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Home My WebLink About2014-01-08 P & R Minutes - Approved 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) I. 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 II. SET AGENDA Motion was made by Chairperson Branch, seconded by Committee Member Grahek to set the agenda by adding under V. Committee Business: 6. Flag Football, 7. Dropbox, 8. 2014 Budget, 9. Dead Broke Saddle Club and 10. Park property on Mill Road. Chairperson Branch also adding under VI. UPDATES: 3. Park Development and 4. December 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 Committee Member Waeghe to approve the minutes of the December 4, 2013 meeting as presented. Chairperson Branch and Committee Member Seeley abstained. Motion 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.) would be approximately $1,500 each or $3,000 for the pair, installation of the equipment would be an additional cost that is yet to be determined. 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 Seeley, 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 damaged 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. Page 2 of 5 City of Centerville Parks & Recreation Committee January 8, 2014 Discussion ensued regarding the need for additional port-a-potties, trash receptacles, and insurance requirements if an event of this magnitude was to 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 7212 Mill Road was for sale by the City and that in the past, it has been known as park property. Committee Member Seeley stated that if the property was obtained through park dedication/donation it should be developed into a park. 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 completed as of January 8, 2014 will be removed:  These include item numbers: NONE Items that are to be deleted as of January 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 adjourn 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 Completed/ # Item Person Status Date Closed Trailside Park Benches - Bald Eagle Ski 12 -006 Club P. Branch 1/8/2014 Open Kiosk - Cornerstone Park - Create Inserts for 12 -013a Kiosk K. Amundsen 1/8/2014 On -Going Kiosk @ Cornerstone Park - Remove All Outdated Materials & Replace Seasonal 12 -013b Programs /Events Staff 1/8/2014 On -Going 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. 1/8/2014 Open 13 -027 Plan to Upgrade Trailside Park P & R April, 2014 Open 13 -028 Plan to Address Signage for Indian Mound S. Seeley March, 2014 Open 13 -029 Plan for Parks Irrigation P & R 1/8/2014 Open Educational Materials from RCWD - Phosphorus in Lakes (Spring, 2014) — Utility 13 -032 Billing S. Seeley March, 2014 Open 13 -033 jBudget Balance P & R 1/8/2014 1 Tabled Following December 4, 2013 Meeting Page 1 PARK IMPROVEMENT PROJECTS — 5 YEAR PLAN AMOUNT/ TARGET FUNDS ESTIMATED YEAR 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 through 2014 funds for installation. a. 2 @ Trailside Park Rec'vd. additional $200 b. 1 @ Eagle Park Tennis Court sponsorship /donation since c. 1 @ LaMotte Park Volleyball Court Res. #13 -025 Passed d. 1 @ LaMotte Park Playground Irrigation No Hidden Spring 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 jMcBride Park Electrical Improvements No LaMotte Park Shelter 2013 Volleyball Court - LaMotte Park 1yes Completed 9/2013 November 6, 2013 Parks & Rec Parks REVENUE ACTUAL BUDGET R 101 - 45201 -34780 Recreation Fees - - R 101 - 45201- 347818K Run 4,631.00 2,300.00 R 101 - 45202 -36200 Miscellaneous Revenues - - R 101 - 45202 -36230 Contributions and Donations 500.00 - TOTAL RECEIPTS 5,131.00 2,300.00 Parks /Rec. Committee EXPENSES E 101 - 45200 -100 Wages and Salaries (GENERAL) 246.00 E 101 - 45200 -122 FICA 18.82 E 101 - 45200 -438 Meeting Per Diem 1,460.00 2,800.00 1,340.00 Parks /Rec Programs EXPENSES DIFFERENCE *Warming House Attendants E 101 - 45201 -100 Wages and Salaries (GENERAL) 3,748.51 3,000.00 - 748.51 E 101 - 45201 -122 FICA 286.76 200.00 -86.76 E 101 - 45201 -151 Workers Comp Insurance Prem 215.58 200.00 -15.58 E 101 - 45201 -370 Park Programs /Movies in Park 1,658.71 3,100.00 1,441.29 E 101 - 45201 -371 Music in the Park 2,368.99 2,200.00 - 168.99 E 101 - 45201 -373 8K Run /Walk 1,889.74 2,300.00 410.26 E 101 - 45201 -374 Park and Rec Reserve - - - EXPENSES 10,168.29 11,000.00 831.71 TOTAL EXPENSES 11,628.29 13,800.00 2,171.71 8K Proceeds + $500 Lions Donation - 8K Run /Walk Expenditures = $3,241.26 Res. #13 -025 Reserved $3,041.26 - A Sponsorship was received in the amount of $200 following the passage of Res. #13 -025 * *PLEASE NOTE THAT IT WOULD BE SUGGESTED TO WAIT UNTIL THE ABOVE DOLLAR AMOUNTS ARE VERIFIED