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HomeMy WebLinkAbout2022-07-06 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 July 6, 2022 in the Council Chambers at the Centerville City Hall, and Livestreamed at: https://northmetrotv.com/channel-15-live-stream. Present: Chairperson Heidi Errickson-Grahek Committee Member Emem Akpan Committee Member Kathy Freiermuth Committee Member Jessica Kubat (Via Zoom w/Posting According to Law) Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Ms. Teresa Bender, City Clerk Ms. Michelle Lakso, City Council Liaison Absent: None. I. CALL TO ORDER Chairperson Errickson-Grahek, called the July 6, 2022 meeting to order at 6:37p.m. in Council Chambers of City Hall. II. APPROVAL OF AGENDA Motion by Committee Member Seeley, seconded by Chairperson Errickson-Grahek to modify the agenda as follows: Add Mr. Jim Gemlo, Under III. Appearances and add Park Facility Usage Application under VI. New Business, Item #7. All in favor. Motion carried. III. APPEARANCES – NONE 1. Mr. Jim Gemlo, 1751 Meadow Lane Mr. Gemlo introduced himself and stated that he is an avid walker. He stated that he is the individual that requested the placement of port-a-pots in the winter months as many utilize the trails throughout the year. He requested that a drinking fountain be installed near the ballfields at LaMotte Park similar to what is located in Hidden Spring Park. Mr. Gemlo was aware that the existing fountain located on the exterior of the warming house had been removed due to repeated vandalism. He stated that in his opinion, funds expended for this installation would be better utilized than upgrading the Wheels Park as more people would utilize this amenity. 2. Mr. Jonathan Osthus, MN Dept. of Agriculture (Emerald Ash Borer) Mr. Osthus, MN Department of Agriculture, provided a history of Emerald Ash Borer, and reported that initial infestation to death of a tree is approximately five (5) years, winter and fall months are the most ample time to remove infested trees, owners of trees should be heighten that dead or dying Ash trees pose City of Centerville Parks & Recreation Meeting Minutes July 6, 2022 a safety hazard due to falling branches, etc., that treating annually or bi-annually via trunk injection if a tree is currently healthy is a good option for tree retainage allowing diversification of new stock, that grant funding is available for communities (County/City owned property) and that 35 Counties in the State of Minnesota have been found to have Emerald Ash Borer infestation. He noted that the Department of Natural Resources was completing a three (3) year study of the Borer. 3. Ms. Dorothy Radermacher, Executive Director, Secretary/Member Representative - Quad Area Chamber of Commerce Ms. Radermacher introduced herself to the Committee and stated that she is also a member of the Chain of Lakes Rotary Club. She stated that the Club recently received a Statewide Health Improvement Partnership Grant through Anoka County to facility a walking club. She stated that previous State Representative Linda Runbeck was the organizer of the club and that additional information could be obtained from the web site: www.centennialwalks.com on upcoming events. Ms. Radermacher desired to inform the Committee of the program and determine their willingness to collaborate in the program. IV. PUBLIC HEARINGS – NONE V. UNFINISHED BUSINESS 1. 22-008: Donation/Monument Policy A draft of a Donation/Monument Policy was provided in the Committee’s packet for review and possible recommendation to Council for adoption. Staff stated that the policy would serve as a guide for members, staff and donors. Staff also stated that City Council accepts donation via resolution but the policy addresses such items as location, items of donation and their acceptance, etc. Discussion ensued regarding modifying language in the first sentence under Purpose, to read as follows: The purpose of this policy is to establish guidelines, standards and procedures for the installation and care of donated park improvements; the second sentence to read as follows: These donations may include, but are not limited to cash or physical property donations such as: park land, benches with suitable base, bicycle racks, picnic tables, benches, trees, public art, monuments (by exception only) drinking fountains, playground equipment, flags, and other types of park or trail accessories. Discussion also ensued regarding modifying language in the last two (2) sentences of Maintenance, to read as follows: The City reserves the right to remove or alter any donated equipment, improvement(s) or memorials that have been damaged or in the case of a living tree/bush/plants are dead. The Public Works Director will determine if an item should be removed due to being beyond repair or death. Motion by Chairperson Errickson-Grahek, seconded by Committee Member Seeley to recommend to City Council Adoption of the Policy subsequent to review by the City Attorney and as Amended as Stated Above. All in favor. Motion carried. VI. NEW BUSINESS 1. 2022 Volunteer Appreciation Day – Event Planning a. Date – The Committee chose to schedule the event for Thursday, September 15, 2022 with a time to be determined. b. Food/Refreshments – The Committee chose to appoint a Sub-Committee of Chair Errickson-Grahek and Council Liaison Lakso to determine these items. Page 2 of 5 City of Centerville Parks & Recreation Meeting Minutes July 6, 2022 c. Certificates of Recognition – The Committee discussed the amount of Certificates that were not retrieved by the volunteers the previous year, cost, etc. Discussion ensued regarding the possibility of Thank You Cards instead. The Committee requested a sample be included in their next packet for consideration. d. Location – The Committee chose to hold the event at Hidden Spring Park with possible rain locations be at the Centennial Fire District, Station #3, St. Genevieve’s Community Parish Center, Centerville Elementary or Eagle Brook Church offices. e. Thank You Items – Staff reported that items had been purchased (water bottles and lip balm with the Parks & Recreation logo had been purchased and displayed before them for visual inspection. 