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Home My WebLink About2019-12-04 P & R PacketCITY OF CENTERVILLE PARKS AND RECREATION COMMITTEE MEETING AGENDA Wednesday, December 4, 20,19 6:30, p.m. or shortly thereafter COMMITTEE MEETING I. CALL TO ORDER 1. Roll Call II. APPROVAL OF AGENDA 1. Call for Changes to the Agenda III. AWARDS/PRESENTATIONS/APPEARANCES 1. None IV. PUBLIC HEARINGS 1. None V. COMMITTEE BUSINESS (UNFINISHED) 1. 19-011: Lights for Sledding Hill 2. 19-027: Bald Eagle Waterski Club Annual Permit 3. 19-028: Park facility use permit application — Centennial Youth Hockey 4. 19-029: Skate Night — Friday, January 10, 2020 5. 19-030: Skate Night — Saturday, February 15, 2020 6. 19-031: Meeting norms — Criteria to follow 7. 19-032: Fete des Lacs - confirm dates & schedule of activities VL COMMITTEE BUSINESS (NEW) 1. Reschedule or Cancel January 1, 2020 Meeting 2. 19-Oxx: Park facility use permit application - Centennial Lakes Little League 3. 19-014: Thursday Night Waterski Show Vendor Event VII. APPROVAL OF MINUTES 1. November 6, 2019 P & R Meeting Minutes VIIL ANNOUNCEMENTS/UPDATES 1. Staff Updates — Administrator Statz 2. Council Liaison Update — Michelle Lakso (Absent) 3. 16-031: P & R Committee 1 Vacancy - Status IX. ACTION ITEMS 1. Review List of Items X. ADJOURNMENT REMINDERS Ph"Iril I'll � rig 1-,orinrinpsson )eccrinhc� lvlc�ci.Jng Claricefled d);30 q, In Clk,,,� aH Pad<s �cx, cabon cloriormttec Wcdncs,&,riii. lariivariii-8 (suhlect oqiq�imva) 2,d2,d;'u uY,�d q�Iuir�u., Co,,II IaH (ollIce arca) chid, Couricd IvicclMg )ecc�rinhcu II 20 9 6;30 C)L,11� IIaH )A, Wcdncs,&,riii� )cccrinhca II8 2W9 CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: V.l Parks December 4, 2019 TITLE OF ISSUE: 19-011 Lighting for Sledding Hill BACKGROUND AND SUPPLEMENTAL INFORMATION: Previously, staff shared a quote to run power to the sledding hill for a pole mounted light. The quote was higher than originally expected, because we were looking at running power out there for a flow meter for the stormwater irrigation system. When a solar option for the flow meter was explored, it left the full cost of power to the pole on the park budget. The committee then asked staff to look into a solar option for the light. Since all of this discussion, the city has received a grant through Met Council to improve the stormwater irrigation system. With this grant, the city is now looking back at the more reliable power source for the meter, meaning power may be available for a light pole, at no cost to the parks budget. Once the design of the project is more complete, we'll reengage the parks committee with a budget and location for the light/pole, etc. COST AND SOURCE(S) OF FUNDING: TBD REQUESTED ACTION: No formal action required at this time. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay Seeley Bellinger Waeghe Other (specify) Peterson Errickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: V.2 Parks December 4, 2019 TITLE OF ISSUE: 19-027 Bald Eagle Waterski Club Annual Permit BACKGROUND AND SUPPLEMENTAL INFORMATION: City staff will be on hand at the meeting to review various aspects of the permit with Bald Eagle Waterski Club. A few things to review: - Current permit does not allow jump to be stored - should add this if we're still OK with storing it there - Should we extend the term of the permit? - Are there other conditions we should be considering? - We have partnered with BEWC the last two years on the cost of a porta-potty. We could add that agreement to this. - Public Works would like some language stating that they need to maintain access to our sanitary sewer facilities. We have had some issues with them parking their equipment over our manholes, etc. COST AND SOURCE(S) OF FUNDING: No cost. Committee could consider whether or not a fee should be charged. REQUESTED ACTION: Motion to recommend approval of the permit with the noted changes. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: X Vote Record: Aye Nay 0 Frieirmuth Seeley Bellinger Waeghe Other (specify) Peterson Errickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: City of Centerville Permit The City of Centerville hereby grants a PERMIT to the Bald Eagle Waterski Show, Inc., (d/b/a/ Bald Eagle Waterski Club) and its members or employees, having a principal place of business at 6521 White Oak Road, Lino Lakes, Minnesota 55038 (hereinafter referred to as "Permittee"). This Permit is subject to the rights, privileges and limitations set forth herein. SECTION ONE PROPERTY Permittee shall have the right of use and access to public property located at 7121 Main Street and its shoreline adjacent to Centerville Lake (hereinafter referred to as "Property"). SECTION TWO TERM The term of this Permit shall begin on May 15, 2014 and shall expire on August 31, 2019 unless revoked or voided for reasons otherwise specified in this document. Thereafter, unless notice of termination is received sixty -days (60) prior to this annual deadline, the Permit shall self- renew for up to five additional one-year terms. SECTION THREE PERMIT CONSIDERATION It is understood that Permittee does not charge spectators to view its waterski shows. As long as that condition exists the permit fee shall be $1.00 per year, however, Permittee shall pay City $2500.00 on September 30, 2014 and an additional $2500 on September 30, 2015 as additional consideration for the issuance of this Permit. SECTION FOUR PERMITTED USE OF THE PROPERTY Pursuant to Code Section 92.30, Permittee is granted variances from Chapter 92 of the Centerville Code to accomplish the purposes set forth in the Permit: A. Permittee will use the Property for the purpose of conducting waterski shows and accommodating public viewing of these shows. Permittee may install a dock into Centerville Lake, subject to approval of St. Paul Regional Water Services and subject to permits from Minnesota Department of Natural Resources, if any are required. No other improvements may be attached to the Property. B. The Property is designated as an area where vehicles may be driven by Permittee (in variance of Code Section 92.06); C. Permittee may locate and park a 10 x 12 equipment trailer on the Property at a location to be agreed upon by the parties and that trailer may be present on the Property during times when public grounds are closed (in variance of Code Sections 92.07 & 92.08); D. Permittee may post up to two signs advertising its waterski shows on the Property (in variance to Code Section 92.12), however said signage must otherwise comply applicable law; E. Permittee may swim from the Property (in variance to Code Section 92.18); F. Permittee may launch a boat from the Property (in variance to Code Section 92.20); and G. Permittee may use the protected shoreline areas of the Property extending fifteen feet from the high water mark of the Lake (in variance to Code Section 92.21) but must maintain and protect the shoreline from erosion or damage. SECTION FIVE OTHER APPROVALS Permittee understands that part of the underlying Property is owned by St. Paul Regional Water Service and a condition of this Permit is that approval must be obtained from St. Paul Regional Water Service. SECTION SIX CITY'S INSPECTION City shall have the right at any time to inspect and examine the Property to insure compliance by Permittee with its obligations under this Permit and its obligations under the law. SECTION SEVEN MAINTENANCE OF THE PROPERTY City will mow the grass on the Property in accordance with the City's normal maintenance schedule. If more frequent mowing is required, Permittee agrees it will do so at its sole cost and expense. Permittee will pick up trash that is left on or around the Property immediately after each waterski show or other sponsored event. Permittee may provide portable toilets for its use and for use of spectators and patrons, however they shall be placed in a location to be mutually agreed upon by the parties. SECTION EIGHT ALTERATIONS Permittee shall not make any alterations, additions, or improvements to the Property without City's prior written consent and the consent of St. Paul Regional Water Services. SECTION NINE LOSS AND DAMAGE Permittee assumes and shall bear the entire risk of loss, damage to, theft or destruction of its dock, trailer and any personal property or equipment that is located on the Property. SECTION TEN INDEMNITY Permittee hereby assumes entire responsibility and liability for any and all damage of any kind or nature whatsoever to all persons resulting from, arising out of, or occurring in connection with its use of the Property. If any person shall make a claim for damage or injury here above described, whether such claim may be based upon the City's alleged breach of any duty or obligation on the part of the City, Permittee agrees to indemnify and save harmless City and St. Paul Regional Water Services (SPRWS), its agents, servants and employees from and against any and all losses, expense, damage or injury that the either might sustain as a result of any such claims and Permittee agrees to assume, on behalf of City and SPRWS, the defense of any action at law or equity, which may be brought against the City or SWRWS upon such claims and pay on behalf of City or SPRWS, upon its demand, the amount of judgment that may be entered into against City or SPRWS in such action. SECTION ELEVEN INSURANCE Permittee, at its sole cost and expense, shall procure and maintain insurance coverage which is acceptable to the City Administrator which accomplishes the following: (a) coverage for the risk of harm or negligence to any person due to operations subject to this Permit or Permittee's use of the Property, (b) coverage for the risk of physical damage to its owned personal property and equipment, and (c) coverage for the risk of public liability and property damage, and as to all aspects of insured loss