Parks Commission Agenda Packet 12-01-2016Park Commission Agenda: 12/01/2016
AGENDA
REGULAR PARKS COMMISSION MEETING
December 1, 2016 — 9:15 A.M
Monticello Public Works Office
"To enhance community pride through developing and
maintaining city parks with a high standard of quality. "
1. Call to Order.
2. Approve Minutes of Regular Parks Commission Meeting from September 22, 2016.
3. Consideration of adding items to the agenda.
4. Citizen's requests and comments.
5. Review and discussion on Shade Tree Disease Policy.
6. Review and discussion of pathway and sidewalk future and existing connection map.
7. Discussion of implementing Facility Use Request for park reservations.
8. Discussion and motion to approve park rental fee schedule for 2017.
9. Motion to approve reappointing commissioners Tim Staples and Jack Gregor to serve another
three -year term on the Parks Commission.
10. Motion to appoint a representative of the Parks Commission to serve on the Bertram Chain of
Lakes Advisory Council (1 -year term).
11. General Park Updates:
A. Ellison Park Shelter
B. MCC Maintenance
C. Park Maintenance
D. Skate Guard Positions
12. Next regular meeting scheduled for January 26, 2017.
13. Motion to adjourn.
1
PARKS COMMISSION MINUTES I SEPT 22, 2016
MINUTES
PARKS COMMISSION MEETING
THURSDAY
SEPTEMBER 22, 2016 - 9:15 A.M.
"To enhance community pride through developing and maintaining Cityparks with a high standard of quality. -
Members Present: Larry Nolan, Jack Gregor, Brian Stoll
Members Absent: Nancy McCaffrey, Tim Stalpes, Brian Stumpf, Council Liaison
Staff Present: Tom Pawelk, Beth Green, Ann Mosack
1. Call to Order.
Chair Larry Nolan called the meeting to order at 9:15 a.m. and declared a quorum present.
2. Approve Minutes of Regular Parks Commission Meeting from August 25,
2016.
BRIAN STOLL MOVED TO APPROVE MINUTES OF THE AUGUST 25, 2016
REGULAR PARKS COMMISSION MEETING. MOTION SECONDED BY JACK
GREGOR. MOTION CARRIED UNANIMOUSLY, 3 -0.
3. Consideration of adding items to the agenda.
a. Motion to approve first phase of the Montiview Challenge Course.
b. Motion to approve sidewalk connection for Rolling Woods Park.
BRIAN STOLL MOVED TO APPROVE THE AGENDA WITH THE ADDED
ITEMS. MOTION SECONDED BY JACK GREGOR. MOTION CARRIED
UNANIMOUSLY, 3 -0.
4. Citizens requests and comments.
Tom Pawelk said he is working with the petition from residents of the Carlisle Village
and Rolling Woods neighborhoods for improvements to the Rolling Woods Park. This
item will go to the City Council for review at Monday's meeting.
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PARKS COMMISSION MINUTES I SEPT 22, 2016
5. Motion to approve MOU agreement with DirtWirx, volunteers of Montiview
Mountain Bike Challenge Course.
Tom Pawelk reviewed the MOU agreement with the Commission, noting the agreement is
similar to the agreement with MORC for the single -track trails at the Bertram Chain of
Lakes Regional Park. Pawelk noted that where the agreement references the "Trail
Steward ", that is the Park Superintendent. DirtWirx will get the trail built and the goal is
to get local people on board to work with the group to develop community pride. The grand
opening is being planned for the middle of October with the unveiling of the sculpture from
Artist Sue Seeger. The agreement will be brought to the City Council on Monday evening
for review at their regular meeting.
BRIAN STOLL MOVED TO APPROVE THE MOU AGREEMENT WITH
DIRTWIRX FOR TRAIL DEVELOPMENT AT THE MONTIVIEW PARK FOR THE
NEW MOUNTAIN BIKE CHALLENGE COURSE. MOTION SECONDED BY JACK
GREGOR. MOTION CARRIED UNANIMOUSLY, 3 -0.
6. Motion to approve chanjin2 single grave monument size at Riverside
Cemetery.
