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Park & Rec Board Packet - 4/7/2015 CITY OF MUSKEGO PARKS AND RECREATION BOARD AGENDA April 7, 2015 5:30 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE APPROVAL OF MINUTES FROM THE MARCH 3, 2015 MEETING. COMMUNICATIONS 1. Personal Appearance - Lee Elger NEW BUSINESS #1 1. Introduction of New Recreation Specialist - Adam Young 2. Approval of Muskego Festival Rental Request for Veterans Memorial Park 3. Review San Felippo Rental Request for Lions Park 4. Review Letter from Franklin Community Education & Recreation in the Termination of the Co-Op Agreement for Swim Lessons 5. Discussion on New Policy for Temporary Structure Permits DIRECTOR’S REPORT 1. Public Works Director's Report 2. Community Development Director's Report COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Announcements only. No discussion or action will be taken. ADJOURNMENT NOTICE IT IS POSSIBLE THAT MEMBERS OF AND POSSIBLY A QUORUM OF MEMBERS OF OTHER GOVERNMENTAL BODIES OF THE MUNICIPALITY MAY BE IN ATTENDANCE AT THE ABOVE-STATED MEETING TO GATHER INFORMATION; NO ACTION WILL BE TAKEN BY ANY GOVERNMENTAL BODY AT THE ABOVE-STATED MEETING OTHER THAN THE GOVERNMENTAL BODY SPECIFICALLY REFERRED TO ABOVE IN THIS NOTICE. ALSO, UPON REASONABLE NOTICE, EFFORTS WILL BE MADE TO ACCOMMODATE THE NEEDS OF DISABLED INDIVIDUALS THROUGH APPROPRIATE AIDS AND SERVICES. FOR ADDITIONAL INFORMATION OR TO REQUEST THIS SERVICE, MUSKEGO CITY HALL, (262) 679-4100. Unapproved CITY OF MUSKEGO PARKS AND RECREATION BOARD / CONSERVATION COMMISSION JOINT MEETING MINUTES March 3, 2015 5:30 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER Chairman Toby Whipple called the meeting to order at 5:30 PM. PLEDGE OF ALLEGIANCE Those present recited the Pledge of Allegiance. ROLL CALL Present: Toby Whipple, Ald. Borgman, Brett Hyde, Paul Peardon, Butch LeDoux, Ald. Wolfe, Len Pilak, Howard Schneider, William Miller, and Julie Holubowicz. Absent: Jerry Hulbert, Kelly Koble, Sharon Roy, and Barb Schroeder. STATEMENT OF PUBLIC NOTICE This meeting was noticed in accordance with the open meeting laws. APPROVAL OF MINUTES Approval of Joint Meeting Minutes from January 12, 2015. Alderman Borgman made a motion to approve Approval of Joint Meeting Minutes from January 12, 2015. Butch LeDoux seconded. Motion Passed 0 in favor. Brett Hyde abstained. Approval of an Amendment to the Conservation Committee Meeting Minutes from September 17, 2014. Alderman Wolfe made a motion to approve of an Amendment to the Conservation Committee Meeting Minutes from September 17, 2014. William Miller seconded. Motion Passed 5 in favor. NEW BUSINESS Approval of access easement on a portion of the Engel Conservation Property. Alderman Borgman made a motion to recommend approval of an access easement on a portion of the Engel Conservation Property. Alderman Wolfe seconded. Motion Passed 10 in favor. Park Arthur Volunteer Planting Project Information Potential Closure of the Little Muskego Lake Hillview Drive Boat Launch SE Quadrant Neighborhood Park Concept Plan Review Brett Hyde made a motion to approve Concept #1 submitted by Graef for the SE Quadrant Neighborhood Park. Len Pilak seconded. Motion Passed 10 in favor. Conservation Commission was excused. 2015 Baseball Schedule Update & Review of Baseball Camp at Park Arthur Butch LeDoux made a motion to approve 2015 Baseball Schedule and Baseball Camp at Park Arthur. Brett Hyde seconded. Motion Passed 5 in favor. Approval of New Park Rental Fees Paul Peardon made a motion to approve the New Park Rental Fees. Butch LeDoux seconded. Motion Passed 5 in favor. Approval of Old Town Hall Rental Request for Extended Hours Brett Hyde made a motion to approve of Old Town Hall Rental Request for Extended Hours. Alderman Borgman seconded. Motion Passed 5 in favor. Review of 2015 Water Bugs Practice/Show Dates Butch LeDoux made a motion to approve the 2015 Water Bugs Practice/Show Dates. Alderman Borgman seconded. Motion Passed 5 in favor. Review of Little Muskego Lake District Agreement Butch LeDoux made a motion to approve the Little Muskego Lake District Agreement. Alderman Borgman seconded. Motion Passed 5 in favor. Ald. Borgman was excused. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Announcements only. No discussion or action will be taken. Public Works Director's Report Conservation Coordinator's Report Recreation Manager's Report Next Meeting Date ADJOURNMENT Butch LeDoux made a motion to adjourn at 6:26 PM. Paul Peardon seconded. Motion Passed 4 in favor. Respectfully Submitted, Kellie McMullen Page 1 of 2 CITY OF MUSKEGO Staff Report to Parks and Recreation Board To: Parks and Recreation Board From: Tammy Dunn, Recreation Manager Subject: Muskego Community Festival Park Facility Request Date: March 30, 2015 Attached is a request from the Muskego Community Festival Group for their rental of Veterans Memorial Park from August 24-September 1. The request is for 7:00 a.m. to 8:00 p.m., however I believe they normally have events until 11:00 p.m. Also, attached are the minutes from the festival committee meetings in 2015. Here you will find discussions on vendors, attractions, activities and special events they have planned for the course of the festival. Recommendation for Action by Committee: Recommend approval of the event with the following conditions: 1. Park Rental fee is waived for the dates of August 24-September 1. 2. Park hours are approved to extend to 11:30 p.m. on the nights of the festival: August 27, 28, 29 and 30. 