said insurance coverage shall not be in an amount less than $1,000,000. Permittee shall provide proof of insurance for workers compensation insurance as required by Minnesota Law. Moreover, Permittee shall name the City (and if requested, SPRWS) as additional insured on said insurance policies. Continuation of these insurance requirements are an on -going condition of this Permit. As a further condition of insurance coverage, USA Water Ski, Entertainment & Sports Insurance eXperts (ESIX), or any insurance company issuing coverage under this Permit shall be required to notify the City in the event of any notice or intent to discontinue coverage. This Permit is void at such time as Permittee's insurance coverage is not effective. However, Permittee's legal obligations to assume the entire responsibility and liability for any and all damage of any kind or nature whatsoever to all persons resulting from, arising out of, or occurring in connection with its use of the property, continues in perpetuity regardless of the terms of cancellation or termination of this Permit. SECTION TWELEVE CONDITIONS OF PERMIT Permittee shall, without exception, obtain an executed document entitled, "Participant Waiver and Release of Liability, Assumption of Risk and Indemnity Agreement" (hereinafter referred to as a "Waiver") from each member of its organization who will participate in any activity held at, or staged from, the Property. If such member is a minor, then Permittee shall, without exception, obtain a signed Waiver from a duly authorized parent or guardian. Permittee assumes all risks and waives liability in the event that any such Waiver is not effective or binding. Permittee shall supply a copy of each executed Waiver to the City before any person may participate in activities authorized under this Permit. Only members of Permittee's organization may participate in activities authorized under this Permit. SECTION THRITEEN NON -WAIVER By executing this document Permittee specifically affirms that the City is not waiving or otherwise limiting any of its legal rights or defenses, or otherwise expanding its liability for activities related to the operation of this Permit. SECTION FOURTEEN NOTICES All notices required or permitted under this Permit shall be sufficient if delivered personally or mailed to the party at the address set forth in this Agreement, or at such other address as either party may designate in writing from time to time. Any such notice mailed to such address shall be effective twenty four (24) hours after it has been deposited in the United States mail, properly addressed and with postage fully prepaid. SECTION FIFTEEN APPLICABLE LAW AND ENFORCEMENT The validity, enforcement, and performance of this Permit shall be governed and determined by the laws of the State of Minnesota and the City of Centerville. SECTION SIXTEEN TERMINATION OF PERMIT All of the conditions, standards or other requirements set forth in this document are continuing obligations of this Permit. This Permit is only valid so long as all of the obligations set forth herein are met. The City retains the right to amend, revoke or void this Permit at will, without notice or without affording a hearing to Permittee. IN WITNESS WHEREOF, Permittee has caused this Permit to be executed by an authorized representative on the date appearing below. Dated: / , 2014 PERMITTEE: BALD EAGLE WATERSKI SHOW, INC. Its -7u� CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: V.3 Parks December 4, 2019 TITLE OF ISSUE: 19-028 Park Facility Use Permit Application - Centennial Youth Hockey BACKGROUND AND SUPPLEMENTAL INFORMATION: The committee previously tabled this item, asking for more detailed schedule information to avoid conflicts with other organizations requesting time on the ice. Typically, organizations requesting the use of our fields, ice or other facilities are doing so in order to know which facilities they will have to choose from when setting their schedules. Therefore, their requests tend to be broad and all -encompassing of the potential times they might need. Once they've established all the facilities available to them, they will meet and make a schedule for the league. Then, they submit that schedule to each city or facility owner. It is staffs suggestion, that the committee simply let the organization know of any restrictions they wish to put on the use of the facility. Examples, might be: No Fridays, only after 6 PM, max 3 days/week, no use of pleasure rink, etc. This lets the league know what availability constraints they have. COST AND SOURCE(S) OF FUNDING: No cost. Committee could consider whether or not a fee should be charged. REQUESTED ACTION: Motion to recommend approval of the use of the LaMotte Park Hockey Ice Rink by Centennial Youth Hockey with the following restrictions: For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Frieirmuth Seeley Bellinger Waeghe Other (specify) Peterson Errickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: V.4 Parks December 4, 2019 TITLE OF ISSUE: 19-029 Skate Night - Friday, January 10, 2020 BACKGROUND AND SUPPLEMENTAL INFORMATION: The goal of this agenda item will be to finalize details on the skate night event, including activities, volunteer coverage, budget, advertising strategies and other logistics. COST AND SOURCE(S) OF FUNDING: TBD REQUESTED ACTION: Motion to recommend approval of a budget of $X,XXX for expenses related to the Friday, January 10, 2020 Skate Night. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Frieirmuth F--1 Seeley Bellinger Waeghe Other (specify) Peterson EErrickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: V.5 Parks December 4, 2019 TITLE OF ISSUE: 19-030 Skate Night - Saturday, February 15, 2020 BACKGROUND AND SUPPLEMENTAL INFORMATION: The goal of this agenda item will be to finalize details on the skate night event, including activities, volunteer coverage, budget, advertising strategies and other logistics. COST AND SOURCE(S) OF FUNDING: TBD REQUESTED ACTION: Motion to recommend approval of a budget of $X,XXX for expenses related to the Saturday, February 15, 2020 Skate Night. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Frieirmuth F--1 Seeley Bellinger Waeghe Other (specify) Peterson EErrickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: V.6 Parks December 4, 2019 TITLE OF ISSUE: 19-030 Meeting Norms BACKGROUND AND SUPPLEMENTAL INFORMATION: The committee has requested a discussion on "Meeting norms", or what should be expected for the logistics and operation of Park and Rec Committee Meetings. While the city doesn't currently have a hard -fast set of "norms", there are a few things, from which we can pull some ideas. Staff has also prepared a draft document that may help outline expectations, etc. We fully support the idea of having well thought-out standards for how things should run, with an aim for efficiency in time and effort. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: No formal action required. Discussion item only. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Frieirmuth Other (specify) Draft Expectations Document Seeley Bellinger Waeghe Peterson Errickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: Section 31.01 Establishment of Planning and Zoning Commission and Parks and Recreation Committee 31.02 Bylaws for committees 1 3 I 1 1 !I 111111111 1 I 1 (A)This section establishes a City Planning and Zoning Commission, and a Parks and Recreation Committee. The purpose of these Committees is advisory and they may make recommendations to the City Council for consideration regarding matters relating to this Committee. (B) For the purpose of this chapter, the terms Commission and Committee are used interchangeably. Policy refers to Commissioners and Committee Members alike. Ord. #72, adopted 1211912002, Ord. 2d #23, amended 1211012008 § 31.02 BYLAWS FOR COMMITTEES. (A)Authority. The Committee has the authority to conduct investigations and to make recommendations; however, it may not make decisions on behalf of the Council. Committees are subject to the same rules as the City Council under the open meeting laws. The Council's final decision, however, and not the Committee's recommendation, binds the city. The Committee may not enter into a contract, employ workers or authorize expenditures. (B)Eligibility. Any resident of the city is eligible to apply as a Committee Member. This individual is welcome to serve on one committee at a time. (C) Appointments. (1) Each member of the Committee will be appointed by the City council via a letter of interest submitted to the City Administrator. This letter will be received by the City Administrator no later than November 1 of each year. This same action will take place if a vacancy should happen. On an annual basis, the City Administrator would ascertain those who desire to remain on the Committee. (2) Seven members shall be appointed to each City Committee. (D)Appointment of officers. At the first meeting of the year, the Committee will appoint by majority vote a Chair and a Vice -Chair. 