Tom Pawelk said that issues have come up with grave marker sizes at Riverside Cemetery,
in particular, for single graves and infant graves. Today the trend is leaning towards a
double cremation burial in a full size grave. This requires two names to be placed on the
marker for a single grave. The current marker size requirement for a single grave makes it
difficult to fit two full names on the marker. Pawelk is recommending an increase to the
marker size to allow for a 44" wide marker including the 4" concrete border. The single
grave size is 48" wide plus there is a 4" are between each grave. Therefore, increasing the
marker to a maximum of 44" will fit within the confines of the single grave but will allow
for a larger area to print on the marker.
BRIAN STOLL MOVED TO APPROVE THE CHANGES TO THE RIVERSIDE
CEMETERY RULES AND REGULATIONS TO INCREASE THE MAXIMUM
SINGLE GRAVE MARKER ALLOWANCE TO 44" WIDE AND TO INCREASE THE
INFANT GRAVE MARKER SIZE TO 24 ", BOTH INCLUDING THE PRECAST
CONCRETE BORDER. MOTION SECONDED BY JACK GREGOR. MOTION
CARRIED UNANIMOUSLY, 3 -0.
7. Discuss Watz & Walk event at Monti Paws Park in Meadow Oak Park.
The 2nd Annual Walk & Walk Festival will be held on Sunday, September 25, 2016, from
1 -4pm. Participants can register online through the Event Brite site or they can register the
day of the event beginning at noon. The event will have the same walking courses as last
year with short course and long course options along the Meadow Oak pathway system.
The volunteer group, Paws for Parks, has a number of events planned after the walk,
including a pet tricks contest, pet photos, light refreshments and a bounce house for kids.
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PARKS COMMISSION MINUTES I SEPT 22, 2016
8. BCOL Updates purchase agreement, decommission approval and athletic field
interim project.
Tom Pawelk noted that the interim improvements to meet the grant requirements are almost
complete at the future Bertram Athletic Complex. The improvements consist of a gravel
drive and parking area to the north, signage, a trail along Briarwood Avenue going south
to connect into the regional park, and a multi -use greenspace (20 -acre) field which will be
ready for play in 2017. Pawelk said that he had a farmer come out and till the fields and
parks staff is seeding the greenspace today.
Once the overall Athletic Complex Master Plan is complete and approved, the development
will be phased from north to south with the entire north play area as Phase 1 as the City
owns that property and is still working to acquire the middle 40.89 acres. The goal is to
try for a 2018 build with field play ready by 2020. The Wright County Board passed the
land alteration permit for the interim improvements. Staff will do as much as they can to
help offset costs. There is $2,000,000 in the budget for 2018, and each year thereafter there
is $700,000 to be set aside.
The Wright County Board approved the final purchase of the 40.89 acres of the athletic
area and this will be brought to the City Council in October for approval. That will be the
last parcel and then the entire 1,200 will be acquired and owned jointly by the City and the
County.
City Council approved the decommission of the Xcel Ballfields and the 27 acres of the bio-
farm split. The paperwork is now complete so that preserves the opportunity to
decommission the fields in the future, if necessary. The 27 acres, according to the
agreement, can only be used for public recreation and if a future council decides against
development as ballfields, the 27 acres would go back into the 157 -acre parcel as
agricultural land. Within the 20 acres, six to eight fields can be staked out. Pawelk said
that over the winter he will work up a user fee agreement for all associations that want to
utilize the fields at Bertram for lacrosse, soccer or football.
9. General Park Updates.
Tom Pawelk provided updates on the following parks and projects with no formal action
taken at this time:
A. Riverside Cemetery Roads: Staff has been working on the roads and hauling
Class 5 gravel in the cemetery which will allow for less mud puddles and easier
plowing within the cemetery.
B. Ellison Park Shelter: The shelter footings should be in place before freeze -up.
C. Shade Tree Inspections: A total of 50 trees have been marked for removal with
Dutch Elm disease.
D. Core City Project Reforestation of Boulevard Trees: 93 new boulevard trees are
being added on the east side of town this fall.