3. Park restoration will be billed to the festival for any and all improvements to the city grounds including the area around the city hall building and the Veterans Park area. 4. Renter would secure event insurance listing City of Muskego as an additional insured with the dates of the event being from the day carnival vendors arrive until September 2 when all festival items are gone. 5. Renter will have a dumpster placed alongside the parking lot on Pioneer Drive. Said dumpster would be removed promptly by September 2 or daily park rental fees will be charge to the festival committee until the dumpster is removed. 6. Parks & Recreation Board reviews and discusses the intended activities to be held in the city’s park and makes appropriate recommendations to the festival committee, keeping in mind Chapter 26 guidelines for park use. (alligator wrestling & helicopter rides) 7. Discussion will take place in regards to finding alternate parking options to lessen the turf damage to the areas around city hall. 8. Beer permits for the park as well as a liquor license will be secured no late r than August 14. This is to cover the carnival vendors on city grounds up to the start of the festival. Page 2 of 2 9. Carnival vendors who will be camping on park grounds, it is suggested that they park all recreational vehicles and those vehicles used to tow the carn ival rides on the asphalt areas of Old Town Hall. It is recommended that all heavy equipment is kept off the wet area off the tree lined area bordering the park. 10. The city will have the restrooms cleaned once daily by our contracted cleaning vendor. If they find additional cleanings are required for sanitary reasons, the festival will be billed for those additional cleanings at $50/event. Spot cleaning throughout the day will be the responsibility of the festival. Festival will supply all necessary paper products for the duration of their approved use. 11. Carnival vendors may not run hoses or power cords from Veterans Park Shelter for hook-up for the personal water or electric. 12. Carnival vendors will be instructed that there are no dogs allowed in city parks and that includes the time they are on site overnight. Page 1 of 2 CITY OF MUSKEGO Staff Report to Parks and Recreation Board To: Parks and Recreation Board From: Tammy Dunn, Recreation Manager Subject: June 27 rental of Lions Park for a wedding reception Date: March 30, 2015 Attached is a request from Matthew San Felippo to rent Lions Park for a wedding reception. This park is not listed as one of our normal park available for rent. This would be a large event with the request to place a 30’ x 45’ tent with 12 poles placed in the ground. There would also be table and chair seating for 128 people. They are also asking for use of the restrooms and electricity for music and lights. They are also asking for an exception to serve wine in the park as part of their wedding dinner. They have made arrangements to park many of the cars in the Piggly Wiggly parking lot, but there will be parking within the Lions Park parking lot. They will be shuttling people from the store parking lot and to Lions Park as well as to the Hillview Beach Association property which they are also renting. Recommendation for Action by Committee: Recommend approval of the event with the following conditions: 1. Park Rental fee of $100/day beginning with the day the tent is set up to the day the tent is removed (normal park rental fees). This would include the park use, restroom use and electric use. 2. $2,000.00 security deposit. On Monday, June 29 the park would be inspected by DPW staff who would assess damages that need to be repaired to the park. These fees would be removed from the deposit and would include staff time and materials needed to bring the park back up to satisfactory public use. Security deposit monies would be returned after repairs are completed. 3. Renter would secure event insurance listing City of Muskego as an additional insured with the dates of the event being from the day the tent is erected to the day it is removed. 4. All Star Rentals will contact Diggers Hotline to have the park inspected before the tent is put up. Any waivers and insurance signed by the renter of Lions Park will include the City of Muskego as an additional insured. 5. Proof of the written agreement with Piggly Wiggly to allow parking in the store lot on Janesville Road. 6. A copy of the contract with the busing company to prove they will be providing a shuttle service to and from the park. Page 2 of 2 7. Trash from the event would be removed from the park site as there is not a dumpster on site. Or, the renter can obtain a dumpster to be placed within the park for their event and picked up the following week at their own cost. 8. Renter must understand that park restrooms and park amenities must remain open to the public. Their request is for the use of the park space to put up a tent for their reception dinner. The park will not be closed to the general public and there may be use by others in the park utilizing the courts, playground and restrooms. Use would be exclusive to the green space where the tent has been placed. 9. Allow the renter to serve wine and beer to their dinner guests. 