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HomeMy WebLinkAbout2009-01-07 P & R Packet ti; "7uu..L 0{ .tau" CITY OF CENTERVILLE PARKS AND RECREATION AGENDA Wednesday, January 7, 2009 - 6:30 P.M. I. CALL TO ORDER 1. Roll Call II. SET AGENDA III. APPEARANCES IV. CONSIDERATION OF MINUTES 1. December 3, 2008 Parks and Recreation Committee Meeting Minutes V. COMMITTEE BUSINESS 1. Centennial Lakes Little League Request for Use of Ball Fields for 2009 Season VI. UPDATES 1. Park Signage (hours, park rules, no trespassing, no fishing, etc.) 2. Tree Removal at Eagle Park (Update - Amundsen) 3. Fete des Lacs 2009 Centerville Lake Walk/Run 4. Council/Committee Work Session VII. ADJOURNMENT Reminder: Skate Night at Laurie LaMotte Memorial Park - Saturday, January 10, 2008 from 6 - 9 p.m. Parks & Recreation Committee Meeting Minutes 12-03-08 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, December 3, 2008 - 6:00 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held the regularly scheduled Wednesday, December 3,2008 meeting at City Hall, 1880 Main Street. Present: Chairperson Suzanne Seeley Vice-Chairperson Kevin Amundsen Committee Member Kevin Selander Committee Member Savannah Lee Committee Member Mark Haiden Committee Member Lori Harris M[fi)@~~[J@w@(ill Absent: Committee Member Patrick Branch Council: Council Liaison Tom Lee Staff: Staff Liaison Kim Stephan I. CALL TO ORDER 1. Roll Call Chairperson Seeley called the December 3, 2008 Parks & Recreation Committee Meeting to order at 6:33 p.m. II. SET AGENDA Chairperson Seeley requested a discussion of 2009 Park Projects be added under Committee Business. Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Selander to set the agenda with the above addition. All in favor. Motion carried unanimously. III. APPEARANCES An appearance was made by Mark Spitzmueller, Bald Eagle Water Ski Club to update the committee on the ski club's show site for 2009 and discuss potential for the ski club to use the site on CSAH14 currently owned by the County, but potentially owned by the City. The ski club has used the location on Centerville Lake off of Waterworks for many years and mayor may not be able to use this same site for 2009. Mr. DeFoe, the owner of the property, has told the ski club he has no immediate plans for the property, but has not committed to 2009 at this time. At past meetings Mr. Spitzmueller and the committee have discussed the possible use of this particular piece of property, which is located on Centerville Lake to the west of 7129 Main Street. This property appears to be big enough to be considered a small park with possibly benches and a bike rack. There would be room for lawn chairs along the shore for viewing the water ski show. In 2008 this was not 10f4 Parks & Recreation Committee Meeting Minutes 12-03-08 feasible as CSAH14 was under construction and the property was owned by the County who was not willing to work with the ski club. Chairperson Seeley questioned whether there is anything the committee needs to do to ensure City Council is aware the committee is interested in this piece of property as green space. Council Member Lee stated the City is moving forward with taking ownership from the County of non-economically feasible remnant properties where the City's intention, with some of them, will be to create additional green space. This will not be property Parks & Recreation will have to purchase. Chairperson Seeley requested this item be added under 2009 Park Projects. IV. CONSIDERATION OF MINUTES November 5. 2008 Parks and Recreation Committee Meetine: Minutes Chairperson Seeley requested two typographical errors be corrected. 1) The first sentence, page 2 of5, correct the spelling of Mr. Mark Statz's last name. 2) The last paragraph, page 3 of 5, change 'Cit' to City' . Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Haiden to approve the November 5, 2008 Parks & Recreation Committee Meeting Minutes with the above corrections. All in favor. Motion carried unanimously. V. COMMITTEE BUSINESS Centennial Lakes Little Leae:ue Request for Use of Ball Fields for 2009 Season Included in the packet was a request from Centennial Lakes Little League to use the ball fields at Laurie LaMotte Memorial Park for 2009. For reference, following is the motion the committee made for 2008. 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 baseball and softball 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. Before making a recommendation to City Council for 2009, the committee would like to know exactly what 'the same service provided by Public Works Staff in regards to grooming the fields prior to games' involves. Ms. Stephan will forward this request to Public Works. Item will be tabled until the next scheduled committee meeting. Tree Removal at Eae:le Park The subcommittee on this project did not get an opportunity to get together over the last month to go through this park, but Committee Member Haiden went through the park and reported it appears just trimming the trees from the bottom will not be sufficient as there are just too many trees and this makes the park feel very secluded. Council Member Lee suggested contacting an arborist from perhaps the county or DNR for some guidance. Vice-Chairperson Amundsen