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HomeMy WebLinkAbout2014-03-05 P & R Meeting Handouts Teresa Bender From• • Becky Whaley <clittleleague @comcast.net> Sent: Tuesday, March 04, 2014 6:31 PM To: Teresa Bender Subject: RE: Field usage meeting Teresa, Pat and the Vice President have schedule conflicts with tomorrow's meeting and are unable to attend. Pat wanted me to send our long term intentions for Lamotte fields. Centennial Lakes little League's long term intentions on the Lamotte fields #1, 2, 3. We have no intentions of ever using the lights as our enrollment numbers are beginning to go down. We also will not be using the scoreboards for any games. We have asked Centennial Baseball if they are interested in the lights and they said no. We appreciate everything the park does for the children of our communities. Thank you again for providing ball fields to play on. Pat Mahr President of Centennial Little League From: Teresa Bender fmailto •TBender(�)CENTERVILLEMN.com Sent: Wednesday, February 12, 2014 12:20 PM To: Becky Whaley Subject: RE: Field usage meeting Sure, as long as they can address the items that we discussed earlier such as long -term intentions, including moving the lights and scoreboard, etc. From: Becky Whaley [ mailto •clittleleagueC�comcast.net Sent: Wednesday, February 12, 2014 11:47 AM To: Teresa Bender Subject: Field usage meeting I talked to Pat Mahr and he already has a prior engagement that evening. He was wondering if there is another person can come his place? Becky Whaley League Administrator Centennial Lakes Little League clittle league [cDcomcast.net 763 - 780 -3836 (office) 763 - 792 -3780 (Fax) This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http• / /www.s=anteccloud.com This email has been scanned by the Symantec Email Security.cloud service. 1 Teresa Bender From: Pat Branch Sent: Monday, March 03, 2014 9:44 PM To: ELIZABETH OLSON Cc: Kevin Amundsen; Suzanne Seeley; Suzanne Seeley; Teresa Bender, John Grahek Subject: Re: Spring clean up of parks volunteering Sounds good to me. The Committee will finalize the date at Wednesday's meeting. You are invited to attend the Parks and Rec meeting 6:30 this Wed. Sent from my iPad On Mar 3, 2014, at 8:53 PM, "ELIZABETH OLSON" < elolson3 @hotmail.com wrote: > Great! Hidden Springs will be great. We were thinking Saturday May 3 in the morning would be the best date for us to get volunteers. Does that sound okay? • Thank you! • Elizabeth > Sent from my iPhone >> On Jan 29, 2014, at 8:07 PM, "Pat Branch" < PBranch @CENTERVILLEMN.com wrote: >> 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 @hotmaii.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.sVmanteccloud.com >>> _ 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 z 1• Teresa Bender From: Pat Branch Sent: Friday, February 28, 2014 2:10 PM To: Teresa Bender Subject: Re: Centerville Flag Football Tournament They will not need a wheelchair accessible portable - there will already be one in the park. On Feb 28, 2014, at 1:49 PM, Teresa Bender wrote: Than I think before we quote prices for garbage or port-a -pots, we should have quotes. A wheelchair accessible port -a -pot through ®nSite last year was $150 and did not inciude anything else. From: Pat Branch Sent: Friday, February 28, 2014 12:20 PM To: Teresa Bender Subject: Re: Centerville Flag Football Tournament I agree - they should pick up their own garbage. Public works should not have to do that. If there is an additional charge from WM it will have to be paid out of their proceeds. But I don't want to just throw back in their lap and say garbage is your problem. If we leave it up to them we will not be happy with the results Sent from my iPad On Feb 28, 2014, at 12:56 PM, "Teresa Bender" < TBender a,CENTERVILLEMN1 com wrote: Dear Pat: It is our Public Works Department that has been seeing that their garbage is taken care of. Fete des Lacs is in our contract or free services not an event such as this. We would ask them to take care of their garbage. From: Pat Branch Sent: Friday, February 28, 2014 11:49 AM To: Teng Moua Cc: Jon Grahek Subject: Re: Centerville Flag Football Tournament Teng Moua, We have good news. The Centerville City Council has tentatively and cautiously agree to consider one or two flag football tournaments this summer. 1 That does not mean we have their unrestricted approval. But it does mean that we can go ahead and plan the events with the expectation that the Council will approval your "Special Events Permit ". I have attached the permit form to this note. It is an all purpose form - so it is long and much of will not apply to your request. Fill it out the best you can and send it to me at this email address. I will make sure that it is complete or complete enough and send it on and a copy back to you. The form is a bit of burden, but that is how the city coordinates activities with the Council, Committees, Staff, Police, Fire Department, etc. There is a shorter form and maybe in future years you can use the short form, but due to the size and complexity of these tournament it is best to do it this way. I am going to be your teammate on the Parks Committee. It will be my job to help you get through this process and have a fully approved, save and successful tournament. Unfortunately, I will not be