10. Notify the police department of the event and ask for their assistance in making sure the park is cleared by 10:00 p.m. and all cars are removed from park grounds by that time as well. Page 1 of 1 CITY OF MUSKEGO Staff Report to Parks and Recreation Board To: Parks and Recreation Board From: Tammy Dunn, Recreation Manager Subject: Status of the agreement with Franklin Community Education and Recreation for the cooperative offering of swimming lessons. Date: March 30, 2015 Attached is a letter from Franklin Community Education and Recreation informing us that the agreement for co-op swimming lessons will be discontinued as of May 31. A meeting was held on March 20th with Dale Schrank from Swim America and Heidi Szczupakiewicz from SWAT to discuss any options the city would have to provide swim lessons with their organizations. Based on the success of the Swim America program, there is not space to provide lessons through the Recreation Department. However, we were informed that the school district has someone on staff now that handles the open swim and pool rentals for the district. Communication was started to see if we can publish the open swim and pool rental information for the district in our guide, and to see if they would entertain offering swim things like badges for the scouts, scuba or water fitness classes. Recommendation for Action by Committee: This was an FYI only. No action needed. Temporary Structure Permit Summary City of Muskego Recreation Department is seeking to introduce a “Temporary Structure Permit” policy for all users who rent a City owned facility and/or park space. Introducing such a policy will support what the City of Muskego Parks and Recreation department’s mission states. “The Muskego Parks and Recreation Department is committed to meeting current and future community needs by offering quality, safe, and affordable programs and facilities, while stressing cooperation and collaboration within Muskego and surrounding communities, and by providing safe, multiple use, and aesthetically pleasing parks, open spaces, related facilities, and natural resource preservation.” There are several private parties and public events that are held in city facilities and park space that set up large tents, amusement and inflatable rides, bounce houses, stages, and trailers. These structures bring with them liability and safety factors that come into play regarding set-up and use of these structures on city property that also involve direct financial loss. Such factors include:  Grounds damage  Facility damage  Water Damage  Electricity usage Requiring users to submit and answer to a Temporary Structure Application for facility and park space usage with the City of Muskego Recreation Department eliminates several liability and safety issues, and ensures professional equipment is being used from approved vendors while appropriately recouping costs associated with said policy. Attached are examples of policies in place for several departments in Wisconsin. City of Madison Parks and Recreation Department’s Policy Milwaukee County Parks’ policy Moonwalks, Bounce Houses, Inflatable Structures Inflatable structures are allowed in reserved designated picnic sites when the following conditions are met:  You must provide a Certificate of Insurance $1,000,000 (one million) in general liability insurance should name Milwaukee County Parks as an additional insured party  You must bring a generator to operate the inflatable structure  You must use sandbags to secure the structure from movement Inflatable Structures: a Certificate of Insurance (COI) in the amount of $1,000,000 worth of general liability coverage that names Milwaukee County as an additional insured is required and must be on file the Public Services office one week prior to your picnic rental. Only one (1) inflatable structure is allowed per picnic site. Must bring a generator to operate inflatable structure. STAKING IS NOT ALLOWED. Must use sandbags or weights to secure inflatable structure. Tents: STAKING IS NOT ALLOWED. Tents are permitted only in DESIGNATED AREAS when the picnic group has obtained a valid picnic permit. Check the specific park map or contact the park office for locations of designated areas. Tents can only be set up on the day of the picnic and must be removed on the same day. Charges will be assessed for damages incurred during the setup or removal of tents. Tents must be secured with sandbags, weights, or water barrels. City of New Berlin Tent and Inflatable’s Policy Tents Tents cannot have stakes longer that 8’’ (underground power lines). Tents are only allowed in designated areas. Please contact the Parks and Recreation Department, at 262-613-3334, so the correct location can be determined. INFLATABLES – Inflatables (Bounce Houses) are not allowed due to insurance liability. City of Waukesha Parks and Recreation Inflatable’s Policy Inflatables Permit Any group requesting portable inflatable games at any City of Waukesha Parks or Facilities, must comply with the following: 1) The inflatable game must be set up, run, and supervised by the Rental Company. Under no circumstances, can the group renting WPRF facilities set up, run or supervise the inflatable game. 2) The inflatable game rental company must provide WPRF a copy of their insurance policy with the City listed as an additional insured. The City of Waukesha requires at least a level three insurance policy. If you have questions regarding insurance requirements please contact the Facilites Coordinator mpalmer@ci.waukesha.wi.us 3) WPRF will designate the appropriate area in which the inflatable may be placed. 