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HomeMy WebLinkAbout2022-09-12 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 September 12, 2022 at 6:30 pm in the Council Chambers at the Centerville City Hall and was also live-streamed at: https://northmetrotv.com/channel-15-live- stream. Present: Committee Member Heidi Errickson-Grahek Committee Member Jessica Kubat Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Ms. Teresa Bender, City Clerk Absent: Committee Member Emem Akpan Committee Member Kathy Freiermuth Ms. Michelle Lakso, City Council Liaison I. CALL TO ORDER Committee Chair Errickson-Grahek, called the September 12, 2022 meeting of the Parks & Recreation Committee to order at 6:41 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 Errickson- Grahek to add: Committee Member T-shirts under #2, New Business. All in favor. Motion carried. III. APPEARANCES – NONE IV. PUBLIC HEARINGS – NONE V. UNFINISHED BUSINESS 1. 21-001: Music in the Park – Recap Committee Member Peterson a. Discussion Regarding Food Truck/Scout Sales/Park Provided Items Ms. Lonni Olson provided a recap of Music in the Park food vendors for the summer. She stated that the vendors were not as consistent/reliable as in 2021. She stated that some of the vendors cancelled due to the weather (safety of employees in trucks/trailers with heat), last minute family-related or medical issues and some just did not show up and did not offer explanations when asked. She suggested that the committee consider whether a written policy was warranted regarding no-shows City of Centerville Parks & Recreation Meeting Minutes September 12, 2022 and cancellations and how same could affect future opportunities. It was discussed that if food vendors were to be scheduled for 2023, consideration should be given to vendors that have proven themselves in years past and a limit of two (2) vendors. It was stated that if the committee were to decide to continue having food trucks in 2023, perhaps consideration should be given that only two vendors, who have proven to be reliable in the past, be invited to participate. There was concern that the variety of foods would be minimal if this was the case but it was felt that it would allow for continuity of the public having something available to them. Discussion also included the possibility of local groups i.e. Cub Scouts, Scouts BSA, Girl Scouts to sell pre-packaged food or the possibility of the committee offering items when vendors do not show. Additional suggestions were made: complete a participant count along with demographics (families, seniors, etc.), provide these numbers to vendors, provide a monetary incentive to vendors, a simple contract for vendors, obtain feedback from vendors following an event, and providing timeline for notification for cancellation for vendors. b. Pay for Contracting Bands Committee Member Peterson stated that there were several new bands, each have their own rate with the majority of them accepting what the City offers. He stated that there has not been an increase in fees for quite some time and with the larger bands the payment has not covered their costs. The Committee felt that larger groups should be entitled to a higher fee and repeat, reputable bands should be increased slightly. It was discussed that a fee scale be drafted and the budget for bands be increased accordingly. The Committee Members would like to consider an increase in the amount paid to these bands, to be added to 2023 budget, and perhaps develop a fee scale that needs to be determined based on the number of members in each band and their experience 2. Movie in the Park – Committee Member Peterson Committee Member Peterson stated that the event would be held on Saturday, September 17, 2022 commencing at approximately 7:30 or dusk with a rain date scheduled for September 24, 2022. He stated that the movie “The Mitchells vs. the Machines” was chosen. He reported that it was a Netflix production and that the license to show the movie was $465. He also reported that the purchase of a dvd was $20 and would be given away following the showing. He stated that he personally owns a movie screen and would be willing to allow use of it for the event. He did state that the cost for projector rental was $100 and that he was unable to pick it up and was requesting that an alternate member do so. Committee Member Seeley volunteered and stated that she would also be willing to retrieve blankets from City Hall for give-a-ways. Equipment set-up and member attendance times were discussed. Chairperson Errickson-Grahek volunteered to ensure that popcorn, hot chocolate and possibly lemonade were available to serve to those in attendance. Page 2 of 5 City of Centerville Parks & Recreation Meeting Minutes September 12, 2022 3. Centennial Community Education Halloween Hustle & Trunk or Treat Event (Sub- Committee Update) Sub-Committee Chair Akpan and Members Kubat and Errickson-Grahek held a planning meeting on August 29, 2022 to discuss the proposed event. Chair Akpan stated that the event was scheduled for Saturday, October 29, 2022 with the commencing