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Home My WebLink About2016-01-06 P & R Minutes - Approved PARKS AND RECREATION COMMITTEE Wednesday, January 6, 2016 ~ 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 January 6, 2016 at the City Hall location. Present: Chairperson Jon Grahek Vice Chairperson Kevin Waeghe Committee Member Kevin Amundsen Committee Member Chris Bettinger Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Council Member, Steve King Public Works, Paul Palzer City Administrator, Mike Ericson Absent: Committee Member Charles Reinhardt I. CALL TO ORDER Chairperson Grahek called the January 6, 2016 Meeting of the Parks & Recreation Committee to order at 6:30 p.m. in the Council Chambers at City Hall. Roll Call – see above II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Committee Member Waeghe to the following under Committee Business: #7. Clearwater Creek Business Park and #8. Election of Chair & Vice Chair for 2016. All in favor. Motion carried. III. APPEARANCES ~ Ms. Kerri Kolstad & Mr. Pat Branch (see #1 under Committee Business) Mr. Pat Branch requested that Ms. Kerri Kolstad, Wahoo Adventures, White Bear Lake appear at the meeting to give a presentation of what she could offer as the Race Director for the Festival of Lakes 5K/8K Walk/Run, Kids ½ Mile Fun Run. She also presented a detailed proposal of the Race Director responsibilities, the amount of time involved (approximately 60 hours) and cost for services (approximately $2,100). A copy of this proposal is attached. Wahoo Adventures has been in business for 7 years. In addition, Ms. Kolstad also works with the Minnesota Bicycle Alliance. IV. CONSIDERATION OF MINUTES City of Centerville Parks & Recreation Committee Minutes January 6, 2016 Motion was made by Committee Member Seeley, seconded by Committee Member Bettinger to approve the December 2, 2015 minutes as amended: Under Committee Business #3 – change Peterson to Bettinger and under Other Items #1 – add “a” between adding & permanent. All in favor. Motion carried. V. COMMITTEE BUSINESS 1.2016 Fete de Lacs – Pat Branch The 2016 Centerville Fete des Lacs Festival is scheduled for the first weekend in August, 2016. A committee was formed in November, 2015 to concentrate on detailed pre-planning for all aspects of this event. This committee is chaired by City Administrator Ericson and monthly meetings are being held. Sub- committees need to be organized and additional participants/volunteers are being sought. Mr. Branch provided the Committee the run history, from 2009 through 2015, which included the total registrants, total participants and revenue/expenses from 2011 through 2015 which were reviewed. There was a decline from 2013 to 2015; registration numbers are usually higher than actual participation. It was determined that better marketing is needed: Mr. Branch has a data base of prior runners who receive pre-race emails in January, February, April, May and July, plus one post-race. It was suggested to request the email data base from Hugo. In addition, more free publicity and advertising needs to be done in area papers – some of it in coordination with the Lions. Another consideration is to contact other running clubs and to track other events that occur around the same time as this event. Monetary and product (i.e. water, signs, etc.) sponsorships from businesses and organizations are key to the success of these events. City Administrator Ericson, City Staff Ms. Bender & Mr. Branch were suggested to coordinate the efforts for sponsorships. In addition, it is imperative to the Committee to hire a Race Coordinator as soon as possible to provide guidance and coordination with the run/walks. Mr. Branch recommended that Ms. Kolstad be considered for Race Coordinator for this event. After Ms. Kolstad’s presentation and Committee discussion: It was moved by Committee Member Peterson, seconded by Committee Member Amundsen to recommend to City Council to authorize City Administrator Ericson to negotiate a contract with Ms. Karri Kolstad to become the 2016 Festival of Lakes Race Coordinator. All in Favor. Motion carried. Page 2 of 5 City of Centerville Parks & Recreation Committee Minutes January 6, 2016 The following items need to be started/completed in January/February: online registration set up, park permit applications with Anoka County and City of Centerville and advertising in Midwest Event Magazine. In addition to the 5K & 8K Run/Walk, the P & R Committee would like to continue with the Kids Fun run/walk. There was a suggestion to print up placemats with all of Fete des Lacs scheduled events on a placemat and distribute them in June to area restaurants. 