16 b g e (E) Offacers' duties. (1) (a) The Chairperson shall preserve order, enforce the rules of procedure herein prescribed and determined without debate, subject to the final decision of the Commission/Committee on appeal, all questions of procedure and order. The Chairperson will also give leadership; sign reports; write correspondence to be signed by either the City Administrator or the Mayor; compile or assist in the preparation of the agenda as authorized by the Committee; and appoint task forces as authorized by the City Council. (a) The Vice -Chairperson shall support and assist the Chairperson; preside over the Committee meetings in the absence of the Chairperson; and fill the office of the Chairperson if a vacancy should arise. (2) Any Committee Member may appeal a decision of the Chair. To do this, a Committee Member states, "I appeal the decision of the Chair," immediately after the Chair announces the decision. Recognition from the Chair is not necessary when making an appeal. The appeal must be seconded, is debatable and cannot be amended. After the debate, the Committee votes on the Chair's decision. A majority of "yes" votes upholds the decision of the Chair and a majority of "no" votes overrule the decision. A tie vote sustains the ruling. The Chair may vote to uphold his or her own ruling. if no one appeals a ruling as soon as the Chair makes it, it becomes the rule of the Committee. (F) Meetings. (1) Regular meetings. Regular meetings of the Committee shall be held on the same day of each calendar month at the same time, set by the Committee and approved by the Council. Any regular meeting falling upon a holiday shall be rescheduled by the Committee for an alternative date, with enough time to be properly noticed to the public. The Administrator shall maintain a schedule of regular meetings. This schedule shall be available for public inspection during regular business hours at the Administrator's office. All meetings, including special emergency meetings, shall be held at City Hall unless otherwise specifically noticed. (2) Special meetings. Any three members of the Committee may call a special meeting of the Committee upon at least 72 hours' written notice to each member of the Committee and Administrator. This notice shall be delivered personally to each member, or left at the member's place of residence. Similar written notice shall be mailed at least three days prior to the meeting date to those who have requested notice of special meetings. This request must be in writing and filed with the Administrator, designating an official address where notice may be mailed. The request will be valid for one year. (3) Emergency meetings. (a) Any three members of the Committee may call an emergency meeting of the Committee when circumstances require the immediate consideration of the Committee. 17 1 Yi ` g e (b) Notice may be in writing personally delivered to Committee members or may be in the form of personal telephone communication. Notice must include the date, time, place and purpose of the meeting. Where practical, the Administrator shall make an effort to contact news -gathering organizations that have filed a request to receive notice of special meetings. (G)Public notice and open meeting. (1) Public notice. The Administrator must post written notice of the date, time, place and purpose of the meeting on the City Hall bulletin board. Notice of meetings must be posted at least three days before the date of the meeting. (a) When the performance of an act is ordered within a fixed period of time, the time is computed as excluding the first day and including the last day of the prescribed or fixed time period, unless the last day falls on a Saturday, Sunday or legal holiday. For example, if a meeting is scheduled for a Thursday, notice has to be given on Monday to meet the three-day notice provision. In this scenario, Tuesday is day one, Wednesday is day two and Thursday is day three. Monday is not included in the time computation. Similarly, if a special meeting is planned for Monday, notice must be given on Friday; Saturday and Sunday are included in the time computation since they are not the last day of the fixed period. (b) If the Committee meets where a quorum is in attendance, the city must make public notice. (2) Open meeting law. Under the Minnesota Open Meeting Law, all city committee meetings must be open to the public. (a) The open meeting law serves three vital purposes: 1. To prohibit actions from being taken at a secret meeting where the interested public cannot be fully informed of the decisions of public bodies or detect improper influences; 2. To ensure the public's right to be informed; and 3. To give the public an opportunity to present its views. (b) The law prohibits the use of telephone conversations, e-mail or letters in a decision - making process among a quorum of members designed to avoid an open meeting. (c) Any person who intentionally violates the open meeting law is subject to personal liability in the form of a civil penalty. The public body may not pay the penalty. 18 1 �:) (H)Minutes. The Committee must keep a full and accurate record of its actions at every Committee meeting. The Administrator records the .Committee proceedings in a minute book. In the absence of the city staff member to take the minutes, the Committee should delegate the duty of taking minutes for that meeting. (1) The minutes should be written in language and in terms the average citizen understands. (2) If the Committee finds a mistake in the minutes of the previous meeting, the minutes will be corrected during the current meeting and reflected in the minutes. (3) Once the Committee has formally approved the minutes of any meeting, the minutes should not be changed under any circumstances. (4) Minutes are official papers of the city. Minute books are public records, shall be kept on file with the Administrator and must be available for public view at any reasonable time. (5) The following information should be included in the minutes: (a) The time and place of the meeting; (b) The members present; (c) A summary of all decisions made by the Committee, including a copy of each motion exactly as stated, whether or not the motion had a second and, if the motion was seconded, whether or not the Committee adopted it, and the names of the people who made and seconded the motion; and (d) The names of the Committee Member who voted either for or against each motion. (I) Order of business. Each meeting of the Committee shall convene at the time and place appointed. (1) Committee business shall be conducted in the following order: (a) Call to order; (b) Approval of agenda; (c) Awards/presentations/appearances; (d) Public hearings; (e) Committee business; (f) Consent agenda; (g) Approval of Committee minutes; 19 1 U a g r' (h) Announcements/updates; and (i) Adjournment. (2) The order of business may be varied by the presiding officer, but all public hearings shall be held at the time specified in the notice of the hearing. (3) The Chairperson/staff liaison shall prepare an agenda of business for each regular Committee meeting and file a copy in the office of the Administrator. The agenda shall be prepared in accordance with the order of business and copies shall be delivered to each Committee member and to others as far in advance of the meeting as time for preparation will permit. No item of business shall be considered unless it appears on the agenda for the meeting or is approved for addition to the agenda by majority vote of the Committee present. (4) (a) The Chairperson/staff liaison shall see that at least one copy of printed materials relating to agenda items is available to the public in the meeting room while the Committee considers the subject matter. (b) The agenda item shall not be considered unless this provision is complied with. (c) This section does not apply to those materials that are classified as other than public under the Minnesota Data Practices Act or materials from closed meetings. (J) Motions. (1) Generally. The Committee transacts business through motions made by Committee Members. These motions are seconded, and subsequently passed or rejected by Committee vote. (a) The Committee Member states his or her motion (usually in the following form: "I move ... [text of the motion]"). The Committee Member making a motion does not need to favor it or vote for it. The Committee Member may wish to put the issue before the Committee so a decision can be made. (b) Another Committee Member then seconds the motion by saying: "I second the motion." (c) The Chair recognizes the motion and opens the pending motion to discussion. The presiding officer calls for the vote at the end of the discussions and announces the result of the vote. (2) Motion to reconsider. This motion enables a Committee to set aside a vote it previously took, and to reconsider the matter as though it had not voted on the issue. Only a person who originally voted on the prevailing side may move to reconsider. Make the motion by saying, "I move to reconsider ... [stating the motion to be reconsidered]." The Committee may debate the motion. If the Committee passes the motion to reconsider, it must then reconsider the original 20 1 p g motion and take another vote. if the Committee defeats a motion to reconsider, no further action is necessary. (3) Motion to postpone indefinitely. There is an important difference between the motion to postpone indefinitely and the motion to postpone temporarily. The motion to postpone temporarily is more commonly called a motion to "lay on the table" or "to table." The motion to postpone postpones consideration of the motion until some undetermined, future time. The Committee may consider a tabled motion whenever a majority of the members decide to do so. A motion to postpone indefinitely, however, is the equivalent to a negative vote on the main motion. Thus, the issue can be raised again only by a motion made by someone on the prevailing side of the vote since, unless someone changes his or her mind, the motion to postpone will once again prevail. (4) Motion to limit debate. A Committee may limit debate by placing a time limit on debate, such as a limit of three minutes to consider a particular motion; or limiting the number of people who may speak for and against a certain motion, such as a limit of three speakers in favor and three speakers opposed. (5) Motion to amend. Committee Members may offer amendments to a main motion at any time. In addition, it is possible to amend an amendment currently under consideration. Beyond this, Committee Members can offer no further amendments. When a member has made a motion to amend, the vote on the amendment must precede the vote on the original motion. After the Committee has accepted or rejected the amendment, another vote on the original motion is necessary. (6) Motion to substitute. This is a motion to replace one motion with another on the same subject. A Committee Member may move to substitute a main motion or an amendment to a main motion. One form for making a substitute motion is to say, "I wish to introduce the following substitute motion ... [present the substitute motion]." When a substitute motion is before the Committee, the Committee must decide which of the two motions, the original motion or the substitute motion, to consider. The Committee must vote on the question. A "yes" vote favors considering the substitute motion. A "no" vote favors considering the original motion. The Committee must then discuss and vote on the selected motion. V K Quorum. At all Committee meetings, a majority of appointed members shall constitute a quorum for �.