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HomeMy WebLinkAbout2013-01-02 P & R Packet CITY OF CENTERVILLE PARKS AND RECREATION AGENDA Wednesday, January 2, 2013 - 6:30 P.M. (Admin. Offices) I. CALL TO ORDER 1. Roll Call III. SET AGENDA IV. APPEARANCES V. CONSIDERATIONS OF MINUTES 1. Parks and Recreation Committee Minutes of December 12, 2012 VI. COMMITTEE BUSINESS 1. Centennial Lakes Little League — Request to Use Entire Facility @ Laurie LaMotte Memorial Park April 1 — August 1, 2013 (Monday — Friday, 4:00 p.m. — Dark) (Submitted w/o Application) - TABLED 2. Schwan Super Rink Contract/Council Discussion — Council Blessing for School Usage Discussions — See Memo 3. Thank You to Girl Scouts — Chairperson Branch 4. Irrigation — (Hidden Spring Park/Cornerstone Park) 5. Skate Party January 12, 2012 — No Ice? 6. Email Account — Receive Information of Interest (Twitter, Etc.) VII. UPDATES 1. Council Updates - Council Member Steve King (Council Meeting Attendance) 2. Kiosk Inserts (Amundsen) 3. Smart Phone Application — (Peterson) 4. Enhancement Items for Music in the Park (J. Grahek & K. Amundsen) 20 ,'� items 1. Trailside Park a. Benches — Bald Eagle Ski Club (P. Branch) b. Portable Toilets — Bald Eagle Ski Club (P. Branch) 2. Contact Area Schools (Secondary & Beyond) — Maintain Monument Signs) 3. Weeding in Hidden Spring Park & Clean Up VIII. Action Items Review IX. ADJOURNMENT ** *NOTE * ** PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, December 12 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, December 12, 2012 at the Centerville City Hall. Present: Vice - Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Chris Bettinger Committee Member Mark Haiden Committee Member Brian Peterson Committee Member Suzanne Seeley @ Ar Committee Member Kevin Waeghe Absent: Chairperson Patrick Branch Council Member Steve King Public Works Director Paul Palzer I. CALL TO ORDER Vice - Chairperson Grahek called the December 12, 2012 Parks & Recreation Committee Meeting to order at 6:36 p.m. at Centerville City Hall administrative offices. Roll Call — see above II. SET AGENDA Motion was made by Committee Member Amundsen seconded by Committee Member Seeley to add number 9 "Example — Volunteer Opportunities from Forest Lake" under Committee Business. All in favor. Motion carried unanimously. III. APPEARANCES - NONE IV. CONSIDERATION OF MINUTES Consideration of the October 3, 2012 Parks and Recreation Committee meeting minutes. Motion was made by Committee Member Haiden, seconded by Committee Member Grahek to approve the October 3, 2012 meeting minutes as written. All in favor. Motion carried unanimously. V. COMMITTEE BUSINESS 1. Centennial Lakes Little League Request to use Entire Facility (all three ballfields) at Laurie LaMotte Memorial Park, April 1 through August 1, 2013 City of Centerville Parks & Recreation Committee December 12, 2012 (Monday- Friday, 4:00 p.m. — dark). (This request was submitted in writing, but without an application.) There was concern that the scoreboard and lights had not been moved as previously agreed upon. Concessions may not be provided for 2013 due to the fact that the City expended funds for concessions and then games were moved from the Centerville ballfields in the middle of the season. Should a guarantee be required in order to provide concessions in the future? Discussed asking for a deposit with their application tabling this issue until the next meeting and invite a representative to attend this meeting. Also discussed having staff provide all past documentation, including applications and communications regarding prior agreements to the Committee Members prior to the January meeting. Motion was made by Vice - Chairperson Grahek, seconded by Committee Member Amundsen to table this item to the January meeting and invite a representative of the Little League to this meeting for confirmation of expectations of both parties. All in favor. Motion carried unanimously. 2. Schwan Super Rink Contract A copy of the 2006 contract which includes one fall session for free skating and 48 single -use passes for open skating on an annual basis through January 1, 2046. Council approved further discussions by the Committee for possible school usage. Motion was made by Committee Member Haiden, seconded by Committee Member Peterson to reauest that either Dallas or Staff research the legalities with Schwans to donate the annual hour of time to either a Youth, community or school Lroup. All in favor. Motion carried unanimously. 3. Thank You Girl Scouts A letter was received from Girl Scout Troop 55680 who engaged in cleanup efforts at Hidden Spring Park prenting leaves from entering the lake in an attempt to minimize algae growth in October. The activity was part of a larger Girl Scout event in the Centennial area — the Centennial Day of Service. The letter explained the event and purpose behind it; it also included a thank you from the girls from the troop for the support of the City of Centerville. It was suggested that a letter of thanks be sent to the Troop. 4. Irrigation — Hidden Spring Park and Cornerstone Park No discussion was held. 5. City Code, Chapter 94: Sporting, Athletic & Music Events The Committee desired to add the following to the Code "Racing Events"; g g however, Administration felt that it was unnecessary. Committee discussed possible Page 2 of 5 City of Centerville Parks & Recreation Committee December 12, 2012 additional restrictions on large numbers using parks, but concluded it happens so infrequently that it would be more of a burden to the majority of users of the parks. 6. Anoka County Highway Department Purchase of 7297 Main Street Following lengthy discuss with the property owner, County and Council, it was determined that the County would provide certain services to the City in lieu of lost revenue for the parcel being removed from the tax base in addition to the required one -time payment of 1.8 times the City's portion of the property taxes for one year (approx. $1,400). The services provided by the County would be providing the City with an easement allowing for an entrance monument, allowing Centennial Police Department's traffic monitoring in their parking lot, maintaining trails through LaMotte Park and along CSAH14 from Main Street to Mound Trail to the City's property along Main Street then south through the Park. 7. Skate Party, January 12, 2013 Discussed an alternate or additional activity of Cross Country Skiing. Motion was made by Committee Member Seeley, seconded by Committee Member Amundsen to have Committee Member Bettinger contact Wargo Nature Center to request the use of a naturalist and cross country skiing equipment for 2 hours at a cost not to exceed $150. All in favor. Motion carried unanimously. Staff should be contacted as soon as possible to include the information in all promotional materials along with the event times being from 6:00 to 9:00 p.m. Most Committee Members anticipate attending along with two additional volunteers. 8. Sand Volleyball Court Quotes and Recommendation Motion was made by Committee Member Haiden, seconded by Committee Member Grahek to recommend to City Council accept the quote submitted by Goetz Landscape, Inc. in the amount of $18,154.93 for one sand volleyball court. All in favor. Motion carried unanimously. The Committee anticipates that construction will commence in the spring following the lifting of road restrictions. 9. Volunteer Opportunities (Example from Forest Lake) Committee Member Seeley brought a sample of "Volunteer Opportunities" the City of Forest Lake included in a local paper. She will contact the City of Forest Lake to find out what kind of response they have had and if they felt it was an effective tool to recruit volunteers. Page 3 of 5 City of Centerville Parks & Recreation Committee December 12, 2012 VI. UPDATES 1. Council Updates — Council Liaison King Due to Council Member King's attendance of the Council meeting that was scheduled for the same evening, he was unable to attend. 2. Kiosk Inserts — Amundsen The Committee requested that the 2013 City Calendar be placed in the Kiosk and any outdated material be removed. 3. Smart Phone Application — Peterson No update; Tabled 4. Hidden Spring Park Clean Up — Girl Scouts See Item #3 under Committee Business 5. Tulip Planting — S. Seeley Several hundred tulip blubs were planted by several committee members, their families and two additional volunteers from the community. 6. Snowmobile Ordinance amended by Council This ordinance was amended and adopted by the City Council on October 10, 2012 with copies provided to the Committee. This amendment was made to make it clearer and the same as the ordinances for Circle Pines and Lexington (for ease of police enforcement). A concern that was brought up was that the regulation banning studs was removed from the new language and that damage could occur to the City streets and trails. 7. Contract for Bunker Stable Hayride /Skate Night, February 9, 2013 It was noted that the contract in the amount of $721.41 had been signed and forwarded to the Stable. Committee Member Amundsen will obtain the check from Staff on or before the event. 