will contact someone before the next committee meeting and report back to the committee. The committee and Council Member Lee are 20f4 I Parks & Recreation Committee Meeting Minutes 12-03-08 willing to do the tree cutting, probably in March or April 2009. Parks & Recreation Skate Nie:hts The committee discussed scheduling at least two (2) Parks & Recreation Skate Nights at Laurie LaMotte Memorial Park and would like to have one with the horse driven hayride as in the past years. The dates selected were Saturday, January 10 and Saturday, February 14, 2009. Ms. Stephan will contact Bunker Hills Stable to inquire as to costs and availability. In the past years the horse drawn hay ride was approximately $550. The committee would also supply a bonfire, hot chocolate and popcorn and are considering various winter games or events that could include children's prizes Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Lee to recommend City Council approve funding of two (2) Skate Night events in 2009 at Laurie LaMotte Memorial Park not to exceed $1,000 for both events. All in favor. Motion carried unanimously. 2009 Parks & Recreation Committee Proiects Chairperson Seeley requested this be added to the agenda so the committee could start brainstorming about upcoming projects they would like to see discussed or implemented in 2009. Items discussed were as follows: . Bald Eagle Water Ski Club - Develop the sliver of currently county owned property on Centerville Lake which will accommodate the Bald Eagle Water Ski Club shows. . 2009 Fete des Lacs RunlWalk. . Eradicating Buckthorn in our parks, as well as informing residents how to remove buckthorn from their property. . Climbing Wall installed at Tracie McBride Memorial Park. . Pergola behind the pump house at Tracie McBride Memorial Park. . Hidden Spring Park - Monitor plants that were replaced in 2008. . Program for Music in the Parks. . Lighting in the parks. . Tree trimming, tree removal and park safety. . Vandalism in parks. Chairperson Seeley discussed with the committee the need for a more defined process for projects. The committee has become frustrated with the plans they submit not being fully implemented as designed. Two examples are all the problems with Tracie McBride Memorial Park and Hidden Spring. Council Member Lee stated each project should really have a Project Manager, a member of the committee who oversees that the project is completed as the committee envisioned. The committee would like to meet with City Council and Public Works to further define a process that can be put into place so there are not further problems and frustrations with park projects. Motion was made by Chairperson Seeley, seconded by Committee Member Harris, to recommend to City Council that a Work Session be set up between the Committee, City Council and Public Works Staff to discuss ways all parties involved can improve the process of managing park related projects. All in favor. Motion carried unanimously. 30f4 Parks & Recreation Committee Meeting Minutes 12-03-08 VI. UPDATES Park Sisroae:e (hours. park rules. no trespassine:. no fishine:. etc.) Per Mr. Dallas Larson, City Administrator, the committee just needs to put in writing what signs they want where and what each sign should say and Public Works will get these ordered and installed in the spnng. Hidden Sprine: Park Per Mr. Mark Statz, City Engineer, the snow fence at Hidden Spring Park was re-secured to the posts on Tuesday, November 11, 2008. No further discussion regarding this park. Fete des Lacs 2009 Centerville Lake WalklRun Council Member Lee requested T-Shirt/Water Bottle Final Design be added to the agenda under Fete des Lacs 2009 Centerville Lake Walk/Run so Committee Member Lee can complete the final designs and we can start shopping around for the best prices and delivery. By April, we should have approved the purchase of the shirts and water bottles so there are no delivery issues. The information Committee Member Branch submitted regarding soliciting sponsors for the race was emailed to aU businesses that Ms. Stephan has email addresses for, to start the businesses thinking about the race and the possibility of becoming a sponsor. There have been no responses from any businesses at this time. Per Ms. Deb Barnes, Editor of The Citizen newspaper, a press release ran in The Citizen on November 12, Page B5 regarding the race. Ms. Barnes said she plans to run it again in January. Climbine: Wall- Tracie McBride Memorial Park Per Mr. Paul Palzer, Public Works Director, the climbing wall structure has been delivered, but was missing one piece. Public Works will install the equipment when the weather permits. A thank you note was sent to Dead Broke Saddle Club for their generous donation of $6,000. Buckthorn Information was included in the packet regarding Buckthorn for the committee's review. A good time to send information to residents would be in the April 15th Utility Bill, but the information will have to be condensed to one page. VII. ADJOURNMENT Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Harris to adjourn the December 3, 2008 Parks & Recreation Committee Meeting at 8:20 p.m. All in favor. Motion passed unanimously. 