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HomeMy WebLinkAbout2010-05-05 P & R Minutes Approved Parks & Recreation Committee Meeting Minutes 05-05-10 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, May 5, 2010 - 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, May 5, 2010 at City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice Chairperson Jon Grahek Committee Member Suzanne Seeley Committee Member Brian Peterson Committee Member Mark Haiden Absent: City Council Liaison Mayor Capra (Council Work Session) Committee Member Kevin Amundsen Committee Member Kevin Selander Staff: Staff Liaison Kim Stephan _________________________________________________________________________________________________________ I. CALL TO ORDER Roll Call Chairperson Branch called the May 5, 2010 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Mr. Mark Statz, City Engineer requested a discussion be added regarding a flag pole in Corner Stone Park, Chairperson Branch added this item under Committee Business ~ #1. Committee Member Peterson requested adding Movies in the Park/School as Updates ~ #10. Committee Member Seeley requested adding a discussion of park maintenance under Updates ~ #11. Motion was made by Committee Member Seeley, seconded by Committee Member Peterson, to set the agenda with above additions. All in favor. Motion carried unanimously. III. APPEARANCES IV. CONSIDERATION OF MINUTES April 7, 2010 Parks & Recreation Committee Meeting Minutes Committee Member Seeley requested removing the comma following the word instruments in the first line of page 2 of 8. 1 of 6 Parks & Recreation Committee Meeting Minutes 05-05-10 Committee Member Haiden requested changing ‘accepting the minutes as is’ to ‘with the above corrections’ on page 3 of 8. Motion was made by Vice-Chairperson Grahek, seconded by Committee Member Haiden, to approve the April 7, 2010 Parks & Recreation Committee Meeting Minutes with the above corrections. All in favor. Motion carried unanimously. V. COMMITTEE BUSINESS Flag Pole at Cornerstone Park Mr. Dallas Larson, City Administrator reported to the committee that the City will be getting a free 20 foot aluminum flagpole from the City of Oak Park Heights and thought it might be incorporated into Cornerstone Park. Mr. Larson asked the committee to consider whether we have a place that a light could be added for the flag, either by the kiosk or the fountain area? Mr. Mark Statz, City Engineer added ‘I'm sure we can accommodate another light, where ever it goes, we can run conduit to feed the light’. The committee discussed various locations, including Laurie LaMotte Memorial Park and determined they liked the idea of placing it in Cornerstone Park. It will have high visibility and be easier to light. Of the areas discussed for placement in Cornerstone Park it was decided the best place would be near the kiosk and would like to ask Mr. Mark Statz to have Bonestroo’s Landscape Engineers incorporate this into the plan. Ms. Stephan will pass this on to Mr. Statz. VI. UPDATES Flea Market / Good Turn Event The committee discussed the organization of the upcoming Flea Market on Saturday, May 8, 2010, the logistics of which members will be there, what time to meet, etc. This was posted earlier in the week since there is potential for a quorum. 1,400 fliers were printed and sent out with the utility bills. The committee also had approximately 200 additional printed to distribute. Some of the cost can be absorbed by the Anoka County Score Funds as part of recycling, but some of the cost will need to be incurred by the committee. There is a $5 charge per slot on the hockey rink being charged which could cover these costs. Committee Member Seeley was able to acquire a banner from Coca Cola advertising the Flea Market. Mayor Capra was able to do the same for the Good Turn Event. The owner of All Around Rental had discussed the idea of bringing an inflatable to the park for the small children, but this has not been confirmed and the City does not have a copy of liability insurance at this time. Committee Member Seeley will contact the owner and remind him of the insurance requirement. 