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HomeMy WebLinkAbout2012-06-06 P & R Minutes - Approved Not Approved PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, June 6, 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, June 6, 2012 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. Also Present: Council Member Steve King Public Works Director Paul Palzer I. CALL TO ORDER Roll Call Chairperson Branch called the June 6, 2012 Parks & Recreation Committee Meeting to order at 6:30 p.m. II. SET AGENDA ,Haiden to Motion was made by Committee Member Seeley seconded by Committee Member place Mr. Tom Lee on the agenda under Appearances, to add number 11 “Movies in the Park” and to add number 12 “City Council Goals and Objectives, 2012” under Committee Business. All in favor. Motion carried unanimously. APPEARANCES III. Mr. Tom Lee appeared before the committee to give an update of the Music in the 1. Parks Program. This program kicks off next Tuesday, June 12. Mr. Lee will need to obtain the P.A. System from Public Works and, for convenience, would like to store it in the warming house during the week. He stated he would be able to obtain a product, at no cost, that would absorb any moisture that could be placed in the warming house to protect the P.A. System from any dampness. The Committee members discussed other alternative locations but determined they would be difficult to access after hours. Mr. Lee stated that all the contracts have been signed and that he will contact Ms. Bender at City Hall with regard to obtaining payment for the bands. In the case of City of Centerville Parks & Recreation Committee June 6, 2012 inclement weather i.e. rainouts, the band would be rescheduled to Thursday of the same week. Mr. Lee has been heavily promoting the event. During the “Jam”, scheduled for July 27, from 6 pm to 10 pm (and possibly later to 11:30 pm with a specific band playing at the end the ‘Jam”), there will be a Lions concession stand available serving food and beverages. CONSIDERATION OF MINUTES IV. Consideration of the May 2, 2012 Parks and Recreation Committee meeting minutes: A request was made to amend the meeting minutes with the following corrections:  Under ROLL CALL – remove Vice-Chairperson John Grahek from Present as he was absent and was also listed as absent;  Under CONSIDERATION OF MINUTES – add “Seeley” as the Committee member who made the motion and add “Haiden” as the Committee member who seconded the motion.  Under COMMITTEE BUSINESS #4 2012 Music in the Park Flyer – delete the word “several”  Under ADJOURNMENT – replace member with “Chair” and add “Branch” as the Committee member who made the motion and “Peterson” as the Committee member who seconded the motion. Motion was made by Chair Branch, seconded by Committee Member Seeley, to approve the May 2, 2012 meeting minutes as amended. All in favor. Committee Member Grahek abstained. Motion carried. NOTE: There was concern that the minutes from last couple of months were not detailed enough and the Committee would like to have more detail included in the minutes in the future. Committee Chair Branch requested that he also be sent a copy of the preliminary minutes. COMMITTEE BUSINESS V. 1.Trailside Park Park Benches a. – It was suggested that the two donated benches be placed by the center gardens with one facing east and the other facing northeast; Portable Toilets b. – This would be the responsibility of the Bald Eagle Water Ski Club; the toilets need to be placed by the lake; will need to verify if this has been approved by the Council. 2.2012 Music-In-The-Parks - also see III APPEARANCES Contracts – a. All have been signed. It was the consensus of the Committee to serve 100 ice Ice Cream Social – b. cream cups during “Ice Cream Social” on the first and last Tuesdays of the “Music in the Parks” program; Committee Member Peterson will purchase the ice cream. Discussed having water available and obtaining keys to the concession stand. Page 2 of 6 City of Centerville Parks & Recreation Committee June 6, 2012 3.Volunteers for Park Monument Signs/Contact Area Schools - Currently Royal Meadows and Hidden Spring have many weeds that need to be removed; there has been some clean-up done at Tracie McBride; the remaining parks are in very good shape. The playground at Tracie McBride has sand, not wood chips. Contacting Area Schools for volunteers will be tabled for now. 4.Sand Volleyball Court a. Quotes, Specifications, Preparation & Construction – Committee Member Grahek obtained an additional bid in the amount of $22,000 for the first court and $19,000 for the second court. The first bid would cover getting the equipment onsite, so the bid for a second court should be somewhat lower. The Committee would like to