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Home My WebLink About2012-09-04 P & R Minutes PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 5, 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, September 5, 2012 at Hidden Springs Park in Centerville. Present: Vice-Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Suzanne Seeley Committee Member Mark Haiden Committee Member Kevin Waeghe Committee Member Chris Bettinger Also Present: Council Member Steve King Absent: Chairperson Patrick Branch Public Works Director Paul Palzer I. CALL TO ORDER Vice-Chairperson Grahek called the September 5, 2012 Parks & Recreation Committee Meeting to order at 6:45p.m., at Hidden Springs Park. Oath of Office The newly appointed committee Members, Mr. Chris Bettinger and Mr. Kevin Waeghe were administered the Oath of Office. They both shared information about their background, interests and families. Roll Call II. SET AGENDA ,Seeley Motion was made by Committee Member Amundsen seconded by Committee Member to add number 5 “Upcoming Events for 2013 & balance of 2012” & number 6 “Voting Procedures for the Committee” under Committee Business, and to add number 11 “Skating Party” under Updates. All in favor. Motion carried unanimously. III. APPEARANCES None. CONSIDERATION OF MINUTES IV. Consideration of the August 1, 2012 Parks and Recreation Committee meeting minutes: City of Centerville Parks & Recreation Committee September 5, 2012 Motion was made by Committee Member Seeley, seconded by Committee Member Peterson to approve the August 1, 2012 meeting minutes with one modification: add number 6. Music in the Parks as a heading, between the first and second paragraphs under number 5 on page 4. All in favor. Motion carried unanimously. COMMITTEE BUSINESS V. 1. City Council Goals and Objectives – 2012 (Proposed Addendum for Parks & Recreation) Motion was made by Committee Member Grahek, seconded by Committee Member Amundsen to table discussion of the Proposed Addendum for Parks & Recreation to the City Council Goals & Objectives – 2012 to the October meeting. All in favor. Motion carried unanimously. 2. Park Facility Permit Application: LaMotte Park Baseball Outfield #5 from August 13, 2012 th through October 31, 2012, Mondays through Thursdays, from 5:30 – 7:30pm – for 7 grade football (given preliminary use permission w/o stripping). STRIPPING 3. Park Facility Permit Application: LaMotte Park Field #1 from August 15, 2012 through ndrd October 12, 2012, Mondays, Wednesdays & Thursdays from 6:00 – 7:30pm for 2 & 3 grade football (given preliminary use permission). 4. Park Facility Permit Application: Acorn Creek Park Field #1 from August 20, 2012 through October 31, 2012, Thursdays, from 5:00 – 8:00pm for Youth 10 Girls Soccer (given preliminary use permission) Motion was made to Committee Member Peterson, seconded by Committee Member Grahek to approve the three (3) Park Facility Permit Applications as stated above and also to approve the stripping at the LaMotte Park Baseball Outfield #5. All in Favor. Motion carried unanimously. 5.Upcoming Events for 2013 and the remainder of 2012 There was a request for the Committee to set and approve dates for the remainder of 2012 and for 2013 for publication in the Citizen Resident Guide: 2012: th September 15 @ 7:30 p.m.: MOVIE IN THE PARKS @ Hidden Springs Park th September 29 SKATING PARTY @ Schwan Center ththth *October 6th, 7, 13 or 14 @ 9-10am: PLANTING TULIP BULBS throughout the parks. Note: approximately 500 bulbs; need volunteers - Committee member Seeley will coordinate with staff to get volunteers; need postings to the community. 2013: th *January 12 SKATING PARTY @ LaMotte Memorial Park (includes bonfire, popcorn & hot chocolate) & possibly Stargazing dependent on weather th *February 9 SLEIGH RIDE @ LaMotte Memorial Park & possibly Stargazing dependent on weather Page 2 of 5 City of Centerville Parks & Recreation Committee September 5, 2012 th April 20 PARKS CLEANUP (9 AM)  June through August BALD EAGLE WATERSKI SHOWS on Thursday evenings  June 11, 18, 25 & July 9, 16, 23 MUSIC IN THE PARK @ Hidden Spring Park th July 26 MUSIC JAM SESSION @ Hidden Spring Park thth July 26 – 28 FESTIVAL OF THE LAKES (FETE DES LACS) th July 27 @ 7:30: INLINE SKATE RACE TO WARGO & BACK th July 27 @ 8 am: KIDS 8K RUN & @ 9am: KIDS FUN RUN (Start @ Hidden Spring Park) th *September 14 MOVIE IN THE PARK (alternate date 9-21) th *September 28 SKATING PARTY @ Schwan Center *DATES TENTATIVE Motion was made by Committee Member Grahek, seconded by Committee Member Haiden to approve the activities and dates for the activities as listed above. All in favor. Motion carried unanimously. 