4) The inflatable permit must be obtained at least 30 days prior to the event. City of Racine Parks and Recreation Structure Policy STRUCTURES/EQUIPMENT * No person or group shall erect any structure, temporary or permanent, unless approved and noted on the park permit. This includes, but is not limited to: portable toilets, tents, play structures, stages, platforms, fencing, music equipment, large play equipment, etc. TENTS * Use of tent(s) must be approved by PRCS Dept. staff. * A tent permit is required if the tent is 10' x 10' or larger (with or without sides). * A tent permit may be applied for at the Building Department, City Hall, Room 307, at least one (1) week in advance. * Renter must fill in stake holes from tents. * Tents may not be permitted in all parks or specific areas. Discussion Topics There are many versions and ways to incorporate a temporary structure policy. Main points of interest to discuss and approve are:  Does City of Muskego allow temporary structures in parks  What structures to allow/not allow  Where to allow structures (designated parks/areas)  Fee policy  Insurance policy requirements  Enforcement of policy Page 1 of 2 CITY OF MUSKEGO Staff Report to Parks and Recreation Board To: Parks and Recreation Board From: David Simpson, P.E., Director of Public Works/City Engineer Subject: Director of Public Works Report Date: March 31, 2015 I have included general information and project specific updates related to Parks maintenance for your use. Should any questions arise please don’t hesitate to contact me directly. General Maintenance  Mowing, grounds maintenance, and weed eradication bids have been received for the 2015 season. We are evaluating bidders and should be able to award those contracts within the next few weeks. The portable toilet contract has been awarded to Port-a-John for 2015.  The City’s refuse and recycling hauling contract is expiring at the end of 2015. We will be discussing any potential changes to the City’s contract at the upcoming Public Works Committee meeting. If you have any potential requested changes to the existing collection in Parks please let me know. Facilities  Horn Park Building- Demolition of the oldest portion of this building is planned for this spring. DPW crews will complete demolition and contractors will be hired to complete the plumbing, electrical, and new wall construction.  The Committee of the Whole had initial discussion regarding the possibility of expanding the Department of Public Works garage and decommissioning the Parks Headquarters building and the Boxhorn Warehouse. The Common Council has approved moving ahead w ith a conceptual analysis to determine if this is a feasible option. It is envisioned that these discussions will take place during the budget process this year.  A complete assessment of all parks buildings is planned for this spring by DPW staff. We expect that we will be completing some reroof ing and painting/staining projects. 2015 Park Improvements  Lions Park- A pickleball court will be added to Lions Park during this construction season. Stark Asphalt was awarded this contract and we hope that it will be built in late May or early June. DPW staff will be installing a permanent net prior to commencement of paving.  Denoon Park- All roadways, parking lots, and the basketball court will be resurfaced in conjunction with the 2015 road program. Additionally, two Page 2 of 2 areas of pavement are being added to the narrow roadway that leads to the boat launch to allow an area for vehicles to pass. DPW will be completing all turf restoration as part of this project. A detailed schedule is not yet known for this improvement.  Park Arthur- A paved pathway leading from the north parking lot to the three northern baseball fields and back to the pavilion will be installed in conjunction with the 2015 road program. Concrete pads will be added to the dugouts of the large field as a separately quoted project. It is anticipated that this work will occur in late May or early June. CITY OF MUSKEGO Staff Report to Parks & Recreation Board April 7, 2015 Meeting To: Common Council From: Jeff Muenkel, AICP EDFP Subject: Park Planning Miscellaneous Updates Date: April 1, 2015 Please find the following items in relation to various parks planning items in the city. Such items don’t require committee action but can certainly be discussed during the Miscellaneous Business portion of the meeting. 1. Aster Hills Estates Park: Graef is the engineering stages of the parking planning and layout. We anticipated having Committee review of the approximate financials and more final site plan at the April meeting. However, weather wouldn’t allow the soil borings to occur until as of late. Thus, we anticipate reviewing the possible costs of the new park and the final site plan at our May meeting. Knowing the approximate financial breakdown will also allow us to have a constructive conversation with the developer, Towne Realty, about any park improvements they might be able to aid in when they begin construction of the subdivision. Further, we will want to discuss any park and conservation dedication fee waivers or acceptances at this time as well. 2. New Parks and Conservation Plan: Staff will be laying out a timelines soon for the planning and adoption of a new Parks and Conservation Plan. Ideally we will want to start on this process this summer with an anticipated completion date of summer 2016. Such a timeline will allow for the Council to consider any proposals from the Plan during their 2017 budget discussions during the Fall of 2016.