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HomeMy WebLinkAbout2009-04-01 P & R Minutes Approved Pmks & Recreation Committee Meeting Minutes 04-01-09 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, April I, 2009 - 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held the regularly scheduled meeting Wednesday, April 1, 2009 at City Hall, 1880 Main Street. Present: Chairperson Suzanne Seeley Vice-Chairperson Kevin Amundsen Committee Member Savannah Lee Committee Member Mark Haiden Committee Member Patrick Branch Committee Member Kevin Selander &[?)[?)[J@W@@] Absent: None Council: Council Liaison Tom Lee Staff: Staff Liaison Kim Stephan Mr. Paul Palzer, Public Works Director Mr. Mark Statz, City Engineer Mr. GeoffMartin, Bonestroo Landscape Architect I. CALL TO ORDER I. Roll Call Chairperson Seeley called the April 1, 2009 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Chairperson Seeley requested the addition of Centennial Soccer Club's request to use the soccer fields at Laurie LaMotte Memorial Park as #5 Committee Business. Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Haiden to set the agenda with the above addition. All in favor. Motion carried unanimously. III. APPEARANCES Ms. Kathi LaValle. Bradv's Bie: Band for Centerville Music in the Park Ms. Kathi LaValle and Mr. Dean LaValle, Brady's Big Band, made an appearance to discuss the possibility of Brady's Big Band playing for the Committee's Music in the Park Program this summer. The committee had previously discussed this idea and Chairperson Seeley had listened to their music, but felt the fee was too high for the budget the committee was trying to work within. Ms. LaValle lof7 Parks & Recreation Committee Meeting Minutes 04-01-09 explained the pricing received for the Big Band was a bit high, saying that while they often get higher fees for some of the bigger park events or parties, they offer a reduced rate to City park events and Senior Center picnics as a community service. The La Valles are Centerville residents and the members are all from the local area and Ms. LaValle said to play in our own backyard (Centerville) would be an honor and they would play for any amount that the committee has in their budget. She asked the committee to please consider their band for a rate of $300, but know that we would accept any offer less than that as well, that would be extended. Chairperson Seeley said it was a very exciting to offer this type of program in our community and thanked the LaValles. Council Member Lee asked about power, how much space the band needed, and questioned whether it would be best at Laurie LaMotte Memorial Park or at Hidden Spring Park? The pavilions at the parks are on a 26 x 26 pad, there is not electricity available at the Laurie LaMotte Memorial Park pavilion, but there is at Hidden Spring Park. Council Member Lee suggested using the area underneath the roof of the warming house shelter in case of bad weather. Ms. LaValle said all that would be required was a space approximately 16' x 20' and power. They would be open to doing a couple of shows, perhaps one with the Big Band and one with either the quintet or the 7 piece swing band. Dates were briefly discussed, a week night would be preferred by the LaValles, but a weekend could work also. Also included in the packet was correspondence from Fred Bailey, Banjo Bandits whom Ms. Stephan had talked to on the phone. The Banjo Bandits play Dixieland and 30's-40's music (Plus some contemporary if requested) which Mr. Bailey said goes over really great with audiences in Summer Park Concerts. They play regularly at parks, clubs and other venues throughout the Twin City area. Mr. Bailey said the Banjo Bandits could do a 1 to 1.5 hour, 6 musician show in Centerville this summer for $150. The date would have to be negotiated to fit yours/our schedule. The committee will discuss this item later in the meeting following the appearances of Mr. Mark Statz and Mr. GeoffMartin. Mr. Mark Statz. City Enlrineer. Trail Proiect - Mr. Geoff Martin. Bonestroo. Landscape Desio Mr. Statz had emailed the proposed driveway change prior to the meeting and had said he had received a call back from Mr. Charles Cadenhead, Anoka County, regarding the changes to the driveway on CSAH 14 to accommodate the park. Mr. Cadenhead didn't see a problem with the change as long as the property owner felt we were still giving them reasonable access. Mr. Statz asked that Mr. Dallas Larson set up an appointment with the property owner to discuss these changes. At the last meeting Mr. Gooff Martin had presented a number of concept plans for