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Home My WebLink About2018-12-05 P & R Committee Minutes - Approved CITY OF CENTERVILLE PARKS AND RECREATION COMMITTEE MEETING MINUTES Pursuant to due call and notice thereof, the City of Centerville's Parks & Recreation Committee held a scheduled meeting on December 5, 2018 at City Hall, 1800 Main Street. Present: Committee Member Chair: Kevin Waeghe Committee Member Kevin Amundsen Committee Member Chris Bettinger Committee Member Heidi Erickkson-Grahek ' Committee Member Brian Peterson (� Committee Member Suzanne Seeley Also Present: Linda Neudecker, Recorder Matt Montain, Council Member Liaison Absent: Mark Statz, City Administrator/Engineer I. CALL TO ORDER Committee Member Amundsen called the December 5, 2018 Meeting of the Parks & Recreation Committee to order at 6:30 p.m. in the City Administrative offices. Results of the roll call are shown above. II. APPROVAL OF AGENDA Motion made by Committee Member Wae2he, seconded by Committee Member Bettinger to approve the Agenda as presented. All in favor. Motion Carried III. APPEARANCES/APPOINTMENTS/PRESENTATIONS - NONE IV. UNFINISHED COMMITTEE BUSINESS 1. Skate & Sled Night—January 19, 2019 Final planning session: Committee Member Amundsen will purchase the remaining supplies needed —hot chocolate mix, graham cracks, Hersey chocolate squares & marshmallows. Committee Member Waeghe will make the requested changes to the preliminary flyer he presented to the committee. The sledding activity will have distance contests with prizes for the winners. Flyers to be placed in businesses, daycares, etc., throughout the area; also information to be included in 2 issues of the Friday Flash, on the City website &reader sign in front of City offices. Committee Member Peterson will contact Mr. Tom Lee to request his assistance with setting up the equipment for the music. Committee City of Centerville Parks&Recreation Committee December 5,2018 Member Peterson and Waeghe are unable to attend and help at this event due to other obligations. 2. Skate Night & Hayride—February 9, 2019 The Committee members were provided with a copy of the Bunker Park Stable, Inc., contract, Certificate of Insurance and Agritourism Liability Sheet which stated that the cost for the Hayride in 2019 will be $1,050; it was $775 in 2018. The committee approved a motion at the November 7, 2018 to request the City Council to approve an expenditure of $1,000 towards the cost of the Hayride, which would include the cost of supplies for food, for both skate nights, and any other miscellaneous expenditure. Motion made by Committee Member Peterson, seconded by Committee Member Bettinger to amend the amount of the prior motion from $1,000 to $1,300 and to request the City Council to approve it at their next meeting. All in favor. Motion carried. The contract and deposit of$100 must be received by Bunker Park Stable, Inc. no later than 1 week prior to the event date. In the meantime, there was discussion regarding other options: try to find a less expensive option for a hayride, not have a hay ride or pay the higher cost for 2019. Any other group would have to be able to provide the same date, a Certificate of Insurance & the cost must be less than $1,050. Motion made by Committee Member Seeley, seconded by Committee Member Bettinger to have Committee Member Erickkson-Grahek explore other options, including her friend who has contacts with other farms that may be able to provide a havride for a lesser amount. All in favor. Motion carried. Committee Member Waeghe suggested that the Chief of the Police and the Fire Chief be contacted to see if either of those organizations might be willing to provide items for both Skate nights. 3. Sledding Hill This activity would be promoted as an extra activity, along with the skate night in January. It was suggested to have distance competition, by age groups, as was in 2018, with prizes, i.e. 1st, 2nd & 3rd place medals, etc. 4. Scooters/Motorized Bikes There have been concerns about children riding on the streets; discussed possibility of stenciling information on streets & paths for shared usage. The sidewalks/'trails are being used primarily by bicycles, scooters &pedestrians. Page 2 of 5 City of Centerville Parks&Recreation Committee December 5,2018 Motion made by Committee Member Seeley, seconded by Committee Member Peterson to recommend to the City Council to add the following to the Centerville City Code, Chapter 70: that