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Home My WebLink About2014-03-05 P & R Minutes - Approved PARKS AND RECREATION COMMITTEE Wednesday, March 5, 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, March 5, 2014 at City Hall location. Present: 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 Council Member, Steve King Linda Neudecker, Recording Secretary Absent: Chairperson Patrick Branch I. CALL TO ORDER Vice-Chairperson Grahek called the March 5, 2014 Meeting of the Parks & Recreation Committee to order at 6:36 p.m. at the City Hall location. Roll Call – see above II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Committee Member Seeley to set the agenda by removing Representative from Centennial Little League (see emails) from APPEARANCES, adding Item #6. Movies in the Park, 2014 under COMMITTEE BUSINESS. All in favor. Motion carried. III. APPEARANCES ~ Mr. Teng Moua and Mr. Yar Moua Mr. Teng Moua and Mr. Yar Moua stated that they are the individuals who organized the unauthorized flag football tournament last year which damaged the turf at Laurie LaMotte Memorial Park. They both stated that they desired to organize three events (June, July and August) utilizing the field again this year in an attempt to provide restitution to the City per their settlement agreement. The Committee requested the following information from the brothers: a submitted Special Event Permit Application, number of playing fields desired, tournament dates, start and finish times, estimated players and spectators, hiring of law enforcement, insurance liability coverage, player waivers which will include parental signatures for City of Centerville Parks & Recreation Committee March 5, 2014 minors, providing rubbish removal and port-a-pot services, rain dates, alternative locations, parking requirements and their responsibility for player conduct. The brothers stated that last year their event encompassed 11 teams, reviewed the process for participation in the tournaments, desired to schedule the first tournament for Saturday, June 7 and Sunday, June 8, 2014, estimated that they needed approximately 85 feet by 40 feet of space and requested to schedule a second tournament tentatively for Saturday, August 9 and Sunday, August 10, 2014. They stated that each team will pay an entry fee, discussed imposing an admission fee versus a parking fee and the use of wristbands. The brothers have discussed scheduling volleyball tournaments in the future along with the potential for serving food. The Committee stated that the use of the facilities at Laurie LaMotte Park by the brothers has been discussed at Council; however, Council would consider one event to determine whether to grant the usage of another. The Committee also stated that for serving certain types of food products, additional permits would need to be secured. Discussion ensued regarding the brothers’ appearance at the April meeting, submission of a completed Special Event Permit Application, Chairperson Branch’s assistance in completing the application, and thanked the brothers for their eagerness to comply with City requirements. Subsequent to the meeting, Mr. Teng Moua has requested that they be allowed to hold tournaments on May 31 and June 1, 2014 via email to Chairperson Branch. Chairperson Branch requested that this item be added to the April agenda for consideration. IV. CONSIDERATION OF MINUTES Motion was made by Committee Member Amundsen, seconded by Committee Member Waeghe to approve the February 5, 2014 minutes with the following corrections: Under III. APPEARANCES, the second motion and Under IV. CONSIDERATION OF MINUTES, the last line - remove the word abstained and replace it with “out of room for a personal telephone call”; Under VII. ACTION ITEMS REVIEW – seventh line – delete “These include item numbers: 13-033”. All in favor. Motion carried. V. COMMITTEE BUSINESS Centennial Lakes Little League ~ use of fields 1. The Centennial Little League submitted a request in November, 2013 to utilize ball fields #3, #4 and possibly #5 from April 1 through August 1, 2014, Monday through Fridays from 4:00 p.m. to dark. The Committee has tabled their request until such time that an appearance from a representative of the Little League could attend a meeting to discuss their intention of moving the lights and scoreboard at LaMotte Park. The Committee has requested their appearance at several meetings but to no avail, they have been unable to Page 2 of 6 City of Centerville Parks & Recreation Committee March 5, 2014 attend, however, communication has been provided via email that they are no longer interested in moving the above stated items. Motion by Committee Member Bettinger, seconded by Committee Member Waeghe to recommend to Council approval to allow Centennial Lakes Little League use of LaMotte Park ball fields #3, #4 and possibly #5 from April 1 through August 1, 2014, Monday through Friday from 4:00 p.m. to dark, excluding July 25, 26 and 27. All in Favor. Motion carried. 2. Centennial Youth (Flag) Football ~ use of fields A request has been received from the Centennial Youth (Flag) Football for the use of LaMotte Park Fields 1 and 2 from August 12 through October 3, 2014, Monday and Thursdays from 5:00 p.m. to 7:30 p.m. and Saturdays from 10:00 a.m. to 4:00 p.m. Staff was directed to contact both the Centennial Youth Football League and Soccer Club to request that they work with each other to develop an amicable schedule of usage for LaMotte Park fields as their requests overlap and if an amicable schedule could not be arrived at to appear before the Committee. No additional information has been provided since the February 12, 2014 request. Staff has contacted both organizations via email, one response was received stating that no discussions have been held to date, both organizations were informed that no action would be taken on their items until such time as an amicable schedule was submitted for consideration. 