�� O Q g, J ty PP q p v the transaction of business, but a smaller number may adjourn from time to time. (L) Voting. The votes of the members on any questions may be taken in any manner which signifies the intention of the individual members, and the votes of the members on any action taken shall be recorded in the minutes. Any member that is present but does not vote, the minutes as to that member's name shall be recorded as an abstention. (M) Council liaison. The Committee may request from the Council a liaison to attend their meetings. Council may elect to appoint a Council Liaison to the Committee. The liaison will act as a communicator to and from the Council/Committee. (1)Removal from Committee participation. Any member of the Committee may remove himself or herself from participation in the Committee by a letter of resignation being submitted to the City Administrator. Any member of the Committee may be removed by Council. (0)Attendance. Any member who fails to attend three consecutive or four meetings in one year will be removed by the City Council. (P) Compensation. All Committee Members shall serve without compensation unless a stipend has been set by Council for meeting attendance and at the Council's pleasure. (Q)Budget. On or before the end of July, the Committee shall submit to Council a budget request for anticipated expenditures for the upcoming year. (R) Expenditures. (1) The Committee is not allowed to expend funds, order any items or contract with vendors for services. (2) All requests will be forwarded to the City Administrator for Council approval and subsequent ordering by city staff. The Finance Director will submit to the Committee a report setting forth in detail a complete report of all expenditures incurred during the year. (S) Referral and reports. Any matter brought before the Committee for consideration will be acted on promptly and forwarded to Council for consideration. (T) Ethics Policy. Committee members shall be subject to the City of Centerville Ethics Policy. (U)Incompatihle offices. If a Committee Member receives a certificate of election to the City Council or Mayor's office, the individual is considered to have resigned from the Committee. (V)Amendment of rules. The city reserves the right to change the provisions of these bylaws from time to time without notice. Ord. #72, adopted 1211912002, Ord. 2d # 23, amended 1211012008 RELEVANT LINKS: There are several differences between independent boards and advisory boards. State statutes establish most independent boards and commissions and give them some discretionary powers. Advisory boards conduct studies and investigations on behalf of the council, and submit reports and recommendations for council consideration. An advisory -board's recommendation does not take effect unless the council accepts it by passing an ordinance or resolution. The council may organize advisory groups in any manner it deems appropriate. The council may find it wise to appoint people who represent various special -interest groups in the city. An advisory commission may be created by the council for a special purpose, such as for conducting an investigation, and will cease to exist once the purpose of the commission has been achieved. 1. Planning commissions Minn. Stat. §§ 462.351-.364. Cities can establish planning commissions by passing an ordinance See LMC information memo, Planning Commission Guide. describing their organization and powers. City officials, such as the mayor, attorney, and engineer, frequently are advisory members. 2. Other advisory boards and commissions Other advisory boards and commissions commonly established by city councils include: industrial commissions, which have power to study the ways and means of attracting more commercial and industrial development to the city; safety councils, which advise the council on safety programs; and intergovernmental agencies, such as a joint -planning commission, which the city sponsors in cooperation with other units of government. As government has become increasingly complex, cities have used fewer independent or administrative citizen boards and commissions. Instead of diffusing authority for government administration over a number of See Handbook, City different agencies, many cities place all authority in the city council. This Administrative Staff for more decision centralizes responsibility for the proper direction of local information about the manager and administrator government affairs and increases voter understanding of government. positions. Frequently, this trend leads to pressures for greater simplification and centralization in administration as well. The council-manager form of government (Plan B) is an answer to this pressure. Administrators, whose duties and functions lie somewhere between those of a manager and those of a clerk, may also help to centralize government. League of Minnesota Cities Handbook for Minnesota Cities 7/10/2019 Elected Officials and Council Structure and Role Chapter 6 1 Page 34 RELEVANT LINKS: VI. How chapter 6 applies to home rule charter cities Several sections of this chapter may be useful to charter cities. In the section concerning elected officials, the discussion of statutory city officers does not apply to charter cities, but the portions on eligibility, removal, resignations, and vacancies generally do apply. It may be possible that a charter could specify the particular conduct that would result in removal of a councilmember for nonfeasance of office. The attorney general, however, has advised that a charter provision which provides that a council vacancy would occur if a councilmember did not attend a specified number of meetings would not be valid. A charter may provide for the recall of any elective municipal officer and for removal of the officer by the electors of the city. If the mayor of a charter city presides at the council meeting, most of the section concerning the mayor applies to charter cities. Otherwise, only the portions dealing with weed inspection, election duties, and other duties apply. The section concerning the statutory city council and its powers might prove interesting to charter city councilmembers since many of their powers are similar to those of statutory city councils. The laws relating to conflicts of interest and prohibiting gifts to local officials also apply to members of charter city councils, but many charter cities have more restrictive provisions concerning both issues in their charters. League of Minnesota Cities Handbook for Minnesota Cities 7/10/2019 Elected Officials and Council Structure and Role Chapter 6 1 Page 35 CITY OF CENTERVILLE PARKS AND RECREATION COMMITTEE DRAFT COMMITTEE EXPECTATIONS AND PROCEDURAL GUIDELINES BACKGROUND INFO Meeting Night -15t Wednesday of the Month — 6:30 PM 7 Person Advisory Committee EXPECTATIONS OF CITY STAFF • Work with Council Liaison and Committee Chair to Formulate Agenda • Prepare Agenda Packets with clear, concise information • Send Agenda Packets by EOD Thursday, prior to meetings via email and post to website; use preferred email addresses for Committee Members • Have paper copies of the agenda available for members and visitors • Have meeting room prepared • Have at least one staff member present at each meeting unless it has been discussed with the Chair and Liaison that there will not be a staff member present • Use video board to display packet material or to pull up additional information, etc. EXPECTATIONS OF COMMITTEE MEMBERS • Attend all meetings; inform city staff of absences in advance, if possible • Read agenda packet prior to the meeting • Ask questions of city staff if there are items in the agenda packet that are unclear • Participate in discussion • Follow meeting procedural rules; avoid side conversations, keep comments on topic, etc. This document is just a draft and we hope that it will spur conversation on ways to help the committee operate more efficiently. We are eager to add, subtract, or modify items from the lists. CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: V.7 Parks December 4, 2019 TITLE OF ISSUE: 19-032 Fete des Lacs - Confirm Dates and Schedule of Activities BACKGROUND AND SUPPLEMENTAL INFORMATION: Staff has now heard from the Lions Club that there preferred dates for Fete des Lacs are July 14 - 19, 2020. The Committee should consider: - appointing a representative (and alternate) to the Fete des Lacs Committee - defining roles for that representative - confirming events the city should organize/fund in 2020 City staff would like to see the committee take a lead role in festival planning and treat it much like any other park and rec program. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Motion to appoint to the Fete des Lacs Committee, with as the alternate, with the following roles and responsibilities. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Frieirmuth Seeley Bellinger Waeghe Other (specify) Last years' schedule of events Peterson Errickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: III S C III III W111�� Share events with friends and like us at /✓ "Fete des Lacs - City of Centerville Festival" r. . 6 PM * Family Bike Ride with Pack 432 and CLPD, Meet at St. Genevieve Parish Center. 7-8 PM * Bald Eagle Water Ski Show, Trail Side Park - Centerville Lake. Concessions Available. 8 PM * 3rd Medallion Clue Read 11 AM Kelly's Korner Golf Tournament, Majestic Oaks. Sign-up with Kelly's bartender. Noon-6 PM * HiSun UTV Test Ride Event, Rumble Motorsports. Manufacturer reps on hand. 5-10 PM Lions Concessions & Beer Garden, LaMotte Park 5:30-6:30 PM * "Comfort Yoga® Alfresco", Hidden Spring Park. Sponsored by Thia Casanova. 7-8 PM * All -Star Kickball Game, Lions and Local Businesses vs. CLPD/CFD. LaMotte Park. 8:30-11:30 PM * Headliner Band: Nostalgic. LaMotte Park. 10 PM * Fireworks Display, LaMotte Park. Saturday 10 PM if bad weather on Friday. All Day Lions Concessions & Beer Garden, LaMotte Park All Day Kickball & Softball Tournaments, LaMotte Park. To register call 651-308-0692 by 7116. 7:30 AM Run des Lacs 8K / SK, LaMotte Park. Register at Midwest Events. 8:30 AM Run des Lacs Kids Run, LaMotte Park. Sponsored by Apple Academy. 10-2 PM k HiSun UTV Test Ride Event hosted by Rumble Motorsports, Rumble Motorsports. 11 AM k Fete des Lacs Parade, Main Street Route. Visit our website to register your float. After Parade k Fire Station Open House/Community Photo/Ice Cream Social, CFD No. 3 (by City Hall) Noon-4 PM k Business Expo presented by Quad Area Chamber of Commerce, LaMotte Park Noon-5 PM k Kids Fest 2019, LaMotte Park. Inflatables, face painting, petting zoo, and much more! Noon-5 PM k Fun Fitness Obstacle Course, LaMotte Park. Sponsored by Wholesome Health. Noon-5 PM k Lions KidSight USA, LaMotte Park. Community Eye Screening for kids 6 mo-6 yrs. 1-5 PM k GameTruck. GameTruck's unique mobile video gaming theater. 1-5 PM k Classic Car Show presented by Cops and Rodders, Location TBD. 8:30-12:30 AM k Live Band "Overload", Kelly's Korner. Enjoy great live music, with no cover charge. All Day Lions Concessions & Beer Garden, LaMotte Park All Day Softball Tournament, LaMotte Park. To register call 651-308-0692 by 7116. 10 AM Lions Bean Bag Tournament, LaMotte Park. To register call Ron at 651-353-0882. 11-2 PM k Fun Fitness Obstacle Course, LaMotte Park. Sponsored by Wholesome Health. 11-2 PM Lions KidSight USA, LaMotte Park. Community Eye Screening for kids 6 mo-6 yrs. 11-2 PM k Kids Fest 2019, LaMotte Park. Inflatables, face painting, petting zoo, and much more! Noon-2 PM Paddle des Lacs, Trail Side Park - Centerville Lake. Register at Midwest Events. 2 PM BINGO, Kelly's Korner. * Indicates a FREE event. t 0 1111, it iinfi. F///) , li L /11 lG 1 l Q!, i/Ifr Stantec i ,, ., ;, i a No, k��)� . �nru�rt,rr:iti , BENDINGLEARNING CENTER AGENCY Prepared. For Ll�e.' - *yi 1 .i'1 •A CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: VLl Parks December 4, 2019 TITLE OF ISSUE: Reschedule or Cancel January 1, 2020 Meeting BACKGROUND AND SUPPLEMENTAL INFORMATION: The Committee's regular meeting would be on the New Years' holiday in January. Staff is suggesting, rescheduling the meeting to the following Wednesday, January 8, at City Hall, in the office area at 6:30 PM. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Motion to reschedule January meeting to January 8, 2020 at 6:30 in city hall's office area. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Frieirmuth Seeley Bellinger Waeghe Other (specify) Peterson Errickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: VL2 Parks December 4, 2019 TITLE OF ISSUE: 19-OXX Park Facility Use Permit Application Centennial Lakes Little League BACKGROUND AND SUPPLEMENTAL INFORMATION: Staff has received a request for the use of the LaMotte Park baseball/softball fields. Typically, organizations requesting the use of our fields, ice or other facilities are doing so in order to know which facilities they will have to choose from when setting their schedules. Therefore, their requests tend to be broad and all -encompassing of the potential times they might need. Once they've established all the facilities available to them, they will meet and make a schedule for the league. Then, they submit that schedule to each city or facility owner. It is staff s suggestion, that the committee simply let the organization know of any restrictions they wish to put on the use of the facility. Examples, might be: No Fridays, only after 6 PM, max 3 days/week, no use of field X, etc. This lets the league know what availability constraints they have. Staff asked this applicant for more information. A copy of that letter and the reply email/letter are all attached. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Motion to recommend approval of the application for use of the LaMotte Park baseball/softball fields with the following restrictions: For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Frieirmuth Other (specify) Letter from City, Letter from Assoc., email Seeley Bellinger Waeghe Peterson Errickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: eryiffe 1880 Wain Stack CenaniA 9► X 55038 ST�� M57 651-429-3232orTaC651-429-8629 November 20, 2019 Centennial Lakes Little League Mr. Patrick Mahr, President 4175 Lovell Road, Ste. #330 Lexington, MN 55014 Dear Mr. Mahr: The City is in receipt of the Little League's desire to utilize the baseball and softball fields at Laurie LaMotte Memorial Park from April 1 through September 1, 2020 from 4:00 p.m. to dark. The Parks Committee will not approve this request until such time you submit more detailed information regarding the dates of use and the potential for others to also utilize the fields. Please resubmit your request with more detailed information. We appreciate the heads up on the date you are planning for park clean-up and the invitation to meet your volunteers. If you have any questions or concerns, please feel free to contact me. Sincerely, Mark Statz City Administrator November 15th, 2019 Centerville Parks & Recreation Committee Attention: Theresa Bender Centerville City Hall 1880 Main Street Centerville, MN 55038 Dear Theresa: This letter is to request the use of baseball and softball fields and facilities at Laurie LaMotte Memorial Park for the spring and summer months of 2020 beginning April 1st, 2020 through September 1st, 2020; Monday through Friday, from 4:00pm until dark. These fields will be assigned as home fields for the children who live in Centerville and Lino Lakes that are served by the Centennial Lakes Little League. We will send you a copy of the game schedules as soon as they are printed in April, so you have a schedule for our dragging agreement for Laurie LaMotte Memorial Park. Additionally, we are planning our park clean-up day for Saturday, April 18th, 2020 with a back-up date of Saturday, April 25th, 2020. We would also like to invite the Mayor and members of your Park Board and City Council to stop by your fields and meet our volunteers cleaning and raking your fields. We really appreciate our partnership with your city. If you or any staff members of the City Council or Park Board have any questions or concerns, please feel free to contact me at (763) 780-3836. Thank you for your continued assistance. Sincerely, Patrick Mahr, President Centennial Lakes Little League 4175 Lovell Road Suite 330 • Lexington, MN 55014 - 763.780.3836 • http://eentenniallakeslittleleague.org Mark Statz From: clittleleague@comcast.net Sent: Wednesday, November 27, 2019 4:24 PM To: Mark Statz Subject: Field usage letter Attachments: Centerville-2020.pdf Importance: High Caudow This email originated outside our organization; please use caution. HI Mark - I attached the new letter and underlined what I added to it. After looking over the schedules from last year, and a few years prior, it looks like we do use all 3 fields every Monday, Tuesday, Wednesday, and Thursday evening during the months of April, May and June. There are some Fridays sprinkled in there as well. In July it really slows down and we only use them a couple days per week for practices. Then in August and September, we only use 2 of the 3 fields Monday -Thursday..... no Fridays at all in July, August, and September. Hopefully this will help. Thanks! evderaaia t Rafies "t& ,League/ Si v, n J3 Uets saotpU& Reagtw a nunbtwtan A3&ict adnunbtwtan, Alt✓V-2 763-78V-3836 .fax: 763- 792-378C November 151", 2019 Centerville Parks & Recreation Committee Attention: Theresa Bender Centerville City Hall 1880 Main Street Centerville, MN 55038 Dear Theresa: This letter is to request the use of baseball and softball fields and facilities at Laurie LaMotte Memorial Park for the spring and summer months of 2020 beginning April V, 2020 through September 1", 2020; Monday through Friday, from 4:00pm until dark. These fields will be assigned as home fields for the children who live in Centerville and Lino Lakes that are served by the Centennial Lakes Little League. We will send you a copy of the game schedules as soon as they are printed in April, so you have a schedule for our dragging agreement for Laurie LaMotte Memorial Park. Last year, and in years past the majority of the field usage was Monday through Thursday on all three fields. Additionally, we are planning our park clean-up day for Saturday, April 181", 2020 with a back-up date of Saturday, April 251", 2020. We would also like to invite the Mayor and members of your Park Board and City Council to stop by your fields and meet our volunteers cleaning and raking your fields. We really appreciate our partnership with your city. If you or any staff members of the City Council or Park Board have any questions or concerns, please feel free to contact me at (763) 780-3836. Thank you for your continued assistance. Sincerely, Patrick Mahr, President Centennial Lakes Little League CITY OF CENTERVILLE REQUEST FOR COMMITTEE ACTION 77, 1tervi e Agenda Item # Department: Requested Meeting Date: VL3 Parks December 4, 2019 TITLE OF ISSUE: 19-014 Thursday Night Waterski Show Vendor Event BACKGROUND AND SUPPLEMENTAL INFORMATION: Last year, the idea of having a farmers market or other vendor -driven event on Thursday nights was discussed, but ultimately, did not materialize. We would like to revisit the possibility of this event and begin planning. Again, staff would like the Committee to take a lead role in planning this event, assigning a point person. Staff will expect to support the committee as necessary. A few initial thoughts are: - Hold event on all Thursdays, June - August (outside of school year) - Block off Centerville Road, north of Main Street and host event on that block, with parking in CV Elem. lot - Recruit Food Trucks, craft vendors and farmers market -type stands; no cost to them, initially, no offer of payment from us - Discuss possibility of music as part of offerings; discuss other budgetary items (dumpsters, porta-potties, etc) COST AND SOURCE(S) OF FUNDING: TBD REQUESTED ACTION: Motion to appoint as point person for the Thursday Night Waterski Show Vendor Event. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Frieirmuth Seeley Bellinger Waeghe Other (specify) Peterson Errickson-Grahek 0 Refer to: Consent Tabled Until: Regular Other: 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 November 6, 2019 in the Conference Room, Centennial Fire Station 3. Present: Committee Member Heidi Errickson-Grahek Committee Member Kathy Freiermuth Committee Member Brian Peterson Committee Member Suzanne Seeley Committee Member Chris Bettinger Also Present: Michelle Lasko, Council Member Liaison Absent: Chairperson Kevin Waeghe Mark Statz, City Administrator/Engineer I. CALL TO ORDER Acting Chairperson Brian Peterson, called the November 6, 2019 Meeting of the Parks & Recreation Committee to order at 6:38 p.m. in the Conference Room, Fire Station 3. The move was necessitated because no one had keys to the city hall. Results of the roll call are shown above. II. APPROVAL OF AGENDA Motion made by Committee Member Bettinger, seconded by Committee Freiermuth to add the following: Under New Committee Business, # 3 — January & February, 2020 Skate Nights; #4 — Meeting Norms; #5 — Fete de Lacs 2020. All in favor. Motion carried III. APPEARANCES - NONE IV. UNFINISHED COMMITTEE BUSINESS 1. 19-011 Lights for Sledding Hill In September, after a bid of $14,000 was received for installation of a pole and lighting at the Sledding Hill. Administrator Statz offered to check on the cost of a solar light(s). The cost notwithstanding, there could be a potential for light pollution to neighboring homes. There were options of renting a portable generator, lights or use of fire truck lighting. Motion by Committee Member Peterson, seconded by Committee Member Errickson-Grahek, to table this item to the December P & R meeting. All in favor. Motion carried. City of Centerville Park & Recreation Committee November 6, 2019 2. 19-022 Handicap Swing(s) for Wheelchair, Ms. Freiermuth Committee Member Freiermuth stated she is continuing to research handicap swings for wheelchairs. Motion by Committee Member Errickson-Grahek; seconded by Committee Member Seeley to table this item until the March, 2020 meeting. All in favor. Motion carried. 3. 19-023 Are all Parks Handicap Accessible? The committee members would like to include handicap accessibility in the long term planning and evaluate each park annually. This item was tabled to the March, 2020 meeting to give Public Works time to evaluate each park. 4. 19-024 Movie in the Park — Mr. Peterson This event was held on September 15, 2019. It was well attended despite it being wet and cold. Specific details are listed in the September 4, 2019 meeting minutes. V. NEW COMMITTEE BUSINESS 1. Bald Eagle Waterski Club Permit Renewal A copy of the original permit, dated June 11, 2014 was given to the committee members to review. They would like more input/clarification of some of the language in the permit, specifically Section Three, Permit Consideration. Motion made by Committee Member Seeley; seconded by Committee Member Errickson-Grahek to Table this item to the December P & R meeting. All in favor. Motion carried. 2. Park Facility Permit Application An application was received from Mr. Peter Schmitt on behalf of the Centennial Youth Hockey on 10-21-19 requesting the use of the LaMotte warming house and ice hockey rink for practices and that they would provide a schedule upon preliminary approval. The committee members need to know the number of nights per week, how many weeks, how many hours per evening, due to other organizations expected to request hockey time. In addition the committee would like input from Staff. The Committee declined to approve this application until additional information was received. Tabled to the December meeting. 3. Skate Nights — January & February The Skate Night in January will be Friday, January 10, 2019. The Skate Night in February will be Saturday, February 15, 2019. It was suggested that the committee members find a skate sharpener and have them available on one or both skate nights to sharpen skates for free & find out what his rate would be; during the meeting a member found the following: Rusty's Mobile Skate Sharpening. The Sledding Hill Page 2 of 4 City of Centerville Park & Recreation Committee November 6, 2019 races may continue. Due to the high cost of the sleigh ride the committee members felt it should be replaced by another activity. Stargazing was one activity that is being considered. The Sledding Hill races may continue at one or both Skate Nights. Other possible activities could be snowshoeing, kick sleds and/or fat bikes. It was suggested to invite Mr. & Ms. Kevin Amundson to the next meeting. This will be tabled to the December meeting at which time the details will be finalized for the January date. Motion made by Committee Member Errickson-Grahek; seconded by Committee Member Bettin2er to approve the dates for the Skate Nights: Friday, January loth & Saturday, February 15th. All in favor. Motion carried. 4. Meeting Norms The committee members would like to know the specific expectations as a committee. Tabled to the December meeting; per Committee Member Seeley. 5. 2020 Fete des Lacs No official date has been set for the July festival. Based on past years, it is believed it would the 3rd week in July: tentatively from Tuesday, July 14'h through Saturday, July 19'h, 2020. Motion made by Committee Member Seeley; seconded by Committee Member Errickson-Grahek to recommend the City Council to consider and approve the dates of Tuesday, July 14 through Saturday, July 19th for the 2020 Fete de Lacs. All in favor. Motion carried. VI. APPROVAL OF PREVIOUS MINUTES — September 4, 2019 The approval of the September 4, 2019 P & R committee meeting is tabled to the December Meeting. VIL UPDATES/ANNOUNCEMENTS 1. Council Update — Council Member Lasko None 2. Staff Update — Administrator Statz: None 3. 16-031: P & R Committee Vacancy No applicants VIIL ACTION ITEMS REVIEW ITEMS COMPLETED OR DELETED as of November 6, 2019 will be removed: • NONE ITEMS TO BE CHANGED as of November 6, 2019 • 19-019: Add Public Works & add this item to the P & R long term erm projects list • 19-020: Add Mark Statz • 19-022: Change date to: March, 2020 Page 3 of 4 City of Centerville Park & Recreation Committee November 6, 2019 • 19-023: Change date to March/April, 2020 • 19-025: Confirm if a thank you letter was sent to the Lions for donation of stage and canopy ITEMS TO BE ADDED as of November 6, 2019: • 19-027: Bald Eagle Waterski Club Annual Permit • 19-028: Park facility_ permit Application — Centennial Youth Hockey • 19-029: Skate Night: Friday, January 10, 2020 • 19-030: Skate Night — Saturday, February 15, 2020 • 19-031: Meeting norms — Criteria to follow • 19-032: Fete des Lacs - confirm dates & schedule of activities • 19-033: Provide a copy of the P & R Committee's 5 year plan X. AGENDA ITEMS FOR DECEMBER MEETING: Under UNFINISHED BUSINESS 1. 19-011: Lights for Sledding Hill, Mr. Statz 2. 19-027: Bald Eagle Waterski Club Annual Permit - 3. 19-028: Park facility permit Application — Centennial Youth Hockey 4. 19-029: Skate Night: Friday, January 10, 2020 5. 19-030: Skate Night — Saturday, February 15, 2020 6. 19-031: Meeting norms — Criteria to follow 7. 19-032: Fete des Lacs - confirm dates & schedule of activities 8. 