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HomeMy WebLinkAbout2021-09-01 P & R Packet CITY OF CENTERVILLE PARKS AND RECREATION COMMITTEE MEETING AGENDA Wednesday, September 1, 2021 6:30 p.m. Meeting is being held in-person! Centerville City Hall 1880 Main Street Centerville, MN 55038 Or you may watch the live stream at https://northmetrotv.com/centerville-stream/ 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. 21-006: Movie in the Park (Errickson-Grahek/Peterson) 2. 21-005: Volunteer Appreciation Event VI. COMMITTEE BUSINESS (NEW) 1. None VII. APPROVAL OF MINUTES 1. August 4, 2021 P & R Meeting Minutes VIII. ANNOUNCEMENTS/UPDATES 1. 21-002: Music in the Park a. Committee Suggestions for next Year 2. Fete des Lacs Wrap Up 3. Staff Updates a. 20-009: Pleasure Rink Lighting Updates b. 19-014: Main Street Market, Vendor Feedback & Recap of Attendance 4. Council Liaison Update IX. ACTION ITEMS 1. Review List of Items X. ADJOURNMENT MEETING REMINDERS All meetings are now being held in person at City Hall. Meetings may be live-streamed at https://northmetrotv.com/centerville-stream/ All meetings begin at 6:30 PM unless otherwise noted. Planning & Zoning Commission CITY OF CENTERVILLEREQUEST FOR ACTION Agenda Item # Department: RequestedMeetingDate: September 1, 2021 Parks and Recreation V. TITLE OF ISSUE: Movie in the Park BACKGROUND AND SUPPLEMENTAL INFORMATION: Committee Member Peterson placed the order for the movie (Raya and the Last Dragon) - $450 and he will take care of the projector also. Committee Member Kubat will pick up the movie and Committee Member Errickson-Grahek will be securing chips, juice pouches and water. Staff has placed posters in the kiosk, information is on the web site and Reader Board out front of City Hall. Ms. Lonni Olson placed an event on the MITP Facebook page and the City shared it. As it gets closer to the event more marketing will be completed. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: No action is required. SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Aye Vote Record: Nay __________ Other (specify) ____________ __________ __________ _______________________________________________________________ __________ _______________________________________________________________ __________ _____ _____ _____ _____ Refer to: _________________________________ Tabled Until: ______________________________ Consent Other: ___________________________________ Regular CITY OF CENTERVILLEREQUEST FOR ACTION Agenda Item # Department: RequestedMeetingDate: September 1, 2021 Parks and Recreation V.2 TITLE OF ISSUE: Volunteer Appreciation Event BACKGROUND AND SUPPLEMENTAL INFORMATION: See attached update from Adminstrator Statz. Subcommittee will present their update at the meeting COST AND SOURCE(S) OF FUNDING: Subcommittee can report on their estimates of cost at the meeting. REQUESTED ACTION: Discuss next steps and outstanding items to be coordinated. SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Aye Vote Record: Nay __________ Update from Administrator; draft invite Other (specify) ____________ __________ __________ _______________________________________________________________ __________ _______________________________________________________________ __________ _____ _____ _____ _____ Refer to: _________________________________ Tabled Until: ______________________________ Consent Other: ___________________________________ Regular Memorandum Date: August 23, 2021 To: Parks and Recreation Committee ity Administrator/Engineer Item: Volunteer Appreciation Event Planning Thank you all for jumping in on thm excited to see us give our volunteers the recognition they deserve. When I met with Emem and Heidi, I took away a few action items of my own. Here is my update on those items: Please give feedback and we can have it modified as you see fit. We should pick a mailing date as well. Anoka County Historical Societynt from the Anoka County Historical Society to have the person who designed the display in our new History Niche attend