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HomeMy WebLinkAbout2023-09-06 P & R PacketC�-'eterviffe CITY OF CENTERVILLE Estaftished IX57 PARKS & RECREATION PARKS AND RECREATION COMMITTEE MEETING AGENDA Wednesday, September 6, 2023 6:30 p.m. Live stream at: https:Hnorthmetrotv.com/centerville-stream/ MEETING I. CALL TO ORDER 1. Roll Call II. APPROVAL OF AGENDA 1. Call for Changes to the Agenda III. AWARDS/PRESENTATIONS/APPEARANCES 1. Ms. Nissa Larson (5/8K Fete des Lacs 2023 Recap) IV. PUBLIC HEARINGS 1. None V. COMMITTEE BUSINESS (UNFINISHED) 1. 2023 Volunteer Appreciation a. Gift Card, Newspaper Ad, Etc.? 2. Old Audio Equipment 3. Movie in the Park (B. Peterson) a. Request for Scouts to Offer Individually Wrapped Candy & promo card at Movie in the Park VL COMMITTEE BUSINESS (NEW) 1. Ms. Nissa Larson, Running Venture (2024 Contract Review) 2. Letter of Support for Cleanup of Centerville Lake 3. Mr. Bruce Thompson Request for Donation — Forest Lake Area YMCA VIL APPROVAL OF MINUTES 1. February 1, 2023 P & R Meeting Minutes 2. March 3, 2023 P & R Meeting Minutes VIII. ANNOUNCEMENTS/UPDATES 1. Staff Updates 2. Committee Member Update 3. Council Liaison Update IX. ADJOURNMENT INFORMATION REMINDERS ➢ Planning & Zoning Commission — September 5, 2023 ➢ City Council Meeting — Wednesday, September 13, 2023 ➢ Economic Development Authority — Wednesday, September 20, 2023 ➢ Parks & Recreation Committee — Wednesday, October 4, 2023 Teresa Bender From: Lonni Olson <lolsondesigns@gmail.com> Sent: Wednesday, August 23, 2023 2:50 PM To: Teresa Bender Subject: Candy at Movie in the Park Caution: This email originated outside our organization; please use caution. Teresa, Pack 432 would like to offer individually wrapped candy to hand out at Movie in the Park with a small Scout promo card attached. mention it now since I assume we'll need approval from Parks and Rec. Thankyou! Lonni CITY OF CENTERVILLE REQUEST Cle FOR COMMITTEE ACTION terviffe Estabhshed 1857 PARKS & RECREATION Agenda Item # Department: Requested Meeting Date: V.1 Administration/Parks & Recreation September 1, 2023 TITLE OF ISSUE: 2023 Volunteer Appreciation BACKGROUND AND SUPPLEMENTAL INFORMATION: City Clerk Bender provide a link to several documents for the Chair. One link was for Committee Members to enter volunteer information and the other link was a form for volunteering that could be completed online. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Discussion/Direction to Staff if needed. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Freiermuth Seeley F I Other (specify) Peterson Errickson-Grahek 0 Akpan Refer to: Consent Tabled Until: Regular Other: CITY OF CENTERVILLE REQUEST Cle FOR COMMITTEE ACTION terviffe Estabhshed 1857 PARKS & RECREATION Agenda Item # Department: Requested Meeting Date: V.2 Administration/Parks & Recreation September 1, 2023 TITLE OF ISSUE: Old Equipment BACKGROUND AND SUPPLEMENTAL INFORMATION: This was place again on the Agenda as last meeting no action was determined. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Discussion/Direction to Staff if needed. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Freiermuth Seeley F I Other (specify) Peterson Errickson-Grahek 0 Akpan Refer to: Consent Tabled Until: 7=1 Regular Other: CITY OF CENTERVILLE REQUEST Cle FOR COMMITTEE ACTION terviffe Estabhshed 1857 PARKS & RECREATION Agenda Item # Department: Requested Meeting Date: V.3 Administration/Parks & Recreation September 1, 2023 TITLE OF ISSUE: Movie in the Park - September 16, 2023 BACKGROUND AND SUPPLEMENTAL INFORMATION: This item has been place on the city web site, calendar, reader board, and in the kiosk. Popcorn has been purchased. The CD for viewing and giving away has been secured. Tablecloth has been ordered and received. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Discussion/Direction to Staff if needed. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Freiermuth Seeley Other (specify) Peterson Errickson-Grahek 0 Akpan Refer to: Consent Tabled Until: Regular Other: CITY OF CENTERVILLE REQUEST Cle FOR COMMITTEE ACTION terviffe Estabhshed 1857 PARKS & RECREATION Agenda Item # Department: Requested Meeting Date: V1.1 Administration/Parks & Recreation September 1, 2023 TITLE OF ISSUE: Ms. Nissa Larson, Running Venture (2024 Contract Proposal) Fete des Lacs 5/8K Runs BACKGROUND AND SUPPLEMENTAL INFORMATION: Staff made minor adjustments to the proposed contract. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Discussion/Direction to Staff if needed. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Freiermuth Seeley F I Other (specify) Peterson Errickson-Grahek 0 Akpan Refer to: Consent Tabled Until: Regular Other: Proposal for Race Management Services Proposal This will serve as the Race Management/Timing Services Proposal for Fete des Lacs Races (5/8K and Kids Fun Run) to take place on Saturday, July 20, 2024, in Centerville, MN. Running Ventures proposes to City of ' Centerville Parks & Recreation Committee ("Race Organizer") the following fee(s) listed below and to include the following: Race Management Services: The race management service fee of $1500.00 would be the following: • Work in cooperation with appropriate local City/Police Department/Other governmental agencies to secure appropriate permit(s) required for race events - Anoka County Regional Park Trail Permit Months in Advance. • Assist in creating and managing a race budget • Review the route signage, start signage and finish area signage and make recommendations for enhancement • Create comprehensive equipment and supplies lists prior to race day • Meet with local safety officials to develop course safety plans and coordinate public safety staffing • Develop a medical plan to include an onsite protocol for minor medical issues to emergencies • Work with product sponsors specific needs, delivery, and involvement • Design site layout for race day activities • Assist Race Organizer in handling all race registration responsibilities; ensure Running Ventures is granted the proper credentials or exporting/importing data • Assist in runner/participant and volunteer recruitment - City has provided volunteers last two years • Coordinate race day volunteer needs • Coordinate the locations, and setup for all aid stations along the course route • Manage all courses set up, breakdown and activities including water stations, course marshals, signage, medical station locations, road closure and road re -opening programs • Other responsibilities as mutually agreed upon Timing Services: The race timing fees per registered participant would be the following, subject to a minimum race timing fee of $300.00: • Race bibs: $0.35 each/registered participant • Timing: o Chip finish timing: $4.50/registered participant • Includes start/finish line equipment for one start line and one finish line • Running Ventures will create race database, assign and print bib labels, attach labels to bibs, and make available to Race Organizer in alpha order for packet pick up Course Management Services: • Layout/mark both 5/8K courses per USATF certification or as agreed by Race Organizer • Layout/mark Kids Fun Run course Race Organizer obligations. Race Organizer will assume the following obligations as it relates to Race Management/Timing Services by Running Ventures: • Recruit sponsors and volunteers o In lieu of volunteers, Running Ventures team member(s) can be provided at a rate of $45/hour • Ensure website developer and others have correct information • Procure the event t-shirts, design artwork and coordinate Logo Art contest - Lonni has been coordinating Logo Art Contest, Event t-shirts should be ordered through City w/Billing to City • Other responsibilities as mutually agreed upon DocuSign Envelope ID: 1OB96BA6-4D41-4AE9-9666-DC337A7365AA ANOKA COUNTY PARKS 550 Bunker Lake Boulevard NW • Andover, MN 55304 • 763.324.3300 • anokacountyparks@co.anoka.mn.0 SPECIAL USE REQUEST Main Contact/Organization: Teresa Bender - City of Centerville Address: 1,990 Main Street City: Centerville State: Minnesn&p: 55038 Email Address:. thenderncentervillemn.cnm Phone Number: +1 (651) 792-7933 Begin Date: 07/90/2024 End Date: 07/20/2024 Arrival Time: 9700 AM Departure Time: 9-00 AM Location: Rine Creek Chain of Lakes Park Reserve Number of People Attending: 150 Requested Special Use Item(s): Other* . Describe Belowr Description of Request: 5/8K Run through the Park as in years past. Event will start @ 7:30 am. Signage will need to be installed evening prior with City logo'd truck. Either we be given a key or gates will need to be open for run and signage installation Equipment or Assistance Needed? Please describe the equipment/assistance you are requesting below if applicable. See above Insurance may be required due to the nature of the request. Only items described and approved within this use request will be permitted. If required, all appropriate insurance documentation must be on file prior to the date of the activity. Special Use Requests must be received at least two weeks prior to the event date. A fee of $25 (+tax) is required for each special use request that is processed and approved. Requests will not be valid until all fees are paid in full. ocuSigned by: D Signature of Applicant: Date: 8/16/2023 gBOF9C =OEE38473... Office Use Only ® Approved ❑ Not Approved Insurance Required ❑ General Liability Insurance Endorsement of Additionally Insured DocuSigned by: Approved by:-- 4BB45C14E65F41 B... Title: Assistant Director Date: 8/16/2023 Notes: no charge for city sponsored event Docu ftff Certificate Of Completion Envelope Id: 10B96BA64D414AE9906BDC337A7365AA Subject: Teresa Bender - City of Centerville - Special Use Request For Anoka County Parks Source Envelope: Document Pages: 1 Signatures: 2 Certificate Pages: 4 Initials: 0 AutoNav: Enabled Envelopeld Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) Record Tracking Status: Original 8/16/2023 9:29:23 AM Security Appliance Status: Connected Storage Appliance Status: Connected Signer Events Teresa Bender tbender@centervillemn.com City Clerk Security Level: Email, Account Authentication (Optional) Electronic Record and Signature Disclosure: Accepted: 7/10/2023 2758:29 PM