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PARKS COMMISSION MINUTES I SEPT 22, 2016
E. Park Maintenance: Staff has been busy with park rentals, working at Montiview
Park, and aerifying and seeding in the parks.
F. Park Closing - Winter Closing Dates: Staff is working on blowouts of sprinkler
systems, with the third week in October as the tentative water shut -off dates at
parks.
G. 4th Street Park Rinks: Brian Stoll asked about the rink hours being increased as
it was really busy last year. Pawelk said based on the usage of the park he would
like to see it open 7 days /week. Stoll also mentioned that the lighting system
may not be working properly as it is darker over on the general skating rink.
There are families with young kids skating there, and now that it's become
busier it is a safety issue. The consensus is in favor of having a skating guard
on duty 7 days /week to police the traffic, be there for emergencies, and to have
a staff member CPR certified.
BRIAN STOLL MOVED TO APPROVE A SKATE GUARD 7 DAYS/WEEK
AT 4TH STREET PARK WITH THE IDEA THAT THE ASSOCIATION
COULD STILL HAVE THE RINK MONDAY /WEDNESDAY AND OPEN
I OAM -9PM ON SAT /SUN. MOTION SECONCED BY JACK GREGOR.
MOTION CARRIED UNANIMOUSLY, 3 -0.
Larry Nolan also suggested that the City Council consider opening West Bridge
Park on the weekends for families and children, from 10am -6pm Sat /Sun.
13. Discussion of added items:
a. Motion to approve first phase of the Montiview Challenge Course.
Tom Pawelk said the DirtWirx crew is very professional, they have good ideas
and is excited to work with them. The initial plan was reviewed with the group
showing some features of the warm up area including skinnies, little mountain
rock pile, etc. These are all ridable features. The plan to have this completed
for the grand opening sculpture unveiling in mid - October. Once the leaves
come up they will start walking and working on trails through the woods.
BRIAN STOLL MADE A MOTION TO MOVE FORWARD WITH THE
FIRST PHASE OF THE CHALLENGE COURSE AS SHOWN. MOTION
SECONDED BY JACK GREGOR. MOTION CARRIED UNANIMOUSLY,
3 -0.
b. Motion to approve sidewalk connection for Rolling Woods Park.
Tom Pawelk said that currently there is a sidewalk running along Bakken Street
that cuts off near the wetland before Troy Marquette Drive. The city held back
$11,000 in escrow from the developer for the sidewalk extension, which is now
estimated to cost $30,000 to complete the sidewalk to Rolling Woods Park. The
thought is to create the connection point to the trail. Pawelk said there are some
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PARKS COMMISSION MINUTES I SEPT 22, 2016
children in the neighborhood in wheelchairs, so it will be important to finish the
connection from where it dead -ends, along with that the ped ramps need to be
updated, and a crossing should be added from Troy Marquette Drive to the
sidewalk. Pawelk reviewed three proposed alternatives with the group. The
preferred Option 113 shows the sidewalk connection to the park and crossings
at Deer Street, Troy Marquette, and Garvey Court with a cost of approximately
$45,000. Jack Gregor noted that with the number of children in the
neighborhoods, it is important to put the safety of the kids walking to the park
as the main priority.
BRIAN STOLL MOVED TO APPROVE THE SIDEWALK CONNECTION
ON THE SOUTH SIDE OF BAKKEN STREET TO ROLLING WOODS
PARK, INCLUDING CROSSINGS AT DEER STREET, TROY
MARQUETTE DRIVE AND GARVEY COURT AS INDICATED IN
OPTION 1B. MOTION SECONDED BY JACK GREGOR. MOTION
CARRIED UNANIMOUSLY, 3 -0.
14. Next regular meeting scheduled for December 1, 2016, due to the
Thanksgiving Holiday.
The next regular Parks Commission Meeting is scheduled for December 1, 2016,
at 9:15 a.m. in the Public Works Office.
15. Motion to adjourn.
Meeting adjourned at 10:20 a.m.
