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Home My WebLink About2021-10-06 P & R Packet CITY OF CENTERVILLE PARKS AND RECREATION COMMITTEE MEETINGAGENDA Wednesday, October 6,2021 6:30p.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. 2. 3. 4. 5. VI.COMMITTEE BUSINESS(NEW) 1.None VII.APPROVAL OF MINUTES 1.September 1, 2021P & R Meeting Minutes VIII.ANNOUNCEMENTS/UPDATES 1. a. 2. a. 3. IX. ACTION ITEMS 1. Review List of Items X. ADJOURNMENT All meetings begin at 6:30 PM unless otherwise noted. Planning & Zoning Commission Tuesday, October 5, 2021 (P.H. Outside Storage) City Council Meeting Wednesday, October 13, 2021 Volunteer Appreciation Thursday, October 14, 2021, Centennial Fire Station #3, 6:00 7:15 p.m. Economic Development Authority Wednesday, October 20, 2021 Parks & Recreation Committee Wednesday, November 3, 2021 CITY OF CENTERVILLE PARKS AND RECREATION COMMITTEE MEETING MINUTES Pursuant to due call and notice thereof, the City of CentervilleÓs Parks & Recreation Committee held a scheduled meeting on September 1, 2021 in the Council Chambers at the Centerville City Hall. Present: Chairperson Heidi Errickson-Grahek Committee Member Chris Bettinger Committee Member Kathy Freiermuth Committee Member Jessica Kubat Committee Member Brian Peterson Committee Member Suzanne Seeley Not Approved Also Present: Mr. Mark Statz, City Administrator/Engineer Ms. Michelle Lakso, City Council Liaison Absent: Committee Member Emem Akpan I. CALL TO ORDER Chairperson Errickson-Grahek, called the September 1, 2021 meeting of the Parks & Recreation Committee to order at 6:37 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 Peterson to approve the agenda with the following two additions: V. 3. 21-007 Vision for Eagle Park and VI. 1. Open Meeting Law Review. All in favor. Motion carried. III. APPEARANCES - None IV. PUBLIC HEARINGS Î None V. UNFINISHED BUSINESS 1. 21-006: Movie in the Park Î Committee Member Peterson 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 is ÐRaya and the Last DragonÑ which is an animated film, rated PG. The cost of the license to show this movie will be $450. Rather than pay additional shipping costs to have the movie shipped to us, Committee Member Peterson purchased a copy for $20 and it will be given away after the showing. The projector rental will be $160, with a total of movie costs at $630. Since $700 was budgeted that leaves $70.00 for snacks, advertising, etc. Committee Member Errickson- Grahek reported that refreshments to be distributed would be bags of chips, juice pouches and bottles of water for a cost of approximately $70, rather than popcorn. Current supplies need to be evaluated. City of Centerville Parks & Recreation Committee Meeting Minutes September 1, 2021 Committee Member Peterson will check into utilizing the A Frame signs from Music in the Park and work with Ms. Lonni Olson regarding promotion of this event. She has included this event on the MITP Facebook page. Staff has already placed posters in the kiosk, information is on the website and the Reader Board in front of City Hall. Volunteers are needed between 6:00 p.m. to 6:30 pm to help set up and for distribution of treats/snacks. Committee Member Errickson-Grahek will confirm that the restrooms will be available. 1. 