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Home My WebLink About2013-06-05 P & R Minutes - Approved City of Centerville PARKS AND RECREATION COMMITTEE Wednesday, June 5, 2013 ~ 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held a scheduled meeting on Wednesday, June 5, 2013 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Chris Bettinger Committee Member Kevin Waeghe Committee Member Suzanne Seeley Committee Member Brian Peterson Absent: Committee Member Mark Haiden Linda Neudecker, Recording Secretary Also Present: Mayor Tom Wilharber Public Works Director Paul Palzer Council Member Steve King Mr and Mrs Keith Okan, 1841 Center Street, Centerville, MN 55038 I. CALL TO ORDER Chairperson Branch called the June 5, 2013 Meeting of the Parks & Recreation Committee to order at 6:30 p.m. Chairperson Branch turned the meeting over to Vice Chairperson Grahek at approximately 7 p.m. Vice Chairperson Grahek conducted the remainder of the meeting, while Chairperson Branch kept the minutes. Linda Neudecker, Recording Secretary, was unavailable due to a family emergency. Roll Call – see above II. SET AGENDA Motion was made by Committee Member Grahek, seconded by Committee Member Amundsen, to set the agenda as presented with the following changes: A. Additional item: Damage to La Motte park by unlawful use of the playing fields. B.Combined Budget resolutions (item 3) and Prioritization of Park Improvements (item 6) C.Delete item 11 Postcard flyer All in favor; motion carried unanimously. III. APPEARANCES Mr. and Mrs. Keith Okan, Centerville Residents, - Eagle Park Portable Toilet 1. Mr Okan petition the committee to relocate the portable toilet in Eagle Park. His chief complaint is that the toilet is oversized and located in full view of the street. In general the toilet is an eyesore in an otherwise pretty setting. Mr Okan requested that the portable toilet be located closer to the tennis courts. A portable toilet had been previously located in that spot and can be serviced from Voyager Court, which is a private road. Permission from the Home Owners Association will be necessary to use this location. An alternative location was also discuss. The alternative is to move the portable toilet back from the Dupre Drive and to build a screening barrier between the road and the portable toilet. The screen would consist of a 6 foot high fence section and landscaping plants. There was strong push by the majority of the committee to keep a portable toilet in this park. The portable toilet is there for the benefit of families with very young children. The Committee request that Dallas Larson, City Administrator, negotiate with the Home Owners Association for permission to use Voyager Court for servicing this portable toilet. 2. Ms Jessie Hull - Bald Eagle Water Ski Club: Ms Hull was not in attendance IV. CONSIDERATION OF MINUTES A request was made to amend the May meeting minutes as follows: Under Committee Business, Item # 2 page #2 to add the words “ Under Updates: 2. Mr Tom Lee - Organizer of Music Jamboree, change the wording in the motion to replace “Fete de Lacs” with “Music in the Parks” In that same item there is an unnecessarily large space between the first and second paragraphs. Delete the excess lines. Item 8. New Basketball Court last line change Committee Chairperson Branch to Committee Member Peterson. Under Committee Business item 2 Revenues: There is an unnecessarily large space between the title Revenues and the first paragraphs. Delete the excess lines Motion was made and, seconded to approve the minutes of the May 1, 2013 meetings as amended. All in favor. Motion carried. V. COMMITTEE BUSINESS 1.Music in the Park All agreements have been received, signed, scanned and returned to their respective contact person. All concerts are on Tuesday evenings at 6:30 pm in Hidden Spring Park. The exception is the Jam session which is on the hockey rink in Laurie LaMotte Memorial Park the Friday of the Festival of the Lakes celebration, July 26. th The committee set the dates for their traditional ice cream socials as June 18 and July16th. Band Name Music Genre Dates Dirty Shorts Brass Band June 11 Culvers Jam Blue Grass/Country June 18 Ice Cream