at the March 5th meeting. But that is ok. You should go to that meeting. You have impressed the City Administrator and City lawyer that you are a smart and responsible person who wants to do things the right way. Let the Committee see that. The first thing we need to do resolve before the March 5th meeting is the dates - or at least the day of the first tournament. I have checked with other park users. June week -ends are all available. Pick a week end for the tournament and on the Special Event Form ask for the next week -end as an alternate week -end for a weather delay. For the second tournament the weeks of July 4 -5 and the week -end of July 25 -27 are not available. For the second tournament I am suggesting the week end of August 9 -10. Youth football starts August 12 and runs through October. They are requesting the same playing fields. There some other empty city owned commercial lots that could be used as a rain delay back -up. The following paragraphs address the issues that I would expect the Parks and Recreation Committee to raise next Wednesday. There are only two items that give me some concern. The first is the "requirement" to have a police officer in the park for the full tournament. That could be expensive. But we may be able to negotiate a less burdensome solution. Lets just let that item go unanswered for the time being. The second big item is the need for insurance. Correct me if i am wrong or if you have a better solution, but my assumptions are that you do not have insurance and really can not afford to buy the necessary insurance. If that is the case, It may be possible to bring this tournament in under the City's insurance policy. We (that means the city staff or myself) will have to do the research on this issue. What I am telling you in this paragraph is what I hope to be true, not yet what I know to be true. The city policy will protect the city - not the football player. All the participants will need to sign an insurance waiver. The City Attorney will write the waiver. Some one representing the City may have to collect the waivers from the football players. That person may be myself of another Committee member. Participants who are minors will need a parents signature. I assume several of your guys are younger than 18. That probably means that each of the team captains would have to get the waivers to you before they come to the park. Can you do that? Can you make signing the insurance waivers part of your team registration process. I don't think that this requirement will be negotiable. 2 You will need to place 3 or 4 portable toilets in the park. Portables are surprisingly expensive. We can help hold the cost down by adding them to the City's contract. My guess is that it will cost about $200 per tournament. The Committee is going to ask you about trash and recycling pick up. It is not a problem. You will want to assure the Committee that the teams or whoever is helping you will pick up any trash on the grounds at the end of each playing day. The City's waste company is Waste Management. We will have to ask them, but I believe that Waste Management will provide whatever trash and recycling bins that we ask for at no additional cost. 3 Teresa Bender From: Pat Branch Sent: Friday, February 28, 2014 11:49 AM To: Teng Moua Cc: Jon Grahek Subject: Re: Centerville Flag Football Tournament Attachments: Special Event Permit.pdf; ATT00001.htm Teng Moua, We have good news. The Centerville City Council has tentatively and cautiously agree to consider one or two flag football tournaments this summer. That does not mean we have their unrestricted approval. But it does mean that we can go ahead and plan the events with the expectation that the Council will approval your "Special Events Permit ". I have attached the permit form to this note. It is an all purpose form - so it is long and much of will not apply to your request. Fill it out the best you can and send it to me at this email address. I will make sure that it is complete or complete enough and send it on and a copy back to you. The form is a bit of burden, but that is how the city coordinates activities with the Council, Committees, Staff, Police, Fire Department, etc. There is a shorter form and maybe in future years you can use the short form, but due to the size and complexity of these tournament it is best to do it this way. I am going to be your team mate on the Parks Committee. It will be my job to help you get through this process and have a fully approved, save and successful tournament. Unfortunately, I will not be at the March 5th meeting. But that is ok. You should go to that meeting. You have impressed the City Administrator and City lawyer that you are a smart and responsible person who wants to do things the right way. Let the Committee see that. The first thing we need to do resolve before the March 5th meeting is the dates - or at least the day of the first tournament. I have checked with other park users. June week -ends are all available. Pick a week end for the tournament and on the Special Event Form ask for the next week -end as an alternate week -end for a weather delay. For the second tournament the weeks of July 4 -5 and the week -end of July 25 -27 are not available. For the second tournament I am suggesting the week end of August 9 -10. Youth football starts August 12 and runs through October. They are requesting the same playing fields. There some other empty city owned commercial lots that could be used as a rain delay back -up. The following paragraphs address the issues that I would expect the Parks and Recreation Committee to raise next Wednesday. There are only two items that give me some concern. The first is the "requirement" to have a police officer in the park for the full tournament. That could be expensive. But we may be able to negotiate a less burdensome solution. Lets just let that item go unanswered for the time being. The second big item is the need for insurance. Correct me if i am wrong or if you have a better solution, but my assumptions are that you do not have insurance and really can not afford to buy the necessary insurance. If that is the case, It may be possible to bring this tournament in under the City's insurance policy. We (that means the city staff or myself) will have to do the research on this issue. What I am telling you in this paragraph is what I hope to be true, not yet what I know to be true. i The city policy will protect the city - not the football player. All the participants will need to sign an insurance waiver. The City Attorney will write the waiver. Some one representing the City may have to collect the waivers from the football players. That person may be myself of another Committee member. Participants who are minors will need a parents signature. I assume several of your guys are younger than 18. That probably means that each of the team captains would have to get the waivers to you before they come to the park. Can you do that? Can you make signing the insurance waivers part of your team registration process. I don't think that this requirement will be negotiable. You will need to place 3 or 4 portable toilets in the park. Portables are surprisingly expensive. We can help hold the cost down by adding them to the City's contract. My guess is that it will cost about $200 per tournament. The Committee is going to ask you about trash and recycling pick up. It is not a problem. You will want to assure the Committee that the teams or whoever is helping you will pick up any trash on the grounds at the end of each playing day. The City's waste company is Waste Management. We will have to ask them, but I believe that Waste Management will provide whatever trash and recycling bins that we ask for at no additional cost. 2 Teresa Bender From: Pat Branch Sent: Friday, February 28, 2014 11:49 AM To: Teresa Bender Subject: Re: Flag Football Thanks for the timely answer. As you will see real soon, i used that information when writing to Teng Moua. I put you and Dallas as Bcc addressees on my rather long note to Mr Moua. That makes this conversation part of the public record and gives you and Dallas the opportunity to keep me on the right course. I have also put Jon on all the correspondence on this topic as he will be chairing the next Committee meeting. Thanks again Pat On Feb 28, 2014, at 11:03 AM, Teresa Bender wrote: > They have requested Fields 1 and 2 from August 12 through October 3, 2014 > - - - -- Original Message---- - > From: Pat Branch > Sent: Friday, February 28, 201410:02 AM > To: Teresa Bender > Subject: Re: Flag Football > Yes, I forgot. What date in August do they start. and do they need one playing field or two. I think it is two. > On Feb 28, 2014, at 10:41 AM, Teresa Bender wrote: >> Please do not forget that currently you have a request from Centennial Youth Football Association for usage during August - October for Saturdays from 10:00 a.m. - 4:00 p.m. >> - - - -- Original Message - - - -- » From: Dallas Larson >> Sent: Friday, February 28, 2014 9:39 AM >> To: Pat Branch >> Cc: Teresa Bender; Paul Palzer >> Subject: RE: Flag Football >> Pat, >> We could ask them to obtain insurance, but I am guessing they will have a lot of difficulty with that. We may want to have a chat with our insurance carrier, but we could probably waive the insurance requirement with participant waivers, but requiring that parents sign for minors. Someone may need to police that process and as you suggested, Kurt should draft the waiver as the city will want to be named on the forms and we should probably collect the signed waivers. >> Police presence may be overkill, as they did not have any problems with crowd control in the past. But, we may want to have someone there to monitor field conditions to minimize wear and tear on the fields. Paul had suggested that the 1 fields might be moved around to avoid concentration of activity on one part of the turf. That could be complicated if the fields are lined, but if they are using cones for yard markers, it could be done easily. >> Lots of things to consider, but they are probably manageable. >> Dallas Larson, Administrator >> City of Centerville >> 1880 Main Street >> Centerville, MN 55038 >> 651 - 429 -3232 >> - - - -- Original Message - - - -- » From: Pat Branch >> Sent: Friday, February 28, 2014 6:40 AM >> To: Dallas Larson >> Cc: Teresa Bender >> Subject: Re: Flag Football >> Ok We can work with that guidance. Jeff gave us a pretty good check of issues to follow. >> There are two of Jeff's issues that concern me 1). Are we going to insist that there is a police officer in the park for