at 9 a.m. with proceeds from the run benefiting the Centennial Alumni Scholarship Fund. He stated that the Trunk or Treat event would be following the run in the school parking lot. Several items were proposed by the Sub-Committee (i.e. carnival type games, face painting, candy/swag/promotional give-a-ways, etc.) Sub- Committee member Errickson-Grahek would obtain a listing of businesses from staff and it was felt that 8-12 vehicles would need to participate to make the event successful. Committee Member Peterson stated that the Scouts would be willing to participate in the event. Several Sub-Committee members would work on items such as decorations for vehicles, obtaining business interest and promotion, appearing before the Economic Development Authority to request funding ($300), etc. Chair Akpan felt that a $600 budget was appropriate. Motion made by Committee Member Errickson-Grahek, seconded by Committee Member Peterson to send a request to the EDA for a donation of up to $300 to assist in providing family-friendly activities for kids at the event. All in favor. Motion carried. Motion made by Committee Member Peterson, seconded by Committee Member Errickson- Grahek to recommend to the City Council to request the use of a large plow truck and a staff member to attend on behalf of the City. All in favor. Motion carried. 4. Volunteer Appreciation Evening a. Date/Food/Beverage/Rain Location (St. Gen’s or Fire Hall) Date: Possible dates of October 25, 2022 or November 1, 2022; staff will confirm availability of the church per the Committee. Location: Church of St. Genevieve in the Hospitality Hall Food: Menus were received from both Carbone’s Pizza and Wiseguy’s Pizza; Committee Member Errickson-Grahek will pick up desert and drinks Invitations: A postcard/email invitation will be sent to the volunteers. 5. Statewide Health Improvement Partnership (SHIP) Grant(s) The Committee was provided with information regarding eligible items/activities for funding ($3,000 from Anoka County with additional funding from the Department of Health). City Clerk Bender stated that several items had been previously discussed (i.e. Main Street Market items, drinking fountains for parks, signage, bike repair stations and aiding in the Centennial Walking Club. The Committee discussed the submittal of two (2) grant applications: 1. Drinking fountain in LaMotte Park and 2. Drinking fountains for all parks. The Committee wanted for the drinking apparatus to have a bottle fill station and pet station. Public Works Director Palzer would determine installation and location for each park and prioritize Page 3 of 5 City of Centerville Parks & Recreation Meeting Minutes September 12, 2022 which parks should be a priority. Mr. Palzer would be requested to provide cost information for the fountains and water line installation at the October, 2022 Parks & Recreation Committee meeting. 6. Purchase of Audio Mixer Committee Member Peterson stated that the cost of replacing the current audio mixer would be approximately $1,000-$1,200 and he would complete additional research to determine the best time to take advantage of seasonal discounts if possible. He also requested that the audio equipment be moved from its current location (LaMotte garage) to a climate controlled area for the winter. VI. NEW BUSINESS 1. Skate Night(s) to be scheduled The 2023 Skate Nights will be held as follows: th Saturday, January 14 from 6 – 9 pm th Friday, February 10 from 6 - 9 pm All other logistics (food, bonfire, etc.) for these events will be on a future agenda. 2. Committee Member T-shirts Committee Members were asked to provide their shirt sizes so member t-shirts could be ordered as soon as possible. VII. APPROVAL OF MINUTES 1. None VIII. ANNOUNCEMENTS/UPDATES 1. Staff updates: a. Main Street Market City Clerk Bender stated that staff met with Ms. Conley for a recap meeting and discussed additional market venues, themes, registration, minimum attendance levels, etc. It was felt that the 2022 weekly event went extremely well and was very well received, receiving numerous compliments from attendees and SHIP educator Amanuel Jilo. b. Web Site Staff has been completing training and Committee member Seeley assisted with preliminary testing. c. Volunteer Appreciation Preliminary date and location: September 15 at Hidden Spring Park. There is a possibility of a Page 4 of 5 City of Centerville Parks & Recreation Meeting Minutes September 12, 2022 date and/or location modification, times, etc. Food/beverages, speakers, raffle items, etc. still need to be determined. Staff completed preliminary research regarding catering for review by the committee. d. Promotion Information regarding Rainbow Tree Care and the Chain of Lakes Rotary Centennial Walking Club have been listed in the Administrator’s Report and on the City’s website. e. Council Liaison Update – No Report IX. ACTION ITEMS 1. Review List of Items - Tabled X. ADJOURNMENT Motion made by Committee Member Brian Peterson, seconded by Committee Member Kubat to adjourn the September 12, 2022 meeting at 9:06 p.m. All in favor. Motion carried. Page 5 of 5