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HomeMy WebLinkAbout2012-08-01 P & R Minutes - Approved PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, August 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, August 1, 2012 at Hidden Spring Park in Centerville. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Suzanne Seeley Committee Member Mark Haiden Also Present: Council Member Steve King Public Works Director Paul Palzer Absent: One Committee Member seat is vacant. I. CALL TO ORDER Roll Call Chairperson Branch called the August 1, 2012 Parks & Recreation Committee Meeting to order at 6:38p.m. at Hidden Springs Park. II. SET AGENDA , Motion was made by Committee Member Amundsen seconded by Committee Member Grahek to add number 2 “Status of Open Committee Seat” under Committee Business. All in favor. Motion carried unanimously. III. APPEARANCES NONE CONSIDERATION OF MINUTES IV. Consideration of the July 11, 2012 Parks and Recreation Committee meeting minutes: Motion was made by Committee Member Seeley, seconded by Committee Member Amundsen to approve the July 11, 2012 meeting minutes as presented. All in favor. Motion carried unanimously. COMMITTEE BUSINESS V. 1.Sand Volleyball Court City of Centerville Parks & Recreation Committee August 1, 2012 There is a bid for $16,000 from a specialty contractor. Committee Member Haiden had not acquired additional bids at the time of this meeting. There was discussion about researching the cost and timeframe for an experienced, independent contractor to do this project, following the bid criteria. A union contractor is not required, but insurance compliance is. Committee Member Haiden is willing to research this option further. 2.Status of Open Committee Seat There are two (2) individuals interested in the open committee seat. Currently the City Council interviews and makes the appointment(s) with no input from the Committee. The Committee Members would like all candidates to attend a P & R meeting for them to observe and also allow the Committee to interview the candidate(s) prior to making a recommendation to the Council. They also discussed the option of having an alternate member or increasing the number of committee members from seven (7), as stated in the City Code, to nine (9) members. 3.City Council Goals and Objectives – 2012 (Proposed Addendum for Parks & Recreation) This was discussed at the July meeting but tabled until Chairperson Branch was present. Committee Member Grahek explained that the Committee was supportive of the first three goals with a change of wording to B-3, but had some reservations about the fourth goal, i.e. the historical aspect becoming the responsibility of the P & R Committee with the exception of D-3. After further discussion the following motions were made: Motion was made by Chairperson Branch, seconded by Committee Member Grahek to delete the current wording of objective B-3 and replace it with the following wording: “Seek future parklands development opportunities”; also to add the following wording for the fourth goal “Support the City’s efforts to develop, (existing wording)” and to delete objective D-1 in its entirety. All in favor. Motion carried unanimously. ,Branch Motion was made by Committee Member Haiden seconded by Chairperson to add B-8 “Seek an opportunity to add a park bench by the tennis court in Eagle Park”. All in favor. Motion carried unanimously. Chairperson Branch would like to make a presentation to the City Council of this proposed addendum. 4.Schwan Skate Night: September 29, 2012; 5:30pm By an agreement that was made when the Schwan Center was established, Centerville is granted a free one hour skating session each September. The 2012 session has been scheduled for 5:00 p.m., September 29. This community event is open to all Centerville residents and their guest. Information for this event is posted on the City website. 5.Park Facility Permit Application: August 18, 2012; 11:30 a.m. to 2:00 p.m. Page 2 of 5 City of Centerville Parks & Recreation Committee August 1, 2012 Ms. Cindy Feist, 7305 Deer Pass Drive, requested the use of Hidden Spring Park for her son’s wedding. Staff has secured the required $100 deposit. Motion was made by Committee Member Grahek, seconded by Committee Member Amundsen to accept the request for the use of Hidden Spring Park on August 18, 2012 from 11:30am to 2:00pm. All in favor. Motion carried unanimously. UPDATES VI. 1. Council Updates - Council Liaison King None. 2. Kiosk Inserts – K. Amundsen Tabled to September meeting. 3. Smart Phone Application – B. Peterson Committee Member Peterson gave a brief update that he has been searching for a Q.R. code and will continue working on this application. There was an explanation of how this application works on an iPhone. 4. 