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HomeMy WebLinkAbout2012-04-04 P & R Minutes - Approved 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 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 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. All 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 commended 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 supply 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 recommend 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. otion made by Committee Member Haiden, seconded by Committee Member M 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 unanimously . Trailside Park/St. Paul Water Utility (Nagell Appraisal & Consulting) 7. 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. How many? b. Cost would determine whether one (1) or two (2) courts would be s constructed (size of a court i50 x 80; the size for 2 is 100 x 80). Field(s) would be oriented to prevent player discomfort (sun, etc.). Cost? c. 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. Dead Broke Saddle Club Donation – d. 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 inquiry was received regarding minimal maintenance and cleanup efforts for two local parks and the Committee scheduled a cleanup day 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 placed 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, th 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. Committee Member Amundsen 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 ensued 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 completed 1. Items that have been as of April 4, 2012 are to be removed. These include item numbers 12-026, 12-028, 12-029 and 12-031. modified 2. Items that need to be 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 added 3. Items to be are:  12-036 Rocket Launch by Cub Scouts: th Staff – change date on the Special Event/Noise Permit to from June 18 to ndthrd June 2 and the alternate date from June 25 to June 23.  12-037 Park Application by Centennial Soccer Club: th 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: th 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: st 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