8. Enhancement Items for Music in the Park (Grahek & Amundsen) Motion made by Committee Member Peterson, seconded by Committee Member Amundsen to purchase a 100 foot, '/ inch speaker cable and a pair of headphones in an amount not to exceed $300 (approximately $100 for headphones and not more than $200 for the cable). All in favor. Motion carried unanimously. Page 4 of 5 City of Centerville Parks & Recreation Committee December 12, 2012 9. Supplies - Skate Night Popcorn, oil, salt, bags and hot cocoa mix — these items have been purchased. VII. REVIEW OF ACTION ITEMS Items that have been completed as of December 12, 2012 will be removed: • These include item numbers 40, 41, 64, 65 Items with CHANGES: • 12 -13A - change from open to ongoing, change date to 1 -3 -13 • 12 -13B - remove words "w/Fall & ", change date to 1 -3 -13 & add Quarterly or as needed/Ongoing • 12 -35 — change date to 1 -3 -13 • 12 -46 - add "email Goetz bid to Council Member King ", change date to ASAP • 12 -52 — delete committee member names and add "Committee Members & Volunteers" • 12 -60 — change date to 1 -3 -13, change status to in process of being purchased • 12 -61 — add to agenda for January, change date to 1 -3 -13 • 12 -66 — change date from 11 -7 -12 to 1 -3 -13, add Staff to verify the legalities (see #2 under Committee Business) Items to be ADDED are: • 12 -067 A — STAFF send a letter to the Little League representative inviting him/her to the January Parks and Recreation Committee meeting. • 12 -067 B — STAFF provide a dollar amount cost with profit & /or loss for the concession stand for past 1 -2 years. * 12 -067 C — STAFF provide copies of prior documentation of contracts, agreements between Centerville and the Little League PRIOR to the January 3` Parks and Recreation Committee meeting. * 12 -68 — CHRIS BETTINGER to contact the Wargo Nature Center regarding the availability and cost of Cross Country Skiing (naturalist & equipment) for the January 12, 2013 Skate Party and let staff know response. * 12 -69 — STAFF change times for both the January 12 Skate Party and the February 9 d ' Hayride /Skate Party from 6:30pm — 10:00pm to 6:00pm - 9:00pm on all methods of promotion for these events * 12 -70 — STAFF verify the coffee pot will be available at the warming house for both 1 -12 -2013 and 2 -9 -2013. NOTE: All of these added items have a Due Date of 1 -3 -2012, are Open and the Assigned Person for them is: as listed above A revised Action Item List, as of December 12, 2012 meeting will be included with the approved minutes. IX. ADJOURNMENT Motion was made by Committee Member Grahek and seconded by Committee Member Haiden to adiourn the December 12, 2012 Parks and Recreation meetin! at 8:34 p.m All in favor. Motion carried unanimously. Submitted by: Linda Neudecker, Recording Secretary Page 5 of 5 ACTION ITEMS PARKS RECREATION Assigned # Item Person Due Date Date Closed Trailside Park Benches - Bald Eagle Ski 12 -006 Club P. Branch March, 2013 Tabled Trailside Park Portable Toilets - Bald Eagle 12 -007 Ski Club P. Branch March, 2013 Tabled Kiosk - Cornerstone Park - Create Inserts for 12 -013a Kiosk K. Amundsen 1/2/2013 On -Going Kiosk @ Cornerstone Park - Remove All Outdated Materials & Replace Winter Qtly. /As 12 -013b Programs /Events Staff 1/2/2013 Needed Contact Area Schools (Secondary & Beyond) to Inquire if Students are Interested in Helping to Maintain Monument Sign at 12 -027 Parks March, 2013 Tabled 12 -035 Smart Phone Applications - Park Maps B. Peterson 1/2/2013 Open P & R Points of Interest/Council Update - Email to Council Member King prior to CC 12 -046 Meeting - Email Goetz Bid T. Bender ASAP Committee Members & 12 -052 Weeding in Hidden Spring Park & Clean Up Volunteers April, 2013 Tabled Set up a list of items to enhance Music in the 12 -060 Park (i.e. headphones, cables, etc.) Jon/Kevin 1/2/2013 In Process Set up an email account for people to sign up to receive information on community Web recreational activities and events on the City Site /Twitter/ 12 -061 web site. Cable 1/2/2013 Open Donation of One (1) Hour of Ice Time to Staff Verify 12 -066 Youth/Community Group Legalities 1/2/2013 Open 12 -067a Letter to Little League Invite to Meeting Staff 2/6/2013 Open 12 -067b Profit/Loss Concession Stand Staff 2/6/2013 Open 12 -067c Contracts, Agreements Staff 2/6/2013 Open Naturalist & Cross County Skiing 12 -068 Equipment for 1/12/2013 Skate Parting C. Bettinger 1/2/2013 Completed 12 -069 Skate Party Times (6:00 - 9:00 p.m.) Staff 1/2/2013 Completed 12 -070 Coffee Pot @ LaMotte Park Staff 1/2/2013 Open Following December 12, 2012 Meeting Page 1 TO: Honorable Chairperson & Committee Members FROM: Staff SUBJECT: Facility Use Permit Application DATE: January 2, 2013 Please remember that the application form was created in January of 2012. January 8, 2008 Mr. Patrick Mahr Centennial Lakes Little League, President 4175 Lovell Road, Suite 330 Lexington, MN 55014 Dear Mr. Mahr, The Parks and Recreation Committee made the following recommendation for City Council consideration at their December 5, 2007 committee meeting. City Council approved the recommendation at the regularly scheduled December 26, 2007 City Council Meeting. Please send a copy of the schedule when available. The Parks & Recreation Committee received a letter from the Centennial Lakes Little League requesting the use of the Laurie LaMotte Memorial Park ball fields and the same service provided by Public Works Staff in regards to grooming the fields prior to games. This would be the same schedule as was approved in 2007. At this time, no other requests for the ball fields have been received. Motion was made by Chairperson Seeley, seconded by Vice - Chairperson Amundsen to recommend City Council approve the request from Centennial Lakes Little League to use the three baseball and softball fields and facilities located at Laurie LaMotte Memorial Park for the summer months of 2008 beginning April 1 through August 15, 2008, Monday through Friday from 4:00 p.m. until dark with the same service provided by Public Works Staff in regards to grooming the fields prior to games. All in Favor. Motion passed unanimously. Respectfully, Kim Stephan City of Centerville January 6, 2010 Mr. Patrick Mahr Centennial Lakes Little League, President 4175 Lovell Road, Suite 330 Lexington, MN 55014 Dear Mr. Mahr, The Parks and Recreation Committee made the following recommendation for City Council consideration at their December 2, 2009 committee meeting. City Council approved the recommendation at the regularly scheduled December 9, 2009 City Council Meeting. Please send a copy of your schedule when available. The Parks & Recreation Committee received a letter from the Centennial Lakes Little League requesting the use of the Laurie LaMotte Memorial Park ball fields and the same service provided by Public Works Staff in regards to grooming the fields prior to games. This would be the same schedule as was approved in 2009. At this time, no other requests for the ball fields have been received. Motion was made by Committee Member Haiden, seconded by Committee Member Peterson to recommend City Council approve the request from Centennial Lakes Little League to use the three baseball and softball fields and facilities located at Laurie LaMotte Memorial Park for the summer months of 2010 beginning April I through August 15, Monday through Friday from 4:00 p.m. until dark with the same service provided by Public Works Staff in regards to grooming the fields prior to games. All in Favor. Motion passed unanimously. Respectfully, Kim Stephan City of Centerville Page 1 of 2 Teresa Bender From: Pat Branch Sent: Monday, October 18, 2010 8:29 PM To: Teresa Bender; Kim Stephan Subject: Fwd: LaMotte Park Kim or Teresa, Do have background information on this LaMotte ball field issue? Please forward it tome. Thanks Begin forwarded message: From: Mary Capra < MCapra(@- CENTERVILLEMN.com Date: October 18, 2010 12:05:48 PM EDT To: Pat Branch < PBranch(a-CENTERVILLEMN.com >, Suzanne Seeley < SSeeley(a)-CENTERVILLEMN.com > Subject: FW: LaMotte Park Dear Pat and Susanne, There is a meeting at the park regarding the ball fields this Thursday evening at 7 p.m. Pat, Suzanne and I spoke over the weekend and she would like to attend if possible. Not certain what your schedule is. Honorable Mary Capra - Mayor City of Centerville Phone: 651 - 653 -1732 Email: mcapra(o)centervillemn.com From: Irlbeck, Bob [BLIrlbeck @landolakes.com] Sent: Sunday, October 17, 2010 6:19 PM To: Mary Capra Subject: RE: LaMotte Park Mary, Pat Mahr thought Thursday evening may work for him- perhaps around 7:00. I believe any night but Wednesday works for me. Let me know what night will work best for you. Thank you. - - - -- Original Message---- - From: Mary Capra [ mailto :MCapra @CENTERVILLEMN.com] Sent: Friday, October 15, 2010 12:33 PM To: Irlbeck, Bob; Greg Burmeister; Paul Palzer; Dallas Larson Subject: FW: Emailing: SKMBT C45110101511280.pdf Bob, Here is the design layout of the ball fields and per our conversation this morning we are looking to replace the red rock lime on the fields 1/2/2013 Page 2 of 2 our cost for this will be $19,000 I will have public works forward onto you a copy of the pricing. Honorable Mary Capra - Mayor City of Centerville Phone: 651- 653 -1732 Email: mcapra(a)centervillemn.com From: Teresa Bender Sent: Friday, October 15, 2010 11:21 AM To: Mary Capra Subject: Emailing: SKMBT_C45110101511280.pdf Dear Mary: This is being forwarded to you via Greg. Sincerely, T The message is ready to be sent with the following file or link attachments: SKMBT_C45110101511280.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. This email has been scanned by the MessageLabs Email Security System. For more information please visit http : / /www.messagelabs.com/email i 1/2/2013 Parks & Recreation Committee Meeting Minutes 11 -03 -10 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, November 3, 2010 - 6 :30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held the regularly scheduled meeting Wednesday, November 3, 2010 at Centerville City Hall, 1880 Main Street. Present: Vice Chairperson Jon Grahek Committee Member Suzanne Seeley Committee Member Mark Haiden Committee Member Kevin Amundsen � Committee Member Kevin Selander Absent: Chairperson Patrick Branch Committee Member Brian Peterson Council: Mayor Mary Capra Staff: Staff Liaison Kim Stephan Also in attendance were Mr. Patrick Mahr and Mr. Bob Erlbeck, Centennial Little League and Mr. Mark Spitzmueller and Ms. Tina Lobin, Bald Eagle Water Ski Club. I. CALL TO ORDER Roll Call Vice - Chairperson Grahek called the November 3, 2010 Parks & Recreation Committee Meeting to order at 6:33 p.m. H. SET AGENDA Motion was made by Committee Member Haiden, seconded by Committee Member Selander, to set the November 3, 2010 Parks & Recreation Committee Agenda as is. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Patrick Mahr, Centennial Little League Mr. Patrick Mahr and Mr. Bob Erlbeck, Centennial Little League, were in attendance to discuss proposed changes to field #1 at Laurie LaMotte Memorial Park. Mayor Capra updated the committee stating because of the time frame of the events, this proposal was not able to go before the committee prior to City Council's approval. At the mid - October City Council Meeting it was brought to City Council's attention that when the aglime was removed from the ball fields to install the drain tile the soil conditions were very poor. To correct the situation the estimate to replace with new red rock aglime was $19,000. Council felt they could not approve the funding at that time so Mayor Capra involved both Centennial 1 of 6 Parks & Recreation Committee Meeting Minutcs 11 -03 -10 Little League and the Centerville Lions, both whom use the fields for ball games. A meeting was held at the park with representatives of both groups, as well as Mayor Capra and Mr. Paul Palzer, Public Works Director, to discuss the problem and possible solutions. Mr. Mahr presented a proposal to City Council at the October 27, 2010 City Council meeting that would convert Laurie LaMotte Memorial Park field #1 to a grass infield and raised pitching mound. This will help Centennial Little League with their shortage of mounded fields for the major baseball program which involves 9 - 11 year olds. Centennial Little League would also like to move in the outfield fence to a distance of 225 feet per Little League Guidelines and add additional fencing from the dugouts to third base and first base, which would be for spectator safety. They would also like to move the scoreboard and outfield light poles in as well. Centennial Little League will be responsible for the above items including the costs of the entire grass infield and preparation work, using A & L Sod Company. Mr. Mahr stated Centennial Little League has recommended that the City of Centerville add more drain tile to Laurie LaMotte Memorial Park field #1 to ensure better drainage. A & L Sod will be bringing in 5 trucks of high quality fine sand which will also improve drainage. The league has agreed to mow the infield grass on #1 and groom and maintain the pitching mound, but is asking the City of Centerville to groom the aglime on all three ball fields on a daily basis to maintain the integrity of the new red rock aglime. Centennial Little League has provided a new drag to the City just a few years ago with the agreement that they would be groomed regularly. With City Council's approval of the above proposal Centennial Little League also agreed to contribute $3,500 towards the cost of the aglime. This will actually reduce the City's cost of the aglime to 1/3 of the previous estimate due to the reduction of the area being covered. The Centerville Lions did not have a problem with reducing the number of fields available to them from 3 to 2, but did not have the funds available to contribute towards the aglime. Motion was made by Committee Member Seeley, seconded by Committee Member Amundsen to fully support the proposal as presented by Centennial Little League. All in favor. Motion carried unanimously. Mr. Mahr stated the last time Centennial Little League was able to build a field like this was 1988 and they are very excited to be able to do this. The lights are currently brighter in the outfield which is geared for adults playing ball. By bringing the lights in to the infield they will be able to have night games potentially using the field 5 nights a week and have double headers. There are electricians who are part of Centennial Little League who have volunteered their time in the past and will most likely do so again to perform this work. Mr. Mahr also stated he talked to the representatives of the Centerville Lions who met at the park regarding their concession trailer and possibly selling concessions during Little League games. He said at other fields, parents use the concessions frequently and it has been a good fund raising tool, but the concession trailer would have to be there consistently on a daily basis for parents to count on it. Mr. Mark Spitzmueller, Bald Eagle Water Ski Club Mr. Mark Spitzmueller and Ms. Tina Lobin were in attendance to continue to discuss the potential for the Bald Eagle Water Ski Show performing from the area intended to be Trailside Park off CSAH14 /Centerville Lake. While the Ski Club understands development of this area is not going to take place with the Trail Project due to budget constraints, they would still like to ski at the site if possible. 2 of 6 Parks & Recreation Committee Meeting Minutes 12 -0 1 -10 When planning the Music in the Park Program for 2010, Ms. Kathi LaValle suggested booking with them, if the committee desired, earlier in the year for 2011 to guarantee the dates were available. Ms. Stephan emailed Ms. LaValle and asked for her input. Her response follows: Well, I think I remember that your meetings are band practice nights for me and I probably don't really need to be there, but thanks for the invite I would say, yes, if you let us know early, we can get the Big Band on the schedule. The 7 Cats and BBB Combo would be happy to participate again as well if you would like. Additionally, if we cannot get the BBB Jazz Orchestra, 1 would ask the White Bear Big Band, which I also have a connection with. If we can move the Music in the Park to Mondays, Wednesdays, or Thursdays, that would be better. Both the Cats and Big Band have a conflict on Tuesday nights with other band commitments. Let me know if there is anything more I can help with! And thanks again for your support and allowing us to entertain you. Email input from Chairperson Branch: My suggestion is that we move Music in the park to Wednesday nights starting July 13th and we reschedule the August P&R to Tuesday, August 2nd. I think that Wednesday is better than Monday, and Thursday is the Bald Eagle Water Ski Show night. Discussion was had as to incorporating a Children's Band into the program such as the type that plays at Pine Tree Orchard during events they sponsor. Ms. Stephan will do some research as to who plays at Pine Tree Orchard and look for same or similar bands. This could be a big draw for families with children and an offering for a different audience. To also offer something different looking for a `country' band was discussed, Ms. Stephan was contacted by a band playing country music early fall 2010 and will follow through with this contact. The committee discussed Ms. LaValle's suggestion to move the Music in the Parks night to an evening other than Tuesday. The committee is open to this idea, but did not make a decision at this time. The last two years it has been Tuesday nights, City Council and Parks & Recreation meet Wednesday nights, Bald Eagle Water Ski Shows are Thursday nights. There are pros and cons to each night. The committee would like Ms. Stephan to contact Ms. LaValle to determine which of the bands she is associated with could do Tuesday nights and which bands would it make a difference for if it was moved to Wednesday nights? Also inform Ms. LaValle the committee is purchasing a PA system that will be available for the band's use in 2011. Sand Volley Ball Court / Pleasure Rink Site Mr. Palzer has suggested the committee consider turning the pleasure rink area into a sand volley ball court instead of the site originally chosen for the court. The pleasure rink is not used very much, it is close to the picnic tables, the parking lot and the other amenities the park has to offer and it is always wet in the summer. Two full size courts would fit in this location and there would be the option to still use the site as an ice rink if it were designed for this purpose. This would also leave the site originally chosen open to further expand the soccer field into a full size field which will be possible with Centennial Little League moving the fence in for field 1. The committee found this idea worth pursuing and would like more information. Committee Member Haiden disagreed however with Mr. Palzer's opinion that the pleasure rink isn't used very much, he said he skates there with his children and the pleasure rink is used often by many. It was the committee's opinion that if this area is to be used as a volley ball court it needs to be done in such a way that it can 5 of 8 Parks & Recreation Committee Mccting Minutes 12 -01 -10 continue to be used as a pleasure rink in the winter months. The committee would like Mr. Palzer to confirm that a dual purpose would be possible. Basket Ball on Hockey Rink Mr. Palzer also suggested the committee consider a basketball court on the hockey rink during the summer months. The committee was in favor of this idea and discussed variations; size of rink, how would a basketball court fit and what type of hoops and equipment would be used. The committee would like more information from Mr. Palzer as to his ideas on the above questions. Program Promotion (Seeley) Chairperson Branch provided the committee with a draft of a Parks & Recreation Handbook for review. The objective is to create another way to publicize the Centerville social and recreation events. Chairperson Branch felt it a good idea to include the events from other organizations that the committee wants to endorse such as the Bald Eagle Water Ski Show, Centerville Lions Club Events or Wargo Nature Center Programs. Chairperson Branch discussed this idea with Committee Member Seeley who also had ideas on program promotion and presented both ideas to the committee. There will be a cost factor associated with a catalog or fliers and the committee will have to bear the cost or at least share it with some of the other groups. This can be discussed with the other groups as the promotion ideas evolve. Committee Member Seeley had spoken with representatives of the Wargo Nature Center regarding the possibility of a 2 -sided flier with Parks & Recreation Committee events on one side and Wargo events on the other. Committee Member Seeley stated that Wargo would love to get more information about their programs out into the community. This flier could be mailed quarterly with the utility bill to each Centerville residence. Wargo would consider paying for the cost of printing, with the City mailing it out. The thought is this could be done quarterly with just the specific quarter's events included. One limitation is the number of pages that can go out with the utility billing (4) and that City business such as the quarterly newsletter, Garage Sale /Clean -Up Day's Registration, Fete des Lacs, etc. would take precedence. Chairperson Branch's proposal is to create a handbook and update that handbook as the year develops; the pages in the draft were place holders intended to illustrate the idea. Chairperson Branch would coordinate with the other organizations and ask them to create their own pages in a similar format, with one idea or event per page. That keeps the pages easy to read which make them more effective. The committee is generally in favor of both these options and would like to continue discussion on the item at the January committee meeting. VI. UPDATES The committee would like a discussion of a concession stand at Laurie LaMotte Memorial Park be added to the January agenda. 