6.Committee Voting Procedures Chairperson Branch was present and stated that the Committee had requested that the City Code be modified to allow nine (9) members rather than seven (7) and to be allowed to make a recommendation to Council on the candidate that they would choose if there were more than one vacancy. Administrator Larson had suggested to Chairperson Branch that one (1) of the two (2) individuals might be appointed as an ex officio/alternate of the Committee with voting rights only when an appointed committee member is absent from the meeting. There was discussion regarding several options on how to balance the vote to make it fair for all members. Motion made by Committee Member Haiden, seconded by _________, that the chairperson be considered a non-voting member with all other rights and responsibilities at the meetings where there are eight (8) members present. All in favor. Motion carried unanimously. UPDATES VI. 1. Council Updates – Council Liaison King None 2. Bald Eagle Ski Club – Benches & Portable Toilets at Trailside Park – Branch Tabled to March, 2013 3. Kiosk Inserts – Amundsen All information is out of date at this time & should be removed; the fall/winter activities/programs/events for Centerville, as well as Wargo, should be posted soon. Page 3 of 5 City of Centerville Parks & Recreation Committee September 5, 2012 In addition, the Centerville fall/winter information should also be posted at Wargo. The Committee would like to know what is and is not allowed in the Kiosk as far as promotional materials. Committee Member Seeley will give immediate upcoming activities to staff to include in city promotions. 4. Contact Area Schools – Monument Signs maintenance Tabled to March, 2013 5. Smart Phone Application – Peterson No update; Committee Member Peterson is still working on this project. 6. Sand Volleyball Court – Palzer & Haiden No addition quotes have been requested; tabled to October meeting. 7. Rescheduling of Little League Games to Lexington Chairperson Branch to contact the coordinator to determine the reason the games were moved from Centerville to Lexington; tabled to October meeting. 8. Thank You Letters (Music in the Park & 8K Sponsors) These letters need to be done ASAP. 9. Enhancement Items for Music in the Park (Grahek & Amundsen) Committee Member Peterson offered to check prices on the headphones and cables. 10. Movie in the Park – Peterson The movie, The Lorax and the projector have been rented at a cost of $350 for the movie and $125 for the projector. In addition, Committee Member Peterson purchased blackout material (110” x 150”) for use as a screen at a cost of $72. The Committee has remained under the $750 that had been budgeted for this event. There are approximately 4 ½ cases of Sunny D and a case of water that can be distributed at the movie; an inventory of supplies needs to be completed prior to the th 15. Volunteers are needed for set up at 6:15 p.m. with the movie beginning at 7:30 p.m. The following advertising needs to be done as soon as possible: City Website, ad in Citizen newspaper, inform the schools, etc. 11. Skating Party @ Schwan’s Super Rink: September 29, 2012 @ 5:30pm By an agreement that was made when the Schwan Center was established, Centerville is granted a free one hour skating session each September. The 2012 session has been scheduled for 5:30 p.m., September 29. This community event is open to all Centerville residents and their guests. Information for this event is posted on the City website. Page 4 of 5 City of Centerville Parks & Recreation Committee September 5, 2012 VII. REVIEW OF ACTION ITEMS Items that have been completed as of September 5, 2012 will be removed:  These include item numbers 53, 57, 58, 62 Items that need to be tabled to April, 2013 is item number: 52 (also add “& clean up”) Items that need to be tabled to March, 2013 are item numbers: 06, 07, 27 Items that need to be done ASAP are item numbers: 13b, 59a, 59b NOTE: All remaining current open & tabled items – change date to 10-3-12 Items to be added are:  12-013b – Kiosk @ Cornerstone Park: remove all out of date materials & replace with fall & winter programs/events;  12-059a – Thank you letter to the 8K sponsors; Waste Management and Smith & Glaser  12-062 – Make copies of all of City Code, Chapter 94, Section 94.01 NOTE: All of these added items have a Due Date of 10-3-12, are Open and the Assigned Person for them is: STAFF A revised Action Item List, as of September 5, 2012 meeting will be included with the approved minutes. VIII. FYI Included with the Committee packet was a Centennial Lakes Police Report, Donation Sign Off from Centennial Youth Hockey, Whalen Appreciation email re: 8K Walk/Run & Committee Vacancy email from Chairperson Branch. IX. ADJOURNMENT Motion was made by Committee Member Bettinger and seconded by Committee Member Haiden to adjourn the September 5, 2012 Parks and Recreation meeting at 8:38 p.m. All in favor. Motion carried unanimously. Submitted by: Linda Neudecker, Recording Secretary Page 5 of 5