The URL can be used to link to this page

Home My WebLink About2021-12-01 P & R Minutes - Approved A pproved 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 December 1, 2021 in the Council Chambers at the Centerville City Hall. Present: Committee Member Emem Akpan Committee Member Heidi Errickson-Grahek Committee Member Kathy Freiermuth Committee Member Jessica Kubat Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Mr. Mark Statz, City Administrator Absent: Committee Member Chris Bettinger Council Liaison Michelle Lakso I. CALL TO ORDER Committee Chair Errickson-Grahek, called the December 1, 2021 Meeting of the Parks & Recreation Committee to order at 6:35 p.m., in the Council Chambers at the Centerville City Hall. II. APPROVAL OF AGENDA Technical difficulties were experienced with the audio/sound equipment. III. APPEARANCES – Ms. Cori Sendle, Centennial Schools Community Education Ms. Cori Sendle, Centennial School District, Community Education, appeared before the committee to discuss opportunities for collaboration. She discussed their recent Halloween Fun Run which was a 5K CCE event with approximately 200-250 participants, both adults and kids. She was asking if the Committee might be interested in collaborating on this event in 2022 or any other events. Their community education opportunities are available online. She discussed if information should be included in their brochure which would include the entire school district or just Centerville residents. Several ideas were brought up: pumpkin carving, Art in the Park, tie in with Main Street Market, etc. IV. PUBLIC HEARINGS – None V. UNFINISHED BUSINESS 1. 19-013: Master P & R Trail Plan – to be finalized for presentation to City Council Mr. Statz reviewed the revised trail map with the committee members, stating that the signage would be City of Centerville Parks and Recreation Meeting Minutes December 1, 2021 placed in three (3) locations, and printing and consultant fees would not exceed $1,000. Motion made by Committee Member Errickson-Grahek, seconded by Committee Member Peterson to recommend to the City Council to approve the replacement signage and the consultant's costs for this project not to exceed $1,000. All in favor. Motion carried. 2. 21-008: Skate Park Mr. Statz researched and gathered data on other communities' skate parks. The Centerville skate part is approximately 8,000 square feet. Discussion ensued regarding the best style for Centerville; poured, module or a combination of both. Additional research will to be completed to determine current usage, expected usage of an upgraded park, nearby facilities and usage at those facilities. The current location should be re-evaluated to confirm if this location is optimal or if another location would be better. Additional research was needed to secure funding sources/grants, etc. It was determined that the data gathering should begin in the Spring of 2022, then obtain community feedback and then request RFP's, with construction beginning in 2023. TABLED TO MARCH, 2022. 3. 21-010: Port-a-Pot Year Round Availability Some members of the community have expressed interest in having at least one or two port-a-pots in city parks and/or along city trails during the winter months. Typically, the city cancels their contract prior to first freeze. It was stated that city parks and trails remain open, with clearing shortly following the city streets upon snowfall. The cost would be $110 per month, per port-a-pot, for five (5) additional months, with the funds coming out of the P & R Maintenance budget. Mr. Statz will evaluate the amount of usage they receive and provide a recommendation following the winter period. Motion made by Committee Member Peterson, seconded by Committee Member Akpan to Recommend to City Council the Placement of two (2) Port-a-Pot for the duration of the winter; one (1) in Laurie LaMotte Memorial Park and the other in Cornerstone Park. All in favor. Motion carried. VI. NEW BUSINESS 1. 21-011 - Equipment Storage for P & R Equipment Currently the P & R equipment is stored in a number of locations including the storage areas of the Fire Department, Public Works and in the warming house. Items include the following: picnic tables, chairs, tents, cones, signs, PA system, etc. The Committee would like to review the items and their current locations with the possibility of adding a small storage area to the end of the garage located at the park or constructing shelving within the building in an attempt to keep all items in one location. The Committee discussed the PA system and its storage needs with humidity control. TABLED TO JANUARY, 2022. 2. Skate Nights – 2022 A budget of up to $100 per event is recommended for refreshments. Mr. Statz will connect with Wargo Nature Center for rental of fat tire bikes, kick sleds, snowshoes, etc.; prior costs were $150 per night. Promotion to be completed by Committee Members and staff. These events are contingent on weather. Page 2 of 6 City of Centerville Parks and Recreation Meeting Minutes December 1, 2021 Motion by Committee Member Errickson-Grahek, seconded by Committee Member Seeley to schedule the 2022 Skate Nights on Friday, January 14 and Saturday, February 12, 2022 from 6 – 9 pm at Laurie LaMotte Memorial Park. All in favor. Motion carried. 3a. Committee Members – Forms for Re-Appointment & Payroll Withholdings if Modifications For those committee members wishing to continue, they were advised to complete re-appointment letter and submit to Administrator Statz. Also, forms were provided to Committee Members if they desired to modify their payroll withholdings our direct payment authorization requests. 3b. Committee Members – Appointment of Chair & Vice Chair Motion by Committee Member Kubat, seconded by Committee Member Freiermuth to re-appoint Committee Member Errickson-Grahek as Chair and Committee Member Seeley as Vice-for 2022. All in favor. Motion carried. 