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Parks Commission Agenda Packet 11-20-2008AGENDA PARKS COMMISSION November 20, 2008 - 4:30 p.m. `To enhance community pride through developing and maintaining city parks with a high standard of quality" (Note the date change) 1. Call to Order. 2. Approve minutes of October 30, 2008 Parks Commission meeting 3. Consideration of adding items to the agenda. 4. Citizens comments and requests. 5. Park Maintenance. 6. Review of Parks and Trails Map 7. Approval of plans for gazebo at East Bridge Park 8. Updates/Other Information: A. Terms of Larry Nolan and Nancy McCaffrey expire 12/31/08. Will the individuals consider another term. B. Tentative meeting date in December is 12/18/08 -Does the Commission want to meet in December. 9. Adjourn. Park Commission Minutes: 8/20/08 MINUTES PARKS COMMISSION October 30, 2008 - 4:30 p.m. "To enhance community pride through developing maintaining City parks with a standard of quality." Members Present: Gene Emanuel, Nancy McCaffrey, Larry Nolan and Rick Traver Members Absent: Mark Larson and Council Liaison Brian Stumpf Others Present: Tom Pawelk, Park Superintendent 1. Call to Order. Chair Larry Nolan called the meeting to order at 4:30 p.m. and declared a quorum present. 2. Aunrove minutes of August 20, 2008 regular Parks Commission meeting. NANCY MCCAFFREY MOVED TO APPROVE THE MINUTES OF AUGUST 20, 2008 REGULAR PARKS COMMISSION MEETING. GENE EMANUEL SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3. Consideration of adding items to the agenda. No items were added. 4. Citizens comments and requests. There was no one who spoke under citizens comments or requests. Gene Emanuel indicated he had received a call about the trees in Groveland Park. The caller suggested that the trees be trimmed up so that they would grow taller. The caller also noted at the parks there are some tree stumps that protrude out of the ground and these could be a safety hazard for people using the park. Tom Pawelk said removing the stumps is on their list of things to do. They will either be contracting with a firm to do the removal or they may wait to see if they can get the stump grinder from the county and have Park Department staff do the removal. Nancy McCaffrey asked about Sunset Ponds where there was a problem of the older children bullying the younger ones. Tom Pawelk responded that the problem seems to have been taken care of as he has not heard any complaints lately. Rick Traver indicated that disk golf at Par West park had a lot of activity. Tom Pawelk reported that the contractor on the play structure that was installed at Hillcrest Park had come out and tightened bolts and added some additional bolts on the play structure. The contractor questioned whether some steps had been missed in the installation of the structure which was done by volunteers not by the contractor's staffbut at the present time everything is properly placed and tightened. Park Commission Minutes: 8/20/08 5. Park Maintenance. Park Superintendent, Tom Pawelk submitted a list of the work completed including pictures of the shelter at Groveland Park. The shelter is completed except for the cedar on the inside of the shelter. The shelter is 30' x 20' and six picnic tables will be placed in the shelter. There will also be a grill for the park. The area has been seeded as well. The Parks Department staff has completed schooling/training in the past month which included an expo where the individuals could actually test out the various pieces of equipment being displayed. Staff also worked on blowing out the irrigation systems at the parks. The Parks Department staff did initial work for the new Community Garden which included the tilling. The Water Department will put in a set up to allow those using the garden to have a source for water. Tom Pawelk gave an update on where the Community Garden will be located and how it will be operated. The Dutch Elm disease inspections have been completed and over 800 diseased trees were identified. Residents were notified that the trees needed to be removed. Staff will check the ones that have not yet been removed and send out a second letter. If the trees are not removed by the property owner, the City will remove the trees. The fall fertilizing has been completed and fertilizer for next year has been ordered which allowed the City to take advantage of current rates. The park at Hunter's Crossing was mowed and they are working at the cemetery which includes preparing the area for paving next year. Negotiations are just about complete for the City to acquire the outlot in Union Crossings which is the proposed location of the "Welcome to Monticello" sign. Staff also completed the trimming work in East Bridge Park. Gene Emanuel asked about the fields and how they held up this year. Tom Pawelk explained some of the processes they used on the fields which he felt helped the turf hold up better under intensive use. Larry Nolan asked about the revenue from the concessions at the ballfields. Tom Pawelk indicated that since all the revenue went into the general fund the Finance Department didn't break it out any further. The Parks Department had wanted to bill the MCC for the time and materials spent maintaining the fields but the Finance Department did not encourage that saying since everything goes into the general fund it would not make any difference. Rick Traver asked if the ballfield lights were charged to the Parks Department. Tom Pawelk indicated they were and that the softball/football leagues were charged back for a portion of the cost. The Parks Commission expressed their concern that they were not able to get information on how much revenue was generated by the concessions at the ballfields. It was noted in the past they had received reports but the format of the reports was not conducive to understanding what was expended and what revenue was generated. Tom Pawelk felt that a Park and Recreation Department needed to be set up. At the present time the Parks Department does all maintenance and improvements to the recreational facilities while the MCC staff is doing the scheduling for the recreational programs. Having this done under one department would make it clearer as far as tracking costs related to the facility costs and programs. 2 Park Commission Minutes: 8/20/08 Tom Pawelk extended an invitation to the Parks Commission from Public Works Director John Simola to attend his retirement party on December 13, 2008 at 5 p.m. at the American Legion Club. 6. Updates. Tom Pawelk updated the Parks Commission on recent tour of the YMCA property by DNR officials. He indicated that the representatives were very complimentary about the project. Tom Pawelk said Friday the parties will be meeting regarding the purchase of the first phase of the YMCA property which is about 304 acres. Tom Pawelk and the Parks Commission discussed funding for this project. 7. Adiourn. RICK TRAVER MOVED TO ADJOURN AT 5:10 P.M. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary 3 REVENUE AND EXPENSE SUMMARY 2008 Revenue Total $50,647 Lea ue Fees $22,010 ---~ ~~-~~ ~ Concessions $28,637 Ex enses Total $51,559 Um fires $13,685 Prizes and Team Sanction Fees $1,710 Concession Ex enses $29,212 Concession Workers $4,487 Lea ue Mana er $2,465 ~ NET ($912)1 One time char es for remodelin facilit $7,000 This does not include equipment purchased c,~.,.~k - `..~-Ax.ti.,,~v~- Net after remodelin costs $6,088