8K Run Website/Domain Name / Expenditure of Funds Following is an email update from Chairperson Branch regarding the 8K Run website /domain name, with a request to expend funds. 6 of 8 Parks & Recreation Committee Mccting Minutes 01 -05 -11 Promotions — Handbook & Ouarterly Flier Discussion was continued from the December meeting as to different ways to promote park programs. The committee liked the idea of using the handbook, which is too big to mail with the utility bills, but would be similar to last year's booklet with all the summer events included. This could be an ongoing ever changing booklet, printing as needed. The flier, at one sheet, could be mailed with the utility billing in probably 3 of the 4 quarters. The utility bill mailing is limited to 4 pages and the 2 nd quarter with Garage Sale & Clean -Up Days information is already committed. The committee questioned the additional cost of adding a page; Ms. Stephan will inquire as to whether that is a possibility and report back to the committee. Committee Member Seeley has been working with Wargo Nature Center on the possibility of Parks & Recreation having information on one side of the flier and Wargo having information on the other, with the City mailing it with utility bills and Wargo paying the cost of printing. Concession Stand at Laurie LaMotte Memorial Park This item was added to the agenda again as Mr. Mahr, Centennial Little League had stated the concession stands at other parks they use do very well as long as they are consistently available to the Little League. Laurie LaMotte Memorial Park will be very busy this summer with the new mounded grass field and the installation of the drain tile making the fields more desirable. Mayor Wilharber said the Centerville Lions were also approached by the Little League for consideration of their concession trailer, but the Lions are unable to commit to that project, they just don't have the available people to consistently man the trailer. Chairperson Branch said he does not feel the committee has the time to run a concession stand themselves, but would be interested in finding some other groups such as Centennial Youth Hockey perhaps; running the concession stand with Parks & Recreation supplying the space and equipment, splitting the profits. Committee Member Peterson suggested tabling this item until the next meeting due to the length of the meeting and no further information being available. YMCA Park Programs This item was tabled until the February 2, 2011 committee meeting. Recreational Development of Centerville and Peltier Lakes Chairperson Branch supplied the committee with information on the possibility of a small marina with mooring balls on Centerville Lake or possibly Peltier Lake. He questioned whether the committee should have an objective use or focused use for these lakes. Chairperson Branch also stated we certainly are not ready to make any decisions regarding the lakes, but this may be the right time to start thinking of ways we could enhance the use of the lakes. A marina and Bald Eagle Water Ski Show cannot use the same space, but Chairperson Branch suggested if the City were to purchase the corner lot on Peltier Lake Drive and Main Street which sits on Peltier Lake, possibly a small marina or Bald Eagle Water Ski Show could go on Peltier. It was mentioned because of the rookeries on the island at Peltier Lake, the No Wake Zone and the nature of the lake and the habitat, moving the ski show there would not be a good idea for the lake or the ski group. The committee members who are familiar with both lakes said neither is deep enough and both are too weedy for sailboats. This leads into a discussion Committee Member Haiden requested regarding work he has done on a PRD (Project Requirements Document) with Bald Eagle Water Ski Show members. Committee Member Seeley and Committee Member Amundsen questioned whether the depth of Centerville Lake is adequate in the area of Trailside Park for the ski show. Committee Member Haiden agreed this is one of the 5 of 7 Parks & Recreation Committee Meeting Minutes 01 -05 -11 Wayne LeBlanc, an avid star gazer, volunteered to come to the February 5 t1i Skate Night and man the telescope being provided by Wargo Nature Center to instruct as to what people were seeing as they looked at the sky. Wargo Nature Center will send one person with the telescope and 25 pairs of assorted sizes of snow shoes to the Skate Night for a fee of $100. The amount will be invoiced to the City. Sand Volleyball Court — Dead Broke Saddle Club Donation $2.500 Committee Member Amundsen passed on a discussion that he had with Mr. Paul Palzer, Public Works Director regarding using the pleasure rink for both a sand volley ball court in the summer months and an ice rink in the winter. While it was originally Mr. Palzer's suggestion with further research he does not think it will be possible to use this as a dual purpose spot. Public Works will need to drive on this spot to flood and clean snow off the pleasure rink. With 2 1 /2 feet of sand underneath there is going to be a problem with the sand freezing and becoming stable enough to have ice on top of it. From a maintenance standpoint it would be difficult, if not impossible, to get the sand level prior to flooding without using a bobcat. There are all types of variables involved with a Minnesota winter which would make this area impossible to use as a dual purpose (such as this winter due to the early snowfall there is very little frost in the ground). This area will have to be used for one or the other. It was suggested perhaps having the pleasure rink in the parking lot? Ms. Stephan will forward this question to Mr. Palzer to determine its feasibility. Centennial Little League's Use of Ball Fields at Laurie LaMotte Memorial Park The Parks & Recreation Committee received a letter from Centennial Little League requesting the use of the fields for 2011. 1 requested information from Mr. Palzer as to the agreement for dragging and mowing the fields. Mr. Larson asked to wait and have this item brought to Parks & Recreation in February as Mr. Palzer and Mr. Larson will be meeting with Mr. Mahr, Centennial Little League to discuss the dragging and mowing agreement in the next few weeks. The Centerville Lions Club donated $1,000 in 2010 towards the maintenance of the ball fields at Laurie LaMotte Memorial Park, with an additional pledge of $500 per year for the same purpose moving forward. Trail Proiect Expectations Committee Member Seeley requested adding a discussion of the Trail Project Expectations and inviting Mr. Statz and Mr. Burmeister to attend the February 2, 2011 committee meeting. Committee Member Seeley would like an update on the project and inviting Mr. Burmeister to attend as Project Manager will be sufficient. Some of aspects of the project have been changed since it was scaled down and Committee Member Seeley would like to make sure all parties involved have the same expectations. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Chairperson Branch to adjourn the January 5, 2011 Parks & Recreation Committee meeting at 9:06 p.m. All in favor. Motion carried unanimously. Transcribed by Kim Stephan 7 of 7 Parks & Recreation Committee Mccting Minutcs 02 -02 -11 The YMCA proposes eliminating Centerville Park Play Days at Laurie LaMotte Memorial Park and consolidating into Heritage Camp. In 2010 there were 22 children in session 1 and only 4 in session 2 of Park Play Days (15 from Centerville). The YMCA offers a Personal Pricing Plan for families in need with $300,000 in scholarships given last year. Of that amount $58,500 was expended for the Heritage Camp program. Scholarships are on a sliding scale based on income and the number of people in the family and can pay for up to 50% of program cost. This program is non - profit, so balance comes from other programs or memberships. It was suggested vouchers specific for Centerville residents are possible and adding a bus stop in Centerville would benefit residents. How to use a Centerville donation would need to be discussed further, but it was suggested if a family qualifies, then they would get a YMCA Scholarship and the Centerville donation could be over and above the YMCA scholarship. IV. CONSIDERATION OF MINUTES January 5. 