the park, made changes according to the committee's input and presented those new concepts to the committee. Mr. Martin provided the committee with a memo that summarizes the committee's decisions regarding the design of the main park and north park associated with the TE Grant Trail Improvement Project, which will be attached to these minutes. The committee discussed whether the pergola would be an alternate in the bidding process and would it be desirable to have the footings put in without actually having funding for the pergola in preparation for installation at a later date. Mr. Statz suggested if the pergola is going to be an alternate to bid the 20f7 Parks & Recreation Committee Meeting Minutes 04-01-09 entire thing, including footings as an alternate. Committee Member Haiden questioned what exactly does being an alternate mean, to which Mr. Statz answered once we know what the actual bids are, if there is room in budget, the alternate will be added to the project. A lengthy discussion was had regarding the fountain, the type of material to be used, the potential for a sculpture and costs associated with writing and finishing of script on the fountain base. Discussion was also had of ways to discourage skateboarders from using the fountain to grind. Varieties of benches presented were also discussed. Mr. Mark Statz reviewed the trail alignments for each of the segments included in the project. Vice- Chairperson Amundsen raised concern over the Mill Road segment, noting that drainage from yards was going to be directed over the trail in some locations. He stated that the committee would prefer the trails sit up off the ground a bit to avoid this problem which could cause ice-up in the winter and spring. Mr. Statz stated that this could be done, but that it may increase the cost of the storm sewer in the area, but said he would work with Mr. Palzer to evaluate what could be afforded. There were no other major concerns with the alignments. IV. CONSIDERATION OF MINUTES Manlh 18.2009 Parks & Recreation Committee Meetinl!: Minutes Motion was made by Chairperson Seeley, seconded by Committee Member Selander, to approve the March 18, 2009 Parks & Recreation Committee Meeting Minutes as is. All in favor. Motion carried unanimously. The Draft Minutes of the March 24, 2009 Special Joint City Council and Parks & Recreation Committee Meeting Minutes were included in this packet, but the committee does not need to approve these as they will be approved at the City Council level. V. COMMITTEE BUSINESS Due to the length of the discussion regarding the trail and park project the committee opted to table everything under Committee Business and Updates except for the Centennial Soccer Club's request for the use of the soccer fields at Laurie LaMotte Memorial Park, Earth Day and the Xcelerator Retro-Fit Kit for the play structure at Laurie LaMotte Memorial Park. An extra meeting was scheduled for Wednesday, April 8, 2009 at 6:30 to discuss the items tabled. Ms. Stephan will ensure this meeting is posted. Trail Proiect This item was discussed under appearances. Plavl!round Safety Issues This item was tabled until the next scheduled committee meeting. 30f7 Parks & Recreation Committee Meeting Minutes 04-01-09 Solar Li2htinl! This item was tabled until the next scheduled committee meeting. Earth Dav Activity. Saturday. ADrilI8. 2009 The Committee will meet on Saturday, Aprill8, 2009 at 9:00 a.m. at City Hall to cleanup local parks. Garbage bags and latex gloves will be provide to participants. Ms. Stephan will post information on the web site and on the City sign. Centennial Soccer Club's Request to use the Soccer Fields at Laurie LaMotte Memorial Park The Centennial Soccer Club has requested the use of the soccer fields at Laurie LaMotte Memorial Park in an email from Mr. Spencer Garrett, Field Coordinator, dated Aprill, 2009. There are two parts to the request: I. Requesting two fields, 25 x 40 yard open spaces, located east of the parking lot and bound by the bike path, for the U2 - U8 age group, for games only. This request is for Monday- Friday from 4 p.m. to dusk, April (weather permitting) through June 30, 2009. The Centennial Soccer Club will set up goals and manage a reservation system to assign teams to specific dates and times for games. 