` Dirty Shorts Tom Le Br Band i { fr Acoustic Rock Tuesday, June 19th Tuesday, July 31st PORCH PICKERS BAND Porch Pickers Blue Grass Tuesday, July 17th All performances at Hidden Springs Park, Centerville at 6:30pm • • I- - 0 i) 6 4 r -- r • • • Flyer by Savannah Lee . . . . .. 3 . . f . ii" . . . . • • :,•'•i S %7N SIF j V ■ i `' � _ • 4 . `.. v • ; ..- .- . .. r" -• : i= 441: 1 ".:...' : . 1 1, X 11.10111111, . . 15` rte' t • 3 �v it 1 • • t illa : . ..,,,.. i I . +tzs 'v .....„„„, 1 ,h/1/ i ., _,,,, e, ,,,,,........ , .....er ,. ... ,....,, • .. ... • .. 1. 1._. ..,,.,..„,..:._,,,....."....,,..co.,......,:. : 7,5.i., i .,...,..•. . , . , . ... . lb iit A .„....,„ 1 , . . . . .., .‘ ., Gt ) Es A c .:.... ... ... .,. • ... cm -J t...- Z. ... .. • Page 1 of 2 Teresa Bender From: Teresa Bender Sent: Thursday, April 19, 2012 2:25 PM To: Tom Lee' Subject: RE: The Jam Flyer I am sure P & R wit love you!!! Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429 -8629 - -0riginal Message---- - From: Tom Lee [maf to:Tomt.ee@nol- tec.com] Sent: Thursday, April 19, 2012 2:17 PM To: Teresa Bender Subject: RE: The Jam Flyer Will that work? Thomas A. Lee Nol -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee@nol- tec.com (651) 203-2547 direct line »> Teresa Bender <TBender@CENTERVILLEMN.com> 4/19/2012 1:59 PM »). Two members of Parks & Rec. had concem of pop versus popcorn. The will not be providing pop. Teresa Bender City Clerk City of Centerville 1860 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429-8629 Original Message---- - From: Tom Lee [mallto:TomLeettrol- tec.com] Sent: Thursday, April 19, 2012 1:57 PM To: Teresa Bender Subject: Re: The Jam Ryer Too late. Hooked at them very, very late last night actually, very, very early this morning... and didn't see a thing wrong tired eyes I guess. D'oh! Thomas A. Lee Nol -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee@nol-tec.com (651) 203 -2547 direct line »> Teresa Bender <Tennder @CENTERVILLEMN.com> 4/19/2012 1:36 PM >» Dear Tom: I hope you have not had an opportunity to place any of the JAM flyers. There are a few typos that need to be corrected and they are as follows: Fele Des Lacs Jam - should be Fete des Lacs Jam Bring your instrument and friends, come jam! or just listen - should be Bring your instrument and friends, come jam or just listen! Free Icecream and Pop - should be Free Ice Cream & Popcorn Sincerely, Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55036 (651) 429 -3232 x 13 (651) 429-8629 This e-mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an Intended redptent. If you received this by mistake, please notify us by replying to the message, and then delete it. This email has been scanned by the Symantec Email Security.doud service. For more Information please visit http: / /www.symantecdoud.com 4/19/2012 PARK FACILITY PERNIIT APPLICATION 1. Name /Address/Phone Number of Individual or Organization responsible for making this application: Centennial Soccer club Chris Melmer /612- 616 -7082 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: Summer soccer practices for the age group 9/10 3. What is the number of people that are involved in your event/activity? 10 -15? 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: Sunday - Thursday between the hours of 5 and 9PM. Precise schedule will follgs 6. Is anyone charged a fee to watch or participate in your event? No 7. Have you used these facilities before? ❑ If so, when? 8. Are you requesting additional permits or City services? C Yes IS 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. Chris Melme 04/05/2012 Prim Name; N rson Signing Date Signature Office Use Only Permit approved by: Date: Deposit required: $ Receipt # Form number: 2012.01 PU PARK FACILITY PERMIT APPLICATION 1. Name /Address/Phone Number of Individual or Organization responsible for making this application: Centennial Soccer Club / Chris Melmer Fields Director 612 - 616 -7082 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: This is an ammendmant to the request approved for the use of LaMotte fields at the 4/4 board meeting. We would like to also use the Fields on Sundays during the soccer season (4/23 - 6 -30) from 4 -9 PM 3. What is the number of people that are involved in your event/activity? Varies 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: April 23 - June 30 from 5 - 9PM for practices. (see follow up document for detla 6. Is anyone charged a fee to watch or participate in your event? No 7. Have you used these facilities before? 0 If so, when? During the 2010 soccer season, and now approved for M -Th for 2012 8. Are you requesting additional permits or City services? 111 Yes 0 No (i.e., Road Closure(s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or . ports 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. Chris Melmer 4/5/2012 Print:' N. IA o \ Person Signing Date +nI ignature Office Use Only Permit approved by: Date: Deposit required: $ Receipt # Form number: 2012.01 PU tervitie r - ` _` 1880 :Main Street, CerctmrilCe, 7YL7r 5S038 r 1 tail! ISh 1857 651- 429 -3232 or Ta. 631 -429 -8629 April 24, 2012 ( Running Ventures 901 North Third Street, #414 Minneapolis, MN 55401 Please find the enclosed Contract for Services for your signature and return. The City of Centerville's Parks & Recreation Committee again looks forward to utilizing your services for the upcoming 2012 Fete des Lacs races. I have enclosed a postage paid return envelope for your convenience. If you have any questions or concerns prior to the race, please feel free to contact Mr. Pat Branch at pbranch@centervillemn.com. Here's hoping for wonderful weather and a great turnout. Sincerely, C. Teresa Bender, CMC City Clerk Enc.