2011 Parks & Recreation Committee Meetina Minutes Committee Member Haiden requested changing the word `conception' to `inception' on page 4, 2 "d paragraph, 2 " sentence, under Music in the Parks. Committee Member Haiden requesting adding the word `yards' on page 6, 2 "d paragraph, V sentence it ...would want to have an area about 400 x 400 (insert: yards) weed free ". Motion was made by Committee Member Haiden, seconded by Vice - Chairperson Grahek to approve the January 5, 2010 Parks & Recreation Committee Meeting Minutes with the above corrections. All in favor. Motion carried unanimously. V. COMMITTEE BUSINESS YMCA Park Programs Committee Member Peterson stated that it appeared to be a good program; however, Centerville does have a very tight budget and he would prefer to see an amount smaller than $1500 allocated for the YMCA Heritage Camp and a time limit after which unspent money would no longer be available for this program. Committee Member Seeley also stated that Wargo Nature Center has more affordable programming. Committee Member Haiden pointed out that the YMCA Scholarship Program was available for Centerville residents. Chairperson Branch's recommendation is that Parks & Recreation should not fund the YMCA programs either in our parks or at the Heritage Lab as we could make better use of the $1500 and the committee should ask City Council to re- allocate those funds to other park activities. Motion was made by Committee Member Amundsen, seconded by Committee Member Selander, to recommend to City Council that the $1500 budgeted for Centerville Park Play Days not be allocated to YMCA programs and to instead be made available for other City of Centerville Parks & Recreation uses. All in favor. Motion carried unanimously. Centennial Little League Request to Use Ball Fields & Facilities at Laurie LaMotte Memorial Park April through August 2011 Included in the packet was a letter received from Centennial Lakes Little League requesting use of the 2 of 6 Parks & Recreation Conunittee Mccting Minutes 02 -02 -11 ball fields and facilities at Laurie LaMotte Memorial Park for the 2011 season. Mr. Pat Mahr met with Mr. Paul Palzer & Mr. Dallas Larson and worked out an agreement for the grooming of the fields, basically Public Works will continue with the same service as they have in past years and if additional mowing is needed Centennial Little League will take care of it. Centennial Little League still plans to move the lights, fence and scoreboards with no cost to the City. Motion was made by Committee Member Seeley, seconded by Vice - Chairperson Grahek to recommend City Council approve the request from Centennial Lakes Little League to use the three baseball and softball fields and facilities located at Laurie LaMotte Memorial Park for the summer months of 2011 beginning April 1 through August 15, Monday through Friday from 4:00 p.m. until dark with the maintenance agreement worked out with the Public Works Staff and Centennial Little League in regards to grooming the fields prior to games. All in Favor. Motion passed unanimously. The committee requested Ms. Stephan contact Centennial Little League to determine what their needs were going to be for nighttime play under the lights, for instance how late in the evening and whether they would be holding tournaments. Music in the Parks Mr. Tom Lee has said he would organize the Teen Bands again if that is what the committee would like, as well as perform one night himself either solo acoustical or with his band. Ms. Stephan has asked Ms. LaValle looking for input as to children's bands, country music bands, bad weather policy and availability of the bands she is involved with. Ms. LaValle supplied information on all the above which Ms. Stephan passed on to the committee. Ms. LaValle stated rainouts are handled one of two ways: some pay regardless, so expect you to show up, and then if it is a rainout, you get paid, and leave. The other way is to say if the concert gets cancelled 4 hours before downheat, early enough to avoid travel, or setup, then it is cancelled with no payment. Committee Member Peterson played a Rusty's Rocking Jamboree clip. Committee Member Seeley stated that it was good to have a music night geared for younger children of Centerville. The following schedule was decided: July 12 BBB Jazz Combo July 19 Rusty's Rocking Jamboree (popcorn and ice cream provided) July 26 Tom Lee or Teen Band August 9 BBB Jazz Orchestra August 16 Tom Lee or Teen Band August 23 7 Cats Swing Committee Member Peterson to confirm Rusty's Rocking Jamboree for July 19 The committee requested Ms. Stephan ask Mr. Lee his preference on the dates July 26th or August 16'', with the Teen Bands on the remaining date. 3 of 6 Parks & Recreation Conunittee Meeting Minutcs 03 -02 -11 approve the February 2, 2010 Parks & Recreation Committee Meeting Minutes with the above corrections. All in favor. Motion carried unanimously. V. COMMITTEE BUSINESS Concession Stand at Laurie LaMotte Memorial Park City of Centerville staff has been working on a feasibility analysis for offering concessions at Laurie LaMotte Memorial Park during the little league ball season. The analysis started with evaluating the Laurie LaMotte Memorial Park warming house site to ensure it was suitable for such an operation. Staff also identified potential products for sale, distributors, # of employees, hours of operation, money safe guarding techniques, and the number of potential customers. Mr. Mike Jeziorski, Finance Director supplied the committee with the information gathered to this point for review. The committee discussed remodeling costs /options and whether there would be enough room in the current area for the equipment that would be required. While recognizing there is cost involved in bringing the current concession stand area up to code, the committee feels it has long been needed. The concession area has been used for Skate Night and the committee has repeatedly brought to staff concerns over the condition of the kitchen. The differences between a Class 9 Food License — allows selling of pop, chips, candy and hotdogs and a Class 8 Food License — allows selling of pop, chips, and candy were discussed and while recognizing a significant cost difference in the requirements for each, the committee felt if concessions were going to be sold, hot food choices should be offered to make this a more lucrative venture. For those members who attend sporting events with their children, having hot dogs, or something other than chips and candy, available for game nights, seems to be a big seller with parents rushing from work to the park. Mr. Jeziorski suggested approximately 170 people go through the park each game night; the committee actually thought that low, as many parents have siblings of the ball players with them also. Centennial Little League has 100 plus teams and currently has the ball fields dedicated 4:30 p.m. to dusk, Monday through Thursday. Ms. Stephan talked to the League Administrator and they will be requesting more time and additional days because of the new grass mounded field and the opportunity to use the lights for double headers. The committee requests staff research what other types of food can be offered with a Class 9 License, for example, would pizza be an option? Could a pizza machine be added? The committee thought Class 9 involved any food item which is not commercially packaged and has potential for the preparer to touch, where Class 8 involves food that is commercially wrapped. What other foods can be sold under Class 8; for instances sandwiches wrapped in plastic that could be sold cold or heated in a microwave? The committee questioned why a commercial refrigerator would be needed under a Class 8 license just for pop. It was felt this would be the biggest expense. Committee Member Peterson said the refrigerator required would have a National Sanitation Foundation Seal of Approval and may be able to be purchased less expensively used from a restaurant that has gone out of business. Council Member King suggested buying a concession trailer instead as this might be less expensive. The committee discussed the possibility of hiring a concession trailer, a business that is already set up and self contained, to sell concessions with an agreement that a percentage goes back to the City. It could then be evaluated at the end of the season as to whether it would be worth the up front expense of remodeling the concession area of the warming house. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to 2 of 6 Parks & Recreation Committee Meeting Minutes 03 -02 -11 support this proposal and continued research to determine the projects feasibility. All in favor. Motion carried unanimously. Music in the Parks Mr. Lee has committed to the August 16 date either solo or with his band. He suggests budgeting $300, if he plays solo he will perform for free with an ice cream social, but his band will require some funds and he does not have an answer at this time as to whether or not they will play. He was not however, able to secure one of the 3 teen bands he has worked with, so the committee has an opening for July 26 th . With the schedule of BBB Jazz Combo, Rusty's Rocking Jamboree, BBB Jazz Orchestra, Tom Lee, 7 Cats Swing and an Ice Cream Social the budget would be $1850 without a band for the July 26 th spot. If another band is also paid $350, that would mean raising the budget from $1500 to $2200 using $700 from the YMCA line item. The two options for the July 26 th spot, if they are available, would be Mean Gene & the Woodticks or The Maple Street Ramblers. Information on both bands was provided to the committee in the meeting agenda packet. The consensus of the committee was to have Ms. Stephan contact the bands in the above order to inquire as to their interest and availability. Ms. Stephan will research what other cities do for a rain policy and options for a band contract. Tobacco in Parks Policy (Grahek) Vice - Chairperson Grahek supplied the committee with information he had researched on tobacco policies within cities, counties and state parks. All Anoka County parks have been tobacco free since 2005. There are a number of cities that have adopted similar policies, most recently Blaine, with exemptions for special events such as street dances or summer festivals held within the parks. Vice - Chairperson Grahek is in support of Tobacco Free Parks and stated studies show most of these policies are youth- driven and supported by the general public. This item was discussed at length. Both Committee Member Haiden and Committee Member Peterson do not feel it is the committee's, the City's or government's place to limit whether people can smoke outside in open spaces. Committee Member Haiden feels most smokers are polite and he hasn't seen any problems at parks; he does not think government