2. Requesting one field, 70 x 60 yard open space, located south ofthe skate park, for the Ull - UI2 age group, for practice only. This request is for Monday - Friday 3:00 p.m. to dusk, Saturday and Sunday from 8 a.m. to dusk, April (weather permitting) througb October 30, 2009. The Centennial Soccer Club will set up goals and manage a reservation system to assign teams to specific dates and times for practices. In the past years the committee has discussed how when football season starts in August there will be no place for the local youth tearns to practice if all the fields are committed to the Centennial Soccer Club every day of the week from April through October. The committee's concern with this was that the football association has not asked for time or fields and the Soccer Club has. It was suggested the football representatives be made aware they should be requesting time. In discussing this request however, some of the committee members felt the fields should have some time left open for the public's use for such activities as softball, frisbee and football. Overall, the committee felt a compromise would be to reduce the days in request #2. Motion was made by Chairperson Seeley, seconded by Vice-Chairperson Amundsen, to recommend to City Council approving the Centennial Soccer Club's request for dedicated use of the soccer fields at Laurie LaMotte Memorial Park as stated above in request #1, but recommend amending the request in request #2 to the following days: Monday, Wednesday, Friday and Sunday with the hours as requested. All in favor. Motion carried unanimonsly. VI. UPDATES Irril!ationIDrainal!e Pond Laurie LaMotte Memorial Park 40f7 Parks & Recreation Committee Meeting Minutes 04-01-09 Committee Member Haiden asked Mr. Statz for an update on the irrigation pond for Laurie LaMotte Memorial Park. Mr. Statz said the pond is currently on hold, but it will not be in the south west comer per the Parks & Recreation Committee's recommendation. Xcelerator Retro-Fit Kit From Mr. Palzer to Mr. Harlan Lehman, Minnesota Wisconsin Playground, Inc. The Parks and Recreation Committee is requesting more detailed information on the recall of the Xcelerator play equipment that was installed at LaMotte Park in 2007. It appears that the manufacturer will be replacing the swirling part of the play equipment with a mono pole. Will the mamifacturer reimburse the city for the cost of the play piece? It appears the original moving piece was not designed properly and hence is being eliminated making that portion of the play structure unusable as intended, advertised and sold Please let me know prior to the work commencing at the park Response from Mr. Don King, GameTime: As described and illustrated in the accompanying documents, GameTime seeks to replace your existing Xcelerator carriage assembly and supports with a design that is intended to be used by one child without the aid of other children spinning the user. We believe the rotating jUnction of the new design is essentially the same as was intended with the original Xcelerator, but the Retro-Fif Kit discourages misuse or use in an unintended manner. The jUnction of your Xcelerator is not being eliminated Vice-Chairperson Amundsen asked if we could just take the structure out and put something else in and not accept the replacement part. Mr. Palzer stated it was no longer an option as the paperwork had already been sent in. Vice-Chairperson Amundsen felt the City should receive a refund considering the replacement will not be what the committee ordered or intended and questioned whether the replacement will be any fun for the children using the equipment. Fete des Lacs 8K Run / Recruitinl! Volunteers (Fete des Lacs / Parade) The race was discussed briefly, but will be discussed in more detail at the April 8, 2009 meeting. The race registration form is available at City Hall and is on the City's web site. Discussion regarding recruiting volunteers for Fete des Lacs / Parade /8K Run was had at the last committee meeting. The information and contacts has been put on the City Web Site, will be mailed in the upcoming newsletter which is sent with quarterly utility billing, was emailed to local businesses and will be mentioned in The Citizen newspaper. Committee Member Branch will get together with Committee Member Lee regarding the t-shirt design. Council Member Lee said at this point he has 22 parade volunteers, 17 of whom will also help with the 8K Run. Committee Member Branch will make a list for the next meeting of how many volunteers are needed for the 8K Run and what he feels those positions will be. Council Member Lee said he can Sof7 Parks & Recreation Committee Meeting Minutes 04-01-09 supply the PA system and make it mobile so it can go from the start of the run to the end of the run as needed. Committee Member Branch said he was meeting with Mr. Greg Keiselhorst also to discuss coordinating events and volunteers. Volunteer information supplied to the committee via email by Committee Member Branch: 1. I am in the process of getting event sponsors. I have made several contacts and have SOme of the needed sponsors. We will break the event up into segments and ask individual companies to sponsor each of the segments. We are also using this as an event to promote the many small businesses in or near Centerville. For the smaller business, we are offering them the opportunity to place advertising material in the race goodie bags. I had planned to charge them $75 for that servIce. 