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Home My WebLink About2014-02-05 P & R Packet CITY OF CENTERVILLE PARKS & RECREATION AGENDA Wednesday, February 5, 2014 — 6:30 p.m. I. CALL TO ORDER 1. Roll Call II. SET AGENDA III. APPEARANCES 1. Mr. Tom Lee — Music in the Parks — 2014 IV. CONSIDERATION OF MINUTES 1. Parks & Recreation Committee Minutes of January 8, 2014 V. COMMITTEE BUSINESS 1. Basketball Court(s) — LaMotte Park 2. February 8, 2014 Ice Skating/Hayride Event (Stargazing /Snowshoeing /Cross Country Skiing ?) 3. Elizabeth Olson/NHS Park Cleanup 4. Centennial Lakes Little League Request for Use of LaMotte Park Ballfields (Fields #3, #4 & #5 ?) — April 1— August 1, 2014, Monday — Friday, 4:00 p.m. — Dark 5. Centennial Youth Football (Flag) Request for Use of LaMotte Park Fields #1 & 2 — August 12 — October 3, 2014, Monday & Thursday, 5:00 p.m. — 7:30 p.m. & Saturday, 10:00 a.m. — 4:00 p.m. VI. UPDATES 1. Council Updates — Council Member Steve King 2. Purchase of Benches — (P. Palzer) 3. Surplus City Owned Property For Sale — 7200 Mill Road (P. Branch Update) 4. Centennial Lakes Little League Park Cleanup — Saturday, April 5 or Saturday, April 12, 2014 On -Going Items 1. None VII. ACTION ITEM(S) REVIEW VIII. ADJOURNMENT *REMINDERS ** Planning & Zoning Commission Meeting — February 4, 2014 6:30 p.m. Council Chambers — Potential for Cancellation City Council Meeting — February 12, 2014, 6:30 p.m. Council Chambers Centerville Lions Annual Ice Fishing Contest & EAA Young Eagles Airplane Rides — February 22, 2014, 8:00 a.m. Centerville Lake City Council Meeting — February 26, 2014, 6:30 p.m. Council Chambers Parks & Recreation Committee Meeting — March 5, 2014, 6:30 p.m. Council Chambers *PARK USAGE* Skate Night/Hayride — Laurie LaMotte Memorial Park Ice Rinks, February 8, 2014, 6:30 p.m. Teresa Bender From: Pat Branch Sent: Wednesday, January 29, 2014 8:08 PM To: ELIZABETH OLSON Cc: Kevin Amundsen; Suzanne Seeley; Suzanne Seeley; Teresa Bender; John Grahek Subject: Re: Spring clean up of parks volunteering Hi Elizabeth Any of those dates will work for us. Hidden Spring is my first choice of parks. If you have enough volunteers, we could also do Cornerstone Park. We can make that decision when the time As usual with a Minnesota Spring. The date may be driven by the weather. Pat Branch Sent from my iPad On Jan 28, 2014, at 9:26 AM, "ELIZABETH OLSON" < elolson3 @hotmail.com wrote: > Thank you very much! We are still figuring out which day would work best for us and NHS, but just to get an idea about possible dates, does April 19, April 26, or May 4 sound okay? Also, would this be for the Hidden Springs park near LaMotte or do you have a different one in mind? > Thanks, > Elizabeth Olson > Sent from my iPhone >> On Jan 20, 2014, at 11:17 PM, "Pat Branch" < PBranch @CENTERVILLEMN.com wrote: >> Hello Elizabeth, >> We will be very happy to schedule a spring clean up of one of the parks. The event last yearly worked out very well for the City and for NHS. Let's set something up for April or early May. But not on Mother's Day week -end. >> I have added to this note a couple of our committee members that worked with the NHS team last year. >> Patrick Branch >> Centerville Parks and Recreation Committee Chairperson >> Sent from my iPad >>> On Jan 17, 2014, at 6:01 PM, "ELIZABETH OLSON" < elolson3 @hotmail.com wrote: >>> Hello, >>> My name is Elizabeth Olson and I am a senior at Centennial High School. My friend Danna and I are members of the CHS National Honor Society, and we need to organize a volunteer opportunity for a group of NHS members in the spring. We were wondering if we could get a group together to help with spring clean -up of one of the Centerville parks that is in need of it? Last year Danna had helped out with a similar NHS project through Centerville parks, and we would like to help out with this again this year. Would it be possible for you to schedule us for this? >>> Thank