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HomeMy WebLinkAbout2024-04-03 P & R Minutes - Approved dApprove CITY OF CENTERVILLE PARKS & RECREATION COMMITTEE MEETING MINUTES Pursuant to due call and notice thereof, the City of Centerville’s Parks & Recreation Committee held a regularly scheduled meeting on Wednesday, April 3, 2024, at 6:30 p.m. in Council Chambers at the Centerville City Hall. The Regularly Scheduled Meeting was live streamed at: https://northmetrotv.com/channel-15-live-stream. I. CALL TO ORDER Chair Errickson-Grahek called the regularly scheduled meeting of the Parks & Recreation Committee, to order at 6:32 p.m. 1. OATH OF OFFICE – MS. Katya Port Ms. Katya Port was duly sworn in as a member of the Parks and Recreation Committee. 2. ROLL CALL Present: Chairperson Heidi Errickson-Grahek Committee Member Kathy Freiermuth Committee Member Ashley Fuchs Committee Member Brian Peterson (Arrived at 6:53 p.m.) Committee Member Katya Port Committee Member Suzanne Seeley Also Present: City Clerk, Ms. Teresa Bender City Council Liaison, Mr. Terry Sweeney Absent: Committee Member Emem Akpan II. APPROVAL OF AGENDA Motion by Committee Member Fuchs, seconded by Chairperson Errickson-Grahek, to adjust the order of items under New Business to Allow for Committee Member Petersons arrival. All in favor. Motion carried. III. APPEARANCES – City Attorney Kurt Glaser, Open Meeting Law City Attorney, Kurt Glaser, presented guidelines on maintaining compliance with the “Open Meeting Law”. Being transparent is essential; all city business must be conducted at meetings that have been posted as open to the public. Do not speak about any city business outside of sanctioned meetings; if there is a quorum of 4 out of the 7 committee members meeting outside of City Hall, i.e. meeting for lunch to discuss city issues, it must be open to the public with notification via the City of Centerville Parks & Recreation Meeting Minutes April 3, 2024 City prior to said event. Sub Committee members may have a maximum of 3 members that may meet outside of City Hall without violating the law. The best ways to remain compliant are to use city email for all city business; nothing via personal email. Go through city staff to have them post/notify any event or meeting where there might be a quorum. Everything must be in the public eye as the public has a right to know what is going on inside their government. A guide from the League of Minnesota Cities was given to each committee member which includes additional specifics regarding the law. IV. PUBLIC HEARINGS 1. None V. UNFINISHED BUSINESS 1. 2024 Strategic Planning and Capital Improvement Projects (CIP) Staff included information from a previous meeting regarding the 2024 Strategic Planning and Capital Improvement Projects to spark discussion and forward-thinking for planning and budgeting purposes. This information contained projects that could be added to existing parks, replacement of equipment and new amenities, along with estimates for achieving these projects. a. Town Hall Open House Update and Ranked Community Priorities Chair Errickson-Grahek provided an update of the Town Hall Open House held on March 25, 2024, for the purpose of providing information to the public regarding projects, finance/budget, Community Priorities and Pelco. She stated that approximately 30-35 residents participated along with 2 youths. Chair Errickson- Grahek, Committee Member Peterson and City Clerk Bender attended this event to answer questions. She reported that the Community Priorities survey results were as follows: Community Center, Veterans Memorial/First Responders Memorial, Warming House Replacement w/Concessions, etc. Discussion ensued regarding further surveys during the summer events and having a survey for residents and a separate survey for non-residents. In addition, there are the two projects that have been started and need to finish: the tree project throughout the parks and the selection and replacement of ADA playground equipment. 2. Rainbow Tree Care Contract Extension Rainbow Tree Care has submitted an extension, upon City staff’s request, to become the City’s preferred Emerald Ash Borer provider to the residents of Centerville, for 2024 - 2025. They have requested an increase of .55 for treatment per diameter and requested modifying language in the “Guarantee Section”. Page 2 of 5 City of Centerville Parks & Recreation Meeting Minutes April 3, 2024 There are no fees to the City and it will be a separate contract with the property owners. They will provide diagnostic services and recommendations for privately owned trees. They will also provide two mailings annually, assisting in education and their services to residents. Motion by Chairperson Errickson-Grahek, seconded by Committee Member Freiermuth to recommend to City Council to grant the extension of the contract with Rainbow Tree Care to be the City’s preferred contractor associated with Emerald Ash Borer Diagnostic & Treatment Provider. All in favor. Motion carried. VI. NEW BUSINESS - 1. Music in the Park – Budget Committee Member Peterson stated that he is attempting to incorporate a combination of returning performers and new performers along with being competitive in securing their services. The budget line item was $4,500 which included the ASCAP licensing fee of $500. It was stated that the line item could be exceeded if needed as there were other line items that could absorb the shortage if needed. He reported that all dates are secured except one. 2. SESAC Licensing Staff reported that recently they were contacted by a representative of SESAC, a firm that is similar to ASCAP and provides organizations with the ability to play copyrighted music of performers. Staff also reported that there were three main licensing services: ASCAP, BMI and SESAC. It was stated that the City currently holds licensing with ASCAP and some of the music that is being played by Music In the Park performers may not be covered by this licensing and that it would tedious for staff or volunteers to obtain playlists from all performers to research which licensing agency would be utilized for the lyrics to be law abiding. Discussion ensued regarding the fee that licensing would cost for SESAC ($581), that BMI had not been contacted for their fee, fines for non-compliance, contacting other communities to ascertain their practices and tabling the item for additional information. 