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Home My WebLink About2016-10-05 P & R Minutes - Approved PARKS AND RECREATION COMMITTEE Wednesday, October 5, 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 October 5, 2016 at the City Hall location. Present: Chairperson Jon Grahek Vice Chairperson Kevin Waeghe 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 Kevin Amundsen I. CALL TO ORDER Chairperson Grahek called the October 5, 2016 Meeting of the Parks & Recreation Committee to order at 6:37 p.m. in the City Council Chambers. Roll Call – see above II. SET AGENDA Motion was made by Committee Member Peterson, seconded by Committee Member Seeley as presented. All in favor. Motion carried. III. APPEARANCES ~ None IV. APPROVAL OF MINUTES Motion was made by Committee Member Peterson, seconded by Committee Member Seeley to approve the minutes of the July 13, 2016 meeting as written. All in favor. Motion carried. Motion was made by Committee Member Grahek, seconded by Committee Member Peterson to approve the minutes of the September 7, 2016 meeting with the nd following corrections: under IX Action Items review, 2 bullet – change 15-084 to 15-024 & delete 1-038. Committee Member Amundsen abstained. Motion carried. V. UNFINISHED BUSINESS 1.Movie in the Park – Recap City of Centerville Parks & Recreation Committee Minutes October 5, 2016 This community event was held on Saturday, September 10, 2016 at 7:30 p.m. There were approximately 60 to 70 in attendance. It was recommended that the date for this event be changed to the second Saturday following Labor Day to ensure proper publicity within the schools and that the Gazebo be utilized. 2.2016 Tour de Hugo Bike Ride 3.2016 Bike Minnesota 4.Financials – from City & P &R for December, 2015 through July, 2016 The Committee members reviewed the 2015 year end and the 2016 monthly financials that were submitted. Staff desires to notify the Committee that the previous month’s financials may not be available for their meetings due to the amount of time for catch-up of bills and end of month versus regularly scheduled meetings. Motion was made by Committee Member Grahek, seconded by Committee Member Waeghe to request the Centerville City Council to approve carrying over any excess monies from 2016 plus the $15,000 from 2016 into the P & R budget for 2017. All in favor. Motion carried. 5.Sledding Hill (AI #15-040) Mr. Palzer stated that an additional bid needs to be obtained, to be requested from Olson’s Sewer Service. Upon approval of the bid, the work would commence after the first frost. 6.Date for 2017 Skating Parties & Hayride Motion was made by Committee Member Grahek, seconded by Committee Member Waeghe to set the dates for the skating parties for January 21, 2017 and for February 11, 2017 from 6:00 to 9:00 pm with the Hayride to be held th on February 11. All in Favor. Motion carried. 7.MDRA Magazine Advertising This free ad will be placed promoting the 5K/8K/kids runs and run as part of the Fete des Lacs celebration. 8.Review 5 year P & R Projects List This list was reviewed and one item was added. VI. NEW BUSINESS Page 2 of 5 City of Centerville Parks & Recreation Committee Minutes October 5, 2016 1. Park Facility Permit Application – Centerville Lions Motion was made by Committee Member Peterson, seconded by Committee Member Waeghe to recommend to the Centerville City Council to approve the request for the use of the Laurie LaMotte Memorial Park on Saturday, October 15, 2016 from 5pm to 10 pm for a bonfire and hayride. All in favor. Motion carried. 2.Shelving to hold audio equipment Mr. Palzer will evaluate the existing shelving and purchase additional shelving as needed. VII. UPDATES/OTHER 1. Council Updates – Council Member Steve King Council Member King stated that Council had approved the purchase of a $40,000 reader board and they feel that the Parks and Recreation Committee’s request for the old sign would not be utilized to the fullest fashion with the inability of staff to keep it updated, the possibility of vandalism and a location that would be suitable for use. NOTE: Mr. Palzer provided updates for items 2 through 4 2.Rubber Mats – these mats have been purchased and placed by the ice rink and warming house. The door to the warming house has also been replaced. 3.Photo Sensor – this sensor atHidden Springs Park has been cleaned and is now working. 