obtain an additional bid. Currently there is $11,000 set aside for the construction of one court, plus the pledge of a $5,000 donation from the Dead Broke Saddle Club. This project may need to be postponed until 2013 depending on the best bid received and total funds available. b. $5,000 pledge from Dead Broke Saddle Club – Committee discussed having staff contact them since this donation has not yet been received. However, since there is some re-evaluation being done of charitable gambling, which may impact the actual amount of their donation, the Committee decided to hold off further discussion of this until August or September and keep it an open item on the Action Items List. 5.Special Event Permit Application – Fete des Lacs Skate/Run/Walk This event is scheduled for July 28 with set-up beginning on July 27. There was discussion about modifying the skate course due to some areas being too narrow for passing. Chairman Branch sent that information to the Anoka County permit department with the proposed changes. He then explained the differences between various types of events and that many are geared for the professionals, not as much for the amateurs and this event should be focused on fitness and recreation, primarily for the amateur. Motion was made by Committee Member Haiden, seconded by Committee Member Grahek to recommend to the City Council to approve the Special Event Application for the Fete des Lacs Skate/Run/Walk on July 28, 2012, with one modification on the application i.e. page 2, #4, last line: add “Kids” after the number 50. All in favor. Chair Branch abstained. Motion carried. 6.Park Facility Permit Application: Hidden Spring Park – August Wedding Motion was made by Committee Member Grahek, seconded by Committee Member Peterson to recommend to the City Council to approve the Park Facility Permit Application for the wedding in Hidden Spring Park on August 25, 2012. All in favor. Motion carried unanimously. 7.Park Facility PermApplication – Brownie Troop Family Picnic it The Brownie Troop requested to use the Hidden Spring Park Picnic Shelter, on July 28, 2012, following the parade, for a group picnic. It was suggested that the recommendation to Page 3 of 6 City of Centerville Parks & Recreation Committee June 6, 2012 approve this application be contingent upon vacating the premises by 3 pm due to another event being held in the same park. Motion was made by Chair Branch, seconded by Committee Member Peterson to recommend to the City Council to approve the Park Facility Permit Application for Brownie Troop 54243 for a Group Picnic in Hidden Spring Park on July 28, 2012, following the parade, with the contingency that they vacate the premises by 3 pm. All in favor. Motion carried unanimously. 8.Tulip Bulb Donation – Mr. & Mrs. Terry Elken Committee Member Seeley received, on behalf of the City, a donation of over 750 tulip bulbs for planting in the fall from Mr. & Mrs. Elken. Currently the bulbs are in the process of drying and in the fall there will be a need for additional volunteers to help plant them throughout the park system. Suzanne will oversee the storage and drying of the bulbs. A thank you letter should be sent from the Committee with Chair Branch signing it on behalf of the Committee. 9.Reschedule Regularly Scheduled Meeting of July 4 After discussion regarding alternate dates for the July meeting, it was determined to reschedule the meeting to July 11. Due to Council’s meeting of the same date, the Committee opted to meet at Hidden Spring Park at the picnic pavilion (or the LaMotte warming house if inclement weather). An action item will be added for staff to post this change of date and location notice. Motion made by Committee Member Amundsen, seconded by Committee Member Peterson to change the date of the July committee meeting from July 4, 2012, which is a legal holiday, to July 11, 2012 at Hidden Spring Park with an alternative location being LaMotte warming house if inclement weather. Motion carried unanimously. 10.Hidden Spring Park “Spruce Up” Prior to Weddings? After discussion, it was determined that a “Spruce Up” day should be held in Hidden Spring Park, prior to scheduled weddings being held. Committee members Seeley, Amundsen and Branch volunteered to do this, with Committee Member Haiden possibly being available. This activity will be coordinated by Committee Member Seeley with a date to be set. 11.Movies in the Park The Committee would like to present a “Movies in the Park”, in September or possibly in October; there is $750 in the budget for the movie and popcorn. In 2011 this was held on Saturday, September 17. For 2012, possible dates are September 15 or 22 at Laurie LaMotte Memorial Park. The Committee would like suggestions for movie selections and will also need to find a projector and pay a company for the use of the movie. 