you, >>> Elizabeth Olson »> This email has been scanned by the Symantec Email Security-cloud >>> service. >>> For more information please visit http: / /www.symanteccloud.com > This email has been scanned by the Symantec Email Security.cloud service. > For more information please visit http: / /www.symanteccloud.com 2 PARKS AND RECREATION COMMITTEE Wednesday, January 8, 2014 — 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, January 8, 2014 at City Hall location. Present: Chairperson Patrick Branch Vice - Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Chris Bettinger Committee Member Brian Peterson Committee Member Suzanne Seeley Committee Member Nick Twohy Committee Member Kevin Waeghe Also Present: Public Works Director, Paul Palzer Linda Neudecker, Recording Secretary Absent: Council Member, Steve King (unavailable due to City Council Meeting) 1. CALL TO ORDER Chairperson Branch called the January 8, 2014 Meeting of the Parks & Recreation Committee to order at 6:33 p.m. at the City Hall location. Roll Call — see above 11. SET AGENDA Motion was made by Chairperson Branch seconded by Committee Member Grahek to set t he agenda by adding under V Committee Business: 6 Flag Football, 7. Dropbox, 8. 2014 Bu dget, 9 Dead Broke Saddle Club and 10 Park property on Mill Roa Chairperson_ Branch also adding under VI UPDATES: 3 Park Development and 4. De cember Movie. All in favor. Motion passed. III. APPEARANCES Mr. Robbie Bacon, Eagle Scout Project Proposal See V. Committee Business IV. CONSIDERATION OF MINUTES Motion was made by Committee Member Amundsen seconded by Com Member Waeghe to approve the minutes of the December 4 2013 meeting as prese nted. Chairperson Branch and Committee Member Seeley abstained. Mot passed. City of Centerville Parks & Recreation Committee January 8, 2014 V. COMMITTEE BUSINESS 1. Eagle Scout Project — Mr. Robbie Bacon Subsequent to speaking with a Forester, Mr. Bacon declined the project due to labor intensity associated with the amount of trees and buckthorn that needed removal along with time constrains and the amount of work suggested by the Forester. Mr. Bacon thanked the Committee for their consideration. 2. Basketball Court(s) — LaMotte Park Hockey Rink It is anticipated that the cost of the equipment (backboards/hoops, posts, etc.) and mounting would be approximately $1,500. The Committee desired to complete the installation by the end of the summer, however, funding is limited. The Committee desires to install the court across the width of the hockey rink utilizing the exterior of the rink for mounting posts which will house the backboards/hoop(s) similar to City of Lino Lakes' Inner Park basketball court. 3. Selection of Committee Chair & Co -Chair A motion was made by Committee Member Seelev, seconded by Committee Member Amundsen to select Mr. Pat Branch as Chairperson and Mr. Jon Grahek as Vice - Chair. All in favor. Motion passed. 4. Ice Skating Event — January 11, 2014 It was felt that bulk hot chocolate, popcorn oil and 8 oz hot beverage cups were needed and Committee Member Bettinger offered the use of his popcorn machine as a backup. It was also felt that pallets for the fire, flyers and posters to promote the event were needed along with the City Hall sign reading "Skating Party Saturday" rather than P & R Skate Night LaMotte Park, January 11, 6:30 p.m. Committee Members will be meeting at the warming house between 5:00 p.m. to 5:30 p.m. 5. 2013 Budget Excess/Reserve Amount/Improvement Projects These figures were reviewed. 6. Flag Football/2013 Field Damage A settlement agreement has been reached with the two individuals that organized the flag football tournament that damage the turf at LaMotte Park in 2013 in the amount of $6,500. Rumor is that they may be interested in utilizing the fields again this year for their tournament; however, a permit would need to be obtained. Discussion ensued regarding the need for additional port-a- potties, trash receptacles, and insurance requirements if an event of this magnitude was to Page 2 of 5 City of Centerville Parks & Recreation Committee January 8, 2014 receive approval. The Committee desired to meet with the group prior to any permits being issued. This item was tabled until February. 