21-005: Volunteer 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/commission members, election judges and event volunteers. City staff will provide a list of these volunteers. A sub-committee, consisting of P & R Members Errickson-Grahek, Seeley, Akpan and Kubat have 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. The date selected is Thursday, October 14 from 6:00 p.m. to 7:15 p.m. at Centennial Fire District, Station #3 (attached to City Hall), with an approximate budget of $1,000. At this point, there have been approximately 100 volunteers identified; postcards will be sent out to these volunteers who have contributed their time and talents to the City of Centerville, inviting them to this event. The proposed format suggested: 6:00 Î 6:15 p.m. Welcome/socializing 6:15 Î 6:35 p.m. Program Î volunteer recognition 6:35 Î 7:15 p.m. Refreshments, socializing, tours, etc. During tours of City Hall, community videos will be shown and an Anoka Historical representative will be making small group presentations in Council Chambers. To do yet: a. It was suggested to invite the Fete des Lacs logo winners to be presented with their prizes as well as the Medallion Hunt winner. b. Committee Member Akpan has put together a list of businesses which the sub-committee would like to request donations of items from to be used as prizes in drawings during the event. c. Committee Member Freiermuth has researched the cost of the Certificates of Appreciation Î which would be approximately $150 certificates on card stock w/color ink. There was discussion regarding purchasing ÐswagÑ i.e. t-shirts, bags, etc. to give to the volunteers. The sub-committee will inform staff of the next meeting date for this group to be in compliance with the open meeting laws. 21-007: Eagle Park Î Trees Committee Member Kubat contacted the DNR Forestry Department to request assistance with evaluating the trees in Eagle Park. Ranger Jeff Wilder assessed the trees this past Monday: most of these trees are Fir and Spruce and are approximately 45-50 years old with a life span of around 100 years. Page 2 of 5 City of Centerville Parks & Recreation Committee Meeting Minutes September 1, 2021 It was stated that there were also some pines in the park. Currently there are too many trees for the space, recommendation that they should be thinned out with up to approximately 30-35% to be removed. There are also some Aspens that are leaning and could be a liability; some buckthorn was noted also. This information should be shared with Public Works Director Palzer so that he may obtain quotes for the trimming of trees and the removal of others. In addition, information along with a map showing the park boundaries. It was felt that the map and information obtained from the Forester should be shared with the abutting Townhome Association as recommendations are included for their property. Additional discussions took place regarding developing a picnic area along with additional enhancement including repainting of the entrance sign. VI. NEW BUSINESS 1. Open Meeting Laws Review Î Mr. Statz Administrator Statz stated that if there is a quorum of any council (3 or more), commission/committee (4 or more), EDA (3 or more) there must be a public notice of said meeting posted three (3) days in advance of the meeting. If there is a gathering of a quorum at any event other than a regularly scheduled meeting, Closed Session, etc. city business cannot be discussed nor decisions/motions can be made. VII. APPROVAL OF AUGUST 4, 2021 Parks & Recreation Committee Meeting Minutes Motion made by Committee Member Kubat, seconded by Committee Member Errickson-Grahek to approve the minutes of the August 4, 2021 as presented. All in favor. Motion carried. VIII. UPDATES 1. 