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HomeMy WebLinkAbout2013-05-01 P & R Minutes - Approved PARKS AND RECREATION COMMITTEE Wednesday, May 1, 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, May 1, 2012 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Mark Haiden Committee Member Suzanne Seeley Committee Member Brian Peterson Absent: Committee Member Chris Bettinger Committee Member Kevin Waeghe Also Present: Public Works Director Paul Palzer Council Member Steve King Linda Neudecker, Recording Secretary I. CALL TO ORDER Chairperson Branch called the May 1, 2013 Meeting of the Parks & Recreation Committee to order at 6:30 p.m. 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 one addition: add #12 “Centennial High School NHS Volunteers” under #V. Committee Business. All in favor; motion carried unanimously. III. APPEARANCES 1. Ms Jessie Hull - Bald Eagle Water Ski Club: Ms Hull was not in attendance a. Chemically Treating Centerville Lake – an email request was sent on April 23, 2013 for an update regarding chemically treating Centerville Lake b. Type & Placement of Portable Toilets – an email request was sent on April 23, 2013 for the BEWSC to work with Mr. Paul Palzer, Public Works Director for the recommended size, type and placement of a portable toilet for the water ski shows. 2. Mr. Tom Lee – Organizer of Music Jamboree (7-26-12) UPDATE Mr Tom Lee, former City Council member and advisor to the Parks and Recreation Committee, has been assisting the committee as a volunteer Music-In-The-Park coordinator. 2013 is his second year in that role. Mr. Lee provided the following update regarding the Music in the Parks program: All the bands have been booked with a list having been sent to Ms Bender. The contracts will be sent to the bands soon, with the signed contracts being sent to the city offices. The PA equipment will be stored in the warming house during this timeframe. Two 100 foot cables to be attached to the speakers are still needed. City staff will be asked to purchase them. On behalf of the Committee, Mr. Lee and the Centerville Lions have agreed on the general construct for the second annual Music Jamboree as a Festival of the Lakes event. The Committee, under Tom Lee’s leadership will sponsor the Jamboree on Friday evening July 26, 2013 at the LaMotte park hockey rink. This event is free to the public. At the same time, the Lions Club will host their traditional annual beer tent. The Committee will provide the music, free to the public and at no cost to the Lions. The Lions assume full responsibility for the beer tent. Beer tent proceeds remain with the Lions. Jamboree expenses have not yet been determined. The Committee anticipates that the Jamboree will become the crown jewel of their music in the parks program. To ensure success the agreed to dedicate $500 out of the 2013 Parks Program budget line for this event. Motion was made by Committee Member Peterson, seconded by Committee Seeley to include the Music Jamboree as a part of the Music in the Park activities. All in favor; motion carried unanimously. IV. CONSIDERATION OF MINUTES A request was made to amend the meeting minutes as follows: Under Committee Business, Item #4 to add the words “their 3 year nest history”, between the words “birdhouses” and “their”. Also change the date from April 4 to April 3 at all 3 locations on page 1 and all 4 locations on page 6. Motion was made by Committee Member Amundsen, seconded by Committee Grahek to approve the minutes of the April 3, 2013 meetings as amended. All in favor, with Committee Chairperson Branch abstaining. Motion carried. V. COMMITTEE BUSINESS 1.Centennial Little League - Update A schedule was provided, as requested. No information was received regarding the relocation of lights and the scoreboard or a request for the concession stand for the season. There was a guarantee that all games scheduled will be played and there will be no games at the school. An update will be needed regarding the installation of a portable bathroom by them; the committee would like them to provide a portable handicapped bathroom, at their cost, until the end of June and leave it in place with the city picking up the cost from July 1 through the end of October. The park bathroom will th be opened the week of May 6 and will be locked daily by the police department, if the coaches & ball staff forget to lock it up before leaving. There was additional discussion to provide handicap portable bathrooms in each of the other parks that have playgrounds. Motion was made by Committee Member Amundsen, seconded by Committee Member Peterson to recommend to the city council, to provide in every park which has playground equipment a portable handicap bathroom (porta-potty) from May through the end of September as a convenience to the residents and visitors. (and in the future from April through the end of September. All in favor; motion carried unanimously. 