RECORDED BY: (3�ea z C � Qrc 11
DATE APPROVED:
ATTEST:
Page 5 of 5
LOWER PROVIDENCE TOWNSHIP • DEPARTMENT OF PARKS & RECREATION
SAMPLE 104 PARKLANE DRIVE • EAGLEVILLE, PA 19403
PHONE: (610) 635 -3543 • FAx: (610) 539 -6347
www.lowerprovidence.org
FACILITIES RENTAL REQUEST FORM
This form represents a REQUEST to Lower Providence Township Parks & Recreation Department from the stated organization through its authorized representative.
APPROVAL BY THE PARKS AND RECREATION DEPARTMENT WILL NOT BE GIVEN UNTIL PAYMENT (security deposit & rental fee, if applicable) AND PROOF OF
INSURANCE COVERAGE HAS BEEN RECEIVED (if applicable). Checks must be made payable to "Lower Providence Township
Applicant Name:
Organization:
Add ress:
State:
Home Phone:
Cell Phone:
Please check the facility that is requested:
❑ Eagleville Park - Gaugler Field
❑ Eagleville Park — Pavilion (112 day)
❑ Eagleville Park — Pavilion (Full day)
❑ Eagleville Park - Bocce Court
❑ OTHER
Rental pate:
City:
Zip:
Work Phone:
Email:
❑ Eagleville Park - Multipurpose Field ❑ Eskie Park Field 1 ❑ Redtail Baseball Field
❑ ARA Field # ❑ Eskie Park Field 2 ❑ Redtail Multipurpose Field
❑ Eskie Park Pavilion (112 day) ❑ Evansburg Point Park Game Field ❑ Level Rd. School House (Max. 50 people)
❑ Eskie Park Pavilion (Full day) ❑ Evansbufg Point Park MP Field ❑ Gabriel Field
Time: - Estimated Attendance #:
112 day pavilion rentals any 4 hrs. between (9:00a — 2:00p or 3:30p — dusk)
For rentals of more than one (1) day ...PLEASE attach a list of ALL Dates I Days /Times requested.
By signing below, I (we) duly elected officer(s) or duly appointed committee of the above said organization, certify that our organization agrees:
• To assume all risks in connection with the use of the facilities requested above and to hereby release, absolve, indemnify and hold harmless the Township of Lower Providence and
its employees in connection with the use of these facilities.
• That the responsibility for carrying appropriate medical plans, including hospitalization, lies with our organization and/or participants, since the Township of Lower Providence does
not carry such insurance.
• To adhere to the Rules and Regulations for Parks and Recreation facilities, a copy of which as been received.
• To notify the Township of Lower Providence in writing within 24 hours of any hazardous conditions which exists.
+ That a Security Deposit is required and will be returned upon completion of facility inspection pending that no damages were observed.
Security Deposit Amount:
Rental Fee(s) Amount:
Applicant Signature:
• Check - #: . Cash - check here:
• Credit Card - circle: Visa or MasterCard (3% convenience fee)
Card #:
Expiration Date: CVV2 #:
• Check - #: ♦ Cash - check here:
• Credit Card - circle: Visa or MasterCard (3% convenience fee)
Card #:
Expiration Date: CVV2 #:
Date:
Authorized Signature —Parks Dept, Dale:
Signature indicates P & R Department received a request only. Rental Requests are not to be considered approved unlit Facility Usage Permit is issued.
For Department Use Only
I hereby certify that an inspection was conducted on the premises. The condition of the premises was as follows:
NO DAMAGES WERE OBSERVED (Initial)
THE FOLLOWING DAMAGES WERE
Damages Observed By Date
Parks Dept Use Only:
Amount of Fee(s) Returned: Method of Refund: Date: Initials:
Revised 1/16/2013
SAMPLE _ _ Lower Providence Township
Department of Parks and Recreation
The Lower Providence Township Parks & Recreation Department invites you to reserve covered picnic
pavilion areas, meeting rooms and athletic fields in the township.