21-002: Music in the Park Wrap-Up & Suggestions for 2022 Î B. Peterson This was a very well attended event during its nine (9) week run. The food trucks were an asset. The licensing fee is currently waived for food vendors during any city sanctioned event. 2. 21-001: Fete des Lacs Wrap-Up Î M. Statz This was a very s uccessful week; each day was very well attended with lots of activities each day of the festival, except for Sunday, the last day. The fundraising was very successful, raising over $11,000 as opposed to about half of that amount in years past. He stated that the Centerville Lions also held a wrap- up meeting. 3. Staff Updates: - M. Statz a. 20-009: Pleasure Rink Lighting Updates Public Works Director Palzer provided a quote for two (2) additional LED spotlights at the corner of the pleasure rink. The quote included all costs for $25,010. A timer in a control box would be installed on the light poles. Additional outlets would be placed on each pole for additional needs. It was stated that Page 3 of 5 City of Centerville Parks & Recreation Committee Meeting Minutes September 1, 2021 the cost of electrical items had increased by 300% over the past 60 days. Consensus of the Committee was to request alternative options from Mr. Palzer. b. 19-014 Main Street Market Wrap-Up & Vendor Feedback 1. Wrap-up: 20-21 was a 6 week run; possibly add a few more weeks in 2022, with an average of 12- 16 vendors per week. It was felt that 20 vendors could be accommodated in the current location. Administrator Statz and Ms. Angela Conley will be meeting with volunteers to assess next years' event, thank them for their service and inform them of the upcoming Volunteer Appreciate event. Some preliminary ideas for 2022 would be: to add theme nights, a flower vendor and more music. Volunteer Coordinator, Ms. Conley will appear before the Committee in October for a final account of Ship funds and an outline for the event going forward. It was stated that minor modifications would be made to the Rules & Regulations for vendors and the operational plan. 2. Vendor Surveys: Most vendors felt that they would return, that it was a well-organized event, paired with the Waterski Show with a great location and ability to gain attendees. They would also be willing to be charged a fee of up to $20 per evening for booth space. 4. Council Liaison Update Î Ms. Lakso Council Member Lakso informed the committee that there would be a new Emergency Response Class starting in October. 5. Other Î Eagle Park Committee Member Freiermuth reported that several items within the park needed to be addressed including trash/recycle receptacles and the entrance monument sign flower garden. She stated that she would forward a list to Administrator Statz for follow-up. IX. ACTION ITEMS Î as of 9-1-21 Items to be closed/deleted: 19-014 Items to have Assigned Person, Date, Status and/or Action changed: 16-026 add Emem Akpan to assigned person 20-004 change date from September to Ongoing 20-005b add Jessica Kubat, Ongoing 20-009 change date from September to October add: Ðcheck into alternate pricing for lighting and also under ice lightsÑ 21-005 change date from September to October 21-006 change date from September to October 21-007 change date from September to October OCTOBER AGENDA ITEMS Unfinished Business: Page 4 of 5 City of Centerville Parks & Recreation Committee Meeting Minutes September 1, 2021 19-013 Master P & R Trail Plan - Statz (possibly