bicycles, e-bikes, scooters be allowed on sidewalks/trails. Allin favor. Motion carried. V. COMMITTEE BUSINESS (NEW) 1. Fete des Lacs Committee Representative & Alternate Motion made by Committee member Bettinger, seconded by Committee Member Peterson for Committee Members Peterson and Bettinger serve as the Park and Recreation liaison/representative and alternate for the 2019 Fete des Lacs. All in favor. Motion carried. This committee will be meeting on the third Monday of each month, commencing, Monday, January 21, 2019 at 6:00 p.m. in the Council Chambers at City Hall. 2. Parks and Trails Plan Assistance Proposal—$5,000 Expenditure City Budget Motion by Committee Member Seeley, seconded by Committee Member Amundsen to inform the City Council, that the P & R Committee is supportive of the end result of the proposal, but not in favor of the expenditure of$5,000 by the City,when the City staff is doing the maiority of the work. All in favor. Motion carried. 3. Centennial Lakes Little League-Request for use of fields & park clean-up day. A request has been received from Mr. Patrick Mahr, President of the Centennial Lakes Little League, requesting the use of the baseball and softball fields and facilities at Laurie LaMotte Memorial Park during 2019 beginning April 1st through Aug 1, Monday through Friday, from 4:00 pm until dark. They will be sending the game schedules in April which will also let the city know their dragging schedule. Motion made by Committee Member Peterson, seconded by Committee Member Bettinger to recommend to the City Council to approve the initial request, contingent upon our receipt of their schedule in April, 2019 and any requests by other groups. All in favor. Motion carried. They have also scheduled their park clean-up day for Saturday, April 13, with a back-up date of April 20. VI. APPROVAL OF THE MINUTES Page 3 of 5 City of Centerville Parks&Recreation Committee December 5,2018 Motion by Committee Member Errickson—Grahek, seconded by Committee Member Wae2he to approve the Minutes of the November 7, 2018 regular meeting with the following corrections: under Present, #4 motion, IV minutes XI adjournment, correct spelling to Errickson; under Call to Order, replace Amundsen with Waeghe; under Unfinished Business, #3 change approved to approve. All in favor. Motion carried. VII. UPDATES/ANNOUNCEMENTS 1. Council Updates —Council Member Montain a. 2019 Budget was approved b. P & R budget was increased c. The new lawn care company uses all organic products 2. Staff Updates a. Rink Attendants (2) are needed, evenings &weekends; 16 or older; $10.00 per hour; a job description & application was provided. b. Interpretive Signs in Hidden Spring & Trailside Parks 3. P & R Vacancy The city is currently accepting applications for the position. 4. Other Information was provided about Rain Gardens & Shoreline Restoration VIII. ACTION ITEMS REVIEW ITEMS COMPLETED OR DELETED as of December 5, 2018 will be removed: NONE ITEMS TO BE CHANGED • 18-006: change date from On-Going to March, 2019 • 18-011: add Trailside • 18-014: change date to On-going (NOTE: Committee Members would like to develop P & R Event booklets that can be used as a record of details, cost, feedback & suggestions, including timelines to follow, etc.; Staff provided a sample event worksheet) ITEMS TO BE ADDED: • 18-015: Pay deposit for Hayride; by Staff- (no later than January 31st) • 18-016: Check on other resources for Hayride; by Heidi E-G; by January P&R meeting • 18-017: Contact Police & Fire Depts. to provide donation (goodies, etc.) for Skate Nights; K. Waeghe; by January P&R meeting. Page 4 of 5 City of Centerville Parks&Recreation Committee December 5,2018 • 18-018: Send letter to Ms Ellie Russell thanking her for organizing her Cub Scout Den to pick up trash at Royal Meadows Park on Wed., October 17, 2018; by Staff, ASAP X. AGENDA ITEMS FOR JANUARY MEETING: Under UNFINISHED BUSINESS 1. 18-011: Interpretive Sign Maintenance, Hidden Spring & Trailside Parks 2. 18-012: Skate Night—January 19, 2019 3. 18-013: Skate Night & Hay Ride—February 9, 2019 Under UPDATES/ANNOUNCEMENTS: 1. Council Updates —Council Member Matt Montain 2. Staff Updates —Administrator Mark Statz 3. P & R Committee Member vacancy XI. ADJOURNMENT Motion made by Committee Member Bettinger, seconded by Committee Member Errickson-Grahek to adiourn the December 5, 2018 meeting of at 8:11 p.m. All in favor. Motion Carried. Submitted by: Linda Neudecker, Recorder Page 5 of 5