our event and give a short talk or answer questions as people take the tour of City Hall. tro TV to let them know of our event and invited them to attend and do a news story and video on it. No word back from them yet, but they usually take me up on such offers. Video our city promotional videos playing on a loop in the City Council Chambers and on the TV in the entryway. We discussed having some give-aways for our volunteers with the city logo on it. I have not yet explored this, but will connect with a vendor and get something put together. Attachments: Draft Invite (Postcard) Email from ACHS cc: None Mark Statz From:Erin McBrien <erin@anokacountyhistory.org> Sent:Wednesday, August 18, 2021 11:44 AM To:Rebecca Ebnet-Desens Cc:Mark Statz Subject: Re: Centerville Volunteer Event Caution:Thisemailoriginatedoutsideourorganization;pleaseusecaution. HiMark, IcancomebyCentervilleCityHallforthevolunteereventandtalkabouttheHistoryNiche.Ifthere'sanythingelseI shouldknow,justshootmeanemail.Lookingforwardtotalkingtopeopleaboutwhatwedohere. Thanks, Erin On2021081717:13,RebeccaEbnetDesenswrote: >HiMark! > >Thankyousomuchfortheemail.Oct14Ihaveaboardmeetingalready >scheduled,sounfortunatelythatwon'tworkwithmyschedule.Erinhas >beenoutoftheofficeforacoupledays,soI'llletheranswerwhen >shereturnsregardingheravailability.Thestrangethingwe're >workingaroundinSeptandOctaretheghosttoursandkeepingthe >museumopenmoreintheevenings.Stretchesasmallstaff:) > >I'dloveforustobeatyoureventandtakethisopportunitytospeak >withothersabouttheartifactsandprocessofdisplayingthem. > >onward, > >Rebecca > > >ExecutiveDirector >AnokaCountyHistoricalSociety >AnokaCountyHistory.org >cell:6124223760 >office:7634210600 > >On2021081710:45,MarkStatzwrote: > >>RebeccaorErin, >> >>CentervilleisplanningaVolunteerAppreciationEventforThursday, >>October14at6PMatCityHall.Aspartoftheprogramming,Iwas 1 >>wonderingifyouorErinwouldbewillingtocomeandgiveabrief >>talkonthedisplaycurrentlyfeaturedinourHistoryNiche. >> >>Letmeknowifthisissomethingyoucoulddo.Thanks >> >>MarkStatz,PE >> >>CityAdministrator/Engineer >> >>CityofCenterville >> >>1880MainSt. >> >>Centerville,MN55038 >> >>O:6514293232 >> >>D:6517927931 >> >>C:6517755126 >> >>mstatz@centervillemn.com >> >>www.centervillemn.com\[1\] >> >>@centervillemn > > >Links: > >\[1\]http://www.centervillemn.com/ ErinMcBrien Archivist/Curator AnokaCountyHistoricalSociety 7634210600 erin@anokacountyhistory.org 2 City of Centerville Park & Recreation Committee Meeting Minutes CITY OF CENTERVILLE PARKS AND RECREATION COMMITTEE MEETING MINUTES Pursuant to due call and notice thereof, the City Recreation Committee held a scheduled meeting on August 4, 2021 in the Council Chambers at the Centerville City Hall. Present: Committee Member Emem Akpan Committee Member Chris Bettinger Committee Member Heidi Errickson-Grahek Committee Member Kathy Freiermuth Committee Member Jessica Kubat Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Mr. Paul Palzer, Public Works Department Absent: Mr. Mark Statz, City Administrator/Engineer Ms. Michelle Lakso, City Council Liaison ___________________________________________________________________________________ I. CALL TO ORDER Committee Chair Erricksen-Grahek, called the August 4, 2021 Meeting of the Parks & Recreation Committee to order at 6.32 p.m., in the Council Chambers at the Centerville City Hall. II. APPROVAL OF AGENDA Motion made by Committee Member Seeley, seconded by Committee Member Erricksen-Grahek to approve agenda as written. All in favor. Motion carried. III.APPEARANCES - None IV. V. UNFINISHED BUSINESS 1. thth This event is scheduled for Saturday, September 18 with a rain date of September 25, at sunset, approximately 7:30 p.m. The movie selection reco animated film, rated PG. The cost of the movie will be approximately $400. Committee Member Peterson will also review other titles in case the first choice is unavailable. The projector will be reserved soon and Committeee Member Kubat offered to pick it up in Crystal. Due to continuing Covid-19 concerns, it was suggested that energy bars be distributed rather than popcorn. Committee members will evaluate Covid situation at the September meeting. Current supplies need to be evaluated. Committee Member Erricksen-Grahek volunteered to coordinate the snacks. Volunteers are need at 6:30 pm to help set up and for distribution of treats/snacks. City of Centerville Park & Recreation Committee Meeting Minutes 2. 