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HomeMy WebLinkAbout2024-08-07 P & R Minutes - Approved Approved 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 Work Session at 6:15 p.m., followed by the Regularly Scheduled Meeting at 6:30 p.m. on Wednesday, August 7, 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. WORK SESSION I. CALL TO ORDER Chairperson Errickson-Grahek called this special work session to order at 6:15pm 1. Roll Call Present: Chairperson Heidi Errickson-Grahek Committee Member Emem Akpan Committee Member Ashley Fuchs Committee Member Brian Peterson Committee Member Katya Port Also Present: City Clerk, Ms. Teresa Bender City Administrator, Mr. Mark Statz Public Works Director, Mr. Paul Palzer Absent: Committee Member Kathy Freiermuth City Council Liaison, Mr. Terry Sweeney II. ITEMS OF DISCUSSION 1. Candidate Interview – Deanna Loomis An interview was conducted by the members present using a round robin format asking the candidate a predetermined list of questions. Ms. Loomis, introduced herself to the Committee and provided answers to the Committee to the questions that were asked of her. She provided a brief background of her qualifications and desires for serving the community. III. ADJOURNMENT Chairperson Errickson-Grahek closed the Work Session at 6:30 p.m. City of Centerville Park and Recreation Committee Meeting Minutes August 7, 2024 MEETING I. CALL TO ORDER Chair Errickson-Grahek called the Regularly Scheduled meeting of the Parks & Recreation Committee, to order on August 7, 2024, at 6:30 p.m. 1. Roll Call Present: Chairperson Heidi Errickson-Grahek Committee Member Emem Akpan Committee Member Kathy Freiermuth (Arrived at 6:40 p.m.) Committee Member Ashley Fuchs Committee Member Brian Peterson Committee Member Katya Port Also Present: City Clerk, Ms. Teresa Bender City Administrator, Mr. Mark Statz Public Works Director, Mr. Paul Palzer Absent: City Council Liaison, Mr. Terry Sweeney II. APPROVAL OF AGENDA Motion by Committee Member Peterson, seconded by Chairperson Errickson-Grahek, to add the following agenda items under III. Awards/Presentations/Appearances, Mr. Luke Peterson, Eagle Scout Project and under VIII. Announcements, 2. Movie in the Park and to approve the agenda as amended. All in favor. Motion carried. III. AWARDS/PRESENTATIONS/APPEARANCES 1. Mr. Luke Peterson, Eagle Scout Project Mr. Peterson provided an update of his Eagle Scout Project and provided a copy of the criteria of the program. He stated that it was a two-part project involving a survey of park users and evaluations of park equipment along with usage. He stated that he would also survey users as to most popular activities and equipment that are utilized. He stated that surveys were completed at Music in the Park on August 6 for half an hour and that they would be at Main Street Market on August 8 and again at the last Music in the Park of the season. He stated that evaluations would be completed at parks determining usage during certain days and times of the week. He reported that eight sessions were planned lasting two hours each. Discussion ensued regarding completing a trail usage survey, such a survey not meeting criteria of the project and Mr. Peterson was thanked for his update. Page 2 of 6 City of Centerville Park and Recreation Committee Meeting Minutes August 7, 2024 IV. COMMITTEE BUSINESS (UNFINISHED) 1. Additional Volleyball Court – Laurie LaMotte Memorial Park An estimate had been received from R.J.’s Property Maintenance for the installation of an additional 50’ x 80’ sand volleyball court, in the amount of $44,500. a. Citizen Request for Volleyball Court at Acorn Creek Park This item was not addressed. 2. Cornerstone Park – Public Art Information was contained in the Committee’s packet regarding several models of a Fiore Tree for installation in Cornerstone Park. The larger model, 7-Pot Grande is priced at $19,500. Information was contained in the Committee’s packet regarding a bust of Francios LaMotte, one of the first settlers to Centerville, for a cost of $18,800 with an 8” x 10” plaque for $1,070. The above stated items were tabled to allow for in depth discussion of Playground Equipment Replacement Plan (Item #2., under Committee Business (New). V. NEW BUSINESS 1. Recommendation to City Council Appointment of Committee Member Motion by Chairperson Errickson-Grahek, seconded by Committee Member Fuchs to recommend to City Council Appointment of Ms. Deanne Loomis as a member of the Parks & Recreation Committee. All in favor. Motion carried. 2. Park Playground Equipment Replacement Plan A Playground Equipment Major Repair & Capital Replacement Plan was presented by Administrator Statz to the committee. The current playground equipment was installed in the following five (5) parks during the following years: Eagle, 1996; Acorn Creek, 1999; Royal Meadows, 2000; Laurie LaMotte Memorial, 2006 and Tracie Joy McBride Memorial, 2008. He reviewed what types of equipment, the ages of users & the condition of the equipment within the “playground boundaries”. The funds for the repair and replacement of playground equipment within these parks will be utilized from the Capital Replacement Fund which is used to replace/repair capital assets. The schedule for replacing and making major repairs to the equipment has been revised as follows: PARK SCHEDULE FOR REPAIR/REPLACEMENT COST Eagle Replacement - from 2026 to 2035 (based on good current condition) $200,000 Page 3 of 6 City of Centerville Park and Recreation Committee Meeting Minutes August 7, 2024 Acorn Creek Replacement - from 2029 to 2040 $430,000 Acorn Creek Major Repairs – scheduled for 2025 (replacement of all decking) $45,000 Royal Meadows Replacement – from 2030 to 2025 $170,000 Laurie LaMotte Replacement – scheduled for 2030 $300.000 Tracie McBride Replacement – from 2032 to 2035 $320,000 McBride Major Repairs – replacements of major parts completed in 2021) <7,000> This amount is based on 2024 costs-does not