4. Requested Use of LaMotte Park Ballfields - Centennial Lakes Little League A letter was received from Mr. Patrick Mahr, Centennial Lakes Little League, requesting the use of the ballfields and facilities at Laurie LaMotte Memorial Park. Motion by Committee Member Peterson, seconded by Committee Member Errickson-Grahek to approve the request of the Centennial Lakes Little League’s usage of the ballfields and facilities at Laurie LaMotte Memorial Park from April 1 through September 30, 2022, Mondays through Fridays, from 4:00 p.m. until dark and on Saturdays and Sundays from 10:00 a.m. to 2:00 p.m., excluding the days/evenings of Fete des Lacs and any other times as the City of Centerville may be using those ballfields for other City activities. A copy of the game schedules will be provided to the City in April. All in favor. Motion carried. In the past, the three (3) fields were used primarily Mondays through Thursdays and only on Saturdays and/or Sundays when practices were needed. Additionally they are planning their park clean-up day for Saturday, April 16, 2022 with a back-up date of Saturday, April 23, 2022. They have invited the Park Committee, Mayor and Council members to meet the volunteers participating in the event. VII. APPROVAL OF NOVEMBER 3, 2021 P & R MEETING MINUTES Motion by Committee Member Akpan, seconded by Committee Member Kubat to approve the November 3, 2021 P & R Meeting Minutes with the following corrections: (page 1) list Committee rd Member Bettinger as Present under Roll Call, and on (page 3) #3 first sentence, 3 paragraph reverse the in to in the between the words investing and replacement and VI #3 replace “it discussed previously” with “Please see: III. Appearances (above). All in favor. Motion carried. VIII. UPDATES 1. 21-005: Volunteer Appreciation Event – Wrap Up Page 3 of 6 City of Centerville Parks and Recreation Meeting Minutes December 1, 2021 Committee Members were pleased with the success of this event; it was well received. The total expenditures for this event including food, postcard invitations, Certificates of Appreciation and lap blankets were approximately $1500. The consensus was to have the event in October, 2022. There are several blankets and certificates left for those volunteers unable to make the event; it was suggested that volunteer be contacted via email letting them know items are at City Hall for them to retrieve. In addition, there are several blankets that may be used as give-aways at other park sponsored events. This event was pulled together quickly and was a great learning experience. Suggestions for 2022: tracking of volunteers for events needed improvement, contact with business owners early in the year was imperative to reach success as their budgets may have been limited and Administrator Statz would determine if the 2022 budget could be increased in this area. 2. Staff Updates: M. Statz a. The Administrator's Report was distributed to committee members. Administrator Statz stated that he has interviewed candidates for the hiring of an Assistant City Administrator, but a final candidate has yet to be determined. b. Administrator Statz reported that the pleasure rink lighting was nearing completion with two (2) additional lamps, on a separate switch being installed for additional lighting east and south of the rink towards the playground. 3. Council Liaison Update – Ms. Lakso - NONE 4. Other: a. ADA Playground Equipment: Ms. Kathy Freiermuth Location(s) will need to be prioritized; Acorn and Laurie LaMotte are good candidates. It was suggested that Administrator Statz, Public Works Director Palzer and Committee Member Freiermuth meet with a couple of vendors to determine what types of equipment is available and the price ranges. b. P & R Events Calendar: Ms. Heidi Errickson-Grahek Committee Member Errickson-Grahek has completed the P & R Events calendar with the exception of adding the Halloween Hustle Fun Run. This will be provided to City Clerk Bender for forwarding to Committee Members for review. She is also developing a task sheet for each of the events that will serve as a “How To” for planning subsequent events. IX. ACTION ITEMS – as of 12-1-21 Items to be closed/deleted: 21-005 Items to have Assigned Person, Date, Status and/or Action changed: Page 4 of 6 City of Centerville Parks and Recreation Meeting Minutes December 1, 2021 16-026 add Assistant City Administrator under Assigned Person 19-013 add CIP under Item and January agenda under Action 19-022 add January agenda under Action 20-004 add January agenda under Action 20-009 add January agenda under Action 21-007 NO CHANGES 21-008 change date to March, 2022 and add March agenda under Action; add “begin researching data as discussed in 12-1-21 P & R meeting minutes” 21-009 NO CHANGES The following were added in the November minutes, but were not added to the Action Items list: 21-010 Port-a-Pot (winter) 21-011 Storage of P & R Committee property/equipment Items to be added as of 12-1-21: 21-012 Halloween Hustle Fun Run – in cooperation with Centennial Schools Community Ed. 21-013 Skate Night – January Brian Peterson January agenda 21-014 Skate Night – February Brian Peterson January agenda X. JANUARY 5, 2021 AGENDA ITEMS Unfinished Business: 19-013 Master P & R Trail Plan & CIP 19-022 ADA Playground Equipment 21-009 Art in the Park 21-011 Storage of P & R Property/Equipment 21-013 Skate Night – January 21-014 Skate Night – February New Business: Fete des Lacs - 2022 Updates: 20-004 P & R Events Calendar 20-009 Pleasure Rink Lighting 21-010 Port-a-Pot – Usage XI. ADJOURNMENT Motion made by Committee Member Peterson, seconded by Committee Member Seeley to adjourn the December 3, 2021 meeting at 8:51 p.m. All in favor. Motion carried. Page 5 of 6 City of Centerville Parks and Recreation Meeting Minutes December 1, 2021 Respectfully submitted by Linda Neudecker, Recorder Page 6 of 6