2010 ~ 8K Run Committee Member Branch updated the committee with a modified 8K budget with some expenses cut; such as not needing to re-register the run, cutting down on satellites and the need for only 10 radios, opposed to 20. Radios to be used with the 8K Run and the Parade were discussed at the April meeting. Ms. Stephan determined that Public Works only has 2 older radios that will probably not serve our purpose. Mayor Capra was discussing buying radios instead of renting them annually for 2 of 6 Parks & Recreation Committee Meeting Minutes 05-05-10 the parade, but stated 800-megahertzis the only frequency the Police can work with and these radios are $1500 a piece. There is a possibility of borrowing radios from Lexington. Committee Member Haiden and Committee Member Peterson both have 2-mile radios which they will test from the Hidden Spring Park side of Centerville Lake to the Anoka County Regional Park on the other side and report back at the next meeting. The race has picked up a few more sponsors and currently the expectation between sponsors and running fees, the run should net about $1500. Music in the Park Chairperson Branch has been working on a Park Program flier with information including; YMCA Park Play Days, Music in the Parks, Bald Eagle Water Ski Club Shows, the Lion’s softball tournament and street dance, the parade and the 8K Run. For the Music in the Parks it needs to be determined where the performances are going to be held, either at Hidden Spring Park or Laurie LaMotte Memorial Park. One issue is there electricity, or enough electricity at Hidden Spring Park to support bands performing there? Correspondence from Mr. Tom Lee regarding electricity at Hidden Spring Park: I talked to Paul Palzer this morning. He is looking into options for power. There is a junction box near the street we may be able to sling good power from, which would be perfect. It would be readily available when needed for "city" business but not accessible by the general public. Public Works also has a generator that Paul said "runs pretty quiet." So we should be able to work something out. For clarification, only bands that would run a P.A. system using more than 15 amps would have a problem. A small P.A. will still work, but that pretty much limits the size of an "electric" band at that venue to maybe a trio, unless the drummer has excellent control, probably not a rock band. Mr. Palzer said the existing receptacle is only 10 amps, BUT there are three blank 10 amp circuits in the box. 30 Amps would be enough for pretty much any band, so run two cords from the box, plus the existing outlet, makes 30 amps total, so it is possible to put rock bands at Hidden Springs. The tentative lineup is as follows: July 13 ~ 2 Teen Bands July 20 ~ BBB Jazz Combo July 27 ~ Brethren August 3 ~ Banjo Bandits August 10 ~ 7 Cat Swing August 17 - Centennial Community Band / 35 piece BBB Jazz, 7 Cat Swing, Centennial Community Band and Banjo Boys Jazz Band have all confirmed. thth Mr. Tom Lee will confirm the bands for July 13 and July 27. An ice cream social will be arranged for one of these performances, probably July 27 as the week prior to the Fete des Lacs events. The July 27th performance is the week prior to Fete des Lacs weekend. Mr. Lee suggested contacting the Lions to see if they would like their concession stand in the park for that performance. A second ice cream social or picnic may be added depending on how the first one goes. 3 of 6 Parks & Recreation Committee Meeting Minutes 05-05-10 Fete des Lacs Parade Mayor Capra reported City Council is still considering fireworks as it was left as a line item in the 2010 budget. There is an upcoming work session where it will be discussed. Three paid parade participants are being invited, with the more expensive participants eliminated for this year. Mayor Capra is continuing to look for local bands to participate in the parade, like Centennial High School. Letters have been sent out to 144 past participants and local businesses with a registration form. Pergola Update The following motion was made by the Parks & Recreation Committee at the April 7, 2010 P & R Meeting: Motion was made by Committee Member Haiden, seconded by Committee Member Seeley to recommend City Council suggest Mr. Statz, City Engineer submit the plans for the bid process to include both options of wood timber and concrete posts for the pergola in Corner Stone Park including the footings with the pergola, having no requirement for footings if the pergola is not built. All in favor. Motion carried unanimously. Mr. Statz’s response via email (prior to City Council meeting 4/14/10) with respect to the Pergola: 1. I don’t think we can bid it with an either/or for concrete or timber posts. They would have different footing connections, etc. If we bid it as either/or, it would be up to the contractor, not us, which would be used. If we bid them as alternates, we’re then stacking alternates on top of alternates. You’d have an alternate to put the pergola in or not and then an alternate within that alternate for the selection of the posts. At any rate, it should be easy enough to get you guys some photos of each and we can decide at your next meeting. If we get it done in time, we could issue an addendum or wait and do it as a change order. Long story short, it will be more work to bid them together than it will be to change later. For now, the plans will show concrete. 