2. We have a sponsor for the registration pick-up and race day registration. I promised her that we would assist with volunteers. There would not be much to do until the week prior to the race. This job will gather the materials for the goodie bags, stuff the goodie bags, then give the goodie bags and the race numbers to the individuals the day before the race and the morning of the race. We will also be running race day registration, which will be to take their registration form and assign a race number. 3. There will be a sponsor for the pre/post race food items, for the water stop, and for the fmish line. I will want a strong volunteer to help oversee those functions and to be sure the vendor has the needed supplies and is doing ok on race day 4. We will need several volunteers for race course marshals. The marshals will be at all intersections where there is a safety issue, or a runner could get off-course, and at each of the mile markers. The volunteers at the mile markers will have radio communications with the race starter. Their job is to callout accurate times to the runners or walkers as they pass. I will be looking for a key volunteer to organize and supervise the race marshals. Park Sil!llaee This item was tabled until the next scheduled committee meeting. Tree Removal at Eaele Park This item was tabled until the next scheduled committee meeting. Birdhouses in the Parks This item was tabled until the next scheduled committee meeting. Summer Proerams A. Music in the Park B. Battle of the Bands/Boards 60f7 Parks & Recreation Committee Meeting Minutes 04-01-09 c. BBQ at Hidden Spring Park This item was tabled until the next scheduled committee meeting. VII. ADJOURNMENT Motion was made by Vice-Chairperson Amundsen, seconded by Committee Member Lee to adjourn the April 1, 2009 Parks & Recreation Committee Meeting at 9:32 p.m. All in favor. Motion passed unanimously. Transcribed by Kim Stephan 70f7 Memorandum TO: Park Commission From: Geoff Martin Project: TE Trail Project Date: 3-30-09 Client: CentervWe Parks Commission Re: Summary of Meeting NO.3 on April 1, 2009 File No: Following is a summary of the Park Commissions decisions regarding the design of the Main Park and North Park associated with the TE Grant Trail Improvement Project. Main Park 1. The pergola, associated paving and footings should be bid as an alternate. 2. The fountain edge treatment should deter skateboarders. Suggestions included rough texture paving for 3 feet around fountain curb, and/or an undulating concrete cap on the edge treatment. 3. The granite base for the future sculpture should be included in the first phase and designed to anticipate the addition of a future sculpture. The granite base should include the inscription "May Peace Prevail ON Earth" in the four languages of the predominate cultures associated with Centervilles history, ie, Lakota, French, Russian and English. The parks commission will supply the translations to Bonestroo for design and cost estimating purposes. 4. A simplified version with a decorative top similar to Concept B should be explored and priced. 5. All three bench options will be sent out for priCing. Advantages and disadvantages of recycled plastic and other materials will be explored. 6. Trash receptacles should be from the same family as the benches and include a hood to keep rain out. If possible, separate compartments for recycling metal, glass, and waste should be included. Wood or recycled plastic slats are preferred to match the benches. 7. Site lines to the fountain should be reinforced. Suggestions included rearranging trees to provide a backdrop, minimizing the number of trees, and/or including large trees to provide views under the canopies. 8. The desire to accommodate a holiday tree is not necessary within the fountain. Lake Side Park (North Park) 1. Grades and wall heights will be defined for the next meeting. f:\60nestroo Temp/ares\STP\Memorondum.dot [CRW 9-20081 .. Bonestroo 2335 Highway 36 W St. Paul, MN 55113 Tel 651-636-4600 Fax 651-636-1311 www.bonestroo.com