2.Tour de Hugo Bike Ride City Administrator Mike Ericson inquired if the Committee is supportive of this event. If so, he will provide marketing for this event. Additional information will be provided. 3.Family Skate Nights at Laurie LaMotte Park ~ January & February , The first Family Skate Night which was scheduled for January 92016 has been cancelled due to warm weather and the inability to make ice for the event. Suggested a sign stating “Family Skate Night Cancelled Due to No Ice” be placed on the warming house door. The second Family Skate Night and Hayride is scheduled for February 6, 2016 from 6:30 p.m. to 9:00 p.m. with the hay ride ending at 8:30 p.m. This event will also include a bonfire, popcorn and hot cocoa. 4.Sledding Hill Project A donation, in the amount of $5,000, was received from Dead Broke Saddle Club to be used toward the construction costs of $8,500 for a sledding hill. The Committee recommended sending a thank you letter to them for this donation. The Club recommended that the Committee should request additional funds (donation) in a few months for the remainder of any costs for this project. City 5.Request for use of Laurie LaMotte Park ballfields ~ TABLED A request has been received from the Centennial Lakes Little League for the use of the ballfields at Laurie LaMotte Memorial Park. This item will be tabled until Centennial Little League provides a definitive schedule of days and times to determine which ballfields they will actually need. 6.Park Bench Donation for Mel & Joyce Dupre Memorial The family of Mel and Joyce Dupre would like to make a donation for a bench and plaque to be placed in or near Hidden Springs Park. Page 3 of 5 City of Centerville Parks & Recreation Committee Minutes January 6, 2016 It was moved by Committee Member Grahek, seconded by Committee Member Seeley to recommend to City Council to accept a donation from the Dupre Family with prior consultation with the family for their preference of placement of bench and verbiage on a plaque. All in Favor. Motion carried. 7. Clearwater Creek Business Park Administrator Ericson reported that Ruffridge Johnson desires to terminate their purchase agreement for 2065 Commerce Drive. 8. Election of Park & Rec 2016 Chair & Vice Chair – Tabled This item is to be tabled to the February meeting. VI. UPDATES 1. Council Updates – Council Member Steve King - see #2 2.Century Link Cable Franchise – Mr. King informed the Committee Members that this item was approved by City Council 3.Anoka County Parks Department December Newsletter - A copy of this newsletter was distributed to each Committee Member 4.Rubber Mulch for LaMotte Park Play area – 2,000 pounds of black recycled rubber mulch has been ordered at a cost of $1,250. It will be placed in the playground area at Laurie LaMotte Memorial Park playground in the spring. VII. OTHER ITEMS 1.Planning & Zoning Commission There are currently two vacancies that need to be filled. 2.Short/Long Term Planning (5 year plan for Park Improvement Projects) No changes - To be added to February agenda 3.BikeMN This organization is seeking schools and communities interested in hosting a Walk! Bike! Fun! Pedestrian and Bicycle Safe Curriculum training session in the Spring of 2016. This item to be added to the February agenda. VIII. ACTION ITEMS REVIEW – Page 4 of 5 City of Centerville Parks & Recreation Committee Minutes January 6, 2016 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 6, 2016 meeting will be included with the minutes to be approved. Items that have been completed as of January 6, 2016 will be removed:  These include item numbers: 15-032, 15-035, 15-046,15-048, Items that are to be deleted as of January 6, 2016 will be removed: NONE Corrections/Revisions: 15-022: add: is being painted and then will be installed; P. Palzer; on-going; open 15-037: change date: from January to August 2016 15-041: change date: from Dec/Jan to Jan/Feb 15-043: change date: from ASAP to Pending 15-047: add: & Hayride (between Night & will) & add: promote on reader board at city hall; change date from January 9 to February 6 Change: from staff to M. Ericson; change date from Jan 6 to Feb 3; Items to be added are: ndrd 16-001: January 2017 Skating Party – change to 2 or 3 week in January – add as agenda item in September, 2016 16-002: Request additional funds from Dead Broke Saddle Club – M. Ericson, March, open 16-003: Bike Minnesota – add to agenda in February Items that are priority items and need to be done ASAP are item numbers: NONE Change dates to Ongoing: NONE IX. ADJOURNMENT Motion was made by Committee Member Seeley, seconded by Committee Member Grahek to adjourn the meeting. All in favor. Motion carried. Meeting was adjourned at 8:40 p.m. Submitted by: Linda Neudecker, Recorder Page 5 of 5