21-005 V olunteer Appreciation Event This event has been proposed to thank all the volunteers who have help out during at least one city event this year, including committee and commission members, election judges and event volunteers. City staff will provide a list of these volunteers. This committee has been tasked with providing guidance with the planning of this event regarding the date, time, location and general format of the event, obtaining other volunteers to help prior to and during this event and determining a preliminary budget with the assistance of the city staff. A suggested timeframe would be mid-October with possible locations at the Community Center at St. Genevieves or the Fire Hall. Discussed whether to be held on a weekend or a week night; a duration of one to two hours with a possible format of: social time, snacks or deserts, welcome, presentation(s), certificates of appreciation, photo slideshow, drawings of donated items, etc. Other topics mentioned were spouses to be invited, location indoors and/or outdoors, status of Covid-19. Discussed having a sub-committee to look into and make these decisions to present to the committee members at the September meeting. Committee member Erricksen-Grahek offered to look into the availability of the Community Center. Motion made by Committee Member Peterson, seconded by Committee Member Freirmuth to appoint a sub-committee of Committee Members Erricksen-Grahek, Seeley, Akpan and Kubat to propose the date, time, location, format and preliminary budget for presentation to the committee members at the September 1, 2021 meeting or prior to. All in favor. Motion carried. The sub-committee needs to inform staff of the meeting date for this group to be in compliance with the open meeting laws. VI. NEW BUSINESS - Swearing in of Committee Member Kubat New P & R Committee Member Jessica Kubat was sworn in as the newest member this past Tuesday at City Hall. VII. APPROVAL OF JULY 7, 2021 MINUTES Motion made by Committee Member Peterson, seconded by Committee Member Bettinger to approve the minutes of the July 7, 2021 with the users & through in the last sentence; VI.4 delete sentence. All in favor. Motion carried. VIII. UPDATES 1. 19-014: Main Street Market th The Main Street Market, being held in conjuction with the Bald Eagle Water Ski Shows, from July 9 th through August 12 from 5 pm through 7 pm. Committee Member Peterson complimented MS Angela Conley for her direction and involvement laying the groundwork with this first time event. Thank you also to Teresa Bender for her involvement with onsite problem solving. There are currently 17 vendors City of Centerville Park & Recreation Committee Meeting Minutes at this time, up from 13.A balloon artist and a face painted have been added. The attendance so far is as ththndth follows: July 8 The Shipp Grant, which was awarded to the city in the amount of $3000, has allowed for the purchase of six (6) collapsible picnic tables, signage and advertising in the Quad/Citizen. There are plans that $250 will be used toward the purchase of 500 addi towards the purchase of additional picnic tables, signage, etc.; the committee's input would be appreciated. uggestion was made to ask if the vendors would be willing to provide feedback to be used for future events. 2. rt (Place on September Agenda) 3. 