40f4 MEMO TO: Parks and Recreation Committee Members FROM: Kim Stephan SUBJECT: Committee Business & Updates DATE: January 2009 From the December 3, 2008 P & R Meeting Minutes: Centennial Lakes Little Lea2Ue Request for Use of Ball Fields for 2009 Season Included in the packet was a request from Centennial Lakes Little League to use the ball fields at Laurie LaMotte Memorial Park for 2009. For reference, following is the motion the committee made for 2008. 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 baseball and softball 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.rn. 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. Before making a recommendation to City Council for 2009, the committee would like to know exactly what 'the same service provided by Public Works Staff in regards to grooming the fields prior to games' involves. Ms. Stephan will forward this request to Public Works. Item will be tabled until the next scheduled committee meeting. Per Mr. Tedd Peterson, Public Works: As a staff we were directed to groom the ball fields Monday through Thursday. Grooming the ball fields took about an hour a day. Just a note, Centennial Little League purchased a new groomer for the City in the spring of 2008. Recommended Events for Volunteers Why Volunteer for someone else's event? It is a great way to gain some insights on conducting a running event. Your experience will help the Centerville' s event. What should you volunteer to do? Just about anything will give you some idea of the complexity of the event. Road marshals probably see the least. Volunteering for Race Day Registration, Packet Pick-up (either the day before the event or on race day) finish line or tabulating results will be valuable to assisting with our race. Feb 21 White Bear Winter Frolic 5K White Bear Marina Randy Fulton 651-653-7401 W. side rfulton@vacationsports.com $20/$27 race day Why this event? Centerville neighbor. This is put on by Vacations Sports - A professional race organizer but one we not selected. It is going to be cold. March 14 Saturday 100% Irish for a Dav 5K Lake Harriett Barb Leininger 612-644-8185 Minneapolis 901 N 3rd St #414 Minneapolis, MN 55401 11 :OOAM barb@clubrun.org 10 Miles & 5K Why this event? This is a MDRA event. Barb Leininger will be measuring our race course and may assist with our Centerville event. Good oPPOrtunity to meet Barb. Date St. Patrick's Day Human Race Summit Avenue, St. Paul, Chris Fuller 651-228-1986 MN 1043 Grand Ave. #314 8K Run; 5K Run/Walk; St. Paul, MN 55105 1/4, 1/2 and 1 mile Youth info@tslevents.com Run Why this event? This event has been going on for 30 years. It should be well organized. It starts from the St Thomas Field House. Challen e Obesit 5k 4th Annual Gary Westlund 612-245-9160 1516 Sunny Way Ct Anoka, MN 55303 GaryWestlund aol.com Why this event? It is near by - they are in their 4 year so should have learned lessons from ast years but still rather youn . A ril4 Como Lake, St Paul, MN 5k & 1.5 Mile April 4 Strive Scholarshin 5K White Bear Lake (West Janet New~rg 612-810-6776 Park), 5602 Jenm Lane . 5K White Bear Lake, MN 55110 Janetnewberg@comcast.net Why this event? Another White Bear Run. April 18 CEMSTONE Run For Others 5K St. Andrew's Church, 900 . Tim Torgerson, Run For Others Stillwater Rd. Mahtomedi, Race Director 612.751.4878 MN 55115, 900 Stillwater Road torgerson12@gmai1.com Mahtomedi, Minnesota 55115 5K and 1 Mile , Why this event? This is in Stillwater. It should be interesting to see how they handle Stillwater hills May 2 West Park, 11 th and Lake Ave in White Bear Lake, , lOK Why this event? Jumn To It lOK .. Randy ~ulton 651-653-7401 5906 Highway 61 N . White Bear Lake, MN 55110 rfulton@vacatlOnsports.com May 9th Oakdale Spring Classic Duathlon Lake Elmo Park Reserve . Randy Fulton Lake Elmo, MN, 5906 Highway 61 N 651-653-7401 3 Mile Run, 12 Mile Bike, White Bear Lake, rfulton@vacationsports.com 3 Mile Run MN 55110 Why this event? They will need more volunteers. This is something different. It is a substitute for a triathlon for those us with a swimming challenge. It is a 3 Mile Run, followed by a 12 Mile Bike race, and a final 3 Mile Run. Look for me - I may do this. May 24 MDRA Mississinni 10 Miler St. Paul, Minnesota c .. Barb Leininger 612-644-8185 10 Mile run along the 901 N 3rd St #414 River Minneapolis, MN 55401 barb@c1ubrun.org Why this event? CARTION this is Memorial day weekend. Barb Leininger from MDRA is the race director for this event. She may be helping us with our event. Date June 6 Manitou 15K Matoska Park, 6th and Keith Nelson 651.407.1990 Lake Ave, White Bear 5245 Lakeview Ave Lake, MN White Bear Lake, MN 55110 nelsonkg@comcast.net 15K (9.3 miles) Why this event? This webpage was not active when I checked it City of Centerville City Cmlllcil Meeting December 10, 2008 Motion bv Council Member Broussard-Vickers. seconded bv Council Member Paar. to approve Res. #08-036 - Approvin2 Abatement of Special Assessment on PIN #R23-31-22-33-0070. 1685 Duore Road. All in favor. Motion carried unanimouslv. 