4.Basketball Court Marking Tape – has been installed 5.Playground Ladder Replacement – the ladder has been received but it is different from the current ladder. It will need to be modified prior to installation. NOTE: Administrator Ericson provided updates for items 6 and 7 6.2016 Fete des Lacs Committee updates – A few things this committee recommended were to have the run start on a wide, flat paved surface, fundraising to be done by the festival committee, Ms. Kolstad & Administrator Ericson possibly look into the feasibility of this committee becoming a 501C3 entity. The date for the 2017 runs have been set for Saturday, July 22, 2017. The P & R Committee members will obtain a thank you card for Ms. Kolstad to be signed by the Committee. 7.2016 Fete des Lacs final report for the 5k/8k/kids runs – Ms. Kerri Kolstadprovided written reports of the 2016 runs, including the financials, to the P & R Committee members. There were a total of 111 runners, but factoring in the race date was moved to the beginning of August instead of being held at the end of July, probably made a difference because of other runs throughout the Twin Cities areas. She also provided a listing of her duties as the Race Director for 2016 and a proposal for 2017. Motion was made by Committee Member Bettinger, seconded by Committee Member Seeley to recommend to the Centerville City Council to approve funds Page 3 of 5 City of Centerville Parks & Recreation Committee Minutes October 5, 2016 from the Park and Recreation Committee 2017 budget to hire Ms. Kerri Kolstad of Wahoo! Adventures as the Race Director of the 2017 – 5K/8K/kids runs, in the amount of $2,590 plus $525 for website management for Fete des Lacs, for a total of $3,125. All in favor. Motion carried. 8.Status of P & R Web Page – Committee recommended contacting a/or the webmaster for modification. City of Centerville staff updates the City’s web site. If the Committee desires to have items modified or discuss the look of their section please contact Staff. VIII. OTHER ITEMS The Committee members previously requested that a follow up letter be sent to Mr. Lukas Welsch, but staff was unable to do so due as there was no return address provided by Mr. Welsch. IX. 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 November 2, 2016 meeting will be included with the minutes to be approved.  Items that have been completed or to be deleted as of October 5, 2016 will be removed: 15-001g, 15-023a, 15-024, 15-033, 16-021, 16-023, 16-024, 16-025, 16-030,  Items that have been moved to the 5 year Park Improvements Plan as of October 5, 2016: 16-016 (to be deleted),  Change dates from October to November: 15-040, 16-001, 16-022, 16-029,  Change dates from October to On-going: 15-043,  Corrections/Revisions: 15-040 add: “& Olson’s Sewer Service” ndrd 16-001 remove: “change to 2 or 3 week in January; add as agenda items in Sept” 16-001 add: & February 2017 Skating Party & Hayride” 16-017 remove: “to be added to 5 year Park Imp. Projects” 16-017 add: “check into cost of heavy duty steel corner braces” 16-029 add: “provide to committee members monthly” Items to be added are:  16-032 ~ Fete des Lacs Committee will begin planning for the 2017 event on 10- 24-16. Staff/On-going/Open Items that are priority items and need to be done ASAP are item numbers: NONE X. AGENDA ITEMS FOR NOVEMBER MEETING: 1.Under UNFINISHED BUSINESS  AI – 15-040: Sledding Hill – revised estimate Page 4 of 5 City of Centerville Parks & Recreation Committee Minutes October 5, 2016  AI – 16-001: Skating Parties (Jan & Feb) & Hayride (Feb) confirm date & contract Bunker Stable. 2.Under NEW BUSINESS: 3.Under UPDATES:  Council Updates – Council Member Steve King  AI – 15-038: Replacement of audio equipment replacement (check with Tom Lee regarding what & when to purchase  AI – 15-038a: Set Budget for replacement of audio equipment & purchase of additional accessories  AI – 15-038b: Purchase replacement audio equipment/accessories  AI – 16-017: Cost of heavy duty steel corner braces  AI – 16-022: Playground Ladder Replacement in Acorn Creek Park, Mr. Palzer  AI – 16-029: Review 5 year P & R Projects list  AI - 16-026: Status of P & R Web Page  AI – 16-031: Status of P & R Committee Vacancy XI. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Committee Member Waeghe to adjourn the meeting at 8:16 p.m. All in favor. Motion carried. Submitted by: Linda Neudecker, Recorder Page 5 of 5