7. Drop Box Software Application Chairperson Branch stated that the Staff makes available the packet in Drop Box (similar to a cloud for external storage of electronic documents or photos on the internet) for individuals to obtain an electronic version on their own electronic devices and recently sent all Committee Members a link for their convenience. It is felt that if the Committee desired to utilize this application, it would decrease the amount of expense associated with providing paper copies. Several members felt that they would utilize the option. 8. 2014 Budget Previously discussed. 9. Dead Broke Saddle Club (donated funds) It was discussed that when the Committee has a specified project, letters would be forwarded to Dead Broke Saddle Club, Centennial Youth Hockey Association and the Centerville Lions Club requesting consideration of donations. 10. Park Property on Mill Road It was brought to the Committee's attention that the property located at 7200 Mill Road was for sale by the City and that in the past, it has been known as park property. Committee Member Seeley felt that if the property was obtained through park dedication or donation it should either be developed into a park or proceeds from the sale should be earmarked for park improvements elsewhere within the community. Committee Chair stated that he would discuss how the City originally acquired the parcel with Administrator Larson and report back to the Committee. VI. UPDATES 1. Council Updates — Council Member Steve King No Update. 2. Purchase of Benches — P. Palzer Public Works Director Palzer reported that the purchase of two (2) eight foot and three (3) six foot benches would be completed shortly with a delivery date of May 1, 2014. Director Palzer stated that the purchase price would be $3,541.26. Page 3 of 5 City of Centerville Parks & Recreation Committee January 8, 2014 Subsequent to Mr. Palzer attempt to place the order, he was informed by the vendor, Minncor, that they were no longer producing eight foot benches due to the possibility of sagging in the middle. Mr. Palzer placed the order for five (5) six foot benches at a lower cost. 3. Park Development — P. Branch Lengthy discussion was had regarding the need for additional amenities: Laurie LaMotte Memorial Park pavilion/shelter — electrical outlet(s) and the installation of a drinking fountain and basketball court; drinking fountains at Tracie McBride Memorial Park and Acorn Creek Park; and irrigation at Acorn Creek Park, Cornerstone Park and Hidden Spring Park. The Committee briefly discussed financial assistance and volunteer labor. 4• Movie at the School (A Muppets Christmas Carol) — B. Peterson Committee Member Peterson reported that approximately 25 people attended the event and with the effort and expenditure associated he would not recommend having a similar activity in the future during the winter months. VII. ACTION ITEMS 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 the January 8, 2014 meeting will be included with the minutes to be approved. Corrections /Revisions • Change COMPLETED /STATUS to DATE • Change DATE CLOSED to STATUS All items for this month are OPEN Items that have been complete as of January 8, 2014 will be removed: • These include item numbers: NONE Items that are to be deleted as of.lanuary 8. 