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Parks Commission Minutes 11-19-2009PARKS COMMISSION MINUTES I NOV 19, 2009 MINUTES PARKS COMMISSION SPECIAL MEETING THURSDAY NOVEMBER 19, 2009 - 8:00 A.M. "To enhance community pride through developing and maintaining City parks with a high standard of quality. - Members Present: Larry Nolan, Gene Emmanuel, Nancy McCaffrey and Council Liaison Brian Stumpf Members Absent: Mark Larson Others Present: Tom Pawelk, Park Superintendent 1. Call to Order. Chair Larry Nolan called the meeting to order at 8:00 a.m. and declared a quorum present. 2. Approve Minutes of March 26.2009 Parks Commission Meeting. GENE EMMANUEL MOVED TO APPROVE THE MINUTES OF THE MARCH 26, 2009 PARKS COMMISSION MEETING. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2A. Approve Notes of July 30, 2009 Parks Commission Meeting. Chair Larry Nolan stated that the notes of the July 30, 2009 meeting do not need to be approved as there was not a full quorum at that meeting so the notes were not recorded as official minutes. 3. Citizens requests and comments. Tom Pawelk stated that there was a special thank you from the Adams' for the nice work that the Parks Department did at the Front Street Park. Nancy McCaffrey said the East Bridge Gardeners held a thank you coffee for the Parks Staff at the new gazebo. Larry Nolan inquired about being placed on the minute distribution list for the Bertram Chain of Lakes Committee. Gene stated he would do so and informed the commission that the meetings are the first Friday of the month at 8 a.m. at city hall. Page 1 of 5 PARKS COMMISSION MINUTES I NOV 19, 2009 4. Budget Cuts for 2010. Tom Pawelk stated that a heavy cut came to the department of $9,000 for seasonal help (that eliminates two summer employees). Tom said his department will get through it. Tom said there are no improvements scheduled for next year, just $5,000 set aside for playground equipment maintenance. Everything else is basic operating costs. Larry Nolan asked if the Parks Department equipment is okay. Tom said he had a 1 -ton in the budget that he needed to replace but was told not to bring it forward. He said they will try to extend that purchase out another year. 6. Skating Rink Warming House Hours. Tom Pawelk handed out the agenda proposed for Monday night's council meeting. Tom said he added the council's request of showing the costs to reduce the rinks hours to Tuesday, Thursday, Saturday, Sunday and holidays. This is Option 2 and the total seasonal cost for that option is $5,240.20. That option includes council's request to reduce the hours at West Bridge to include Tuesdays & Thursdays from 4 p.m. to 7 p.m. and weekends/holidays from 1 p.m. to 7 p.m. Reduced hours at 40' Street Park to include Tuesdays & Thursdays from 5 p.m. to 9 p.m. and weekends/holidays from 1 p.m. to 9 p.m. Tom said he included an additional option, Option 3, which proposes keeping the parks open every day of the week (with reduced hours) for a total seasonal cost of $6,205.50. Being just under $1,000 more than Option 2, it provides better service to the community and Tom said this option will keep them under budget. Larry Nolan asked about the council's request to have volunteers or the hockey association keep the warming houses open. Tom said he talked with the city attorney who advised the rinks should only be open with a (city paid) skate guard or kept closed. Tom said the hockey association wants to have parents volunteer hours in warming houses. However, according to our safety policy the guard on duty needs CPR and first aid training. Gene Emmanuel said he was concerned about who would control the public skaters with the hockey association there as they would most likely only monitor themselves. Gene's recommendation would be to have a skate guard on duty if the warming houses are open. Nancy McCaffrey said she was concerned about school hours and kids get out of school at 2:30 why couldn't the rinks at least be open at 4:00. Gene Emmanuel asked Tom to explain his proposal in the council agenda. Tom said that $9,000 was cut from his budget for seasonal help so then he put together a plan of $6,000 to keep the rinks open Monday — Friday and weekends. Gene said that everything is tight for everybody but the additional $1,000 tweaking (between Option 2 & Option 3) is minute compared to the level of service for the community, the safety of the public with someone in the warming house and the city could be taking a risk for the safety factors. Gene said it doesn't make any Page 2 of 5 PARKS COMMISSION MINUTES 1 NOV 19, 2009 sense. Nancy said that we actually experienced increase in the use of the rinks and in this tough economy it is a free form of entertainment for the community. Tom said that he would like to hold at Option 3 and let the council make the decision. Larry asked if there was any likelihood of the hockey association coming up with money to pay for an attendant. Tom said they wouldn't pay for an attendant, only offer volunteers. Brian Stumpf said he tried to explain to the council that it's a 9 -week deal, not a 52 -week thing and that it seems like a reasonable no brainer for Tom's Option 3. Gene said his opinion is for the Parks Commission to recommend Option 3 with a $6,200 max to provide this service for the community and for families due to the safety factors and city's liability. Larry said there were three sheets of ice that had been maintained by the city for years and those have been cut so we have already made cuts. Gene said his understanding is that they don't have any revenue from the hockey association for the use of the rinks. Tom said there was an agreement with the hockey association when the 4"' Street warming house was constructed and the association put money there and they put in money for the boards. They helped paint the boards. We sign a user agreement with them each year based on the previous agreement allowing the hockey association use of the warming house. GENE EMMANUAL MOVED TO ACCEPT OPTION 3 WHICH ALLOWS THE RINKS TO BE OPEN MON -FRI, WEEKENDS & HOLIDAYS NOT TO EXCEED A MAXIMUM EXPENSE OF $6,205.50 AND PRESENT THIS TO THE CITY COUNCIL AS THE PARKS COMMISSION'S RECOMMEN- DATION. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 7. Water Tower Park — Proposed Disc Golf Course. Tom Pawelk said he was contacted by Tim Maki from the Professional Disc Golf Association. They walked the Water Tower Park and afterwards Tim came up with a possible 12 -hole disc golf course. Tom said the association would help the Parks Department with grubbing. Tom said there is $5,000 in the 2010 budget for park maintenance /repairs and these funds could be used for the improvements. Larry Nolan asked about the expense to put the course in and Tom said the cost is $3,300 for 12- holes. Tom said the park isn't being used currently and that it's full of buckthorn right now. Tom said the Wright County prisoners (Sentence to Serve) could come in and help out with labor. Lary asked how much the Par West course gets used. Tom said it's busy and that they had leagues in Par West this summer two nights /week. Tom said he posted a sign there to call city hall for the equipment but he said people just use their own equipment. Tom explained that it's a passive sport and it's a passive area up there at the Water Tower Park. Larry suggested that maybe the Parks Department could do the prep work this year. Larry agreed that the site is way under- utilized. Tom said they put in a beautiful parking lot up there with approximately 15 parking spots. Gene Emmanuel asked if there was another way that area could be Page 3 of 5 PARKS COMMISSION MINUTES I NOV 19, 2009 used and if it could possibly be a multiple use park. Gene said that they could expand it with picnic facilities. Larry suggested improving the park in phases. Brian Stumpf inquired as to what the annual maintenance cost is for upkeep at the park for a disc golf course and what does the actual surface of the ground have to be. Tom said it would be chips on the ground. Tom said the foot traffic on the chips will keep the weeds down. Brian asked what additional cost to maintain would occur other than what the Parks Department is already doing up there. Tom said basically weed control which would be spraying a couple weeks out of the year. Gene asked what Tom anticipates for the potential of using the $5,000. Tom said the funds are in the budget for playground maintenance /inspections or in case somebody vandalizes playground equipment that isn't under warranty, the insurance deductibles, etc. Tom said that 0 Street Park has the oldest equipment. Last year when they did inspections they spent $2,000 in repairs. Gene said the greatest thing about having something like the disc golf course is getting people to use it. Tom said that Tim Maki said they could do marketing on the disc golf website. Gene suggested that being that the high school is in close proximity to the park it's a possibility that the schools could offer their physical education class up there. That could generate interest at younger ages so it's used for years to come. Tom said the pathway coming down the Monte Club Hill will tie all that in together. Tom said that he will work with the Disc Golf Association to come up with a proposed plan and cost estimate. 8. Year End Report of Parks Proiects. Tom Pawelk distributed a 2009 Parks Department Project Recap. Nancy McCaffrey noted that the pedestrian bridge over Otter Creek looks great. Tom asked if anyone has had a chance to look at Pioneer Park. Tom said the theme is better now and it flows well. Tom said the Ellison Park restrooms were done just before Riverfest. Larry Nolan asked about the Sentence to Serve crew. Tom said they get the adult crew 4 days /month and the juveniles 2 days /month. Nancy commented on the community garden and how that took off and noted that the shed is really nice. Tom Pawelk inquired about placing grills in East Bridge near the wedding gazebo as the grills are used quite frequently in West Bridge. Larry felt East Bridge should stay free of grills for now and Nancy agreed. 9. Pathway Report. Tom Pawelk said that the council approved the $15,000 for sealing the pathways. Tom said he needs 70- degree days for the sealing. Tom said that Tom Kelly informed him that he can roll the money over into the 2010 budget. Tom also stated that he believes they'll be able to do the project in- house. Tom said it's a water base material like what you put on your driveway. Any pathway that's over Page 4 of 5 PARKS COMMISSION MINUTES i NOV 19, 2009 two years old will have the sealant applied to it which will in turn extend the longevity of the pathway. Tom said they will complete it next year. Tom said the lighting project for the pathway at Front Street and East Bridge will be included with the 2010 Street Reconstruction Project. 10. Other Business. NANCY MCCAFFREY MOVED TO CHANGE THE PARKS COMMISSION MEETING TIME TO 8 A.M. AND FURTHER TO CHANGE THE MEETING DATE TO THE 4' THURSDAY OF THE MONTH EVERY OTHER MONTH FOLLOWING THE JANUARY 28TH MEETING. GENE EMMANUEL SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Larry Nolan stated that Mark Larson should be sent an official letter stating that he can no longer serve on the Parks Commission as he has not been in attendance at any meetings in 2009. 10. Adiourn. NANCY MCCAFFREY MOVED TO ADJOURN AT 9:00 A.M. GENE EMMANUAL SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. RECORDED BY: Beth Green DATE APPROVED: ATTEST: % d� Page 5 of 5