19-033: Provide a copy of the P & R Committee's 5 year plan 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 Seeley, seconded by Committee Member Errickson-Grahek to adiourn the November 6, 2019 meeting at 8:18 p.m. All in Favor. Motion carried. Submitted by: Linda Neudecker, Recorder Page 4 of 4 ACTION ITEMS PARKS RECREATION Assigned # Item Person Date Status Action Logo nearing completion. Website will be part of roll -out 16-026 P & R Web Site Pages - Committee Input Staff On -Going Open plan being developed. Status of P & R Committee Member 16-031 Vacancy Staff On -Going Open No recent applicants Interpretive Sign Maintenance, Hidden Received email from RCWD this week, hoping order goes 18-011 Spring Park & Trail Side Park Staff On -Going soon. Evaluate Proposed P & R Events Calendar for 2019 (Booklets record details, cost, feedback, suggestions and timelines) - Need 19-003 a Co -Chair Heidi E-G On -Going Open Check on Other Resources for Hayride/Check on Bulletin Board at Hugo 19-005 Feed Mill Heidi E-G On -Going Open Cost & Location to Add Lights for Sledding 19-011 lHill P. Palzer Oct., 2019 Open See agenda packet for more information on this item. Master P & R Trail Plan - Review Park Staff will look to finish this plan in the first quarter of 19-013 Maps M. Statz On -Going Open 2020. Jan./Feb., Should assign point person from P&R Committee for this 19-014 Vendors for Water Ski Show in August M. Statz 2020 Open event. Prioritize for Future Replacement of 19-019 Playground Equipment P.W. Staff On -Going Complete Replacement schedule determined and entered into CIP Basketball Court Renovation (Submit Nomination for Refurbished or a Grant for a Jan., 2020 19-020 New Court M. Statz (On -Going) Open Will submit application in 2020 for McBride Park 19-022 Handicap Swing to Hold Wheelchairs K. Freiermuth March, 2020 Open Review if all Parks are Handicap P.W. Accessible, Including Paths to Playground Staff/Committ March/April, 19-023 Equipment ee Members 2020 Open Public Works staff will be working on this over the winter. Send Thank You to Centerville Lions for 19-025 Donation of Stage & Canopy Staff Oct., 2019 Complete Letter sent 11/20/19 19-027 Bald Eagle Waterski Club Annual Permit On Agenda Park Facility Permit Application - 19-028 Centennial Youth Hockey On Agenda 19-029 Skate Night: Friday, Jan. 10, 2020 On Agenda 19-030 Skate Night: Friday, Feb. 15, 2020 On Agenda 19-031 Meeting norms - Criteria to Follow On Agenda Fete des Lacs - Confirm Dates & Schedule 19-032 of Activities On Agenda Provide a Copy of the P & R Committee's 5 19-033 Year Plan On Agenda Following November 6, 2019 Meeting Page 1 el V fe 1880WamSher4 CmUrm&,-%W55038 'sta6fisk 18.57 651-429-3232 or Fax651-429-8629 November 20, 2019 Centerville Lions Club Club Secretary Lion Patty Olson 6849 Centerville Road Centerville, MN 55038 Dear Ms. Olson: The City's Parks & Recreation Committee would like to thank the Centerville Lions Club for their recent donations of a tent and stage. These items will be instrumental in providing successful events organized by the Committee in the future. The Committee also desires to thank you for providing the color coding for the erection of the tent. We very much appreciate the Club's generosity and willingness to always assist in community events. We look forward to jointly working on events in the future fostering a closer community. If you have any questions or concerns, please feel free to contact me. Sincerely, Mark Statz City Administrator Centerville Lions Club 6849 Centerville Road, Centerville, MN 55038 October 17, 2019 Mark Statz City Administrator 180o Main Street Centerville, MN 55038 D Q �n p� Dear Mark, This letter is to confirm that the Centerville Lions has given the City of Centerville, Public Works, a large tent and 9 sections of a stage (plus plastic drums), which were previously used for bands at events. This includes the framework for the tent, metal connections and cable tiedowns. Additionally, Lion Tom Wilharber provided a document which had three items on it concerning the color coding on the poles and what size each was for. Respectfully, Lion Patty Olson Club Secretary CF: Paul Plazer, Public Works Director Park & Recreation Committee o o E + - � s a - 3 `o - _ o tj a x a o -\ o 3 3 o m - E E ° o N m o c £ — Q — - - o £ o u = � o u o_ u w o 0 0 u u - - " o s u O N 0 o W 0 n 0 o- 0 0 0 o 0 a 0 o 0 0 0 0 0 0 N N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O C O O O O O O O O O O O O O O O O O O O O O O O Iri O O O O Z 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 - O J O O O O W O O O O O O O O O O O O O O O C O O O �O O O O O C O O O O O O O O o O o O V o elf V N p F O O O O O O O O C N V1 V1 O O O O V1 O O O O V1 O O O O O O C O1 V1 V1 O O O O O O N O V1 V1 O O O O O O O N V1 V1 O O O O O O V1 V1 O O O O O O O O V1 V1 O O O O O O V1 V1 O O O V1 O O C Vl O O O O O O N V1 V1 O O O O V1 O O O O V1 O O O O V1 O O O Vl O O O O O O V1 V1 O O O Vl VO 7 O O O O O O O O O O O O O O O O O O O O O M O O O O O O N O O O O O O O Oro � O O O O O O O O O O O O O O O O O O O O O O O O O C O O O O O O N O O O O O O O O O O O O O O O O O O O O O O O j Q Q w - N O m LL V � � 3 `m ID w -E u u m - � x l7 i ro w o 0 N N Im 0 N m 0 N o 0 0 0 N N 0 0 0 0 N N D o 0 0 N N m 0 0 N N o o 0 0 N N 0 0 N N 0 N w 0 N 0 0 N N 0 N 0 N 0 N 0 N 0 o N N c m m o' m 3 o o m o - - lw o E o v L° Y a y Y ° m a a m m m £ m m m u m 3 a y o ¢ o Y y m m a a i £ o -roc a LL E _ m m a a _ a V wo > Y m i m i �e c �e 3 o = o - Q "'° o v O Q o F o V m o p m 9 o m u a0+ m- a o F O m 2 U U _ ` o m-_ m Y m `o m p V LL l7 a r w V Q F ww. u a-o 2 Q d _ - m N l7 K Q F Q K O r RELEVANT LINKS: To help ensure the city receives this protection from liability it has to be clear to the courts that the city was making a discretionary decision. Weighting of the factors should be done preferably at the city council level, and the city must make clear records to show the decision was discretionary such as council minutes that record the factors that went in to the decision and supporting documentation such as staff memos. For example, a city policy addressing trail inspections and snow removal will help to show the city considered these factors in making decisions like when to remove snow, and how often to inspect the trails. Accordingly, if a city develops and adheres to its trail policies, the city may be in a better position to defend itself based on discretionary immunity. VI. Americans with Disabilities Act A. Overview 28 C.F.R. § 37. Title II of the Americans with Disabilities Act of 1990 (ADA) prohibits discrimination by public entities in services, programs and activities on the For more information, see the basis of disability. Cities must make reasonable modifications if requested. Americans with Disabilities Act Title 11 Technical The goal is for cities to operate their programs so that when they are viewed Assistance Manual. in their entirety, they are readily accessible to and useable by individuals with disabilities. The ADA protections apply to an individual with a disability who meets the essential eligibility requirements for the service, program or activity, with or without reasonable modification to: • Rules. • Policies. • Practices. • Architectural barriers. • Communication. • Transportation. • Auxiliary aids and services. B. Compliance Cities should make every reasonable effort to accommodate an individual with a disability. This may include modifying existing rules, policies, practices, and physical barriers. Eliminating unnecessary eligibility standards or rules, like having a driver's license to register for a program, may also need to be considered. This will allow for individuals with disabilities to have an equal opportunity to enjoy city services. League of Minnesota Cities Information Memo: 10/14/2019 Parks and Recreation Loss Control Guide Page 25 RELEVANT LINKS: Cities that employ 50 or more persons must designate at least one employee to be the responsible authority to oversee the requirements of Title II of the ADA. That employee must accept accommodation requests, respond on behalf of the city to the requests and investigate any complaints of noncompliance. The name, office addresses, and phone number of this employee is public information. Exceptions for accommodating individuals with disabilities are discussed below. A city should never exclude an individual on the basis that they are known to have a disability. 1. Integration Services, programs, and activities must be administered in the most integrated setting possible for qualified individuals with disabilities. Separate or different measures may be taken if necessary to ensure equal opportunity. When there are separate programs offered to individuals with disabilities, those individuals still have the option to participate in the program offered to individual without disabilities. In this situation, cities are still required to make reasonable accommodations so that the individual with disabilities can participate in the program offered to individuals without disabilities. Cities cannot require an individual with a disability to accept a special accommodation or benefit. 2. Communication A different approach to communication may be needed when serving disabled persons. Cities must make every attempt to ensure effective communication which may include the use of auxiliary aids. Examples of auxiliary aids include Braille and large print materials, audio recordings, sign language interpreters and using the telecommunication relay service. 3. Cost Cities cannot charge an individual with a disability more than an individual without a disability to participate in a service, program, or activity. The cost of an accessibility accommodation cannot be assessed back to the individual(s) who requested the accommodation. 