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Home My WebLink About2019-08-07 P & R 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 August 7, 2019 at City Hall, 1800 Main Street. Present: Committee Member Kevin Waeghe, Chairman Committee Member Heidi Errickson-Grahek Committee Member Kathy Freiermuth Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Matt Montain, Council Member Liaison Mark Statz, City Administrator/Engineer Linda Neudecker, Recorder Absent: Committee Member Chris Bettinger I. CALL TO ORDER Committee Member Chair, Kevin Waeghe called the August 8, 2019 Meeting of the Parks & Recreation Committee to order at 6:32 p.m. in the Council Chambers. Results of the roll call are shown above. II. APPROVAL OF AGENDA Motion made by Committee Member Waeghe, seconded by Committee Member Seeley to approve the Agenda with the following additions: add #4 under New Business – Application For Use of Park Grounds for Scout group. All in favor with Committee Member Peterson abstaining. Motion Carried III. APPEARANCES/APPOINTMENTS/PRESENTATIONS 1. Ms. Kathy Freiermuth was duly sworn in as a full member of the P & R Committee. IV. UNFINISHED COMMITTEE BUSINESS 1. 19-016 Fete des Lacs Run Follow Up  There were approximately 60 participants. The Scouts & other volunteers were essential in making this event successful.  Several suggestions were made for the 2020 event: race to start at 7:30 am; continue to have a professional timer, but would need to arrive at least 30 minutes before the start of the race; advertise more in surrounding cities as well as other mediums. City of Centerville Park & Recreation Committee August 7, 2019  The paddle event had the same numbers as in 2018;  Invite Mr. Pat Branch to attend a P & R meeting, if he is available, to have a final re-cap. 2. 19-011 Water Ski Shows - Update  The Thursday evening shows are well attended.  Food vendors – unable to secure a commitment, without a significant guaranteed minimum income, for the last 3 shows.  Having food vendors, a mini farmer’s market, a craft fair, etc. are something that could be developed for 2020, for all or some of the water ski shows.  Will need to develop a budget for this and also additional marketing.  Taking some photos of the event would be helpful to show to potential vendors.  Mr. Statz will look into other options  This item will be tabled to January, 2020 (19-014) V. NEW COMMITTEE BUSINESS 1. 2020 Budget Review a. Operational P & R Budget Review  The Committee reviewed the July, 2019 budget and discussed moving the P & R reserve amount of $500 to the Park Capital Fund.  Mr. Statz will prepare a preliminary 2020 budget to be presented at the September P & R meeting. b. Park Capital Fund Review  This fund is to be used for capital expenses i.e. development of new parks, new park equipment, etc.  Any Park related maintenance is taken from the General Fund.  The staff made the following three (3) recommendations that the P & R Committee ask the City Council to do the following:  Make a one-time payment from the General fund, fund balance (or the General fund Capital Fund) to the Sewer Fund in the amount of the accrued interest since the 2010 resolution establishing the inter-fund loan ($103,564.29)  In 2019 and moving forward, pay the interest on the principal balance for the inter-fund loan from the General Fund, as detailed in the loan resolution, until such time as there are sufficient PDS’s to make both principal and interest payments per the schedule.  After applying the recent paid PDF’s to the principal on the Sewer Fund loan, leave the remaining balance in the Park Capital Project Fund to be Page 2 of 5 City of Centerville Park & Recreation Committee August 7, 2019 utilized for minor capital projects that may arise prior to the complete repayment of the principal balance of the inter-fund loan. This should leave a balance of around $53,000.00 over 10 years. The purpose of leaving those funds would be to have a reasonable working balance in the fund so that sensible, modest and timely additions to the park system can be made without adding to the inter-fund loan amount. NOTE: If capital projects arise that exceed the fund balance in the Park Capital Project Fund, prior to the full repayment of the loan, the Parks and Recreation Committee should simply ask the City Council to consider funding these projects through the General Fund Budget. Motion made by Committee member Peterson, seconded by Committee Member Errickson-Grahek to request the City Council approve the above 3 recommendations, plus: Request that council add in additional funds of $5,000 per year to the Park Dedication Fund. All in Favor. Motion Carried. 