2. Chain of Lakes Rotary, Walk Club (https://chainoflakesrotary.com/) – Info. & Potential for Collaboration This item was previously discussed. 3. EDA Swag Bags – P & R Inclusion of Items (Chapstick, Qty. 150 @ $242.38) Staff reported that the Economic Development Authority (EDA) annually distributes Swag Bags during the Fete des Lacs week at Music in the Park and with the Chair’s approval, a purchase was made of 150 Soy-based, P & R Logo wrapped, Lip Balm in the amount of $242.38 would be included in them. 4. Purchase of Member Identification Items (Hats, Qty. 10 @ $215.10 & Shirts, Qty. 10 Staff stated that an order for 10 hats at the cost of $215.10 had been placed and received. Chair Errickson- Grahek distributed one (1) each to members that were present. Staff also stated that 10 shirts would be ordered in the near future. It was reported that authorization was given by Administrator Statz for said purchases with a total for both items not to exceed $500. It was stated that the items would display the Committee’s logo so the members would be easily distinguished at events. 5. Blanket Inventory Usage Staff reported that there were approximately 80 blankets remaining from last year’s purchase of Volunteer Appreciation Items. Discussion ensued regarding distribution of the items at park events this year with consensus to do so. 6. Amendment to City of Centerville Permit – Bald Eagle Water Ski Club Staff reported that several requests had been received from a representative of the Bald Eagle Water Ski Club recently. It was stated that the Club had requested (in 2021) and received permission to install a boat lift alongside of the existing dock and that they desired formal approval to take place in 2022. It was also stated that they have requested permission to sell club merchandise and to provide pre-packaged items to their attendees during their performances/shows. Staff reviewed their existing agreement with the City and determined that language was outdated within the agreement and that the agreement did not include the items that they were requesting. Staff provided the Committee with a draft of an Amended Permit for review. Staff stated that the draft had been forwarded to the Club for review and comment with a response not being received to date. Page 3 of 5 City of Centerville Parks & Recreation Meeting Minutes July 6, 2022 Consensus of the Committee was to invite the Club to their next meeting to discuss the draft agreement. Invited July 7, 2022 – with a confirmation on the same day that a representative would be present. 7. Request for Use of Park – Hidden Spring Park, July 14, 2022 (Scouts Annual Picnic) Committee Member Peterson requested use of the park from 5:30 – 9:00 p.m. on the above stated date for the above stated event. Motion by Committee Member Akpan, seconded by Committee Member Freiermuth to recommend to City Council Approval of the submitted request. All in favor. Motion carried. VII. APPROVAL OF JUNE 1, 2022 P & R MINUTES Motion by Chairperson Member Errickson-Grahek, seconded by Committee Member Akpan to approve the June 1, 2022 minutes as presented. All in favor. Motion carried. VIII. UPDATES/ANNOUNCEMENTS 1. Staff a. Pilot Ash Tree Treatments (Rainbow Tree Service) It was stated that the City contracted with Rainbow Tree Service to treat 21 trees within various parks and on City property at the cost of $1,242.50 with funds being expended from Park Maintenance Funds. b. Main Street Market (Kick-Off July 7, 2022) Staff reported that 17 vendors had signed up with two (2) of them be farmers. It was stated that Staff has been diligently advertising/marketing the event on Social Media and the web site. 2. Council Liaison Council Liaison Lakso reported that there was still a vacancy on the Committee to Council and that municipal elections would be taking place in November with Affidavits of Candidacy being accepted shortly for two (2) council seats and the Mayor’s seat. 3. Park Trees Sub Committee – NO REPORT 4. No Mow May – Sub Committee (Seeley & Errickson-Grahek) Brief discussion was had that it seemed that the bees had benefited from the areas that were not mowed (a section of Laurie LaMotte and Acorn Creek Parks) during this time and that the Committee and the Public Works Director would discuss the program going forward for 2023. Page 4 of 5 City of Centerville Parks & Recreation Meeting Minutes July 6, 2022 IX. ACTION ITEMS Items to be Closed/Deleted: 21-011, 22-008 Items with Changes: 16-026 - July to August Agenda - Update 19-022 - May to Sept. (need to check on grants) 22-001 - July to August Agenda – Update (need to check on grants) 22-002 - July to August Agenda – Update 22-003 - July to August Agenda – Update 22-004 - Aug. to Oct/Nov 22-005 Agenda – Update 22-006 - Sept. to Sept./Oct. 22-007 - July to Sept. & add Heidi to Sub-Committee (add Hidden Spring) Items to be Added: 22-008 - Bald Eagle Water Ski Club August Agenda – Unfinished Business 22-009 - Rainbow Tree Service-RFP (Preferred Vendor) August Agenda – Unfinished Business 22-010 - Volunteer Appreciation Event August Agenda – Unfinished Business 22-011 - Chain of Lakes Rotary Walk Club August Agenda – Unfinished Business 22-012 - Volunteer Recruiting August Agenda – New Business X. ADJOURNMENT Motion by Committee Member Seeley, seconded by Committee Member Akpan to adjourn the July 6, 2022 P & R Meeting at 9:08 p.m. All in favor. Motion carried. Transcription submitted by Linda Neudecker, Recorder Transcription with review submitted by Ms. Bender, City Clerk Page 5 of 5