4. Safety The safety of all participants is important. A city may create safety requirements that are necessary for the safe operation of its services, programs or activities. Safety requirements must be based on actual risk to participants. Speculation, stereotypes, or generalizations about individuals with disabilities are not considered legitimate safety concerns. League of Minnesota Cities Information Memo: 10/14/2019 Parks and Recreation Loss Control Guide Page 26 RELEVANT LINKS: C. Exceptions Cities must make reasonable modifications unless the city can demonstrate that: • Making the modification would fundamentally alter the nature of the service, program or activity. • Allowing an individual with a disability to participate would pose a direct threat to the health or safety of others. • Undue financial and administrative burden. However, cities must take any other action available that would insure that individuals with disabilities receive the same benefits or services. D. Common concerns 1. Structural changes Existing facilities are not required to have structural changes to comply with all provisions of the ADA if there are other methods in effect for achieving accessibility. However, structural changes made to new or existing facilities must be compliant with the ADA. 2. Direct threat When denying an accommodation request on the basis that allowing an individual with a disability to participate would pose a direct threat to the health or safety of others, cities must consider specific factors. Cities must conduct an individualized assessment, based on reasonable judgment that relies on current medical knowledge or the best available objective evidence, to determine the: • Nature, duration, and severity of the risk. • Probability that the potential injury will actually occur. • Whether reasonable modifications will mitigate the risk. 3. Service animals Cities must modify their policies, practices, or procedures to allow service animals for individuals with disabilities. City staff should not ask an individual the nature or extent of their disabilities because an animal is present. Rather, a city may ask if the animal is required because of a disability and what work or task the animal has been trained to perform. Cities cannot require additional documentation and it is a best practice not to inquire when it is readily apparent that an animal is trained to assist an individual with a disability. League of Minnesota Cities Information Memo: 10/14/2019 Parks and Recreation Loss Control Guide Page 27 RELEVANT LINKS: The individual cannot be asked to pay a fee when bringing the service animal, even if there is generally a fee for individuals bringing pets. If the service animal causes damage, a city can assess a fee to the owner if the city has a policy to charge a fee whenever there is damage caused to the facility. A city may ask the individual to remove the service animal if it is not housebroken or if the animal is out of control and the handler has not taken corrective action. VII. Specific loss control recommendations for facilities For assistance contact Joel For questions not covered in the following sections, or for site -specific risk Muller: jmuller@hnc.org or 651.215.4079. management review, contact the LMCIT Loss Control Consultant assigned to your city. A. Playgrounds Playground safety for our youngest community members requires attention to a few key concepts including surfacing, use zones, and inspections. 1. Surfacing More information is available About 68 percent of playground injuries can be avoided or minimized if soft from the Consumer Product Safety Commission, landing material of sufficient depth is available, according to the National including their Public Playground Safety Institute. This means improving and maintaining Playground Safety Handbook. playground surfacing should be a top priority in cities. Loose -fill surfacing materials typically consist of sand, gravel, shredded wood products, and crumb rubber. To prevent injuries, loose -fill should be provided at an adequate depth— generally at least 12 inches— and maintained to prevent compaction. Manufacturers can provide the specific depths for their materials based upon the material and height of the playground equipment. "Crumb Crumb rubber is a common surfacing option for playgrounds and ballfields, Rubber in Athletic Fields," Minnesota and it is typically created from shredded tires. Due to being created from Department of Health Fact tires, crumb rubber can potentially contain carcinogens and other potentially Sheet, (August 2019) dangerous chemicals. Initial studies have concluded that exposure to chemicals in crumb rubber is likely to be small and unlikely to increase the risk for any health effect; however, they urge caution until longer, more detailed studies currently being performed by the federal Environmental EPA: Federal Research on Recycled Tire Crumb Used Protection Agency (EPA) can be completed. Information on the status of this on Playing Fields• study can be found on the EPA's website. The Minnesota Department of Health has also put out a fact sheet on this topic. League of Minnesota Cities Information Memo: 10/14/2019 Parks and Recreation Loss Control Guide Page 28 RELEVANT LINKS: L. Sledding hills Sledding has long been a favorite winter activity among Minnesota children, young and old. There is nothing quite like the excitement of flying down a snow-covered hill! Unfortunately, accidents can and do happen on sledding hills. When an accident or injury occurs people often look for someone to blame. If the sledding hill is on city property, it is likely the injured party will look to the city. 1. Factors in building sledding areas a. Top of the hill A flat staging area at the top of the hill will allow people to get situated and ready before starting down the slope. This is a good place to post rules and to provide other amenities (warming house, concessions, etc.) since they are not in the sledding traffic pattern. b. Sledding area (hill face) A 30-degree average slope is recommended for the face of the hill. The sledding area should have a method of channeling sliders toward the bottom and away from obstacles. Fences or other barriers may be needed to restrict activities to a safe area. Straw bales work well to buffer obstacles. c. Run -out The run -out is the flat area at the bottom of the hill and should extend far enough to allow sleds to come to a safe, unobstructed stop. For a shorter run - out, a slight incline on the run -out will allow gravity to help slow the sleds. d. Restricted areas Use a corridor of straw bales or other material to keep sliders in or out of specific areas. If fencing is used, ensure that it does not create a greater hazard than would have been created by traffic in the restricted area in the first place. e. Return trip Straw bales or other materials should be used to channel sliders away from the sledding area when returning to the top of the hill. League of Minnesota Cities Information Memo: 10/14/2019 Parks and Recreation Loss Control Guide Page 66 RELEVANT LINKS: Pre -Season Sled hill Checklist, LMC Model Form, and Sled Ilia and Wanning House -Inspection, LMC Model Form. f. Additional things to consider • Review past accidents to identify areas or practices needing improvement. • Document reasons for actions taken or not taken. • Secure or remove park amenities as appropriate (picnic tables do slide when tipped over). • Consider the impact of trespassing on adjacent private property. • Designate sledding hills as part of the city's parks system. • Separate sledding hills from other uses (snowmobile trails, cross-country ski trails, etc.). 2. Maintenance and inspection Cities should create a policy addressing the maintenance of designated sledding areas. The policy should address how often inspections will be done in an effort to identify potential hazards. Any hazards should be documented and the policy should address how the city will respond to hazards or other problem areas. Regular use or weather conditions may create hazards that need to be eliminated. In addition, look at the area in the off-season to identify hazardous conditions that will become snow-covered. 3. Signs Establish rules and frame them in a positive manner such as "for your safety". Avoid the use of words such as "danger" or "at risk." Use pictographs as needed to bridge language barriers. Additional sign rules could include: • Use is restricted to daylight hours unless lighting is provided. • Users assume risk of injury. • Adults must supervise children. • Use caution. • Be considerate of others. • Don't slide when icy. • Don't alter sledding hill. • Slide in designated areas only. • Report problems to city parks department (include phone number). • Use sleds that are controllable, not tubes, saucers, or discs. A city may also want to post "no sledding" signs at non -designated sites to alert the public these areas are not safe for sledding. If the city decides to post "no sledding" signs, the city should make reasonable attempts to enforce the policy. For example, the city might have police or public works personnel routinely patrol the area to warn users the area cannot be used for sledding. League of Minnesota Cities Information Memo: 10/14/2019 Parks and Recreation Loss Control Guide Page 67 RELEVANT LINKS: Because the city is dealing with the natural environment, additional considerations may be warranted depending on the site being used or considered for a sledding hill. Contact your city's LMCIT loss control consultant for a site -specific risk management review. 4. Precautions a. Essential precautions Essential precautions include: • Sledding should be done only in designated and approved areas where there are no trees, posts, fences, or other obstacles in the sledding path. The sledding run must not end in a street, drop-off, parking lot, pond, or other hazard. • Parents or adults must supervise children in sledding areas to make sure the sledding path is safe and that there are not too many sledders on the hill at the same time, or at the end of the run, to avoid collisions. • No one should sled headfirst. All participants should sit in a forward - facing position, steering with their feet or a rope tied to the steering handles of the sled. b. Preferred precautions Preferred precautions include: • Young children should wear a fitted helmet while sledding. • The sled should have runners and a steering mechanism, which is safer than toboggans or snow disks. • Sledding in the evening should only be done in well -lighted areas. • Plastic sheets or other materials that can be pierced by objects on the ground should not be used for sledding. • Sledders should wear layers of clothing for protection from injuries and cold. M. Ice arenas By establishing effective safety policies and procedures, ice arenas are better able to retain profits by limiting liability exposure. In order to provide a reasonably safe environment for those attending your ice arena, the following are items to consider and some suggestions for operation. 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