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Home My WebLink About2021-10-06 P & R Minutes - Approved Approved CITY OF CENTERVILLE PARKS AND RECREATION COMMITTEE MEETING MINUTES Pursuant to due call and notice thereof, the City of Centerville’s Parks & Recreation Committee held a scheduled meeting on October 6, 2021 in the Council Chambers at the Centerville City Hall. Present: Chairperson Heidi Errickson-Grahek Committee Member Emem Akpan Committee Member Jessica Kubat Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Ms. Teresa Bender, City Clerk Ms. Michelle Lakso, City Council Liaison Absent: Committee Member Chris Bettinger Committee Member Kathy Freiermuth Mr. Mark Statz, City Administrator/Engineer I. CALL TO ORDER Chairperson Errickson-Grahek, called the meeting to order at 6.30 p.m. II. APPROVAL OF AGENDA Motion made by Committee Member Seeley, seconded by Committee Member Errickson-Grahek to approve agenda with the following addition: III. Appearances – Ms. Angela Conley, Coordinator, Main Street Market Wrap-Up. All in favor. Motion carried. III. APPEARANCES – Ms. Angela Conley, Coordinator, Main Street Market Wrap-up Ms. Conley shared that this event was very successful for the first year. She received many inquiries on the Facebook page regarding if the vendors rotated and what types of food where being provided. Many comments were made to have more vendors, but have them rotate. She mentioned that the committee may consider charging a smaller vendor space fee for 2022. In addition, to keep the interest of the public, possibly adding weekly themes such as kids’ night, pet night, ladies night, etc. and change the hours from 5 – 7 p.m. to 5:30 to 7:30 p.m. Also, the possibility of providing a passport to patrons who would then have to have all vendors stamp, they could enter their completed passport for a drawing at the end of the evening with winners being announced at the beginning of the ski show. She also suggested that additional volunteers were needed to assist in the coordination of the event with maybe high school groups, church groups, etc. so that it is not all left on a few individuals. Ms. Conley suggested a flyer that could be placed at all businesses, social media and the City’s web site listing all of the upcoming events for the year would be an added addition to marketing all of the events hosted by the City and a great promotional tool. IV. PUBLIC HEARINGS – None V. UNFINISHED BUSINESS City of Centerville Parks & Recreation Meeting Minutes October 6, 2021 1. 19-013: Master P & R Trail Plan (M. Statz) – TABLED TO NEXT MEETING 2. 20-004: P & R Events Calendar (H. Errickson-Grahek) Committee Member Errickson-Grahek has been completing a calendar of all events and activities, amount of volunteers needed, etc. for the upcoming year. She will present it to the committee members at the November committee member for their feedback. 3. 20-009: Pleasure Rink Lighting (P. Palzer/M. Statz) – TABLED TO NEXT MEETING 4. 21-005: Volunteer Appreciation Event (Sub-Committee) The invitations have been sent out for this event, being held on Thursday, October 14, 2021 from 6:00 to 7:15 p.m. at the Fire Station. Approximately 180 volunteers were invited. Sub-Committee members provided the following updates: Food: Ms. Kubat reviewed several menu options for snacks and deserts. Gifts: Ms. Bender and Ms. Errickson-Grahek purchased rolled-up travel blankets, in a variety of colors, with the City of Centerville logo on it to be handed out as a token of appreciation for volunteers and Committee/Commission/Council Members. A total of 225 blankets where ordered with the intension that the extras will be given out during future events of the Committee. The value of the blanket does meet State Statute requirements regarding gifts as the set up charge and shipping are not taken into account and the item has a value of $5. Donations: Mr. Akpan discussed obtaining a list of the businesses to contact to request donations for this event; sub-committee members will each take a group to contact. Products, gift certificates, coupons and cash donations are appreciated. Costs: The expenditures to date: Invitations - $175, Postage - $53, Certificates - $80, Blankets - $1,332.34 including set up charge, shipping & coupon discount ($5.92 per blanket) and food costs are yet to be determined. Total costs for this event are estimated to be approximately $3,000. Set-Up: Committee volunteers should arrive by 5:00 p.m. 5. 