the full event. If so, I could start that discussion. >> 2) how do we want to work the insurance issue? You have mentioned that if all the participants signed a waiver that they may come under the city's insurance. >> That is not different than what we do for the 5K /8K runs. We could start with that waiver >> Would you ask Kurt to review the 8K waiver to see if it is adequate for this purpose? >> On the insurance question, what we are trying to do is to protect the city, not necessarily the participant. True? >> Pat >> Sent from my iPad >> On Feb 27, 2014, at 5:33 PM, "Dallas Larson" < dlarson(a centervillemn.com wrote: >>> Pat, >>> The Council did discuss it. They are supportive of one or two events. They felt the organizers should prove themselves, and they need to understand that leaving the park in good condition is part of their responsibility. Details could be worked out with staff and Park & Rec and then permits presented to Council for approval. >>> Dallas Larson, Administrator >>> City of Centerville >>> 1880 Main Street >>> Centerville, MN 55038 >>> 651 - 429 -3232 >>> - - - -- Original Message---- - 2 >>> From: Pat Branch >>> Sent: Thursday, February 27, 2014 4:14 PM >>> To: Teresa Bender; Dallas Larson >>> Cc: Jon Grahek >>> Subject: Flag Football >>> Did they talk about the flag football tournament at the Council meeting Wed evening? What was the results of that discussion? >>> Should I get involved and help the organizers plan one, two or three tournaments and do it right? OR should I drop the subject all together? >>> Please include Jon Grahek on your reply. >>> Thanks >>> Pat 3 Teresa Bender From: Pat Branch Sent: Thursday, February 27, 2014 4:14 PM To: Teresa Bender; Dallas Larson Cc: Jon Grahek Subject: Flag Football Did they talk about the flag football tournament at the Council meeting Wed evening? What was the results of that discussion? Should I get involved and help the organizers plan one, two or three tournaments and do it right? OR should I drop the subject all together? Please include Jon Grahek on your reply. Thanks Pat 1 Teresa Bender From: Dallas Larson Sent: Thursday, February 27, 2014 4:33 PM To: Pat Branch Cc: Teresa Bender Subject: RE: Flag Football Pat, The Council did discuss it. They are supportive of one or two events. They felt the organizers should prove themselves, and they need to understand that leaving the park in good condition is part of their responsibility. Details could be worked out with staff and Park & Rec and then permits presented to Council for approval. Dallas Larson, Administrator City of Centerville 1880 Main Street Centerville, MN 55038 651 - 429 -3232 - - - -- Original Message---- - From: Pat Branch Sent: Thursday, February 27, 2014 4:14 PM To: Teresa Bender; Dallas Larson Cc: Jon Grahek Subject: Flag Football Did they talk about the flag football tournament at the Council meeting Wed evening? What was the results of that discussion? Should I get involved and help the organizers plan one, two or three tournaments and do it right? OR should I drop the subject all together? Please include Jon Grahek on your reply. Thanks Pat 1 Teresa Bender From: Pat Branch Sent: Friday, February 28, 2014 6:40 AM To: Dallas Larson Cc: Teresa Bender Subject: Re: Flag Football Ok We can work with that guidance. Jeff gave us a pretty good check of issues to follow. There are two of Jeff's issues that concern me 1). Are we going to insist that there is a police officer in the park for the full event. If so, I could start that discussion. 2) how do we want to work the insurance issue? You have mentioned that if all the participants signed a waiver that they may come under the city's insurance. That is not different than what we do for the 5K /8K runs. We could start with that waiver Would you ask Kurt to review the 8K waiver to see if it is adequate for this purpose? On the insurance question, what we are trying to do is to protect the city, not necessarily the participant. True? Pat Sent from my iPad On Feb 27, 2014, at 5:33 PM, "Dallas Larson" < dlarsonCcDcentervillemn.com > wrote: > Pat, > The Council did discuss it. They are supportive of one or two events. They felt the organizers should prove themselves, and they need to understand that leaving the park in good condition is part of their responsibility. Details could be worked out with staff and Park & Rec and then permits presented to Council for approval. > Dallas Larson, Administrator > City of Centerville > 1880 Main Street > Centerville, MN 55038 > 651 - 429 -3232 > - - - -- Original Message---- - > From: Pat Branch > Sent: Thursday, February 27, 2014 4:14 PM > To: Teresa Bender; Dallas Larson > Cc: Jon Grahek > Subject: Flag Football > Did they talk about the flag football tournament at the Council meeting Wed evening? What was the results of that discussion? > Should I get involved and help the organizers plan one, two or three tournaments and do it right? OR should ! drop the subject all together? > Please include Jon Grahek on your reply. > Thanks > Pat z MLM OO 6�M TO: Parks & Recreation Committee FROM: Staff SUBJECT: 2013 End of Year Financials & February Financials DATE: March 5, 2014 Due to the City being in the middle of their annual audit, these financials will be provided shortly via email; however at this time are incomplete.