4. Parks & Recreation Committee Request for Joint Work Session Regarding Managing Park Related Proiects Councilmember Lee stated that the Parks & Recreation Committee met the previous week and exhibited frustration with the management of park-related projects. They would like to meet with the City Council, as a whole, and with Public Works, to figure out how to have better communication to ensure that what goes in the Park performs the same function as what the Parks & Recreation Committee originally desired. Mayor Capra stated that she believed it was a good idea to include all the committees. Councilmember Lakso stated that she agreed that it should be more focused. Councilmember Lee stated a concern that, having all the committees there, would bog down the discussions. Mayor Capra inquired about the Parks & Recreation Committee's Agenda. Councilmember Lee replied that they would prefer to have the process started in January. Mayor Capra suggested looking at the regular City Council Meetings in January and having this Joint Work Session after one of those. Council member Broussard-Vickers stated that her preference would be to have the Joint Work Session on February 4. Councilmember Lee replied that that would be acceptable. Mayor Capra suggested that the Parks and Recreation Committee formulate what they would like to see in final format, including some ideas and possible examples of where they feel things were changed. Councilmember Lee stated that he will email members of the Parks and Recreation Committee and copy the Council members. He added that, as the date got closer, he would send a reminder. 5. Liquor License Renewal a. (Off-Sale, On-Sale & Sunday) - Trio Inn b. (Off-Sale) - Centerville Liquor Barrel c. (On Sale and Sunday) - Wiseguys Pizza Page 6 of 11 Report to Centerville Parks and Recreation Committee Festival of the Lakes 8K December 31, 2008 Progress made to date: 1. Our race is registered on two running cites. Midwest events and "NeedtoRun.com" (MDRA) 2. Our half page ad has been published in "Running Minnesota 2009" the Minnesota Distance Running Association (MDRA) (page 165) 3. Our run is listed on page 164 of "Running Minnesota 209'" There are 14 running events and the Turtleman Triathlon on thatsame weekend with the closest being a very similar run around Lake Elmo and a 10K run in White Bear Lake. 4. Barb Leininger (MDRA) will measure our course and obtain a USATF certification. She will send us a proposal in the Spring to measure the course. 5. We have determined the course of the run. 6. One article has been published in the Citizen. We will continue to offer articles until race time. What are the next steps? 1. There was a question about the website discussion we had at our September meeting. What is needed is a page on the City's website. When people see our ads or announcement in one of the free on-line pages, they will want to link to the official website for this run. That site should be a page attached to the City's website. 2. MDRA is conducting a race directors conference Saturday Jan lOth 9:00 a.m. to 1 :00 pm. At the Edina Community Center. I have signed up for this course and will attend. 3. Design and ordering ofT-shirts and Water bottles. 4. Finding Sponsors. I have drafted a sample letter. My plan is to send a letter to each potential sponsor and then follow up with a personal call. The help of a committee member with experience in recruiting sponsors or in sales would be most beneficial. 5. Budget: I have improved the budget for this event. I am confident that I have the right budget items listed but I am not confident in the figures. We will continue to work this issue until the event is completed. In future year, we will have a realistic budget based on actual figures from this first year. Volunteers from the Park and Recreation Committee are need to: 1. Graphic Designer and Publicity: Committee Members Savannah Lee and Kevin Amundsen are working this area. a. Webpage linked to the City's home page b. T-Shirt and water bottle design c. Flyers and/or handout with an attached registration form 2. Registration: This is am important job. We need someone to coordinate the following: a. We have signed up with two on-line services for registration. There should also be an opportunity for people to register by mail or by turning in a form and check to the City offices. b. We should allow for race-day registrations. Some people will show up on race day and want to register. We do not want to turn anyone away. 3. Race- packet pickup: This is not yet urgent. We will need a location where people can come and pick there race bib numbers and their goodie bags. The goodie bag will contain the t-shirt, water bottle and flyers, coupons or samples provided by the event sponsors. One or two days before the event and on race- day we will need a couple of volunteers to run this effort. 4. Sponsors: The help of a committee member with experience in recruiting sponsors or in sales would be most beneficial. This is a critical area. The sponsors should be lined up by the April meeting. 5. V olunteers: We need a committee member to organize and recruit volunteers. About 30 volunteers will be need. There is ample time to work this issue. Volunteers are needed to: a. Course marshals - keep the runners on course (12) b. Miler markers to callout the elapsed time (4) c. Finish line to assist with the timing (6) d. Finish line to hand out water and safety monitors (6) e. Professional Volunteers Medical Team. (Fire Dept???)