FACILITY RENTAL INFORMATION
• Audubon Recreation Fields Eagleville Park - Gaugler Field
• Eagleville Park - Pavilion
• Eagleville Park - Tennis Courts
• Eagleville Park - Basketball Court
• Eagleville Park - Bocce Court
• Eagleville Park - Multipurpose Field
• Eskie Park - Pavilion
• Eskie Park - Baseball Field
• Eskic Park - Basketball Court
• Evansburg Point Park — Multipurpose Fields
• Gabriel Field - Multipurpose Field
• Hoy Park
• Level Road Schoolhouse (max. capacity 50)
• Redtail Park - Baseball Field
• Redtail Park - Multipurpose Field
AVAILABILITY OF PICNIC PAVILIONS
April — October
Sunday — Saturday
/2 day — 4 hours between (9:00am — 2:OOpm / 3:3Opm — dusk)
Full day — (9:00am — dusk)
AVAILABILITY OF COURTS
April — October
Sunday — Saturday
9am — dusk
AVAILABILITY OF FIELDS
March — November
Sunday — Saturday
9am — dusk
AVAILABILITY OF LEVEL ROAD SCHOOL ROUSE
January — December
Sunday — Saturday
Sam — 1 Opm
*Availability dependent upon the Lower Providence Township Parks & Recreation program schedule *'
SAMPLE - Lower Providence Township
Department of Parks and Recreation
FACILITY RENTAL RULES AND REGULATIONS
Availability: You must call (610) 635 -3543 to confirm the availability of the date and facility you would like to reserve
before submitting your forms and fee(s). Reservations must be made at least seven (7) days in advance of the date
requested.
Payment: Payment (security deposit, and rental fee - if applicable) is due at the time of reservation along with a
completed facility rental agreement forms and proof of insurance.
Liability Insurance Requirements for Ball Fields: If you are required to provide proof of insurance, please submit a
copy of a homeowner, condo or tenants policy with a minimum of $100,000 liability if you are an individual. Leagues
and /or businesses shall provide a certificate of insurance in the amount of $1,000,000 1 $3,000,000 bodily liability,
$1,000,000 property damage. Lower Providence Township shall be listed as an additional insured.
Liability Insurance Requirements for Vendors: All private contractors, which include but are not limited to; moon
walks, dunk tanks, tethered hot air balloon rides, tent rentals, etc., must provide evidence certifying insurance coverage in
the amount of $1,000,000 combined single limit liability insurance policy naming "Lower Providence Township, its
Elected Officials, Employees, and Volunteers" as Additional Insured to said policy. The minimum coverage is
$1,000,000 policy as directed by the Township's attorney.
Cancellations: There will be NO refunds given for a facility rental unless cancellation is given IN WRITING 5
BUSINESS DAYS PRIOR TO THE RESERVATION DATE.
NOTE: Cancellations are subject to a fee of 50% of the rental cost. (Not to exceed $60.00)
This fee will be deducted from the security deposit if no rental fee was paid.
Rainouts: If weather conditions (at the park) prohibit use of the facility, you must notify the Parks Department by phone
at (610) 635 -3543, prior to your scheduled time on the day of your event.
In the case of a rainout:
• You are entitled to reschedule your rental to an available date during the current year.
NOTE: Partial use = NO REFUND
-
Or -
• The rental fee may be refunded to the applicant if the rental is cancelled 5 business days in
advance of the rental date and heavy rain is forecasted.
Alcoholic Beverages: Alcoholic Beverages are PROHIBITED in all parks and facilities. These beverages may not be
sold, possessed, distributed or consumed under any circumstances. Individuals and groups violating this ordinance are
subject to citation and fines.
Smoking: Smoking is PROHIBITED in the Level Road Schoolhouse and within fifty (50) feet of any athletic field, or
play structure.
Parking: Vehicles shall not park or drive along the walking paths in the parks. Vehicles must park in designated lots
marked for parking purposes only.
Use Of Surrounding Facilities: A pavilion permit does NOT reserve or entitle the group to utilize or reserve the
surrounding facilities. The group may use the fields, courts, play structures, etc. if available.