21-007: Eagle Park Improvements 2022 (J. Kubat) TABLED TO NEXT MEETING VI. NEW BUSINESS 1. Skate Park – Committee Member Errickson-Grahek Committee Member Errickson-Grahek had a conversation with some youths regarding a situation with the ramps at the skate park and one young man stated he tore his pants on a loose bolt. She asked for suggestions and stated they would like to see the base/platform made smooth. This item will be added to the Action Items list and the November agenda. VII. APPROVAL OF SEPTEMBER 1, 2021 P & R Meeting Minutes Motion made by Committee Member Kubat, seconded by Committee Member Peterson to approve the minutes of the September 1, 2021 with the following corrections: on page 4, VIII. Updates b. 19-014 Main Street Market Wrap Up & Vendor Feedback – b1 change 20-21 to 2021 Page 2 of 4 City of Centerville Parks & Recreation Meeting Minutes October 6, 2021 and designate S.H.I.P. as Statewide Health Improvement Partnership; b2 add “the” between and “the” ability and change wording of “gain attendees” to “have the ability to attract customers.” All in favor. Motion carried. VIII. UPDATES 1. 21-006: Movie in the Park – Committee Member Peterson Committee Member Peterson stated that the event was held on Saturday, September 18, 2021 at sunset. He stated that the weather was good, but not as many attendees as hoped for. Committee Member Peterson stated that providing information to the school for publication in their newsletter(s) has been difficult. He thanked Committee Member Kubat for picking up the projector, Chairperson Errickson- Grahek for picking up the snacks and Ms. Lonni Olson for promotion through Facebook and other media. The copy of the movie, “Raya and the Last Dragon” was donated to a child in the audience. 2. Staff Updates: Administrator Statz was absent from the meeting so no update was provided. 3. Council Liaison Update – Ms. Lakso Council Member Lakso informed the committee that a resident from the Old Mill Estates development has requested that Council consider either moving or removing a proposed trail that is to be constructed very close to his home. She stated that Council has discussed the matter and may be considering narrowing the trail, moving the trail to a boardwalk through a marsh/wetland area, etc. with financial assistance from the developer and the property owner. She stated that this is a very difficult issue for Council as the homeowner purchased and enlarged their home knowing, or not knowing, of the proposed trail, but they desire to be sympathetic but also must adhere to all processes and procedures that have led to the approval of the development, plat, committee’s commitment to access parks, etc. IX. ACTION ITEMS – as of October 6, 2021 Items to be closed/deleted: 21-001; 21-002; 21-006 Items to have Assigned Person, Date, Status and/or Action changed: 20-004 change date from Ongoing to November 20-009 change date from October to November 21-005 change date from October to November 21-007 change date from October to Ongoing, add P. Palzer Items to be added: 21-008 Skate Park, Chairperson Errickson-Grahek, November, Open, Discussion of repairs 21-009 Art in the Park, Chairperson Errickson-Grahek, November, Open, Include as part of other events?? Page 3 of 4 City of Centerville Parks & Recreation Meeting Minutes October 6, 2021 NOVEMBER AGENDA ITEMS Unfinished Business: 19-013 Master P & R Trail Plan - Statz 20-004 P & R Events Calendar – H. Errickson-Grahek 20-009 Pleasure Rink Lighting – Palzer/Statz 21-007 Eagle Park Improvements for 2022 – J. Kubat 21-008 Skate Park Repairs – H. Errickson-Grahek 21-009 Art In The Park (Make part of other 2022 P & R events) Updates/Announcements: 21-005 Volunteer Appreciation Event – Sub-Committee XI. ADJOURNMENT Motion made by Committee Member Kubat, seconded by Committee Member Seeley to adjourn the October 6, 2021 meeting at 8:16 p.m. All in favor. Motion carried. Respectfully submitted by Linda Neudecker, Recorder Page 4 of 4