ID: daf2b161-da99-4575-bcaf-a332e239cb3a Andy Soltvedt andy.soltvedt@co.anoka.mn.us Assistant Director Anoka County Security Level: Email, Account Authentication (Optional) Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Editor Delivery Events Agent Delivery Events Intermediary Delivery Events Certified Delivery Events Carbon Copy Events Debbie Schreiber deborah.schreiber@co.anoka.mn.us Security Level: Email, Account Authentication (Optional) Electronic Record and Signature Disclosure: Not Offered via DocuSign Holder: Andy Soltvedt Andy. Soltvedt@co.anoka.mn.us Pool: StateLocal Pool: Anoka County Signature [;�ocu5i0�ed bby: � � , Sa EEse47 q,& Signature Adoption: Pre -selected Style Using IP Address: 199.249.109.13 C B45C14E55F41B... Signature Adoption: Uploaded Signature Image Using IP Address: 156.98.106.243 Signature Status Status Status Status Status COPIED Status: Completed Envelope Originator: Andy Soltvedt Anoka County Government Center 2100 3rd Avenue Anoka, MN 55303 Andy.Soltvedt@co.anoka.mn.us IP Address: 54.209.113.95 Location: DocuSign Location: DocuSign Timestamp Sent: 8/16/2023 9:29:25 AM Viewed: 8/16/2023 9:32:43 AM Signed: 8/16/2023 9:33:31 AM Sent: 8/16/2023 9:33:32 AM Viewed: 8/16/2023 9:34:26 AM Signed: 8/16/2023 9:34:46 AM Timestamp Timestamp Timestamp Timestamp Timestamp Timestamp Sent: 8/16/2023 9:34:47 AM Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 8/16/2023 9:29:25 AM Certified Delivered Security Checked 8/16/2023 9:34:26 AM Signing Complete Security Checked 8/16/2023 9:34:46 AM Completed Security Checked 8/16/2023 9:34:47 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: 11/25/2020 7:06:28 AM Parties agreed to: Teresa Bender ELECTRONIC RECORD AND SIGNATURE DISCLOSURE The following information constitutes Anoka County's {we, us or Company) written notices or disclosures relating to your use of DocuSign in relation to Anoka County's license. 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CITY OF CENTERVILLE REQUEST Cle FOR COMMITTEE ACTION terviffe Estabhshed 1857 PARKS & RECREATION Agenda Item # Department: Requested Meeting Date: VL2 Administration/Parks & Recreation September 1, 2023 TITLE OF ISSUE: Do you support the clean up of Centerville Lake BACKGROUND AND SUPPLEMENTAL INFORMATION: The letter container in your packet was approved and forwarded by staff on behalf of the City. I the committee would like, they may desire to also forward a letter of support. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Discussion/Direction to Staff if needed. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Freiermuth Seeley F I Other (specify) Peterson Errickson-Grahek 0 Akpan Refer to: Consent Tabled Until: Regular Other: erviCCe 1880 Main Street C'entervifle, M.7V5S033 ;tl.T.b(ishnd m_,� 7 6S1-429-323,' or 7.,C651-429-8629 August 09, 2023 Re: Letter of Support for Cleanup of Centerville Lake Dear Rice Creek Watershed District, The City of Centerville is very supportive of projects to improve water clarity on Centerville Lake. City staff and residents have observed a decline in water clarity in recent years. Algae blooms are common and occasionally severe. Residents have regularly contacted the City expressing concern, and urging action. The City of Centerville views Centerville Lake as an important resource, not just for city residents and riparian landowners, but for the entire north metro region. The City has completed many stormwater management projects in recent years, to the point where limited opportunities for stormwater management remain. We understand that internal phosphorus loading is a major contributor to algae blooms. The City is very supportive of projects that address this non -regulated source of phosphorus. The City is poised to support a project that enhances one of our greatest community amenities, with the goal of delisting Centerville Lake from the litany of impared waters in Minnesota. Sincerely, Mark Statz, PE City Administrator/Engineer CITY OF CENTERVILLE REQUEST Cle FOR COMMITTEE ACTION terviffe Estabhshed 1857 PARKS & RECREATION Agenda Item # Department: Requested Meeting Date: VL3 Administration/Parks & Recreation September 1, 2023 TITLE OF ISSUE: Mr. Bruce Thompson Request for Donation - Forest Lake Area YMCA BACKGROUND AND SUPPLEMENTAL INFORMATION: This was a request received by the City and it was forwarded on to you as it may be a good idea to work cooperatively with the YMCA and have a letter of support from you if you thought this was a good idea. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Discussion/Direction to Staff if needed. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Freiermuth Seeley F I Other (specify) Peterson Errickson-Grahek 0 Akpan Refer to: Consent Tabled Until: Regular Other: BRUCE THOMPSON 1275 Mound Trail, Centerville, MN 55038 August 8, 2023 Honorable Centerville Mayor D. Love Centerville City Council members C/O Mark Statz, City Administrator (651) 485-4500 Greetings, My name is Bruce Thompson. I am writing to you in my role as a volunteer member of the Forest Lake Area YMCA Board of Directors. The purpose of this letter is to request consideration of a monetary donation to the Forest Lake Area YMCA Annual Fund. There are currently 97 contracted members of the FLA YMCA residing in Centerville. There are many more Centerville youth, families and seniors that participate in the FLA YMCA. These programs and services include sports programs, swimming lessons, the Foreverwell Senior programs, Day Camps, and the nutrition programs, to name a few. Why should the City of Centerville consider a donation to the Forest Lake Area YMCA? Well, there are several reasons: • Many other cities in our service area have partnered with the YMCA including Forest Lake, Hugo, Scandia, and North Branch. The City of Hugo is a major partner with the YMCA and contributes over $1,500 to the Annual Fund. (see attached picture of banner) • The goals of the FL YMCA align with the goals and aspirations of City government and its citizens including healthy living, safety, education, good nutrition, meal programs, and activities that promote healthy relationships. • The FLA YMCA Annual Fund provides scholarships for area residents (including Centerville residents) that otherwise cannot afford the programs offered by the Y. In 2022, over $272,500 in scholarships were awarded for Health and Wellbeing programs, swim lessons, Summer Camp, sports, and School Age Care. • One example of our many community programs includes: The FLA YMCA has partnered with the Every Meal Program (formerly the Sheridan Story) as a distribution site providing free meal bags to area residents to help families and seniors who need food assistance this summer. • The FLA YMCA serves over 3,600 area households monthly, and 1000+ area seniors each month. This year we offered free summer membership scholarships to area high school students. I would like to ask you - Mr. Mayor and City Council members - to consider a donation of $500.00 to the Forest Lake Area YMCA Annual Fund. Your donation will help fund many of the healthy and social programs members of our community have come to enjoy, and in some cases, to rely on. The Forest Lake YMCA is the leading local area nonprofit committed to helping people and their families thrive. Please consider partnering with the Y through your donation. Please feel free to contact me with any questions you may have. I look forward to the opportunity for the Forest Lake Area YMCA to partner with the City of Centerville. Yours truly, Bruce Thompson Forest Lake Area YMCA Board of Director brucetthompson@comcast.net I the ROW' Pores Rota, GROWING OUR JELCO.MN G+r� COM�1+li�iNFTY I - 1 � EVERY Purple Bag MEALTailored for Southeast Asian dietary preferences, this bag may contain items such as rice, rice noodles, coconut milk, bamboo shoots, curry paste, green beans, and mandarin oranges. -Aiq} 'p�� Blue Bag Tailored for East African dietary preferences, this bag is pork -free and may contain items such as tuna, spaghetti, black-eyed peas, corn flour, favabeans, and tomato products. Green Bag Tailored to offer the widest variety of food items, this bag may contain items such as chicken, tuna, pasta, rice, mac and cheese, chili/soup, and varied vegetables and fruits. Fellow Bap Tailored with all ready -to -eat items which require little or no preparation, this bag may contain items such as dried fruit, tuna salad, chicken salad, sunflower seeds, granola, oatmeal, and soups. Orange Bag Tailored for Latino dietary preferences, this bag may contain items such as rice, black bean pinto beans, corn flour, fideo pasta, enchilada sauce, chipotles in adobo, and diced chiles. 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 February 1, 2023 in the Council Chambers at the Centerville City Hall and live streamed at: https://northmetrotv.com/centerville-stream/. Present: Committee Member Heidi Errickson-Grahek Committee Member Kathy Freiermuth Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Ms. Teresa Bender, City Clerk Not Approved Mr. Steve King, City Council Absent: Committee Member Emem Akpan Committee Member Jessica Kubat L CALL TO ORDER Committee Chair Errickson-Grahek called the February 1, 2023 meeting of the Parks and Recreation meeting to order at 6:36 p.m. II. APPROVAL OF AGENDA Motion made by Committee Member Seeley, seconded by Committee Member Errickson-Grahek to add the following items to the agenda: VI. New Business, 6. Skate Nights 2024 and VIII. Updates/Announcements, 2.b. Skate Night - February, 2023 All in favor. Motion carried. III. APPEARANCES — NONE IV. PUBLIC HEARINGS — NONE V. UNFINISHED BUSINESS 1. 