Social Maple street Dixieland Jazz Band June 25 Ramblers Until Then Acoustic July 2 Pop/Rock/Alt. Country 7 Cats Swing Swing July 9 Mean Gene & The Folk, Rock, & Blues July 16 Woodticks Ice Cream Social Porch Pickers Blue Grass/Country July 23 The JAM Open Mic July 26 BBB Combo Swing July 30 2.Eagle Park Portable Toilet (See Appearances above 3.Use of City Parks without required Special Permit: For the second year, a large group, estimated by police at 400 people, held a major field sport tournament in Laurie LaMotte park all day Saturday and Sunday June 1-2, 2013. Considerable damage was done to the playing fields, large amounts of trash was left for the City to carry away, and multiple neighbors complained about the noise. The organizers did not apply for a Special Permit or otherwise notify the City or Centennial Police. Without condoning the organizers activities, the Mayor made the decision to not ask the police to break up the event. His consideration was that stopping an event of this size in full swing may cause more problems than letting it continue. E-mail note from Dallas Larson and in-put from Mayor Wilhaber formed the basis of the discussion. These people are aware that this is a seldom used park with easy access. They were informed two weeks earlier that a permit was required. Paul Palzer has an estimate of $3600 to repair the fields, but the repairs will required the fields to be closed for a considerable period of time. The biggest issue is that we may not be able to hold the Festival of the Lakes Softball Tournament and there are already approved youth sport events scheduled for these fields. There was a general discussion on how to prevent continuation of this pattern. We are alarmed that this happen two years in a row. Of considerable concern was the fact that the police did not feel empowered to stop the event and there does not appear to be adequate coordination between the City and Centennial Police department as to what events hold City Council approved Special Use Permits. Motion was made by Committee Member Amundsen, seconded by Committee Member Peterson to recommend to the city council, to take the following action: 1. Post a sign is the parks requiring Special Use Permits for group over 25 people. The signs should read “ Groups over 25 are required to have a Park Permits Permits are available in City Hall or on line a www.centervillemn.com. 2. Request the city attorney to review the city ordinance to ensure they are enforceable and to modify the ordinance if necessary. 3. Review the procedures to coordinate approve Special Use Permits with the Centennial Police Department. Provide the CPD copies of all Special Use Permits include the abbreviated format for smaller groups and family events held in the parks 4. Immediately close and repair the affected area until the fields are restored. The City shall work with the Lions and the affected teams to mitigate their loss of playing time. 4.Budget Resolution: As we approach the mod point of the fiscal year, the Committee reviewed the Parks and Recreation items on the annual budget. No changes were made and no additional actions recommended 5.Prioritization of Park Improvement Projects - Reserve Account for funding An action item from the May 1, 2013 meeting requested Mr Branch to draft a list of potential park projects. The committee should have prioritize that list with the idea of asking the Council to set up a reserve account to fund the highest priority project. Funds from donations and fees from the Festival of the Lakes events will be held in this reserve account. The follow table is the list of projects to be considered. Through simple oversight, the committee did not discuss this list. This item is defer to the July agenda. Priority Project Comments 1 Irrigation of Cornerstone Park Final priority remains to be determined 2 Park Benches (2) Trailside Park 3 Irrigation of Hidden Spring Park 4 Park Bench (1) Eagle Park Tennis court Priority Project Comments 5 Basketball court LaMotte Park 6 Irrigation of Acorn Park 6.Request for Use of Hidden Spring Park The Committee concurs with the Staff’s action to approve Sonja Duch’s request th to use Hidden Spring Park on June 29 for a high school graduation open house. As this event had already been approved no formal motion was necessary. 