21-002: Music in the Park This event has had a very good attendence so far with about 130+ attendees on average per week. Two additional shows are scheduled. In addition, the food trucks have been popular. a. 20-005b Park Maintenance List (trees, equipment, etc.) Mr Palzer reported that the Public Works crew have completed a majority (about 2/3) of the tasks on this list. Some painting left to finish and tree trimming needs to be completed. The scoreboard at LaMotte Park needs repair/renovation. It has been mentioned that there is intent to have bike racks should be installed in each park. Eagle Park be removed and remainder need to be trimmed. Also, the park entrance sign could use repainting. Mr. Palzer inquired what the committee's vision would be for this park over next few years i.e. which trees to keep or cut down, develop a picnic area and other enhancements. Condos abut this park and it might be a good idea to obtain feedback from the Condo Association for their ideas. Committee members would like to have the park boundaries surveyed, if needed. Add this item to the September agenda. b. 20-009 Pleasure Rink Lighting The pleasure rink is on the east side of the warming house. There is minimal lighting from a light at the hockey rink and off a light in the parking lot. There is no electrical installed at this location, so there was discussion of possibily using solar lights. Discussed option for installing power and hanging LED lights on posts or an alternate option would be to add LED light strips under the ice (but may require a liner). Mr. Palzer was asked for his recommendations and he suggested to run a light in the SW corner of the rink; he will also investigate options and costs for this project. IX. City of Centerville Park & Recreation Committee Meeting Minutes Items to be closed/deleted: 21-003 Pollinator Garden Items to have Assigned Person, Date, Status and/or Action changed: 19-014 19-022 change date from June to Ongoing 20-004 change date from July to September 20-005b add Paul Palzer, change date from June to 20-009 change date from August to September, add: 21-001 change date from August to September, as there was no report/update given 21-005 change assigned person from TBD to Sub-Committee 21-006 change date from August to September Item(s) to be added: 21-007 Develop plan for Eagle Park to implement in 2022 SEPTEMBER AGENDA ITEMS Unfinished Business: 19-013 Master P & R Trail Plan - Statz 20-004 P & R Events Calendar - Erricksen-Grahek 20-009 Pleasure Rink Lighting - Palzer 21-006 Movie in the Park - Peterson Updates/Announcements: 19-014 Main Street Market - Wrap Up 21-001 Fete des Lacs - Wrap Up 21-002 Music in the Park - Wrap up XI. ADJOURNMENT Motion made by Committee Member Bettinger, seconded by Committee Member Freiermuth to adjourn the August 4, 2021 meeting at 8:12 p.m. All in favor. Motion carried. Respectfully submitted by Linda Neudecker, Recorder CITY OF CENTERVILLEREQUEST FOR ACTION Agenda Item # Department: RequestedMeetingDate: September 1, 2021 Parks and Recreation VIII.1 TITLE OF ISSUE: Compilation of Vendor Surveys & Recap BACKGROUND AND SUPPLEMENTAL INFORMATION: Attached, please find for your review a compilation of Vendor Surveys obtained on the last Main Street Market of the year (August 12, 2021). Most vendors felt that they would return, it was run well, location and pairing with the Waterski Show was a great asset for gaining attendees and that they were willing to be charged a fee of $20 or less an evening for space/booth. Weather and attendance statistics: 7/8 - 576, (Temp. 72°); 7/15 - 907, (Temp. 81°); 7/22 - 327, (Temp. 94° & rained @ 3); 7/29 - 341, (Temp. 84° & smoggy); 8/5 - Cancelled due to 40% chance of thunderstorms; and 8/12 - 406, (Temp. 80°). Ms. Conley and Mr. Statz will be meeting with volunteers shortly to "brainstorm" next years' event, thank them for their service and inform them of the upcoming Volunteer Appreciation event. Staff has refunded all vendor deposits, forwarded an email thanking them for their participation and completion of the survey. Ms. Conley will appear before the Committee in October for a final accounting of Shipp funds and an outline for the event going forward. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: None. SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Aye Vote Record: Nay __________ Compilation of surveys Other (specify) ____________ __________ __________ _______________________________________________________________ __________ _______________________________________________________________ __________ _____ _____ _____ _____ Refer to: _________________________________ Tabled Until: ______________________________ Consent Other: ___________________________________ Regular CompilationofResponsesVendorSurvey WhatdidyoulikeabouttheMarket? Afewweeksweregoodwithamountofattendees. Goodwaytogetnameoutinthecommunity. Greatpeople,lotsofoptions. Small,veryeasyaccesstovendorspace,closeparking,otherthingswerehappeningtobring attendees. Goodamountofspace,nicelocation,shade,music. Lengthofmarket(2hours)agoodamountoftime.Backedupagainstwaterskishowto increaseattendees. Closetohome,shortseasonandpairedwithskishow. Firstandsecondmarketswerebusiestwithlargeamount ofattendees. Greatcommunity,pairedwithskishow,2hours,abilitytoreceivedepositback. Engagedincommunityandmeetingothervendors. Easy,trafficcontrol,funpeople,wellorganized,volunteers,advertisingandfreebagsandother things. Peoplemadeitsomuchfun. Funtobeapartofasmallcommunitygatheringandbeautifuloutdoors. Craftersandnomajorvendors. Inneighborhoodandnoparticipationfees. HowcouldtheMarketbeimproved? Morevendorsinspaceandmorecommunication. Nothing Maybemoreadvertising,expandto8weeksandscheduling2Thursdayspermonth(JuneSept.) Maybeeveryotherweekfor6weeksversuseveryweek.Trytobringmorepeopleinonthe3 daysversus6. Morevarietyofvendors/morevendorsandmoremarketingpromotion. Ithinkgreat!Hopefullymorevendorssignupnextyearwhichwillbringinmoreattendees. MoreadvertisingoutsideofCenterville.AdvertisingwithinCentervillewaswonderful. Morevendors. Moreshadyareas. Volunteerstobeonsiteat3:45sovendorsknowthecorrectspotbeforesettingup. Morefoodchoices,signageandnewscoverage. 3Vendorsleftthisquestionblank. AreyouinterestedinbeingavendorfornextMainStreetMarket? 12Yes 1Yes,possibly. 1NotSure Ifyes,wouldyoubewillingtopayafee?Whatamountdoyouthinkisfair? Itisverydifficulttocome6weeksstraightitmaybebettertohostforonly3ishweeksto maximizethenumberofattendees. Yesandblank. $20/timeisgooduntilyoubuildmoreattendees/participation. Sameasnoworiflessdays½backorsomethinglikethat. $20/date. Blank Notsure,dependshowmanyvendorssignup. Adepositof$1020foreachweekthatavendorparticipates.Signupatbeginningofseason andcommittoweeksscheduled. $4050maximum. No,notparticularly(forthefee). ? 6events$60 Thatistrickyduetoweatherandamountofattendeeswhoshowweekafterweek.Thedeposit isagoodideaandtakesomuchfornoshow. $20/dateisfair. Ifno,pleaseselectwhy: Wouldnotbewillingtopayafeebasedonthenumberofattendees/sales.Idofeelthedeposit isagoodidea. Notenoughvolumeyet(attendees) wanttoparticipateeveryweeknotenoughsalesfitschedule Notenoughsalesforanaddedfee Notenoughsales Other: Salescouldbebetterbuttheywereoksinceitwasbasicallyfreetoattendasavendor. Createsextraworkforme Salessloweddowntoaquarterafterthefirstweek. DidyoureceiveenoughcommunicationfromtheorganizersabouttheMarket? Didwishtherewasmorecommunicationregardingweathercancellation.Itcameatthelast minute. Yes7 Prettymuch Yes/Nicetogetinfoandifcalledoffgettheinfooutsooner. Yes,Helpfultoknowaboutraincancellationby3:00. Yes,Morewarninginadvance(phonecall)wouldbeappreciatedforweathercancellations. Yes,veryhelpful. Yes,itwasexcellent. Anyotherfeedback? Appreciatedvolunteersfortheirhardworkandcoordination. Greatevent! Onthelastweek,customersknowitwasthelasttime.Severalpeoplecommented hereeveryweek,sobeNotsureifsignssaythedatespanorjust 57p.m.Ilikehours. Wereallyenjoyedbeingapartofthemarket.Itwasbeneficialtoourbusinessandhelpedgrew ourcustomerbase. Nicethatyoupaireditwithwaterskishow. Thankyoufortheopportunity! GreatideatoconnectMarketwithweeklywaterskishows!Maybeaddanotherfoodtruck?Ex: Hotdogs,fries? hadsuchagreatexperienceandamlookingforwardtonextyear. Peoplethoughttherewouldbemorefoodtruck,nighttypeoptionsfordinner. Somanynoshowsremovedfromreturningcraftersonlyornomajorvendors,much appreciated.