12.City Council Goals & Objections – Parks & Recreation Addendum Chair Branch reviewed the Comprehensive Plan including the City Council Goals and Objectives for 2012 and prepared an addendum for the Parks and Recreation Department. Each Committee Member received a copy via email. Chair Branch stated the Goal is to: Page 4 of 6 City of Centerville Parks & Recreation Committee June 6, 2012 Foster a sense of community through culture & recreation and explained the three main objectives he felt were important to address: a. Promote or provide recreation facilities & programs to serve the varied recreation needs of all age groups in the City. b. Maintain City Parks & Trails at a high standard to ensure protection of past investments of tax dollars. c. Promote and protect the history & heritage of the City. Each of these objectives has specific steps to achieve and a timeframe in which to accomplish them. Chair Branch asked that each Committee Member review these items and be prepared to discuss them further at the July meeting. UPDATES VI. 1. Trail Signs, Kiosk, Donated Park Benches Placement – P. Palzer & K. Amundsen Trail Signs have been completed but need to be placed; Kiosk inserts need to be placed; donated park benches – see Committee Business #1, Trailside Park. 2. Smart Phone Application – B. Peterson Committee Member Peterson will continue to work on this application specifically for the Centerville area. He has been able to bring up a map of the parks areas. 3. Mr. Jeff Perry, Operations Manager for Anoka County P & R Department After discussion it was determined that staff should continue to maintain contact with him with information and for permission or authorizations the county may require. Authorization has been granted to post Centerville P & R activities in the Rice Creek Chain of Lakes Park. 4. Playground Area @ Royal Meadows, Wood Chips – P. Palzer This project has been completed. 5. Graffiti in Eagle Park – P. Palzer The graffiti has been removed. A question was asked how often the trash was emptied as there was a very smelly trash can in the area. Mr. Palzer responded they are emptied two to three times per week. 6. Registration Status - Festival of Lakes Skate/Run/Walk Registrations are coming in slowly right now; 12 registrations have been received so far. 7. Daisy Dash & Grand Old Days/Advertisement for Run/Walk/In-Line – P Branch Information was received for this activity that was held the first weekend in June. 8. Go Anoka County Page 5 of 6 City of Centerville Parks & Recreation Committee June 6, 2012 Information was received for the GoAnokaCounty.org which is an online resource that identifies opportunities for residents to engage in physical activities through the Park System(s). . Field Changes for Minor Baseball 9 An email was received on May 3 which indicated the games/teams that were moved from LaMotte 1, 2 & 3 to Lexington 1, 2, & 3 for the month of May. No information has yet been received regarding changes for the month of June. There was an agreement that Centerville would groom and maintain the fields and concession stand for the Centennial Lakes Little League. The Committee would like verification if they will continue to have their games at LaMotte. NOTE: Committee Member Amundsen was appreciative of the listing of City events and activities that Ms. Bender included at the end of the June agenda. VII. REVIEW OF ACTION ITEMS Items that need to be tabled to a future date are numbers 6 & 27; Items that are open and need to be modified are:  Number 13 to 13A Cornerstone Park Inserts & 13B Rebuild Trail Map Graphic  Number 48 to 48A Trail Signs – 4 Laminated Maps Printed & 48B Trail Signs installed at Corner Express & LaMotte (+2 reserves)  Number 7, 13A, 14, 33, 35, 40, 41, 46 48A, & 48B – change due date to 7-11-12 Items that have been completed as of June 6, 2012 will be removed. These includes item numbers 13B, 30, 32, 34, 36, 37, 38, 39, 42, 43, 44, 45, 47, 49 & 50 Items to be added are:  12-051 Post P & R July Meeting Notice for 7-11-12 @ Hidden Spring Park; Staff,  12-052 Weeding in Hidden Spring Park (Kevin, Suzanne, Pat & possibly Mark), S. Seeley, 7- 11-12 Open  12-053 Install Park Benches in Cornerstone Park; P. Palzer; 7-11-12; Open  12-054 P & R Addendum to City Goals & Objectives; P. Branch; 7-11-12; Open A revised Action Item List, as of 6-6-12, will be included with the approved minutes. VIII. ADJOURNMENT Motion was made by Committee Member Amundsen and seconded by Committee Member Haiden to adjourn the June 6, 2012 Parks and Recreation meeting at 8:35 p.m. All in favor. Motion carried unanimously. Submitted by: Linda Neudecker, Recording Secretary Page 6 of 6