Requesting Keys For Indoor Facilities: Keys may be picked up the day of, or day before rental, depending on the date
requested. Keys are only available Monday through Friday $:30am - to 3:30pm at the Administration Building, located in
the Township Complex. Please note all weekend rentals require facility keys to be picked up by 3:30pm on Friday. Keys
must be returned within 5 business days after rental use or the security deposit will be forfeited,
Lower Providence Township
�.. Department of Parks and Recreation
RENTAL RATES
Park Pavilions
Level Road School House
'/Z Da 4hrs
Full Day
Security Deposit
Resident/ Resident Org.
$40.00
$60.00
$100.00
Non- Resident / Non -Res. Org.
$80.00
$120.00
$100.00
Rain Date Fee
$20.00
$20.00
n/a
Level Road School House
Ball Fields 1 Multipurpose Fields 1 Bocce Courts
Fee
Security Del3osit
Resident/ Resident
$75.00 (1" 4 hrs.)
$100.00
Organization
$10.00 / additional hr.
$175.00
Non - Resident/ Non -Res. Org.
$100.00 0" 4 hrs.)
$100.00
Non- Resident
$20.00 / additional hr.
$390.00
Ball Fields 1 Multipurpose Fields 1 Bocce Courts
Tennis 1 Basketball
1 Garne/Practice
(2 hours)
1 Game /Practice per
week (13 weeks)
2 Games /Practices
per week (13 weeks)
3 + Games /Practices
per week (13 weeks)
Security
Deposit
Resident
$30.00
$175.00
$300.00
$425.00
$500.00
Non- Resident
$60.00
$390.00
$780.00
$1,170.00
$500.00
Community Organization Fee: $300.00 / field / year
Tennis 1 Basketball
* If a reciprocal facility use agreement is in place between a private school ! organization and the Township, fees may be reduced or waived.`
*The option to waive or reduce fees shall be determined by the Township Manager or his' her designee. *
NOTE: Resident group rates apply only if the group is based in Lower Providence Township. Otherwise, the Township reserves the
right to request proof of group roster (name & address) to verify the alternative "resident group" status which consists of a team roster
representing that at least 50% of the organizations participants reside in Lower Providence Township. Otherwise, Non- Resident rates
will apply to the group rental.
Example; l.) If a Township resident submits an application for a church, school or business that is not located in the Township, it
will be assigned a non - Township classification and charged a Non Resident fee. 2.) If an athletic organization, based outside Lower
Providence Township submits an application, that organization will be charged a Non Resident fee unless able to provide proof in the
form of a roster confirming that at least half the participants reside in LP Township.
For Additional Info Contact:
LOWER PROVIDENCE TOWNSHIP • DEPARTMENT OF PARKS & RECREATION
100 PARKLANE DRIVE • EAGLEVILLE, PA 19403
PHONE: (610) 635 -3543 • FAx: (610) 539.6347
www.lowerprovidence.org
Fee
Security Deposit
Resident/ Resident Org.
$ 5.00 / 1 '/2 hr / court
$100
Non - Resident/ Non -Res. Org.
$10.00/1 '/z hr / court
$100
* If a reciprocal facility use agreement is in place between a private school ! organization and the Township, fees may be reduced or waived.`
*The option to waive or reduce fees shall be determined by the Township Manager or his' her designee. *
NOTE: Resident group rates apply only if the group is based in Lower Providence Township. Otherwise, the Township reserves the
right to request proof of group roster (name & address) to verify the alternative "resident group" status which consists of a team roster
representing that at least 50% of the organizations participants reside in Lower Providence Township. Otherwise, Non- Resident rates
will apply to the group rental.
Example; l.) If a Township resident submits an application for a church, school or business that is not located in the Township, it
will be assigned a non - Township classification and charged a Non Resident fee. 2.) If an athletic organization, based outside Lower
Providence Township submits an application, that organization will be charged a Non Resident fee unless able to provide proof in the
form of a roster confirming that at least half the participants reside in LP Township.
For Additional Info Contact:
LOWER PROVIDENCE TOWNSHIP • DEPARTMENT OF PARKS & RECREATION
100 PARKLANE DRIVE • EAGLEVILLE, PA 19403
PHONE: (610) 635 -3543 • FAx: (610) 539.6347
www.lowerprovidence.org