2014 will be removed: • These include item numbers: NONE All remaining items — * Item Numbers: 12 -006 - change Date from 1 -8 -14 to July, 2014 12 -13a & 12 -013b — _change Dates from 1 -8 -14 to ON GOING 12 -67d — leave as March 2014 13 -022 - change Date from 1 -8 -14 to July, 2014 13 -028, 13 -029, & 13 -032 — change Dates to April 2014 13 -033 — change Date to 2-5-14 Items to be added are: 14 -035 — Request Donations from (Dead Broke Saddle Club, Centennial Youth Hockey Association, Shake Your Shamrock/Front Runner & Centerville Lions Club Page 4 of 5 City of Centerville Parks & Recreation Committee January 8, 2014 Mar, 2014 Staff 14 -036 — Status of City Property on Mill Road 2 -5 -14 Dallas Items that are priority items and need to be completed ASAP are item numbers: NONE VIII. ADJOURNMENT Motion was made by Chairperson Branch, seconded by Committee Member Grahek to adiourn the meeting. Meeting was adjourned at 8.34 p.m. All in favor. Motion carried. Submitted by: Linda Neudecker, Secretary Page 5 of 5 ACTION ITEMS PARKS RECREATION Assigned # Item Person Date Status Trailside Park Benches - Bald Eagle Ski 12 -006 Club P. Branch July, 2014 Open Kiosk - Cornerstone Park - Create Inserts for 12 -013a Kiosk K. Amundsen On -Going Open Kiosk @ Cornerstone Park - Remove All Outdated Materials & Replace Seasonal 12 -013b Programs /Events Staff On -Going Open Little League - Status of Scoreboard Moving & dragging of fields (Update Given @ April 12 -067d Meeting) Committee March, 2014 Open Investigate Possibility of Hockey Rink as B. Peterson & 13 -022 Basketball Court in Summer Paul P. July, 2014 Open 13 -027 jPlan to Upgrade Trailside Park P & R April, 2014 Open 13 -028 1 Plan to Address Signage for Indian Mound S. Seeley April, 2014 Open 13 -029 jPlan for Parks Irrigation P & R April, 2014 Open Educational Materials from RCWD - Phosphorus in Lakes (Spring, 2014) — Utility 13 -032 Billing S. Seeley April, 2014 Open 13 -033 Budget Balance P & R 2/5/2014 Tabled Requestion for Donations (Dead Broke, Centennial Youth Hockey, Shake Your Shamrock/Front Runner & Centerville Lions 14 -035 Club) I P&R March, 2014 Open P. Branch/D. 14 -036 City Owned Property — 7200 Mill Road I Larson I 2/5/2014 Open Following January 8, 2014 Meeting Page 1 PARK IMPROVEMENT PROJECTS — 5 YEAR PLAN AMOUNT/ TARGET FUNDS ESTIMATED YSAS PROJECT RESERVED? COST COMMENTS Yes, Res. #13 $3,041.26/ Estimated cost exceeds amount reserved in 2013; however, 2014 Park Benches 025 $3,541.26 � funds will be secured throu 2014 funds for installation. I a. 2 @ Trailside Park I Rec'vd. additional $200 b. 1 @ Eagle Park Tennis Court I sponsorship /donation since c. 1 @ LaMotte Park Volleyball Court Res. #13 -025 Passed d. 1 LaMotte Park Playground Irrigation No Hidden Sprin Irrigation No Acorn Creek Park Irrigation No Corner Stone Park Irrigation No McBride Park Basketball Court No LaMotte Park Hockey Rink Drinking Fountain No LaMotte Park Drinking Fountain No Acorn Creek Park Drinking Fountain No McBride Park Electrical bnprovements No ILaMotte Park Shelter 2013 Volleyball Court - LaMotte Park Yes I Completed 9/2013 November 6, 2013 4PP November 13, 2013 Centerville Parks & Recreation Committee Attention: Kim Centerville City Hall 1880 Main Street Centerville, MN 55038 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 2014 beginning April 1 2014 through August 1 2014; 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 5 2014 with a back -up date of Saturday, April 12 2014. 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 T __._„ 1311..11 tvin . i , o-vi n ftur, NIN 55044 - 763.780.3836 • littp:;/ centenniallakeslittleleague.org PARK FACILITY PERMIT APPLICATION 1. Name /Address /Phone Number of Individual or Organization responsible for making this application: Centennial Youth Football 4335 Pheasant Ridge DR NE_ -7 - Address 65216 -3664 (Brian Sauer) �` , , #224 -122 Blaine, MN 55449 Telephone N -- �.: , 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: Requesting Football Practice Fields and LaMotte Park for next year (2014) Looking for fields if 1 and #2 on LaMotte Map 3. What is the number of people that are involved in your event/activity? 