2. Movie in the Park  To be scheduled for Sept 14, 2019 with a rain date of September 21, 2019.  Committee Member Peterson will select and order the movie & rental of a projector.  Committee Member Waeghe will develop the flyer for this event and will need assistance with advertising  Marketing will be through the school systems’ Friday Flash, daycare centers, include with September water bill. Motion made by Committee Member Waeghe, seconded by Committee Member Errikson-Grahek for the committee to rent the movie & projector and to purchase popcorn, cocoa mix, etc. not to exceed $750.00. All in favor. Motion Carried. 3. Lions Club Stage & Canopy – Donation The Lions have offered to donate their stage and canopy to the city for use at future events. Motion made by Committee member Errickson-Grahek, seconded by Committee member Peterson to accept their donation of the stage and canopy. All in favor. Motion Carried. 4. Use of Park for Scouts Picnic – B. Peterson Page 3 of 5 City of Centerville Park & Recreation Committee August 7, 2019 , An application for the use of Laurie LaMotte Memorial Park on August 222019, from 5:00 pm to 9:00 pm was submitted by Committee Member Peterson. Motion made by Committee member Seeley, seconded by Committee Member Waeghe to request the City Council approve this application. All in favor with Committee Member Peterson abstaining. Motion Carried. VI. APPROVAL OF PREVIOUS MINUTES – May 1, 2019 & June 5, 2019 Motion made by Committee Member Peterson, seconded by Committee Member Errickson-Grahek to approve the May 1, 2019 minutes as written. All in Favor with Committee Member Seeley abstaining. Motion Carried. Motion made by Committee Member Seeley, seconded by Committee Member Waeghe to approve the June 5, 2019 minutes with one correction: under III Appearances – Mr. Greg Nohner add city resident. All in Favor. Motion Carried. There were no minutes from July as the July meeting was cancelled. VII. UPDATES/ANNOUNCEMENTS 1. Council Update – Council Member Montain Mr. Montain thanked all the volunteers for the Fete de Lacs Runs and Paddle Events. Spoke a bit about the new budget and CIP for Parks & Rec. He also welcomed Kathy as the newest committee member. 2. Staff Update – Administrator Statz: VIII. ACTION ITEMS REVIEW ITEMS COMPLETED OR DELETED as of August 7, 2019 will be removed:  16-017  19-016  19-017  19-018 ITEMS TO BE CHANGED  16-031: change item from 2 vacancies to 1 vacancy;  19-008: change date to: September, 2019  19-011: change date to: September, 2019  19-014: change date to: January, 2020  19-019: move this item to the P & R long term projects list  19-020: correct spelling of submit & change date to January, 2020 (on-going)  ITEMS TO BE ADDED as of August 7, 2019: th  19-021: Invite Mr. Pat Branch to September 7 meeting; Fete des Lacs review - Staff  19-022: Handicap swing to hold wheelchairs. Kathy Freiermuth Page 4 of 5 City of Centerville Park & Recreation Committee August 7, 2019  19-023: Review if all parks are handicap accessible, including paths to playground equipment. Public works/Committee members  19-024: Include Movie in the Park information in the September water bill.  19-025: Send thank you to the Lions for donation of stage and canopy  19-026: 2020 Budget for review. Mr. Statz. Sept, 2019 X. AGENDA ITEMS FOR APRIL MEETING: Under APPEARANCES: 1. Mr. Pat Branch – Fete des Lacs Under UNFINISHED BUSINESS 1. 19-008: Review of Fete des Lacs 2. 19-026: 2020 Budget, 3. 19-011: Lights for Sledding Hill 4. 19-022: Handicap swing for wheel chair; Kathy F. 5. 19-023: Are all parks handicap accessible 6. 19-024: Movie in the Park, Brian P. Under UPDATES/ANNOUNCEMENTS: 1. Council Updates – Council Member Michelle Lasko 2. Staff Updates – Administrator Mark Statz 3. 16-031: P & R Committee 1 vacancy – Status XI. ADJOURNMENT Motion made by Committee Member Peterson, seconded by Committee Member Waeghe to adjourn the August 7, 2019 meeting at 9:14 p.m. All in Favor. Motion Carried. Submitted by: Linda Neudecker, Recorder Page 5 of 5