2023 — Music in the Park Contracts (B. Peterson) Committee Member Peterson stated that there would be eight scheduled events; July 13, 20, 27 and July 11, 18, 25 and August 8 and 15, 2023. He noted that there would not be performance on Fourth of July or Night to Unite (August 1, 2023). Committee Member Peterson also stated that the contracts had been forwarded to Ms. Bender for execution and once all contracts are received, marketing will commence. Committee Member Peterson requested that he have volunteers for June 20, July 11, 18 and 25, 2023 as he would not be available those dates. It was suggested that Mr. Tom Lee or Mr. Kevin Amundsen be contacted as soon as possible to ascertain their availability and willingness to volunteer any evenings that City of Centerville Parks and Recreation Meeting Minutes February 1, 2023 Mr. Peterson would be unavailable. a. Food Options — Committee Member Peterson stated that he had been in contact with Ms. Lonni Olson to determine her willingness of scheduling food trucks for the Music In The Park events this year as in previous years. Committee Member Seeley stated that a recap had been given the previous year along with suggestions for obtaining and retaining reliable vendors for the events. The item was tabled to the March meeting. VI. NEW BUSINESS Request for Use of LaMotte Park — B-Day Part, February 4, 2023 from 1-3:30 p.m. The request for use was contained in the packet for consideration. Motion made by Committee Member Peterson, seconded by Chairperson Member Errickson- Grahek to approve the use of Laurie LaMotte Memorial Park as Requested. All in favor. Motion carried. 2. Request for Use of LaMotte Park, Summer Activities — Centennial Community Education The request for use was contained in the packet for consideration. Motion made by Committee Member Seeley, seconded by Committee Member Peterson to approve the use of Laurie LaMotte Memorial Park as Requested. All in favor. Motion carried. 3. Request for Use of LaMotte Park, Centerville Elementary School Medallion Hunt, February 6-10, 2023 The request for use was contained in the packet for consideration. Motion made by Committee Member Seeley, seconded by Chairperson Errickson-Grahek to approve the use of Laurie LaMotte Memorial Park as Requested. All in favor. Motion carried. 4. Submittal of SHIP Grant — 2 Drinking Fountains (Laurie LaMotte Memorial Park & Acorn Creek Park) — Not to Exceed $22,000/Park City Clerk Bender stated that the style of hydration station was proposed by Public Works Director Palzer, was freeze resistant and cost $10,791. She stated that there would be additional installation fees for waterline, concrete work, etc. She stated that funding would come from the Maintenance or Capital Outlay funds. Motion made by Chairperson Errickson-Grahek, seconded by Committee Member Peterson to recommend to the City Council to Approve the Submittal the SHIP Application & Upon Successful Granting Purchase and Install the Fountains at the Proposed Parks. All in favor. Motion carried. 5. Submittal of SHIP Grant - Bike Repair Stand (Laurie LaMotte Memorial Park) City Clerk Bender provided the committee with a proposed bike repair stand that came with a heavy- City of Centerville Parks and Recreation Meeting Minutes February 1, 2023 duty air pump and gauge, hanger arms that fit most bikes and commonly used tools for simple maintenance of bicycles and cost $1,203. She stated that there would be additional installation fees for concrete work. She also stated that the entire cost should be covered by the grant. Motion made by Chairperson Errickson-Grahek, seconded by Committee Member Seeley to recommend to the City Council to approve the submission of this SHIP application and to approve the purchase and installation of the Bike Repair Stand. All in favor. Motion carried. 6. Skate Nights - 2024 Committee Member Seeley suggested that the dates for the 2024 events be selected to ensure equipment availability with Wargo Nature Center (snowshoes, fat tire bikes and kicksleds). Committee Member Seeley volunteered to arrange for scheduling. Motion made by Chairperson Errickson-Grahek, seconded by Committee Member Freiermuth to approve the dates of Saturday, January 13, 2024 and Friday, February 9, 2024 for the 2024 Skate Nights. All in favor. Motion carried. VII. APPROVAL OF PRIOR P & R MINUTES Motion made by Chairperson Errickson-Grahek, seconded by Committee Member Peterson to approve the minutes of the September 12, 2022 meeting with the following revisions: Pate 2, V. Unfinished Business, b. Pay for Bands — remove "what the City has been paying" & replace with "their payment"; Page 3, 5. SHIP Grants — remove "desired" & replace with "would like" on Page 4 add "P & R meeting. All in favor. Motion carried. Motion made by Chairperson Errickson-Grahek, seconded by Committee Member Peterson to approve the minutes of the October 5, 2022 meeting revisions: Pate 1, III Appearances 3`'`' paragraph change "my" to May" and delete "other" after etc. at top of Pate 4. Change spelling of "Lund" to "Lundh". All in favor. Motion carried. VIII. UPDATES/ANNOUNCEMENTS 1. Staff Updates a. Main Street Market/Bald Eagle Water Ski Club City Clerk Bender contained a staff update in the packet for the committee's review. b. Rainbow Tree Contract City Clerk Bender contained a staff update in the packet for the committee's review. C. Skate/Sled Night Flyer for February, 2023 City Clerk Bender contained a staff update in the packet for the committee's review. 