100 4. What City facilities do you wish to use Acorn Creek Park Eagle Park Laurie LaMotte Memorial Park X Hidden Spring Park (Lighting & Wanning House) Trailside Park An aduk may be requested to take responsibility to lock & unlock restrooms Royal Meadows Park Cornerstone Park City Hall Tracie McBride Memorial Park y 5. Please lis the date or dates and times yoLZ pose to pse the facilities: August- Octo 2014 - 5PM -8PM ' :�a' , � ° t-rt� 6, is anyone charged a fee to watch or participate in your event? No 7. Have you used these facilities before? Yes if so, when? 2013 8. Are you requesting additional permits or City services? Yes X No (i.e., Road Closure (s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or ports potties, Park Buildings) Please describe Depending upon the nature of your event, or if you are requesting City services, you may be required complete a different application and/or make a deposit to cover city costs. Brian Sauer 8/14/13 Printed Name of Person Signing Date S i g n as u i r ir arr�rrsr��arrrarrrrrrr� sarar � a �� rr �� rrar � ra �� ra �� RR � asss �� sw � ■ Office Use Only Permit approved by: Date: Deposit required: $ Receipt # Farm number. 2013.01 PU BE ADVISED THAT YOU ARE REQUIRED TO LEAVE THE PARK AS CLEAN AS YOU FOUND IT PLEASE! YOU ARE NOT AUTHORIZED TO STORE ATHLETIC OR OTHER EQUIPMENT IN THE PARK OR FACILITIES. Hidden Spring Park 1 — Picnic Shelter 1875 Fox Run 1b01 LaMotte Drive Tracie McBride Park 1-- Open Field 6955 Eagle Trail Eagle Park 1 ~ Tennis Court Laurie LaMotte Memorial Park 1 -2 — Football Practice Fields 3 -5 — Baseball Fields 8 6 — Picnic Shelter 7 — Pleasure Ice Rink 8 — Hockey Rink 9 — warming House 10 — Wheels/Skate 1874 Revoir Street Park 6970 LaMotte Drive 11 — Soccer Field Form number. Teresa Bender From: Teresa Bender Sent: Friday, January 10, 201412:55 PM To: 'Brian Sauer' Subject: RE: CYFA Park Permit Request Thank you it narrows it down for potentially other uses. Teresa From: Brian Sauer [ mailto:brian i sauer @gmail.com Sent: Friday, January 10, 2014 12:55 PM To: Teresa Bender Subject: Re: CYFA Park Permit Request Hi Teresa: Here is what we'd be interested in. Fields 1 and 2 - Football practice fields Tuesday and Thursday - 5PM - 7:30PM Saturday - l OAM - 4PM From 8/12 through 10/3 Thanks, Brian On Fri, Jan 10, 2014 at 10:57 AM, Teresa Bender com wrote. Just provide with details is fine. Teresa From: Brian Sauer [mailto: j sauer gmail.com Sent: Friday, January 10, 2014 10:48 AM To: Teresa Bender Subject: Re: CYFA Park Permit Request Ok - should I submit a new request or just provide you with details? 1 I am fine with narrowing down our request. -Brian On Wed, Jan 8, 2014 at 8:13 AM, Teresa Bender < TBender entervillemn.com wrote: Dear Brian: th Yes, you did send it back then. The Committee would request that you provide the ds for fields 1 desired along the wi tennial coaches. Also, the Committee is concerned that we already have two requests (y o Lakes Little League); however, the little league does not use those fields, but the Committee is concerned about having the ability to provide the use of the fields to others that may desire to utilize them also. Let's see if we can really narrow down the usage of the fields, say Mondays, Wednesdays and Fridays or something rather than exclusive rights to everyday. Sincerely, Teresa From: Brian Sauer [mailto: i sauer @gmail.com Sent: Tuesday, January 07, 2014 12:59 PM To: Teresa Bender Subject: CYFA Park Permit Request Hi Teresa: I believe I sent this in sometime in the fall, but I can't find the sent e-mail and I haven't heard back, so I'm resending in case it never made it. Please see my request for fields at Lamotte for 2014. Thanks, 2 Brian This email has been scanned by the Symantec Email Security.cloud service. For more information please visit hLtp://www.sManteceloud.com This email has been scanned by the Symantec Email Security.cloud service. For more information please visit htip://www.sManteccloud.com This email has been scanned by the Symantec Email Security.cloud service. For more information please visit htlp://www.sManteceloud.com 3