should encroach any more on people's private lives, even if in a public park, he does not think we should be involved. Some members would be willing to go to a tobacco free zone area, such as a given amount of space around sporting events, but do not support entire parks being tobacco free. Committee Member Seeley stated the point is adults who smoke show a poor example to kids and would vote that all public spaces be tobacco free. Committee Member Peterson felt it is not the committee's job to teach kids not to smoke; it is not Park & Recreation's responsibility to control smoking. It was questioned how this would be enforced. People currently have the right to ask people not to smoke around them if they find it offensive or they can move. Vice - Chairperson Grahek said with a policy in force it would be a taggable offense and it would be enforceable by the general public. Committee Member Amundsen was undecided on a tobacco free policy for the park, but would consider a smoke free zone. Motion was made by Vice- Chairperson Grahek, seconded by Committee Member Seeley to recommend to City Council that all City owned parks become tobacco free, following the lead of hundreds of other municipalities. Vice Chairperson Grahek asked for a roll call vote, Grahek — 3 of 6 Parks & Recreation Committee Meeting Minutcs 03 -02 -11 aye, Seeley — aye, Haiden — nay, Peterson — nay, Amundsen — undecided. Motion fails for a tie. Sianage for Trails (Seeley) Committee Member Seeley has tabled this item to the April Parks & Recreation Committee meeting. This is referring to informational trail signage. VI. UPDATES Re- allocation of YMCA Funding City Council requested the Parks & Recreation Committee be more specific in requesting re- allocation of the $1500 previously budgeted for the YMCA Park Play Days. Motion was made by Committee Member Amundsen, seconded by Committee Member Peterson to request City Council re- allocate the $1,500 previously budgeted as a line item for the YMCA Park Play Days at Laurie LaMotte Memorial Park as follows; Music in the Park Program $700 and Fete des Lacs 8K Run/In -Line Skate $800. All in favor. Motion carried unanimously. The Music in the Park Program is currently at $1,500. The program remains at 6 weeks, but with the addition of two (2) bands that require payment in slots previously used for the Teen Bands (which were less expensive), and a free performance, the budget needs to be increased by $700. Entering the 3` year of the Music in the Park Program the committee continues to strive to make this a quality program, both diverse and entertaining for all age groups. The budget for the 8K Run is also currently at $1,500, but with the addition of the In -Line Race the committee feels the additional $800 would be best used for costs associated with these races. Centennial Little League Use of Ball Fields at Laurie LaMotte Memorial Park for 2011 Season Ms. Stephan contacted Mr. Patrick Mahr, Centennial Little League President, to ask what the League's needs were for nighttime play under the lights, how late they would use the fields /lights and whether they were scheduling tournaments at the park? Mr. Mahr is out of town, but the League Administrator replied they would be sending a request for additional time. Dead Broke Saddle Club Donation of $2,500 for Sand Volley Ball Court City Council approved the committee's recommendation to approve a request for a regulation sized Sand Volleyball Court(s) to be constructed in Laurie LaMotte Memorial Park providing that no general funds from the City are requested at this time and any donations or income designated for this project will be held in a separate fund for this purpose. However, if the Parks & Recreation Committee is not able to raise sufficient funds to complete the construction by 12/31/2013 the Committee will return to City Council and Dead Broke Saddle Club for alternative projects. Trail Project Expectations The committee had asked that Mr. Greg Burmeister attend the March committee meeting to discuss the committee's expectations for the Trail Project. The committee had also asked Mr. Burmeister attend the 4 of 6 Parks & Recreation Conunittee Meeting Minutes 04 -06 -11 significantly more plantings than was expected. The plantings were left in the plan, but the irrigation was not. This is an on -going problem with all the other parks in Centerville, particularly Hidden Spring Park. The committee had budgeted and requested funding for irrigation at Hidden Spring Park, but the plan was not approved by council. The committee feels it makes no sense to install more plantings without irrigation. Chairperson Branch requested Mr. Palzer research the most cost effective way to get irrigation to the plantings in Cornerstone Park. Committee Member Seeley expressed concern over taking mature trees down along Mill Road for the trail project, but Mr. Palzer stated that has already been determined by the plan. Mr. Dallas Larson & Mr. Paul Palzer. Concessions at Laurie LaMotte Memorial Park Mr. Dallas Larson and Mr. Paul Palzer updated the committee on the progress of attempting to sell concessions at Laurie LaMotte Memorial Park during the Centennial Little League season. Mr. Mike Jeziorski provided the committee with the attached memo. Mr. Larson reported it will not be economically feasible to renovate the warming house for this purpose, but another option would possibly be to sell concessions from the Centerville Lion's concession trailer. The Anoka County Health Department typically issues permits to this type of trailer on a temporary basis only, but feels there is potential for the City to be licensed for this particular purpose for the summer. The Centerville Lions need to meet to discuss this item, but the general consensus at this time is favorable. The Lions would receive 25% of the profits in exchange for the use of the trailer. The City would provide the Lions with proof of insurance and potentially connect the trailer to the warming house electric and plumbing. The committee questioned whether the warming house would then be able to be used for storage of product and whether a refrigerator would still be required. Part of the business plan would be to purchase product from a Coke Distributor who would then supply the cooler at no charge. Committee Member Grahek suggested contacting a Pepsi Distributor also to compare prices. Committee Member Amundsen suggested having a big bin or fenced area like other non - profit organizations do for recycled cans as a potential fund raiser. Motion was made by Chairperson Branch, seconded by Vice - Chairperson Grahek, to recommend to City Council that City Staff proceed with the business plan being formulated to work with the Centerville Lions to use their concession trailer to sell concessions at Laurie LaMotte Memorial Park for the 2011 Centennial Little League season. All in favor. Motion carried unanimously. IV. CONSIDERATION OF MINUTES March 2. 2011 Parks & Recreation Committee Meeting Minutes Chairperson Branch requested changing the sentence on page 2 of 6 from `The committee requests staff research what other types of food can be offered with a Class 9 License, such as would pizza be an option? ' to `The committee requests staff research what other types of food can be offered with a Class 9 License, for exa Wle, would pizza be an option?' Chairperson Branch also requested changing what ever to whatever on page 6 of 6. Motion was made by Committee Member Seeley, seconded by Committee Member Haiden to approve the March 2, 2010 Parks & Recreation Committee Meeting Minutes with the above 4of8 Parks & Recreation Committee Meeting Minutes 04 -06 -11 corrections. Ayes — 5, Nays — 0, Abstain — 2 (Branch, Selander) Motion carried. V. COMMITTEE BUSINESS Music in the Park Contract Ms. Stephan provided the committee a proposed contract for bands performing for Music in the Parks. Chairperson Branch had one concern; add language to clarify that if a performance is cancelled due to weather and the band is paid, if the performance is successfully rescheduled, ensure the band knows they will not be paid again, the performance will be for the monies already paid from the cancelled performance. Vice - Chairperson Grahek would like language added to specify that the performance can be cancelled by members of the committee who are present at the event or City Staff. The changes will be implemented and on approval of the City Administrator the contracts will be mailed to each entertainment group representative. Earth Day — Saturday, April 30, 2011 The Parks & Recreation Committee will meet at 9:00 a.m. at City Hall on Saturday, April 30th to celebrate Earth Day by cleaning our City Parks. Ms. Stephan will post on the City web site, the front sign and tweet it, as well as posting for quorum. Potential Eagle Scout Flag Project Mr. Rob Faust, Boy Scout Troop 232, has been corresponding with Chairperson Branch regarding a potential Eagle Scout Project involving a flag pole in Cornerstone Park. Mr. Faust plans to present a proposal to the committee at the May 4, 2011 committee meeting. The committee discussed the idea and came up with some suggested guidelines for Mr. Faust. The flag pole should be raised in the northwest section of Cornerstone Park. The City will provide the flag pole. The pole is 30 feet with a 6" base diameter and is a double rope pole with a brass ball top. This is an older pole that we have received from another city. Part of the Eagle Scout Project would be to restore the pole. Mr. Robert Hathaway, a resident interested in the project as a Veteran's Memorial, provided the City with polish he had researched and found to be the best for this particular project. Mr. Paul Palzer, Centerville Public Works, has the pole and can give the Eagle Scouts space to work on the pole at Public Works. The pole is fairly large and heavy and will need a foundation with proper footings. Mr. Palzer can advise on the footing requirements. The flag on a pole this size should be about 5 x 7 feet, that size is not a requirement, just a suggestion and should be researched. The flag needs to have at least two lights to illuminate it at night. Solar lighting should be considered. A plaque at the base of the flag pole is probably all that is necessary to create the Veteran's Memorial. A dedication ceremony should be planned to commemorate our veterans when the project is completed. It was suggested Mr. Faust discuss this with Mr. Hathaway. Perhaps the Eagle Scout ceremony and the flag pole dedication could be combined. Centennial Soccer Club's Request to Use Soccer Fields at Laurie LaMotte Memorial Park for the 2011 Soccer Season 5 of 8 Parks & Recreation Committee Mccting Minutcs 04 -06 -11 The Centennial Soccer Club requested the use of the soccer fields at Laurie LaMotte Memorial Park for the 2011 soccer season in a letter dated April 6, 2011 with the following three parts to the request: 1. Requesting two fields, 25 x 40 yard open spaces, located east of the parking lot and bound by the bike path, for the U2 — U8 age group, for games only. This request is for Monday — Friday from 4 p.m. to dusk, April 28 through July 4, 2011. The Centennial Soccer Club will set up goals and manage a reservation system to assign teams to specific dates and times for games. 