2. Committee Member Updates City of Centerville Parks and Recreation Meeting Minutes February 1, 2023 a. Skate Night Recap (Jan 14, 2023) A recap was given and it was stated that there were approximately 80 individuals that participated in the event. The smores and hot cocoa were very popular with the crowd and the kids really enjoyed receiving ribbons. Committee Member Peterson will order more medals and ribbons for the February event. b. Skate Night Final Prep (February 10, 2023) It was stated that additional supplies would be needed for the February event. Committee Member Seeley would purchase additional Smore ingredients and Committee Member Freiermuth agreed to assist her in prepping them for distribution. Additional sticks/skewers are also needed for the marshmallows and Committee Member Peterson offered to obtain them. City Clerk Bender will send an email to the other P & R members to determine if they would be available to help the day/evening of this event. 3. Park funds from Amazon fees — Committee Member Errickson-Grahek Committee Member Errickson-Grahek informed the Committee Members that there are funds available from the fees collected from Amazon that could be used to purchase ADA equipment. Committee Member Freiermuth is the member who has been investigating types of equipment, cost, placement, etc. and has been working with Public Works Director Palzer, presenting him information as received. This item would be placed on the March Agenda for additional discussion. 4. City Council Liaison Council Member King stated that there has been some interest in Block 7 and that the committee should review the Administrator's Report on a regular basis. He stated that if anyone had any questions he would be happy to address them. VII. ACTION ITEMS STATUS/UPDATE City Staff would update the Action Items List. VIII. ADJOURNMENT Motion made by Committee Member Peterson, seconded by Chairperson Errickson-Grahek to adiourn the February 1, 2023 P & R meeting at 8:12 pm. All in favor. Motion carried. Original transcription: submitted by Linda Neudecker, Recorder Modified transcription: submitted by Teresa Bender, City Clerk 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 March 1, 2023, in the Council Chambers at the Centerville City Hall and live streamed at: https://northmetrotv.com/channel-15-live-stream. Present: Committee Member Emem Akpan Committee Member Heidi Errickson-Grahek Committee Member Kathy Freiermuth Committee Member Brian Peterson Not Approved Committee Member Suzanne Seeley Also Present: Ms. Teresa Bender, City Clerk Mr. Mark Statz, City Administrator Mr. Steve King, City Council Liaison (Alternate) Absent: Committee Member Jessica Kubat Michelle Lakso, City Council Liaison I. CALL TO ORDER Committee Chair Errickson-Grahek called the March 1, 2023, meeting to order at 6:38 p.m. II. APPROVAL OF AGENDA Motion made by Committee Member Peterson, seconded by Committee Member Freiermuth to add the following item to the agenda: VI. New Business, Item #3., 2023 Sprint Clean Up Day and Item #4., Banners and Table Covering. All in favor. Motion carried. III. APPEARANCES — Ms. Nissa Larson & City Administrator, Mark Statz Ms. Nissa Larson, Race Coordinator, was unable to attend the evenings' meeting, but would like more direction from the Committee Members regarding the 2023 runs and the Paddle event. Mr. Statz shared several ideas for gaining participation associated with the runs and the paddle event with the potential for reinvigorating the events (i.e., combining the events into something similar to a triathlon, adding a brewery offering free samples at the events, adding sponsors, changing the dates, etc.) Brief discussion ensued regarding the possibility of ascertaining public input through a survey regarding the events. Administrator Statz stated that planning would need to take place soon to modify dates or event combination. IV. PUBLIC HEARINGS — NONE V. UNFINISHED BUSINESS 1. 2023 — Music in the Park — Committee Member Peterson City of Centerville Parks and Recreation Meeting Minutes March 1, 2023 Committee Member Peterson reported on the following: a. Contracts: He stated that five bands have committed to playing which leaves three dates available for filling. He asked the committee to increase its Music in the Park line -item budget due to the lack of increases provided to repeat bands for several years and to coincide with the size of a group/members. He stated that typically, bands have been receiving approximately $300- $350/performance. He stated that some performers may be one to three individuals, but in the case of the Star of the North Jazz Orchestra, which has committed to the week of Fete des Lacs, they have 18 performers/members. He stated that in previous years', the city has paid them $500 or equating to approximately $27/performer rather than paying them $1,200 or equating to $67/performer. Brief discussion ensued regarding seeking donations to offset the costs. b. Equipment: He stated that the equipment that he is recommending would cost approximately $1,200-1,400 rather than a mixer similar to just replacing the existing mixer of a value of approximately $900. He stated that he has been working with Mr. Dean LaValle who has recommended the mixer of choice, which has a LED screen and