include inflation. $1,420.000 It was suggested to budget a specific annual amount for annual repairs, painting and other maintenance/upkeep of the playground equipment in these parks. Motion made by Committee Member Peterson, seconded by Committee Member Akpan to recommend to City Council the Approval of the proposed Park Playground Equipment Major Repair & Capital Replacement Plan as submitted and to find a way to accelerate the schedule, which the committee members would greatly appreciate. Committee Member Port (nay), 5/1. Motion carried. a. Fall Zone Additional/Replacement Intervals – Rubber, Wood Chips, Sand Public Works Director Palzer gave an update on the addition/replacement of materials in the “fall zones” of the playgrounds. Rubber mulch was replaced in some areas this year at LaMotte with wood chip replacement routinely being completed about every 3 years. He stated that once the ground dries out and a semitruck can unload the wood chips, the wood chips will be added to the fall zones in the other parks. Mr. Palzer also stated that the standards have been revised regarding increasing the depth of the materials for the fall zones for ages 3 & up and a smooth surface for ages 2 & under. Currently, these are recommendations. 3. Park Dedication Fund/Adaptive Play Equipment City Administrator Statz reviewed the Park Dedication Fund ($419,000) could be used to purchase new Adaptive Play Equipment. The funding for the Park Dedication Fund comes from the park fees of $3,000 per lot, paid by developers. Additional funding could come from various grants and donations. There is also a balance of $450,000 from an unpaid loan from the sewer fund. Currently, three pieces of playground equipment have been identified as possible candidates for inclusion in one or more of the parks plus there is interest in an ADA wheelchair swing. It was suggested that the committee members: a. Set a budget for the pieces of adaptive equipment they are interested in installing in 2025 and request proposals for those pieces, including a wheelchair swing. b. Determine if all pieces will be in one park or split between several parks. c. Once the pieces are selected, the order should be placed this fall. d. Research and apply for grants. Installation of new equipment and repairs/parts replacement to existing equipment will commence in Spring, 2025. Page 4 of 6 City of Centerville Park and Recreation Committee Meeting Minutes August 7, 2024 Additional suggestions are to place a piece of art or a fountain in Cornerstone Park @ $80,000 and adding Disc Golf around the perimeter of Laurie LaMotte Memorial Park at an approximate cost of $5,000. Obtaining a grant would help with these costs. 4. Parks Facility Permit Application Motion by Committee Member Peterson, seconded by Chairperson Errickson-Grahek to recommend to City Council Approval of the submitted Park Facility Permit. All in favor. Motion carried. 5. Appointment of Vice-Chair Chairperson Errickson-Grahek asked if there were any interested candidates and Committee Member Port asked about the requirements and stated that she was interested but wanted additional time to think about it. This item was tabled to the September meeting. VI. APPROVAL OF MINUTES 1. Approval of June 5, 2024, Meeting Minutes Motion by Committee Member Peterson, seconded by Chairperson Errickson-Grahek to approve the minutes of the June 5, 2024 meeting as presented. All in favor. Motion carried. VII. UPDATES/ANNOUNCEMENTS 1. Staff Updates – Ms. Teresa Bender, City Clerk a. 5K/8K/Kids Runs Race Coordinator, Nissa Larson, provided the statistics for the event; there were 145 participants in total, compared to 118 in 2023. There were 28-8K runners, 70-5K runners and 50-Kid runners. Revenue: $1,825+$205 = $2,030. Expenditure per contract: $1,978.25. Appreciation to Nissa and the volunteers who made this event happen. b. Hydration Station Installation @ Acorn Park The installation of the Hydration Station in Acorn Park has been completed. c. Main Street Market Additional volunteers are needed for the remainder of the event, including for Kids Night. d. Trunk or Treat 2024 th This event is scheduled for October 26. Volunteers are needed. Page 5 of 6 City of Centerville Park and Recreation Committee Meeting Minutes August 7, 2024 e. Park Maintenance Equipment at Acorn Creek Park was evaluated and items that need touchup were touched up. f. Park Facility Permit Application An application was received from Ms. Cori Sendle in July, to request the use of Laurie LaMotte Memorial Park fields for ISD 12 Youth Soccer, from July 15 through August 12, from 5:00 pm to 7:15 pm. Approval of this application was granted by Staff. 2. Committee Member Updates a. Music in the Park – Committee Member Peterson This event wrapped up on August 6. It was another successful year with good attendance and bands were of quality. Committee Member Peterson is considering adding performances to fill the Tuesdays in the month of August for 2025, depending on the budget. b. Movie in the Park – Committee Member Peterson This annual event is scheduled to begin at dusk on Saturday, September 14, with a rain date to be determined. Movie and concessions will be setup at 5:00 to 6:00 pm and volunteers will be needed for set-up and during the movie. Committee Member Peterson is asking for suggestions for movie title selections and to contact him with any ideas; he also will continue his research for an appropriate movie. The fee of $475 is a licensing fee to show the movie to the public. A copy of the movie will be purchased and given as a prize to an attendee. 3. Council Liaison Update – Mr. Terry Sweeney No report was given due to his absence. VIII. ADJOURNMENT Motion by Committee Member Akpan, seconded by Committee Member Peterson to adjourn the August 7, 2024 Meeting at 9:16 p.m. All in favor. Motion carried. Original transcription: Submitted by Linda Neudecker, Recorder Reviewed & modified by: Teresa Bender, City Clerk Page 6 of 6