2. I doubt we could put the pergola anywhere else along the trail and still use the grant money to pay for it. Our application was pretty specific about the idea of a trailhead type park. It really didn’t talk about other amenities along the trail. Also, I’m not sure this pergola would fit in to the landscape by itself. As you mention in your notes, its purpose is to provide a sense of “scale” to the park. I’m not sure how to convince people that that is important. We’ve shown everyone the sort of 3-D drawings with the pergola, etc. Aside from that, I’d just have to say: trust our Landscape Architect. Anyway, we’ll have the pergola in the bid as an alternate. The footings and everything else that goes with it, will be included in that alternate. It’s all or nothing. The following excerpt is from the City Council Meeting Minutes of April 14, 2010: Parks & Recreation Committee’s Recommendation to Council to Authorize Bonestroo Engineering to Commence Bid Process to Construct a Pergola in Corner Stone Park. City Engineer Statz reviewed background information stating he would recommend the City Council authorize bidding only the concrete posts, stating the City could decide to change after seeing samples if they wished. It was the consensus of the Council for Staff to proceed with the bid process for concrete posts for the pergola in Corner Stone Park. Earth Day Cleanup Review The committee members who participated in Earth Day Clean up reported the parks were in a lot better shape litter-wise than they had been in past years. Since the trees were trimmed up in Eagle Park there was no evidence of a ‘camp’ in the middle of the park. The committee reported a few 4 of 6 Parks & Recreation Committee Meeting Minutes 05-05-10 safety issues such as the wood chips need to be replaced in the fall zones of the play structures; Acorn Creek Park is particularly bad. Nothing has been done with the slide platform at Eagle Park that the committee felt was unsafe after receiving complaints from residents. The committee also reports a large sink hole in the trail on the west side of the elementary school. Ms. Stephan will check to see if this is the City’s trail or the schools. Satellites in the Parks Update Public Works reports satellites have been delivered to Laurie LaMotte Memorial Park and Tracie McBride Memorial Park. The satellite at LaMotte will be cleaned twice per week. Ms. Stephan reports no complaints have been received regarding not having satellites in Acorn Creek Park and Eagle Park at this time. Concession Stand / Raising Funds for Parks & Recreation At the April meeting the committee discussed the possibility of raising money for parks by selling concessions from the warming house at Laurie LaMotte Memorial Park. The committee asked Mr. Paul Palzer to do an inspection of the facility. He reported other than cleaning and painting, the area was sufficient. Chairperson Branch reported concessions were previously sold at Little League games by the Centerville Lions with mixed results. One problem was the warming house is too far from the ball fields; the Lions used a wagon and went to the players. Chairperson Branch also talked to a representative from Schwans who said they would be willing to supply the ice cream freezer. The issues discussed where what to sell, where to purchase supplies, who to have operate the concessions and would the amount of work involved actually provide a high enough benefit to the committee. It was suggested the project could be offered to the Boy Scouts with a split to the committee. No decision was made at this time. Sand Volley Ball Court ~ Update from Mr. Paul Palzer At the April 7, 2010 Parks & Recreation Committee Meeting the committee requested Mr. Palzer look at the northeast corner of Laurie LaMotte Memorial Park to determine if it would be suitable for a sand volleyball court and wanted to know if the gravel path from Centerville Road could eventually be sodded over. Mr. Palzer provided the committee with a aerial view of the park which showed where the proposed downtown 42” drainage pipe would go, an area for a 80 x 50 