2. Requesting one field, 70 x 60 yard open space, located south of the skate park, for the U11 — U12 age group, for practice only. This request is for Monday — Friday 3:00 p.m. to dusk, Saturday and Sunday from 8 a.m. to dusk, April 1 through October 29, 2011. The Centennial Soccer Club will set up goals and manage a reservation system to assign teams to specific dates and times for practices. 3. We would like to place a small storage locker along the northern boundary of the park. This would be north of the small fields next to the trees and would hold only soccer field barriers. We will provide a lock for the storage locker as well as a temporary anchor system for the storage locker. In past years the committee has approved the Centennial Soccer Club's request for dedicated use of the soccer fields at Laurie LaMotte Memorial Park as stated above in request #1, but recommended amending the request in #2 to the following days: Monday, Wednesday, Friday and Sunday with the hours as requested. The thought behind limiting the days for dedicated use by Centennial Soccer Club in the past were to keep some of the time open in case other organizations asked for dedicated time. In the past 4 years there have been no other requests and there are other open spaces available at the park. The committee opted to approve request #2 as is also. Vice - Chairperson Grahek has been involved in soccer for quite a few years with his children and was unaware of any storage lockers on any other fields for soccer equipment; he was under the impression coaches always brought the equipment with them. Vice - Chairperson Grahek felt unless the Centennial Soccer Club could show the necessity of having a locker in the park he did not want to set precedent by having sports organizations having their own lockers or sheds on park property. The rest of the committee agreed, but did ask Ms. Stephan to ask the club why they felt it necessary. Also, the proposed location would not work as that is near where the trail is being constructed. Committee Member Seeley questioned why Centennial Soccer Club has not been involved or requested to participate in any of the improvements at Laurie LaMotte Memorial Park, specifically projects which benefit the soccer fields. Centennial Little League has purchased equipment for grooming the fields, they contributed to the cost of the improvements to the fields in 2010/2011 and they always clean the park for Earth Day. Committee Member Seeley would like to see Centennial Soccer Club get involved somehow. Motion was made by Chairperson Branch, seconded by Committee Member Peterson to approve Centennial Soccer Club's request for use of the soccer fields at Laurie LaMotte Memorial Park as stated in items #1 and #2, but not recommend item #3 - requesting a storage locker on park property, pending further information from the Centennial Soccer Club as to why it is needed. Ayes — 5, Nays — 2 (Seeley, Amundsen). Motion Carried. 6 of 8 and other light maintenance such as watering and weeding monument markers. 3. 2012 Music -In- The -Parks A. Volunteer Director - Mr Tom Lee has volunteered to organize the Music -in- the -Parks Program. B. Music Jamboree — Mr. Tom Lee has proposed via e-mail to hold a Music Jamboree on a weekend in June as a kick off for the 2012 Music -in- the -Parks season. Details of the Music Jamboree are not available at the present time. Mr. Lee will be invited to appear at the February meeting to discuss his plans. 4. January Skating Party and Hay Ride Discussion was had regarding the necessity for canceling the January 14, 2012 Skate Night and Hayride due to the lack of ice and warm weather. It was determined to confirm the rescheduling of the hayride for the February 11, 2012 skate night non- weather dependent. Motion was made by Committee Member Branch and seconded by Committee Member Amundsen to cancel the Skating Night and Havride scheduled for January 14 and reschedule this activity for February 11, 2012. All in favor. Motion carried unanimously. 5. Wargo Nature Center — Cooperative Programs Committee Member Seeley reported that the charge of $100 is the same as in 2011. Wargo Nature Center will provide snowshoes and/or a naturalist and telescope for studying the stars. Both the snowshoes and stargazing are weather dependent. 6. Centennial Lakes Little League A letter was received requesting reserving LaMotte Fields & Facilities from April 1 — August 1, 2012 — M -F, 4:00 pm to Dusk. The permit application was discussed. Motion was made by Committee Member Grahek and seconded by Committee Member Seeley to approve the request from the Centennial Lakes Little League to reserve LaMotte Fields and Facilities from April 1 through August 1. 2012 Monday through Friday from 4:00 pm to Dusk. All in favor. Motion carried unanimously. 7. Centennial Lakes Little League A letter was received regarding their concerns about the in -field of field #1 at Laurie LaMotte Memorial Park. This item was tabled until staff discussions with the League were completed and the next meeting. 8. Volunteer(s) to maintain flower beds Page 3 of 5 EstAlWhed in 1W 41 December 12"', 2011 Mayor Thomas Wilharber and City Council Members of Centerville - I Centerville Park Board Members '' lL Centerville City Hall + It 1880 Main Street I ��� ZOil �' Centerville, MN 55038 DEC f✓y Y Dear Mayor, Councilmembers and Park Board Members: We are writing to communicate our concern in regard to a situation related to field #1 at LaMotte Park. Last year Centennial Lakes Little League received permission from the Centerville Park Board and Council to install a grass infield on Field #1 and was assured the city would install an irrigation system to maintain the newly installed sod. Centennial Lakes Little League spent $2,500.00 on the new sod infield in the Fall of 2010 and the field was beautiful and healthy. However when the heat of the summer came, the sod was NOT watered and now is most likely destroyed and will not make a comeback according to Clark Robinson, Co -Owner of A &L Sod Company, who installed the infield. In the fall we spent approximately $250 to power rake the field and added grass seed in hopes that the field would recover in the spring. Centennial Lakes Little League and the City of Centerville has had a great working relationship for many years. Most recently the league has contributed: • $3,500.00 toward the new Ag -lime in February • $8,00,0.00 removing and installing new outfield fencing on Field #1 • $1,200.00 for construction of the new pitching mound We invested $12,700.00 in 2010/2011 at LaMotte Park with the understanding the city would take care of: • Irrigation • Mowing • Dragging of the fields We hope the City of Centerville will address this problem and repair or replace the sod on Field #1 and properly irrigate for the 2012 Season. We very much appreciate your attention to this matter. Sincerely, Pat Mahr and Centennial Lakes Little League Board 41 75 Lovell Road Suite 330 • Lexington, ALN 55014 - 763.780.3836 • http:// centenniallakeslittleleague.org Teresa Bender From: tbender- centervillemn.com @ngin.00m on behalf of tbender @centervillemn.com Sent: Thursday, December 29, 2011 8:16 AM To: Teresa Bender Subject: Letter Dated December 12, 2011 to the City of Centerville - Concerns Regarding Grass Infield, Field #1 Email from Teresa Bender, City Clerk, tbender@centervillemn.com ----------------------------------------------------- You sent the following message to Patrick Mahr: Dear Patrick: City Council desired to inform you that they are in receipt of your recent letter and will be addressing your concerns following Staff input at their next meeting scheduled for January 11, 2012. If you have any questions or concerns in the mean time, please do not hesitate to contact City Administrator Dallas Larson at (651) 429 -3232 or dlarson@centervillemn.com. Your letter also has been forwarded to our Parks and Recreation Committee for their input. They will be meeting on January 4, 2012. The Committee will also be addressing the Little League's request for the use of the fields at LaMotte Park on that same evening. If you have any questions or concerns that you would like to direct to them, please feel free to contact Mr. Patrick Branch at pbranch @centervillemn.com. I also should let you know that Ms. Kim Stephan is no longer employed with the City due to staff reductions. All correspondence you desire for the Parks &amp; Recreation Committee should be directed to myself. As you may be aware, City Council meetings take place here at City Hall, 1880 Main Street, in Council Chambers and commences at 6:30 p.m. As you may also be aware, the Parks &amp; Recreation Committee meeting the 1st Wednesday of every month here at City Hall, 1880 Main Street, in Council Chambers and commences at 6:30 p.m. also. If you should have any questions for myself, I can be reached at (651) 429 -3232 or tbender @centervillemn.com. Sincerely, ----------------------------------------------------- This email has been sent from the following web page: http: / /wuw. center riiallakeslittleleague.org; page /show /235737 This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com 1 City of Centerville Parks and Recreation Committee May 2, 2012 A request was made to make several modifications to Mr. Tom Lee's flyer including removing pop and modifying "Season 3" to "Season 4 ". Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the use of the presented flyer with the above stated modifications. All in Favor. Motion carried unanimously. 5. Park Facility Permit Application — Centennial Soccer Club — Acorn Creek & Laurie LaMotte Memorial Park (April 23 — June 30, 2012) & Park Facility Permit Application — Centennial Little League — Laurie LaMotte Memorial Park (May 6 — June 24, 2012) Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the reauests as presented. All in Favor. Motion carried unanimously 6. Park Facility Permit Application The Committee felt that applicants were not completing the entire application and directed Staff to: • Verify dates of request so that duplication did not occur • Develop a calendar available to all with approved requests • Provide page 2 of the application, verifying amenities requested 7. Special Permit Application — Fete des Lacs 8K Run/Walk, In -Line Skate The Committee briefly discussed the application and deferred this item to their June meeting. VI. UPDATES 1. Placement of Donated Park Benches — Cornerstone Park Consensus of the Committee was to install the two benches adjacent to the circle with Committee Member Amundsen coordinating with Mr. Palzer their exact location. The Committee recommends the installation of anti - skateboarding devices on the benches similar to what is being utilized by the City of Forest Lake. 2. Letter to Mr. Jeff Perry, Anoka County Parks — Rice Creek Chain of Lakes Regional Parks Clarification was provided to Staff that Mr. Perry is associated with Anoka County Parks and not Wargo Nature Center. VII. ADJOURNMENT Page 3 of 4 PARK FACILITY PERMIT APPLICATION 1. Name /Address/Phone Number of Individual or Organization responsible for making this application: MV,i Gr Ut40f -j AdJ MS M V- A00 w vltw c og- Name Address W50 251 -%5'72 LINO LAkXS, $AN 5 5 03jr Telephone Number City, State & Zip 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: Q ra c e 0. 3. What is the number of people that are involved in your event/activity? 4 5 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: SMY�d e,-jQ krorA 3: S0 - A - 10 orn (� L - Jl ti ff- 24, 2012 It b. Is anyone charged a fee to watch or participate in your event? NO 7. Have you used these facilities before? NO_ if so, when? 8. Are you requesting additional permits or City services? Yes X No (i.e., Road Closure(s), Temporary Liquor Lieense(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or ports potties, Park Buildings) Please describe N /A- Depending upon the nature of your event, or if you arc requesting City services, you may be required complete a different application and /or make a deposit to cover city costs. 1 AV-t GUWDeV M AN — Sit/12- Printed N ft of Person �Sig Date Signature ------------------------------------------------------------------------- Office Use Only Permit approved by: Date: Deposit required: $ Receipt N Form number. 2012.04 PU ,fi.. iFy,' �, . € x .� T• ;- November 19, 2012 Centerville Parks & Recreation Committee Attention: Kim Centerville City Hall 1880 Main Street Centerville, MN 55038 By Dear Kim: This letter is to request the use of baseball and softball fields and facilities at Laurie LaMotte Memorial Park for the summer months of 2013 beginning April i 2013 through August I" 2013; Monday through Friday, from 4:00pm until dark. These fields will be assigned as home fields for the children who live in Centerville and Lino Lakes that are served by the Centennial Lakes Little League. We will send you a copy of the game schedules as soon as they are printed so you have a schedule for our dragging agreement for Laurie LaMotte Memorial Park. Additionally, we are planning our park clean -up day for Saturday, April 6` 2013 with a back -up date of Saturday, April 13` 2013. We would also like to invite the Mayor and members of your Park Board and City Council to stop by your fields and meet our volunteers cleaning and raking your fields. We really appreciate our partnership with your city. If you or any staff members of the City Council or Park Board have any questions or concerns, please feel free to contact me at (763) 780 -3836. Thank you for your continued assistance. Sincerely, Patrick Mahr, President Centennial Lakes Little League 4175 Lovell Road finite 330 • Lexington, DLN 55014.763.780.3$36 • http:// eent- nniallakeslittleleague.org City of Centerville Revenue /Expense - Summary Fiscal Year 2011 111111 to 12/31/11 YTD as a 2011 Actual - % of Account Description 12/31/11 FY 2011 Budget Budget General Fund Revenues Property Tax 1,696,420.74 1,670,600.00 102% Special Assessments 20,349.68 12,000.00 170% State Grants 1,333.00 1,300.00 103% Licenses and Fees 46,366.56 30,400.00 153% Building Inspection Permits 65,000.77 59,000.00 110% Fines and Forfeits 27,876.47 33,500.00 83% Police State Aid 32,919.00 35,000.00 94% Fire Relief Aid 104,828.00 102,000.00 103% Animal Control 385.00 1,500.00 26% Antenna Lease 16,403.17 16,500.00 99% Public Works 39,893.35 53,000.00 75% Park and Recreation 4,105.90 3,400.00 121% Concessions 4,063.45 - N/A Recycling 16,594.51 16,500.00 101% Interest Earnings 17,482.52 20,000.00 87% Total Revenues - General Fund 2,004,022.12 2 054 700.00 102% Expenditures General Government Council 30,471.80 31,800.00 96% Administration 349,673.41 359,900.00 97% Planning and Zoning 1,646.90 2,600.00 63% Auditing 15,000.00 15,000.00 100% Assessing 15,453.00 16,000.00 97% Law and Legal 93,452.77 75,000.00 125% City Hall /Fire Hall 16,249.52 21,400.00 76% Total General Government 521,947.40 521,700.00 100% Public Safety Police Protection 657,621.96 657,700.00 100% Fire Protection 223,700.00 222,000.00 101% Building Inspection 125,989.38 135,300.00 93% Electrical Inspection 5,716.40 8,000.00 71% Civil Defense 1,843.30 1,500.00 123% Animal Control 1,501.60 1,100.00 137% Other Protection *Alexandra House 1,546.00 1,200.00 129% Total Public Safety 1,017,918.64 1,026,800.00 99% Public Works Public Works - General 248,835.96 234,400.00 106% Public Works - Streets 54,167.14 52,500.00 103% Public Works - Parks Maintenance 73,883.25 74.900.00 99% Total Public Works 376,886.35 361,800.00 104% Engineering Services Engineering Services 9,176.35 2,000.00 459% Total Engineering Services 9,176.35 2,000.00 459% Culture and Recreation Parks and Recreation Committee 1,400.00 2,000.00 70% Parks and Recreation Programs 11,304.06 11,000.00 103% City Festival 5,706.60 5,500.00 104% it Concessions 3,349.37 - N/A Total Culture and Recreation 21,760.03 18,500.00 118% Economic Development Economic Development 7,628.01 9,100.00 84% Unaudited - For Management Purposes Only City of Centerville Revenue /Expense Statement Z Fiscal Year 2012 1/1112 to 12131/12 2012 Actual - YTD as a %, Account Description 12/31/12 FY 2012 Budget of Budget Parks R 101- 45201 -34781 8K Run 3,340.00 2,500.00 134% R 101- 45202 -36200 Miscellaneous Revenues 125.00 - N/A R 101 - 45202 -36230 Contributions and Donations 5,250.00 N/A R 101- 45202 -36270 Refunds /Reimbursements 580.00 N/A R 101 - 50000 -36230 Contributions and Donations 420.00 N/A Concessions R 101 - 45204 -34740 Park & Rec Concessions 2,102.57 N/A Unaudited - For Management Purposes Only City of Centerville Revenue /Expense Statement Fiscal Year 2012 111/12 to 12/31112 2012 Actual- YTD as a % Parks /Rec. Committee Account Description 12/31/12 FY 2012 Budget of Budget E 101- 45200 -100 Wages and Salaries (GENERAL) 495.00 N/A E 101 - 45200 -122 FICA 37.84 - N/A E 101- 45200 -438 Meeting Per Diem 960.00 2,400.00 40% 1,492.84 2,400.00 62% Parks /Rec Programs 'Rink Attendant E 101 - 45201 -100 Wages and Salaries (GENERAL) - 3,000.00 0% E 101 - 45201 -122 FICA - 200.00 0% E 101 - 45201 -151 Worker s Comp Insurance Prem 165.68 200.00 83% E 101 -45201 -370 Park Programs 796.31 2,350.00 34% E 101 - 45201 -371 Music in the Park 2,138.15 2,200.00 97% E 101- 45201 -3738k Run/Walk 1,997.40 2,300.00 87% E 101 - 45201 -374 Movies in the Park - 750.00 0% E 101 - 45201 -374 Park and Rec Reserve 548.47 N/A 5,646.01 11,000.00 51% Concessions E 101- 45204 -100 Wages and Salaries (GENERAL) 1,217.58 - N/A E 101- 45204 -122 FICA 93.15 N/A E 101- 45204 -210 Operating Supplies 30.24 N/A E 101- 45204 -250 Merchandise Resale (GENERAL) 898.03 N/A E 101 - 45204 -331 Travel Expenses 43.98 N/A E 101- 45204 -430 Miscellaneous 133.25 N/A 2,416.23 - N/A City Festival E 101 - 50000 -170 Fireworks Display Insurance 250.00 250.00 100% E 101 - 50000 -490 Community Event 5,319.09 5,250.00 101% 5,569.09 5,500.00 101% Unaudited - For Management Purposes Only 0 TO: Honorable Chair & Committee Members FROM: Staff SUBJECT: Schwan Super Rink — Annual 1 Hour of Open Skate DATE: January 2, 2013 Staff feels it best that you determine what you desire to do with this one hour block of time prior to proposing any options to the Minnesota Amateur Sports Commission. It is felt that if you sponsor a free event for a school or non - profit, the odds are greater that they also will support it. Page 1 of 1 Teresa Bender To: Steve King Subject: Park & Rec. Desired for you to receive this quote /placement on Next Council Agenda Dear Steve: The Committee desired for you to receive this quote as the Committee requests that it be placed before Council at their next meeting for consideration. The Committee understands that Council previously motioned to provide $5,000 to this construction with the understanding that if not all of the funds are allocated, they will be returned. The Committee also desires for construction to commence immediately following the lifting of road restrictions in the spring. Sincerely, Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429 -8629 1/2/2013