7.Request for the use of LaMotte Park Due to the damage in the park as a result of an unauthorized flag football tournament in LaMotte park, this request for Special Use Permit must be placed on hold. Request Staff notify Centennial Football 8.New Basketball Court There is no new information to report on this item. 9. Book Sales/Movie – Mr. Terry Hitchcock Mr. Terry Hitchcock, an author and runner from Prior Lake, held a record for the most consecutive marathons run and authored a book called A Father’s Odyssey, which has been made into an award winning documentary, My Run, narrated by Billy Bob Thornton. The committee agreed to accept Mr. Hitchcock proposal to participate in the Festival of Lakes 8K run, by selling signed copies of A Father’s Odyssey, with $4.00 given to the 8K run proceeds and the remainder donated to Breast Cancer, Diabetes and Aspergers’/Autism; Chairperson Branch obtained a copy of the film, My Run, to review and has responded to Mr. Hitchcock via email. Having Mr Hitchcock on site may draw more runners to the event. Chairperson Branch will get in contact with Mr Hitchcock to make necessary arangements 11. Festival of the Lakes 8K/5K Update A copy of the proposed flyer and water bill insert were provided to the committee. Several committee members requested copies that could distribute. 12. Movies in the Park - Date and Movie The movie title is still open for suggestions. Chairperson Peterson suggested, but has not yet located, a copy of the original Star Trek. September 14, 2013 is the date selected. VI. UPDATES 1.Council Updates – Council Member Steve King A joint meeting with the Council, P & R Committee & Commission needs to be thrd scheduled in June, with a date to be determined. Possibly June 26, 3 Wednesday. 2.Kiosk Inserts – Committee Member Amundsen Committee Member Amundsen provided samples of the headline banners he will put up in the Kiosk. VII. ACTION ITEMS(S) REVIEW Due to time limitations and the length of this meeting, action items were not reviewed this month. VIII. ADJOURNMENT Motion was made by Committee member Branch, seconded by Committee member Amundsen to adjourn the meeting. Meeting was adjourned at 9:00 pm. All in favor; motion passed unanimously. Transcribed by Committee Chairperson Branch ACTION ITEMS PARKS RECREATION Assigned Completed Person/Status #ItemDate Closed Trailside Park Benches - Bald Eagle Ski Club 12-006P. Branch8/7/2013 Trailside Park Portable Toilets - Bald Eagle Ski Club - (Type & Placement - P. Palzer Discretion) 12-007P. Branch8/7/2013 Kiosk - Cornerstone Park - Create Inserts for Kiosk 12-013aK. Amundsen8/7/2013On-Going Kiosk @ Cornerstone Park - Remove All Outdated Materials & Replace Seasonal Programs/Events 12-013bStaff8/7/2013On-Going Minutes are taking two weeks or more - transcriber P & R Points of Interest/Council Update - Email to Council Member King prior to CC needs to be Meetingmore prompt 12-046aStaffASAP Monthly Purchase Two 100' Cables for SpeakersOpen 12-060Tom Lee/Staff8/7/2013 Little League - Status of Scoreboard Moving & dragging of fields (Update Given @ April Meeting) Committee 12-067d8/7/2013Open Continued Usage of Board of Water Commissioners Property Abutting Trailside Park DallasOpen 13-0138/7/2013 Report Schedule Date of Joint Work SessionStaffTBD - June 13-0196/5/2013 Check With Lino Lakes Sharing Porta Potties StaffOpen 13-0206/5/2013 Preliminary List of ProjectsPat B. 13-0216/5/2013 Investigate Possibility of Hockey Rink as Pat B. & Paul Basketball Court in SummerP. 13-0226/5/2013 Check w/Dallas Legality of Book/DVD Sales & Charities from Mr. Hitchcock Proceeds Pat B. 13-0236/5/2013 Background Check on Mr. HitchcockPat B./Staff 13-0246/5/2013 Contact Centennial Youth Football Regarding Request to Utilized LaMotte Fields Pat B. 13-0256/5/2013 Following June 5, 2013 Meeting (Meeting Lengthy)Page 1 ACTION ITEMS PARKS RECREATION Info. Is provided at bottom of Agenda for all Committees/Co mmissions and Staff Place Park Reservations/activities on Calendar in Council ChambersCouncil Staff 13-0266/5/2013 Following June 5, 2013 Meeting (Meeting Lengthy)Page 2