3. Parks Cleanup Staff reported that the Centennial Little League had scheduled their annual Park Cleanup Date as Aprill 22 with a rain date of April 23, 2024, for Laurie LaMotte Park. Committee Member Peterson stated that the Scouts would like to assist with the Committee’s Cleanup Day and that they would be available on April 27, 2024, to assist if that was the date chosen by the Committee. The Committee determined April 27, 2024, to be their Annual Park Cleanup Day with volunteers gathering at City Hall by 9 a.m. and disbursing throughout the community cleaning up the local parks. Page 3 of 5 City of Centerville Parks & Recreation Meeting Minutes April 3, 2024 Centennial Little League completed Laurie LaMotte Memorial Park on April 22, 2024. Committee Member Seeley completed Royal Meadows and Acorn Creek on April 25, 2024. Committee Members Port, Errickson-Grahek, Fuchs and Peterson also assisted on April 27, 2024, along with many members of the Scouts BSA Troop 136 and Cub Scout Pack 432. Three additional members of the public also assisted: Doug & Elizabeth Strom and Devin Grahek. 4. Kayak/Paddleboard Rental Kiosk – Whenever Watersports Staff stated that they had been approached by Whenever Watersports to consider a Kayak/Paddleboard Rental Kiosk opportunity. Staff previously reported that the fee would be $9,999 for a 5-year contract, with 20% of the funds being returned to the City to offset the costs. Staff also reported that staff has discussed potential insurance liability but has not taken the opportunity to speak with the Ski Club to request use of their existing dock or if the location of an additional dock would pose issues. Discussion ensued regarding the logistics of which park would be best suited for such services, Trailside or Hidden Springs, checking with Wargo to determine if they could provide similar equipment, services, and associated costs, to visit other parks where the kiosks are installed and requesting an extension of the offer to May. The Items was tabled. 5. Park Facility Permit Application Staff reported that this is an annual event, of the Lino Lakes Scout Rocket Launch without incident in the past. It was stated that they have been excellent stewards of the park in the past. Motion by Chairperson Errickson-Grahek, seconded by Committee Member Peterson to recommend to the City Council to approve the Park Facility Usage Application as submitted by Pack 232 of Lino Lakes, for the Annual Scout Rocket Launch at Laurie LaMotte Memorial Park, on May 4, 2024, or May 11, 2024, (rain date), subject to the Public Work’s Directors approval regarding turf conditions. All in favor. Motion carried. 6. BWSR – Grant Staff stated that the Minnesota Board of Water and Soil Resources (BWSR) was accepting applications for two initiatives that protect pollinators by funding new habitat projects in communities across MN. The deadline to apply is the end of June. Motion by Committee Member Fuchs, seconded by Committee Member Freiermuth to recommend to City Council that they allow staff to submit an application for the Grant associated with Pollinator Gardens. All in favor. Motion carried. VII. APPROVAL OF MINUTES 1. March 6, 2023, Work Session & Meeting Minutes Page 4 of 5 City of Centerville Parks & Recreation Meeting Minutes April 3, 2024 Motion by Committee Member Seeley, seconded by Chairperson Errickson-Grahek to approve the March 6, 2024, the minutes of the Work Session and Regular Meeting as presented. All in favor. Motion carried. VIII. UPDATES/ANNOUNCEMENTS 1. Staff Updates – Ms. Teresa Bender, City Clerk Staff reported that the Quad Area Chamber of Commerce was planning their Winter Fest, for the week of February 12, 2025, and was wondering if the Committee was interested in partnering with them for the February Skate Night or an alternative event if weather did not allow for skating/sledding. Chairperson Errickson-Grahek asked that each member think about some alternate ideas for events or activities if the weather was not conducive to holding Skate/Sled Night in February, 2025. The dates were then selected for both Skate Night dates: Saturday, February 15, 2025, was selected ndst for the 2 Skate Night and the 1 Skate Night would be Friday, January 10, 2025, with a backup date of January 17, 2025. 2. Committee Member Update Logo Contest - Committee Member Akpan was not available to give an update on this activity. 3. Council Liaison Update Council Liaison Sweeney provided a brief update of the Town Hall-Open House meeting and stated that amendments were being completed on the City’s Personnel Policy, that the Lion were taking over many of the Fete des Lacs events, City Code amendments, replacing the Public Works boiler, Centerville Lake Alum treatment and a Smart Irrigation Controller Program that may be taking place in the summer. IX. ADJOURNMENT Motion by Committee Member Peterson, seconded by Committee Member Seeley to adjourn the March 6, 2024, Parks & Recreation Committee Meeting at 8:13 p.m. All in favor. Motion carried. Original transcription: submitted by Linda Neudecker, Recorder Reviewed and modified by City Clerk, Teresa Bender Page 5 of 5