volleyball court, as well as a potential spot for a soccer field and a small gravel parking area, all in the northeast corner of the park. The committee discussed these options at the May 5, 2010 committee meeting. Committee Member Haiden suggested having two (2) volleyball courts side by side with the reasoning being the tennis courts in Eagle Park are always busy, so much so that his family doesn’t even go up there to play tennis anymore, with two courts there would be a much better chance of finding one available. The committee would like to make the parking area bigger and eliminate the soccer area. Committee Member Haiden will draft a plan with the volleyball court having a north/south orientation for the purpose of eliminating the problem of the sun affecting one side or the other of the court. Committee Member Haiden will modify the previously proposed PRD (Project Requirement Document) and submit it to Mr. Palzer for review. In requesting potential Charitable Gambling Funds from Dead Broke Saddle Club, we have an estimate for Goetz Landscaping doing the work, but it has been discussed having Public Works do at least some of the work as well as we have some of the necessary supplies at Public Works alreadywhich would reduce the cost. At Mayor Capra’s direction the committee would ask Mr. Palzer to provide an estimate of costs that could be submitted to Dead Broke Saddle Club when requesting funds. The committee would also like to request Mr. Palzer attend the next committee meeting if possible. Movies in the Park/School Committee Member Peterson did some more research on the possibility of having a movie night at Centerville Elementary School instead of in the parks. This option is being considered so the event would not be dependant 5 of 6 Parks & Recreation Committee Meeting Minutes 05-05-10 on weather or darkness. The school is available for this purpose from 6 p.m. on either in the school gym or cafeteria. It is unknown if the cafeteria would actually work, but no food or beverages are allowed in gym. Health standards also dictate the only food items that can be sold are ones that are opened by consumer and cannot be bagged by us. This would eliminate the idea of making and selling popcorn. Committee Member Peterson also reports there is a 2 hour minimum at $16 an hour with the possibly of a $55 access fee. Mayor Capra suggested talking to Father Fitzgerald at St. Genevieve for the possibility of using the Parrish Center as they have a large big screen TV, lighting could be easily controlled and there would be less restriction. Some other groups holding events at the Parrish Center have donated $100, which would probably be acceptable. This is an event the committee would like to have on a regular basis. Park Maintenance Some of the issues were discussed under Earth Day Cleanup. Ms. Stephan reported wood chips in the parks under play structures will be taken care of by Public Works when the seasonal help is hired for the summer. The slide platform at Eagle Park which residents have reported as unsafe has been brought to the attention of Public Works. Mr. Palzer said it was installed to manufacturer specifications but Public Works Staff will take a look at it and see if there is anything they can do. The committee briefly discussed F.Y.I. information provided in the packet.  Licensing for Playing Recorded Music at Public Facilities  Boy Scout Rocket Launch at Laurie LaMotte Memorial Park June 5, 2010 Excerpt from City Council Meeting Minutes of April 14, 2010: Mr. Tom Nelson, Cub Scouts, appeared before the City Council and stated that the Cub Scouts have held their Rocket Launch for the past four years at Laurie LaMotte Memorial Park and they'd like to continue to hold it there this year. Mayor Capra mentioned the City has always waived fees for non-profit organizations. Motion by Council Member Broussard Vickers, seconded by Council Member Paar to approve the use of Laurie LaMotte Memorial Park, June 5, 2010, for the Cub Scout Rocket Launch. All in favor. Motion carried unanimously.  Resurface Tennis Court at Eagle Park Mr. Palzer received a quote 4/30/10 to fill in the pucks, cracks and resurface the tennis court in Eagle Park. The quote is for $4,530.00. He requested Mr. Mike Jeziorski, Finance Director please budget $5,000.00 for 2010. VII. FINANCIALS VIII. ADJOURNMENT Motion was made by Committee Member Haiden, seconded by Vice-Chairperson Grahek to adjourn the May 5, 2010 Parks & Recreation Committee Meeting at 9:00 p.m. All in favor. Motion passed unanimously. Transcribed by Kim Stephan 6 of 6