interface. He stated that speakers may need to be updated/replaced, which would add additional costs. Discussion ensued regarding the uses of the equipment (i.e., the Fete des Lacs parade, 5/8K Run, Movie in the Park, Skate Night, etc.). Committee Member Peterson stated that volunteers/Committee members could also be trained on the equipment. C. Food Options: He stated that volunteer Ms. Lonni Olson's schedule did not allow for managing the food trucks for the event. Discussion took place regarding continuing to have a variety of food offerings/trucks, alternating between them, having one vendor (Carbone's) at all of the events, selling of pre -packaged food items, the committee providing free items, etc. Brief discussion took place regarding attendance of approximately 80-100 people per event and not a large enough draw for food trucks/vendors and the possibility of providing vendors with a fee upfront guaranteeing the a dollar amount earned from the event. 2. ADA Equipment/Amazon Trees — Committee Member Freiermuth Administrator Statz stated that in lieu of some of the required plantings per the developer's agreement for Amazon, the City accepted a donation on behalf of the Parks & Recreation Committee of $138,600. After an evaluation, Public Works Director Palzer stated that several parks needed equipment updates, due to age and maintenance. He suggested that several vendors should be invited to provide proposals for additional equipment. There was discussion regarding the addition of some ADA equipment in several parks, with the potential of an all-inclusive park, including further evaluations to be completed of parks sites, including ease of installation, path accessibility and parking. Some parks mentioned were Laurie LaMotte Memorial Park, Acorn Creek Park and Tracie Joy McBride Memorial Park. The Committee Members would like Committee Member Freiermuth and Mr. Palzer to continue to work on ADA equipment needs/desires. VI. NEW BUSINESS a. 2023 5/8K Run & Paddle des Lacs It was stated that the committee could assist in providing canoes, kayaks, paddle boards, etc. for those who did not have access to them. Page 2 of 4 City of Centerville Parks and Recreation Meeting Minutes March 1, 2023 b. Special Event Permit Application — Shake Your Shamrock Run Motion was made by Chairperson Errickson-Grahek, seconded by Committee Member Akpan to recommend to the City Council to approve the Special Event Permit Application, once signed, that Midwest Multisport Races works cooperatively with the PD & FD and subiect to an Approved Anoka County Rice Creek Chain of Lakes Usage Permit, to be held on March 18, 2023 from 9:00 am to Noon. All in favor. Motion carried. C. 2023 Spring Clean Up Day/Earth Day This event will be scheduled for Saturday, April 21, 2023 starting at 9 am with individuals meeting at City Hall and then disbursing from there. In addition, a separate clean up would be coordinated for Eagle Park to assist with removing debris from the prior tree removal. d. P & R Banners/Table Coverings City Clerk Bender provided information regarding the purchase of banners/table covering options that could be utilized for such events as Trunk or Treat, Main Street Market, etc. VIL APPROVAL OF P & R MINUTES - NONE VIII. UPDATES/ANNOUNCEMENTS 1. Staff Updates a. Main Street Market: Currently there are 8 returning vendors registered - with 1 new vendor. Pre -registration has ended for past vendors and registration will commence for additional vendors. Information is on the City's website. Planning needs to be completed for both Kids and Pet themed events. b. 2023 Fete des Lacs Logo Contest: The contest will run from March 13, 2023 through May 5, 2023. The contest is open to the students at Centerville Elementary and the Centennial Middle School. There will be a 1st 2nd and Honorable Mention awards for both schools. In addition, the two 1st place logos be featured on event t-shirts, in the newspapers and on social media similar to previous years. The theme has yet to be determined. Additional volunteers were needed for judging and Committee Members Akpan and Freiermuth volunteered. C. State of the City: It was stated that each Committee Member would be receiving an invitation to this event. d. Downtown Study: Each Committee Member was encouraged to complete this survey on the City Website by March 24, 2023. 