8K Walk/Run/In-Line/Kids Fun Run Chairperson Branch thanked all of the Committee Members who assisted with this activity on July 28, 2012 and gave a report of the event. He had several volunteers who assisted setting up and along the route. He suggested that in 2013 the event should end at Hidden Springs Park which is close to the starting point. There were 10 less skaters this year, but there were more than 10 additional runners, with the total of 121 participants, up 3 from 2011. The revenue for the day was $2,640 with expenses of $1,572 for a net income of $1,068 as of race day. There is still approximately $500 - $600 not yet received from a few sponsors; reminder calls were made by City Staff. Some additional expenses incurred in 2012 for this event were the registration of the domain name, the certification of the route (every 10 years) and the purchase of directional signs. Additional information: for 2013, Mr. Brad Griffith, a volunteer, has offered to do help with sponsors and Committee Member Haiden will emcee the awards ceremony. The Committee then reviewed several aspects of this event and some suggestions being made for 2013:  More delegation of tasks to volunteers with Chairperson coordinating;  Move the water station to the entrance of the circle at Wargo;  Should the skate be held in 2013 as there were only 29 participants? This event generated about $500 after expenses and involves a great deal of work;  Advertise and promote earlier;  Post signage at intersecting paths to prevent park walker & bicycle traffic from interfering with the race participants;  Better signage for restrooms & announce locations at start of the race; Page 3 of 5 City of Centerville Parks & Recreation Committee August 1, 2012  Some areas of the route are too narrow for in-line skate racers to pass each other;  Runners run for personal accomplishment; skaters are racing to win, so there are different safety considerations;  Helmets for in-line skaters had not been required; they will be a requirement in 2013;  Water was available in 4 oz. bottles and also from cups from jugs/coolers;  Need to cover the Anoka County Parks “4 mile” marker sign as it caused confusion for the racers;  A survey was posted on the website for feedback from the participants;  Chairperson Branch sends each participant a thank you note for participating and next year reminder notes will be sent to inform them of the 2013 event;  The timing clock needs to be left up for the finish of the kids race; also a chute is needed for 2013;  The majority of participants entered the last couple of days to take advantage of the $20.00 registration fee; not many purchased the shirt for the additional $10;  Additional time is needed for event set up & a check list for all supplies. Overall this event was successful and a benefit to the community. 5. Movie in the Park – B. Peterson Committee Member Peterson stated the scheduled date would be September 15, with September 22 being the alternative rain date. He has checked on the availability of movies and suggested “The Lorax”. The cost for this would be approximately $300-350; it is a premium movie and will be released on DVD this fall. 6. Music in the Park The Committee discussed the purchase of a 100’ cable (1/4” to ¼”) with a return, to connect the board to the speakers and also the purchase of a set of noise canceling headphones for the sound engineer during the “Music in the Parks” program; probably before Christmas to take advantage of pre-holiday sales. Tabled to December. The Committee would like to have a thank you letter, from the City Council, sent to Tom Lee thanking him for his hard work. VII. REVIEW OF ACTION ITEMS Items that have been completed as of August 1, 2012 will be removed:  These include item numbers 40, 56 Items that need to be tabled to a future date are numbers: NONE Items that are open and need to be modified are: Page 4 of 5 City of Centerville Parks & Recreation Committee August 1, 2012  Number 12-007 – change from “Open” to “Tabled”  Number 12-054 – change from “Tabled” to “Open” NOTE: All current open & tabled items – change date to 9-5-12 Items to be added are:  12-057 Email Dallas requesting the candidates for the open position on the Committee attend a P & R meeting and allow the Committee to make a recommendation to the Council; Assigned Person: P. Branch  12-058 Request the City Code be amended to increase the number of Committee Members from 7 to 9 members; Assigned Person - P. Branch  12-059 Thank you letter to Mr. Tom Lee, from the City Council, for organizing the “Music in the Park” program; Assigned Person: Staff  12-060 Set up a list of items to enhance Music in the Park (i.e. headphones, cables, etc.): Assigned Person: Jon/Kevin  12-061 Set up an email account for people to sign up to receive information on community recreational activities and events on the City web site; Assigned Person: Web Site/Twitter/Cable  12-062 Post P & R September Meeting Notice for 9-5-12 at Hidden Spring Park with the City Hall as an alternate location in case of inclement weather; Assigned Person: Staff NOTE: All of these added items have a Due Date of 9-5-12 and are Open A revised Action Item List, as of August 1, 2012 meeting will be included with the approved minutes. VIII. ADJOURNMENT Motion was made by Committee Member Amundsen and seconded by Committee Member Grahek to adjourn the August 1, 2012 Parks and Recreation meeting at 8:28 p.m. All in favor. Motion carried unanimously. Submitted by: Linda Neudecker, Recording Secretary Page 5 of 5