November) 20-004 P & R Events Calendar Î H. Errickson-Grahek 20-009 Pleasure Rink Lighting Î Palzer/Statz 21-005 Volunteer Appreciation Event Î Sub-Committee 21-007 Eagle Park Improvements for 2022 Î J. Kubat Updates/Announcements: 21-006 Movie in the Park - Peterson - Wrap Up XI. ADJOURNMENT Motion made by Committee Member Bettinger, seconded by Committee Member Errickson- Grahek to adjourn the September 1, 2021 meeting at 8:24 p.m. All in favor. Motion carried. Respectfully submitted by Linda Neudecker, Recorder Page 5 of 5 Website Redesign is a priority. P&R should develop outline of their page content and functionality.Committee should review CIP from July meeting packet and email Mark with any ideas for improvements, etc.Heidi can update the group on her progress.Paul and Suzanne can update the group on their progress. Plan to upgrade one park each year, with Eagle Park scheduled for 2022.Paul will update the group on some ideas he has been exploring. Check into pricing for lighting and also under ice lights.Staff and P&R Members can give a wrap-up update. Overall, the festival was a big success. StatusAction Open 10/6/21 ACTION ITEMS On-GoingOct./Poss. Nov.Open PARKS RECREATION Assigned PersonDate Seeley/Peterson/Kubat/Statz/PalzerOn-GoingOpenSub-CommitteeOct., 2021OpenAgenda Item P & R Web Site PagesStaff/EmemMaster P & R Trail Plan - Review Park MapsM. StatzADA Playground EquipmentK. FreiermuthOn-GoingOpenPaul and Kathy can update the group on their progress.P & R Events CalendarHeidi E-GOn-GoingOpenDevelop Park Tree Planting PlanMusic in the Park 2021PetersonSept., 2021OpenAgenda ItemVolunteer Appreciation EventMovie in the ParkB. PetersonOct., 2021OpenAgenda ItemDevelop Plan for Eagle Park - Implement 2022Oct., 2021Open #Item 16-02619-01319-02220-00420-005b20-009Lighting on Pleasure RinkP. PalzerOct., 2021Open21-001Fete des Lacs 2021M. StatzSept., 2021Close21-00221-00521-00621-007 Following July 7, 2021 MeetingPage 1 PARK & REC FINANCIALS FOR JULY, AUGUST & SEPTEMBER 2021 REVENUE AccountDescrJuly2021August2021September20212021YTDBalanceTotalAmount2021Budget R1014520036200MiscellaneousRevenues$0.00$0.00$0.00$0.00$0.00$0.00 R1014520036270Refunds/Reimbursements$0.00$0.00$0.00$0.00$0.00$0.00 R1014520134780RecreationFees$0.00$0.00$0.00$0.00$0.00$0.00 R10145201347818KRun$1,690.00$0.00$0.00$635.00$1,865.00$2,500.00 R1014520136200MiscellaneousRevenues($100.00)$0.00$0.00($50.00)$50.00$0.00 R1014520136260DonationsandContributions$220.00$0.00$0.00$280.00$220.00$500.00 R1014520136270Refunds/Reimbursements$0.00$0.00$0.00$0.00$0.00$0.00 TOTALREVENUE$1,810.00$0.00$0.00$865.00$2,135.00$3,000.00 EXPENDITURES AccountDescrJuly2021August2021September20212021YTDBalanceTotalAmount2021Budget E10145200100WagesandSalaries(GENERAL)$990.45$77.05$0.00($880.64)$2,080.64$1,200.00 E10145200122FICA$75.80$5.90$0.00($59.23)$159.23$100.00 E10145200151WorkersCompInsurancePrem$0.00$0.00$0.00($50.00)$50.00$0.00 E10145200430Miscellaneous$0.00$0.00$0.00($92.90)$92.90$0.00 E10145200438MeetingPerDiem$0.00$0.00$0.00$1,600.00$0.00$1,600.00 TOTALEXPENDITURESCOMMITTEE$1,066.25$82.95$0.00$517.23$2,382.77$2,900.00 AccountDescrJuly2021August2021September20212021YTDBalanceTotalAmount2021Budget E10145201100WagesandSalaries(GENERAL)$0.00$0.00$0.00$2,256.45$743.55$3,000.00 E10145201122FICA$0.00$0.00$0.00$243.12$56.88$300.00 E10145201151WorkersCompInsurancePrem$0.00$0.00$0.00$88.00$212.00$300.00 E10145201200OfficeSupplies(GENERAL)$0.00$0.00$0.00$0.00$0.00$0.00 