2.Revenues Reserve funds, accumulated from previous year’s Festival of the Lakes events and private donations, will be expended in full this summer with the construction of a sand volleyball court in LaMotte park. The Committee has been discussing the next park improvement to be accomplished in a similar fashion. (i.e. With a reserve fund built with Festival of the Lakes fees and public donations). This subject is expected to be on the agenda of a joint City Council/Committee meeting scheduled in June. To prepare for that meeting, a list of potential projects will discussed and prioritized at the June Committee meeting. The list of potential projects will include park irrigation systems, park benches and a basketball court. 3.Blue Bird Houses – Kevin Amundsen Some of the houses will need to be moved; some help will be needed to remove the 8’ posts which are 2’ into the ground. 4.Thank You Letters The names of those who volunteered will be provided to staff within the next two weeks. 5.Facility Permit Application – Centennial Youth Football A request was received by the Centennial Youth Football for the use of Laurie LaMotte Memorial Park, Fields 1 & 2) two days per week from August 13 through September 19, 2013 and Striping. This location has been reserved for the Centennial Soccer Club. This request was denied. Possibly they could use Acorn Park or another location. Committee Chairperson Branch will contact them regarding use of another park. 6.Special Event Permit Application – Cub Scouts A request was received by Cub Scout Pack 432 for the use of Laurie LaMotte Memorial Park on Sunday, June 8, 2013, with a rain date of June 30, 2013, from 8am to 1pm for their Annual Rocket Launch. A motion was made by Chairperson Branch, seconded by Chairperson Seeley to recommend to the City Council to approve this application. All in favor; motion passed unanimously. 7.Pathway/Trail along CSAH21 Committee Member Seeley attended a meeting of Anoka County regarding the reconstruction of Centerville Road. The City Council is considering a multi-purpose path along the roadway. The Council is waiting for the cost differential estimate for a sidewalk versus a path; the cost to be paid for by the City of Centerville. After discussion it was determined to table this topic until after the pending joint meeting with the Council. 8.New Basketball Court A request was made by a resident that a new basketball court be added to the park system. After discussion regarding the current court at McBride Park, there was discussion as to the validity of utilizing the hockey rink as a base for a new basketball court. Also discussed whether a full or half court would be the best option, along with safety issues. Could this possibly be a project for the Boy Scouts or other group(s)? Committee Member Peterson and Mr. Palzer will investigate the options available. 9.Park Facility Permit Application - Centennial Little League A request was received by the Centennial Little League for the use of one field at Laurie LaMotte Memorial Park, from 3:30pm to 4:30pm, Sundays from May 5 through June, 2013. Motion was made by Committee Member Haiden, seconded by Committee Chairman Branch to approve this application. All in favor; motion passed unanimously. 10.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. Mr. Hitchcock has proposed a couple of ideas for him to participate in the Festival of Lakes 8K run, including: * as a speaker (there would be a fee); * 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; * showing of the film, My Run, with Q & A at the conclusion of the showing; * selling signed copies of My Run (proceeds as stated above) Chairperson Branch obtained a copy of the film, My Run, to review and he responded to Mr. Hitchcock via email. There was a question regarding if having this person on site be a possibility to draw more runners to the event. There was concern about if the book and dvd were sold would it be better to have the P & R sell it and receive a portion of the sales, but there were concerns as to how do you know about what percentage of the remainder would be going to the stated charities OR would it be better for him to obtain a peddlers permit and sell the book and dvd himself. After further discussion, it was determined that it would be an appropriate action to consult with city staff regarding doing some additional investigation regarding this issue. There was also discussion about dealing with future requests of this nature. 11.Centennial High School – NHS Volunteers There are approximately 15 NHS volunteers from Centennial High School willing to help with the clean-up of one or more of the parks. The scheduled day is 1pm on May th 11. Chairperson Branch will be unavailable, but he suggested that a few P & R committee members be available to supervise and break up into smaller groups to clean up around the monuments, including pulling weeds and also clean up paper and debris and then record their hours for credit for their volunteer hours. The City Public Works will provide bags and will pick up the filled bags. Chairperson Branch has been in contact with the NHS advisor to find additional volunteers for the summer and fall months. 