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HomeMy WebLinkAbout2008-01-02 P & R Packet CITY OF CENTERVILLE PARKS AND RECREATION AGENDA Wednesday, January 2, 2008 - 6:30 P.M. I. CALL TO ORDER 1. Roll Call II. SET AGENDA III. APPEARANCES IV. CONSIDERATION OF MINUTES 1. December 5,2007 Parks and Recreation Committee Meeting Minutes v. COMMITTEE BUSINESS 1. Swearing in of Committee Member Patrick Branch 2. Tracie McBride Memorial Park Renovations 3. Park Rules 4. Summer Programs 5. Kelly-Miller Circus VI. UPDATES VII. ADJOURNMENT Parks & Recreation Committee Meeting Minutes December 5, 2007 P ARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, December 5, 2007 - 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held the regularly scheduled Wednesday, December 5, 2007 meeting at City Hall, 1880 Main Street. Present: Chairperson Suzanne Seeley Vice-Chairperson Kevin Amundsen Committee Member Kevin Selander M[Ji)@~~[J@w@@1 Absent: Committee Member Lori Harris Council: Council Liaison Tom Lee Staff: Mr. Dallas Larson, City Administrator Mr. Paul Palzer, Public Works Director Ms. Kim Stephan, Staff Liaison I. CALL TO ORDER 1. RoD Call Chairperson Seeley called the December 5, 2007 Parks & Recreation Committee Meeting to order at 6:38 p.m. II. SET AGENDA Chairperson Seeley requested adding the following items under updates; a certificate of appreciation to previous Committee Member Darrin Mosher, an update on Hidden Spring Park, stump removal for Eagle Park and a discussion of the fmancials. Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Selander to set the December 5, 2007 Parks & Recreation Committee Agenda with the above additions. AU in favor. Motion earried unanimously. III. APPEARANCES Mr. DaUas Larson & Mr. Paul Palzer -Tracie McBride Memorial Park Renovations Chairperson Seeley requested fmancial information from the Finance Director which was included in the packet and discussed. Chairperson Seeley questioned why the maintenance 10f5 Parks & Recreation Committee Meeting Minutes December 5,2007 section of the fmancials wasn't shown on the reports and whether that was funding which the committee needed to request or is it allocated yearly without a request from the committee? Mr. Larson said it was an amount that was allocated within the budget without it being requested. The committee would like it shown as a line item on the fmancials for future reference. Vice-Chairperson Amundsen asked whether money was still being held for the remaining work at Hidden Spring Park to which Mr. Larson replied that there was, though he was not certain of the amount. In looking at the fmal total of what Hidden Spring Park cost compared to what the original projection amount was, the committee expressed concern at the dollar amount as well as the end result not being what they had anticipated. The committee is hopeful the remaining issues will be resolved in the spring. At the November 7, 2007 meeting the committee reviewed the proposals presented for renovating Tracie McBride Memorial Park, the budget, and the cost of replacing equipment compared to repairing existing equipment. The committee concluded it would be more cost effective to save the existing structure, fix safety issues and add equipment as funding is available. Mr. Larson and Mr. Palzer presented the committee with these options at the December 5,2007 meeting. The existing play structure at Tracie McBride Memorial Park was originally purchased from E.F. Anderson who provided a proposal to the City to remove the existing spyrol slide, pipe tunnel climber and slide hood, replacing with new components and hauling away the parts and concrete spoils with a quote of $8,018.39. There may be an additional replacement dome part needed that is not included in the estimate and an additional approximate $800 in staff labor time to remove the sand and border. The contractor or Public Works Staff will adjust, straighten and paint in the spring. This would bring the total to approximately $9,800 for this phase. These repairs would come from the 2007 budget. There were additional proposals for a new merry go round type structure for 2 - 5 year olds, a climbing wall, talking shoots and borders, drain tile and new fall zone protection to be installed in 2008. The committee wanted to make the motion for the rehabilitation work to be done by E.F. Anderson at this meeting, but felt it would like to wait for Committee Member Harris to be present at the next scheduled meeting to make the fmal decisions as to the rest of the proposals as Committee Harris has done substantial work on this project and the committee would like her input. Motion was made by Chairperson Seeley, seconded by Committee Member Selander to recommend City Council accept the proposal submitted by E.F. Anderson to repair and replace parts on existing play structure at Tracie McBride Memorial Park not to exceed $9,800 with funding to come from 2007 Park Maintenance. All in favor. Motion carried unanimously. Vice-Chairperson Amundsen stated the community would like to see benches, picnic tables, trees, the basket ball court resurfaced and a trail at this park and while these items may not currently be budgeted for, the committee would like them listed in the master plan. There are park maintenance funds remaining from 2007 which City Council has approved using for repair 20f5 Parks & Recreation Committee Meeting Minutes December 5, 2007 and restoration to the pump house. Mr. Palzer stated the work will be done in the next few weeks. Some discussion was had as to colors for the siding and trim with the decision being left to staff Mr. Larson stated the asphalt work for this park may be able to be piggy backed onto the 2009 street project. Mr. Palzer also stated there are multiple park benches stored at Public Works which could be refurbished for use at Tracie McBride Memorial Park. Ms. Savannah Lee. Community Service Proiect Ms. Savannah Lee was present at the meeting to observe for a community service project. She would like to get involved in the renovation of Tracie McBride Memorial Park and will be attending the next few meeting of the Parks & Recreation Committee. IV. CONSIDERATION OF MINUTES November 7.2007 Parks and Recreation Committee Meetine: Minutes Chairperson Seeley requested clarifying the question on page 1, sentence 2, under appearances and also clarify who was meant by 'staff' on page 2, paragraph 2, sentence 2. Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Selander to approve the November 7, 2007 Parks & Recreation Committee Meeting Minutes with the above clarifications. AU in favor. Motion carried unanimously. v. COMMITTEE BUSINESS Tracie McBride Memorial Park Renovations This item was discussed under appearances. Sidewalks I Trail Connections & 2009 Street Imorovement Proiect The committee discussed a Department of Transportation Federal Enhancement Fund Grant that the City has applied for and has potential to receive. This is a matching grant which the City will have to fund a portion of. There are not funds available in the Parks & Recreation budget. This is a substantial grant which could make a considerable difference in the Centerville trail system. Different options were discussed for the portion of the trail in the area of 20th Avenue South and Main Street. If the grant is received, planning for these trail connections would be over the next 3-4 months. Mr. Larson suggested the committee review the maps for the 2009 Street Project and consider various trail linkages such as Mill Road from Center Mart to Old Mill Road. The City engineering fmn is currently surveying the roads involved in the street project to refine the plan before the next public information meeting in February. 30f5 Parks & Recreation Committee Meeting Minutes December 5, 2007 Park Rules The committee discussed City Code as it applies to the park rules. Each item was discussed and Chairperson Seeley will put it in document form to be reviewed by staff and the City Attorney. One item discussed was the no swimming, fishing or boat launching signage, as well as the no trespassing signs, which were approved by City Council, but the signs were not put up. This will need to be resolved in the spring. Mr. PaIzer stated snow fences with reflectors on them, as well as no snowmobiling signs, were put up along the lake shore of Hidden Spring Park. It was discussed whether there should be a system in place to reserve the pavilions and the committee decided to let it run a season and see what problems, if any, develop with a first come fITSt serve system. Centennial Lakes Little Lea2Ue Request for Use of Laurie LaMotte Memorial Park Ban Fields for the 2008 Season The Parks & Recreation Committee received a letter from the Centennial Lakes Little League requesting the use of the Laurie LaMotte Memorial Park ball fields and the same service provided by Public Works Staff in regards to grooming the fields prior to games. This would be the same schedule as was approved in 2007. At this time, no other requests for the ball fields have been received. Motion was made by Chairperson Seeley, seconded by Vice-Chairperson Amundsen to recommend City Council approve the request from Centennial Lakes Little League to use the three basebaU and softbaU fields and facilities located at Laurie LaMotte Memorial Park for the summer months of 2008 beginning April 1 through August 15, 2008, Monday through Friday from 4:00 p.m. until dark with the same service provided by Public Works Staff in regards to grooming the fields prior to games. All in Favor. Motion passed unanimously . VI. UPDATES Certificate I Letter of AODreciation to Former Committee Member Mosher Ms. Stephan will prepare a certificate for the committee to sign at the next scheduled meeting. Removal of Trees at Eal!le Park At the last committee meeting it was decided Mr. patzer would arrange for removal of some of the trees and trimming up of others at Eagle Park. It was suggested that the local Boy Scouts may be interested in a project like this. At the December 5, 2007 meeting the committee decided it would prefer the job be done by someone with knowledge of trees and the Boy Scouts would 40f5 Parks & Recreation Committee Meeting Minutes December 5, 2007 probably not work. Mr. PaIzer said he would have Public Works trim the trees closest to the path for the time being and perhaps do a park cleanup in the spring. VII. ADJOURNMENT Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Selander, to adjourn the December 5, 2007 Parks & Recreation Committee Meeting at 8:35 p.m. All in favor. Motion passed unanimously. Transcribed by Ms. Kim Stephan 50f5 MEMO TO: Parks & Recreation Committee FROM: Kim Stephan SUBJECT: Kelly Miller Circus DATE: December 28, 2007 Just as a reminder for discussion, the City has tentatively scheduled the Kelly-Miller Circus for a return performance in May 2008. From the July 18, 2006 Committee Meeting Minutes: Kellv Miller Circus Committee Member Amundsen stated the circus is tentatively booked for the same Wednesday following Memorial Day in 2008. The Kelly-Miller Circus is not available in this area in 2007 as they only go the same route every two (2) years. Attached is the memo sent to City Council regarding recommendations from the committee following the May 2006 performances of the Kelly-Miller Circus. >,> ~.. '~IFJ ~ ............ .'1""""" ...... .."......'.. . ~ ~" : .:!:f ~~ ~ .} '_'_'T_,;~:-?::,t;/i; ~. .,,~ . .-',~' .~~,~:fr~ I- f ;'1,3 ~<.".,: ,v;;,) 'c';~"i,~"""",/'.i J.\. ....,..1 TO: Honorable Mayor & City Council Members FROM: Kim Stephan SUBJECT: Kelly Miller Circus DATE: June 7,2006 The following excerpt and recommendation is from the June 7, 2006 Parks & Recreation Committee Meeting. Kellv Miller Circus The committee reviewed the Kelly Miller Circus with Committee Member Amundsen updating members on the financials. After expenses, the Parks & Recreation Committee made $865.19 to be used for parks and parks equipment. The potential was available to make more, but as this was the fllst year and there is a learning curve, there are things the committee would do differently next year. Total tickets sold were 1,071, with the potential of 3,000. The expenses the committee incurred were minimal, the initial $290 to secure the circus, $150 for advertising and $39.50 for the guessing jars. The committee would like to send thank you letters to all the outlets who sold tickets: Apple Academy of Centerville Child Care, Apple Academy of Hugo Child Care, Center Mart (Marathon), Centerville Pet Foods, Comer Express, and Hugo Feed Mill and Hardware, a thank you to Waste Management for supplying the garbage receptacles at no cost to the City and to Mr. David Vickers for supplying a manure spreader and hauling the manure away. Ms. Stephan will draft letters for committee approval. This event required a large effort on the part of the committee to organize, but all members felt it was well worth the work required. Even though the amount of money raised was less than had been expec~ it was a wonderful event for the community and all the feedback the committee has received has been very positive. Committee Member Amundsen stated he was quite impressed with the circus once it was here, it was a very clean operation, and all of the circus employees were very informative, friendly and professional. The accounting paperwork was all in order and handled without any problems and the performers were excellent. There were seven (7) classes from Centerville Elementary at the park to view the animals being unloaded and the tent going up and all comments from the teachers and students were very favorable. Committee Member Amundsen will be contacted by the circus in the next few weeks to determine if the City would like to schedule the event for 2007. The committee is interested in sponsoring the circus again and would like to make a motion to council so when Committee Member Amundsen talks to the circus representative he is able to book a date. The committee would prefer to keep the date in the middle of the week preferably the same time next year. The last week or two, before school gets out. Council Member Paar thanked everyone for their efforts and said his family really enjoyed the circus and thought the performers were excellent. lof2 The things the committee would like to do differently in 2007 would be: 1) Pre-sell banners to businesses to hang in the big top. The circus recommended selling six 4' x 6' banners at $100 each. Waste Management supplied the committee with a banner, which was hung at no charge, in exchange for garbage service. The ticket outlets were given the option of hanging banners as a courtesy for being ticket outlets, but none of the outlets supplied the committee with banners. The committee did not have the time or the resources to pursue this as an additional fundraiser. 2) The pre-sale tickets would be pushed harder as that is where the larger percentage of the proceeds came from; the ticket outlets would also sell tickets the night before as late as possible. City Hall and outlets received many calls after the tickets were picked up at 6:00 p.m. the night prior to the circus and the committee felt the opportunity was missed to sell more pre-sale tickets. Committee Member Seeley suggested including the time and date on the tickets and/or posters as to when the last pre-sale tickets are available. 3) Post parking options clearly. Once the parking lot at Laurie LaMotte Memorial Park was full, the traffic was being directed to go around to Centerville Road and come in on the gravel road, parking on the grass. It would have been easier to have this posted at the entrance to the gravel road. 4) Staff suggested it would be easier if the circus would take a check from the City of Centerville opposed to only accepting cash. Motion was made by Committee Member Seeley, seconded by Committee Member Pen to recommend to City Council that the Kelly Miller Circus be secured for 2007, giving Committee Member Amundsen the authority to select the date with the circus representative. All in favor. Motion passed unanimously. 20f2