E10145201210OperatingSupplies$0.00$0.00$0.00$0.00$0.00$0.00 E10145201300ProfessionalSrvs$0.00$0.00$87.50($87.50)$87.50$0.00 E10145201322Postage$40.83$0.00$0.00$18.34$81.66$100.00 E10145201331TravelExpenses$0.00$0.00$0.00$0.00$0.00$0.00 E10145201340Advertising&Printing$0.00$0.00$0.00$0.00$0.00$0.00 E10145201370ParkPrograms$515.68$571.40$0.00$2,334.36$1,665.64$4,000.00 E10145201371MusicinthePark$0.00$367.00$0.00($67.00)$3,067.00$3,000.00 E101452013738kRun/Walk$1,134.65$0.00$0.00$1,065.35$1,134.65$2,200.00 E10145201374ParkandRecReserve$0.00$0.00$0.00$500.00$0.00$500.00 E10145201430Miscellaneous$0.00$32.50$0.00($382.50)$382.50$0.00 E10145201810Refunds&Reimb.$0.00$0.00$0.00$0.00$0.00$0.00 TOTALEXPENDITURESParks/RecPrograms$1,691.16$970.90$87.50$5,968.62$7,431.38$13,400.00 $1,810.00$0.00$0.00$865.00$2,135.00$3,000.00 TOTAL REVENUE TOTAL EXPENDITURES$2,757.41$1,053.85$87.50$6,485.85$9,814.15$16,300.00 ($947.41)($1,053.85)($87.50)($5,620.85)($7,679.15)($13,300.00) BALANCE PARK DEDICATION FEES REVENUES AccountDescr July2021August2021September20212021YTDBalanceTotalAmount2021Budget R4024500034791ParkDedicationFees$0.00$3,000.00$0.00($18,000.00)$18,000.00$0.00 BUILDING PERMITS R4024920036210InterestEarnings$20.87$61.29$0.00($406.00)$406.00$0.00 $20.87$3,061.29$0.00($18,406.00)$18,406.00$0.00 TOTALREVENUEPARKDEDICATIONFEES EXPENDITURES AccountDescr July2021August2021September20212021YTDBalanceTotalAmount2021Budget E40246000500CapitalOutlay(GENERAL)$0.00$0.00$23,204.00$23,204.00$0.00($23,204.00)ACORN CREEK PARK IMPROVEMENTS E40246000720OperatingTransfers$0.00$0.00$0.00$0.00$0.00$0.00 E40249200603ShortTermDebtPrincipa$0.00$0.00$0.00$0.00$0.00$0.00 E40249390720OperatingTransfers$0.00$0.00$0.00$0.00$0.00$0.00 TOTAL EXPENDITURES - PARK DEDICATION FEES$0.00$0.00$23,204.00$23,204.00$0.00($23,204.00) FETE DES LACS EXPENDITURES AccountDescr July2021August2021September20212021YTDBalanceTotalAmount2021Budget E10150000170FireworksDisplayInsurance$0.00$225.00$0.00$25.00$225.00$250.00 FIREWORKS INS E10150000210OperatingSupplies$0.00$0.00$0.00$0.00$0.00$0.00 E10150000300ProfessionalSrvs$0.00$0.00$0.00$0.00$0.00$0.00 E10150000322Postage$0.00$0.00$0.00$250.00$0.00$250.00 E10150000343OtherAdvertising$0.00$0.00$0.00$0.00$0.00$0.00 E10150000360Insurance(LiabilityIns.)$0.00$0.00$0.00$0.00$0.00$0.00 E10150000410Rentals(GENERAL)$0.00$0.00$0.00$150.00$0.00$150.00 E10150000430Miscellaneous$0.00$0.00$0.00$0.00$0.00$0.00 E10150000490CommunityEvent$2,957.10$2,918.96$0.00($2,169.05)$12,169.06$10,000.00 SEE BELOW FOR BREAKDOWN E10150000500CapitalOutlay(GENERAL)$0.00$0.00$0.00$0.00$0.00$0.00 TOTAL EXPENDITURES - FETE DES LACS$2,957.10$3,143.96$0.00($1,744.05)$12,394.06$10,650.00 FETE DES LACS EXPENDITURES JULY 2021 THRU AUG. 2021 DETAIL LIST CK# AMOUNTSCREDITS 2021-0771421hpay$203.54$0.00FLAGS FOR PARADE ROUTE 2021-07072821PAY$75.00$0.00PAYMENT FOR FETE DES LACS PARADE - 7-17- 2021-07072821PAY$828.56$0.007-17-21 CRUNCH & CREW FOR FETE DES LACS 2021-07072821PAY$500.00$0.00FINDER OF MEDALLION AT FETE DES LACS 2021 2021-07072821PAY$600.00$0.00TRAFFIC CONTROL SIGN/BARRICADES 2021-07072821PAY$250.00$0.002021 FETE DES LACS PARADE - CLOWN CLUB 2021-07072821PAY$500.00$0.002021 FETE DES LACS PARADE - MARCHING 2021-08081121pay$225.00$0.00FIREWORKS - 2021 FETE DES LACS 2021-08081121pay$0.00$13.54CREDIT ON SALES TAX 2021-08081121pay$795.00$0.00FESTIVAL MUSIC 730 TO 1030 PM 2021-08082521pay$1,012.50$0.00GAME TRUCK FOR FETE - JULY 18 2021-08082521pay$1,125.00$0.00GAME TRUCK FOR FETE - JULY 17 $6,114.60$13.54 TOTAL EXPENSES $6,101.06