3. Centennial Soccer Club ~ use of fields A request has been received from the Centennial Soccer Club for the use of Acorn Park (open grass areas) and LaMotte Park Fields 1, 2 & 11 from April 1 through July 26, 2014 from 5:30 p.m. to sunset and also from August 1 through October 30, 2014 from 5:00 p.m. to sunset. See above. Discussion ensued regarding the best possible way to alert the public that the fields should or should not be used. Consensus of the Committee was to purchase signage that states “Fields Closed/Open” and to also contain language that the “City reserves the right to close the park/fields due to …………”. Staff member Palzer was requested to determine language and placement of signage. 4. Flag Football Tournament(s) – see APPEARANCES Previously discussed. 5. Chain of Lakes – Bald Eagle Regional Trail Master Plan Page 3 of 6 City of Centerville Parks & Recreation Committee March 5, 2014 The Committee reviewed the submitted plan, Committee Members Seeley, Amundsen and Waeghe stated that they were interested in attending the upcoming Open House on Tuesday, March 25, 2014 from 4:30 p.m. to 6:30 p.m. at City Hall to gain additional information. Chairperson Branch made several suggestions via email. Item was tabled to the April meeting. 6. Movies in the Park - 2014 Committee Member Peterson suggested the dates of Saturday, September 13 with a rain date of Saturday, September 20, 2014 be considered for this annual event. The movie would begin at 7:30 p.m. Committee Member Peterson stated that he would research popular movies for the event, however, suggestions would be accepted. Committee Member Peterson stated that he desired to purchase a projector and inquired whether the City could rent his projector versus a private vendor believing that the City would receive quite a cost savings. The Committee requested that Administrator Larson be questioned regarding this. Administrator Larson has suggested that a vendor be utilized rather than a Committee Members personal equipment. VI. UPDATES 1.Council Updates – Council Member Steve King Council Member King stated that a joint work session has been scheduled for April 9, 2014 at 7:00 p.m. for Committee/Commissions to meeting with City Council. Council Member King briefly stated that Council discussed the parameters of issuing a Special Event Permit for a flag football tournament. 2.Ice Skating/Hayride Event – February 8, 2014 Recap: It was felt that over 200 individuals participanted in the annual event and the Committee received very positive feedback. The Committee felt that there was some confusion on the part of Bunker Stable and their hire times due to the fact that they arrive a half hour prior to the event and stated that they were hired til 8:00 p.m. but could stay a half longer if the Committee desired. The Committee discussed the provided hayride times for future events being 6:30 p.m. to 8:30 p.m. Committee Member Seeley reviewed with Staff that in the past, Bunker Stables has been contracted for 6:00 to 8:00 p.m. with one year differing (2010) 6:30 to 8:30 p.m. Page 4 of 6 City of Centerville Parks & Recreation Committee March 5, 2014 3.Surplus City Owned Property for Sale – 7212 Mill Road To date, no response has been received from Staff regarding this item. The Committee felt that maybe some confusion was had regarding the request due to the incorrect address on previous documentation. Administrator Larson continues to research this item and will be forwarding all information that the City has on record regarding the item of interest. 4.Centennial Lakes Little League Park Cleanup Cleanup is scheduled for Saturday, April 5 or rain date, Saturday, April 12, 2014.. 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 March 5, 2014 meeting will be included with the minutes to be approved. Items that have been completed as of March 5, 2014 will be removed:  These include item numbers: 14-003, 14-005, 14-007 Items that are to be deleted as of March 5, 2014 will be removed:  These include item numbers: 12-067d Corrections/Revisions: 13-027 – request a representative of water ski club to attend the APRIL MEETING; change from P & R to STAFF 13-028 & 029 – delete date and change to ONGOING 13-033 – change date to APRIL 2nd nd 14-001 – add Pat Branch as additional assigned person; change date to APRIL 2 14-002 – present this motion to the City Council for action per the Committee’s request thnd 14-004 – add tentative clean up date of May 5; change date to APRIL 2 14-006 –No response was received from first email request; SEND A SECOND REQUEST to both Centennial Youth Flag Football & the Soccer Club requesting they try to work out the overlapping days requested for field use or attend the APRIL meeting; STAFF, ASAP (NOTE: the committee will not approve either application until they have reached a mutual agreement & present that to the Park & Rec Committee) Items to be added are: 14-008 - Flag Football Tournament, scheduled for June 7 & 8 plus tentative dates August 9 & 10 (contingent on outcome of June tournament) – Moau brothers – Pat Branch, liaison 14-009 - Fete de Lacs – Thursday, July 24 through Sunday, July 27 Confirmed 14-010 - Open/Close sign for fields, by parking lot (Laurie LaMotte); Paul Palzer; 4-2-14 14-011 - Chain of Lakes – Master Plan TABLED to April 2, 2014 14-012 - Check with Dallas regarding a committee member renting his personal projector to the committee for movie night in September; by April 2, 2014; Dallas Larson Page 5 of 6 City of Centerville Parks & Recreation Committee March 5, 2014 Items that are priority items and need to be done ASAP are item numbers: 14-002, 14-006 VIII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Committee Member Seeley to adjourn the meeting. Meeting was adjourned at 9:02 p.m. All in favor. Motion carried. Submitted by: Linda Neudecker, Secretary Page 6 of 6