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 19, 3 Wednesday. 2.Kiosk Inserts – Committee Member Amundsen The Committee would like to have more historic information included. Committee Chairperson Branch volunteered to look up the history of all the wars and list of Centerville residents involved. Also to be included will be a history of the families plus upcoming events and trail maps. 3.Bike Repair Station This item is tabled to a future meeting – possible item to be on the prioritized list. 4.Music in the Park See III. Appearances, #2 Tom Lee, first paragraph - two 100’ cables for speakers to be purchased. 5.Smart Phone Application Due to the number of maps available on the internet, including Google, it was determined that this item is no longer a viable item and will be removed from the Action Item List. 6.Shoreline Plantings A list of these plantings has been received by the committee members. 7.Trail Maintenance This item is a concern as there is no plan currently for maintenance and/or replacement of the trails. Currently the trail at Eagle Park needs both repair and some replacement. A maintenance plan for the trails and parks to inspect, repair and upgrade, needs to be established, with research of costs to be determined based on results of inspections. The Committee believes that this should be a City Council budgeted item and strongly advocate that this be taken under consideration soon. On-Going Items – these two items are to be removed from the Action Item List 1. Contact Area Schools 2.Weeding in Hidden Spring Park – Master Gardener VII. ACTION ITEMS(S) REVIEW Items that have been completed will be removed; some are still open and additional items discussed at this meeting will be added. A revised Action Item List, as of May 1, 2013 meeting will be included with the approved minutes. Items that have been completed as of May 1, 2013 will be removed: ·These include item numbers 12-027, 12-052, 13-009, 13-014, 13-015, 13-016, 13-017, 13- 018 Items that are to be deleted as of May 1, 2013 will be removed:  These include item numbers: 12-035 Items that are priority items and need to be done ASAP are item numbers: NONE NOTE: All remaining current open/ in process & tabled items – change date from 5-1-13 to 6-5-13 Corrections/Revisions - Change 12-060 – change Item wording to “Purchase two 100 ft cables for speakers”; change Assigned Person to either Tom Lee or Staff, change from In Process to Open Change 12-067d and 13-013 to Open Change 13-019 to TBD - June Items to be added are: ·13-020 Staff - check with City of Lino Lakes regarding their sharing their resourcing for Porta Potties (if rented through Lino Lakes, possibly get a better discount) ·12-021 Pat Branch – draft a preliminary list of projects to be present to the P & R Committee for discussion at the June meeting ·13-022 Pat Branch/Paul Palzer – investigate possibility of utilizing the hockey rink for a basketball court during the summer ·13-023 Pat Branch – check with Dallas regarding the legality of book/dvd sales & charities mentioned from Mr. Terry Hitchcock ·13-024 Pat Branch/staff – background check on Mr. Terry Hitchcock regarding 13-023 ·13-025 Pat Branch – contact the contact person regarding the Centennial Youth Football request for use of Laurie LaMotte Park ·13-026 Staff – requested that staff place all park reservations/activities on calendar in council meeting room NOTE: All of these added items that have a Due Date of 6-5-13 are Open and the Assigned Person for them is STAFF unless otherwise stated. VIII. ADJOURNMENT Motion was made by Committee member Haiden, seconded by Committee member Grabek to adjourn the meeting. Meeting was adjourned at 8:36pm. All in favor; motion passed unanimously. NOTE: If I may, I would suggest that the “Date Closed” heading be changed to “Status” on the Action Item List. Linda Preliminary/Unapproved minutes from May 1, 2013 minutes ACTION ITEMS PARKS RECREATION Assigned Completed Person/Status #ItemDate Closed Trailside Park Benches - Bald Eagle Ski Club 12-006P. Branch6/5/2013 Trailside Park Portable Toilets - Bald Eagle Ski Club - (Type & Placement - P. Palzer Discretion) 12-007P. Branch6/5/2013 Kiosk - Cornerstone Park - Create Inserts for Kiosk 12-013aK. Amundsen6/5/2013On-Going Kiosk @ Cornerstone Park - Remove All Outdated Materials & Replace Seasonal Programs/Events 12-013bStaff6/5/2013On-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/Staff6/5/2013 Little League - Status of Scoreboard Moving & dragging of fields (Update Given @ April Meeting) Committee 12-067d6/5/2013Open Continued Usage of Board of Water Commissioners Property Abutting Trailside Park DallasOpen 13-0136/5/2013 Report Schedule Date of Joint Work SessionStaffTBD - June 13-0196/5/2013 Following May 1, 2013 MeetingPage 1 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 May 1, 2013 MeetingPage 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 May 1, 2013 MeetingPage 2