2. Committee Member Updates a. Skate Night Recap (Feb 10, 2023) Committee Members Seeley and Chairperson Errickson-Grahek were the volunteers on duty at the February Skate Night. They reported that it was a very cold night, but between 80 to 100 brave souls were in attendance. It was reported that the equipment Page 3 of 4 City of Centerville Parks and Recreation Meeting Minutes March 1, 2023 provided by Wargo Nature Center was a huge plus. 3. Council Liaison Report Council Liaison King reported that Lucas Wiborg, Curtis Ventures, LLC requested and was granted a reduction in Park Dedication Fees that were charged on the abutting vacant lot being leased by American Roofing. He stated that they were originally charged $5,850.75 but were to be refunded $3,850.75. He also stated that the Administrator's Report was a great place for Committee Members to stay abreast of pertinent events, developments, etc. happening within the city. VII. ACTION ITEMS STATUS/UPDATE City Staff will now be updating the Action Items Listing prior to the monthly meetings. VIIL ADJOURNMENT Motion made by Committee Member Peterson, seconded by Chairperson Errickson-Grahek to adiourn the March 1, 2023 P & R meeting at 8:49 pm. All in favor. Motion carried. Original transcription: submitted by Linda Neudecker, Recorder Modified transcription: submitted by Teresa Bender, City Clerk Page 4 of 4 CITY OF CENTERVILLE REQUEST Cle FOR COMMITTEE ACTION terviffe Estabhshed 1857 PARKS & RECREATION Agenda Item # Department: Requested Meeting Date: VIII.1 Administration/Parks & Recreation September 1, 2023 TITLE OF ISSUE: Staff Update BACKGROUND AND SUPPLEMENTAL INFORMATION: Trunk or Treat event: PD & FD have confirmed along with City Snowplow. Facepainter Linda has also been confirmed. Tinkets have been purchased and early marketing has been enclosed in the City newsletter and Administrator's Report. Chair Errickson Grahek will provide an update regarding the City's Economic Development Committee involvement. The bench was purchased on Monday, August 28 with a 45 day shipping time. It will be installed shortly thereafter. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED ACTION: Discussion/Direction to Staff if needed. For Clerk's Use: SUPPORTED DOCUMENTS ATTACHED Motion By: Resolution Ordinance Contract Minutes Plan Map Second By: Vote Record: Aye Nay 0 Freiermuth Seeley Other (specify) Peterson Errickson-Grahek 0 Akpan Refer to: Consent Tabled Until: Regular Other: PARK FACILITY PERMIT APPLICATION 1. Name/Address/Phone Number of Individual or Organization responsible for making this application: Chris Otto Name 651-274-7729 Telephone Number 1836 Old Mill Court Address Centerville, MN 55038 City, State & Zip 2. Please describe your event/activity and identify the specific facility/field within the park you wish to use along with what you are asking from the City: We would like to use the athletic field at Acorn Creek Park for flag football practice on Wed. and Thurs. from 6pm-7pm starting the week of Aug 28th through mid Oct. 4. 7 What is the number of people that are involved in your event/activity? 15-20 What City facilities do you wish to use Acorn Creek Park X Laurie LaMotte Memorial Park _ (Lighting & Warming House) An adult may be requested to take responsibility to lock & unlock restrooms Cornerstone Park Tracie McBride Memorial Park Eagle Park Hidden Spring Park Trailside Park Royal Meadows Park City Hall Please list the date or dates and times you propose to use the facilities: Wed. & Thurs. from 6pm - 7pm starting the week of Aug 28th through mid Oct. Is anyone charged a fee to watch or participate in your event? No Have you used these facilities before? Yes If so, when? my kids play on the plavaound frequently. Are you requesting additional permits or City services? Yes X No (i. e., Road Closure(s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or porta potties, Park Buildings) Please describe Depending upon the nature of your event, or if you are requesting City services, you may be required complete a different application and/or make a deposit to cover city costs. Chris Otto Printed Name of Person Signing ChrisOyyO Digi1311y 5k2-d by ChMOft Otto Date: 2073.08.23 12:25,24-d5'✓)0' 8/23/2023 Date Signature ■rrrr�rrrr�rrrrrrrrrrrrrrrrr■■rrrrrr�rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr■ Office Use Only Permit approved by: . Deposit required: $ Date: Receipt # Form number: 2013.01 PU r. terviffe LvtaG` OW 1&si CITY OF CENTERVILLE PARKS, TRAILS, AND RECREATION DONATION AND MEMORIAL APPLICATION Name of Donor: .' �/�/J/ 4�yd IX7 -7�9,V CC, Address of Donor: Phone Number: Email: F ��% S`2 ' Description of Donation: _ EEC Desired Location of Donation: ` { 3� Projected Required Maintenance, if known: Wording on Memorial Acknowledgement (if any): Monetary Amount of Donation: r' le O6J If space is limited above, include necessary information in an attached letter describing the donation and how the proposed donation meets the applicable criteria outlined in the City Parks, Trails, and Recreation Donation and Memorial Policy. / rl �/ Donor: �� Date: DONALD F QUAINTANCE 17-2/910 1631 WILLIAM BROWN-QUAINTANCE BERTHA M JOHNSON -/.� Z 6954 DUPRE RD. CENTERVILLE, MN 55038-8786 Dale --- p I PAY TO THE�7 f %% ecr -- �� � Gr/�✓� � �`�C7 " Gtf �'� Dollars F R c ive ban. A Memo NP aw LOOK FOR FRAUD -DETERRING FEATURES INCLUDING THE SECURITY SOUAFE AND HEAT -REACTIVE INK, DETAILS ON BACK. - -n cmo o 0 (mom En c� �] m -0o 7q, ac o O c v IS CD n Q N W T (p N O N W _ � n S n X W (D co IQ Ch :y Z W > D O � C Q Z 0 0 Pik ca N C. 3 U +- >, � cm O � O D s �CD O L T r ci � N � C O i .— Q o2 o� o o� � -4 O } U 0 O 0 (1) o t� 4• ti • . d4 !r �. .4P .06 7 �� �• yid f I �r � �f i .�1� � � i �4 P n LO m Ln M - O Q (1) N A Ln CL cq F i O O O LL 00 P m E O U a1 4a w E m cn A O U 8/18/2023 — Thank you Dan Schmitz for your wonderful work!