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prbm20110314 City of Muskego PARKS & RECREATION BOARD Monday, March 14, 2011 “No Recording” Approved as amended 5/9/11 Board President Whipple called the monthly meeting of the Parks and Recreation Board (Board), City of Muskego, to order at 6:00 p.m. PLEDGE OF ALLEGIANCE Those present recited the Pledge of Allegiance. The meeting notice was posted in accordance with the Open Meeting Law on Thursday, March 10, 2011. Present: Mr. Gary Boisits, Mr. Jerald Hulbert (excused at 6:30 p.m.), Mr. Brett Hyde, Mrs. Kelly Koble, Mr. William “Butch” LeDoux , Mr. Toby Whipple and Director Anderson Absent: Ald. Neome Schaumberg (excused) GUESTS: Ald. Borgman, Howard Schneider, Mark Moriarty, Ken Bitter, Carla Regini, Denise Konkol. APPROVAL OF MINUTES: February 14 Minutes Mr. Hyde moved to approve the minutes of the February 14, 2011 meeting, seconded by Mrs. Koble. Mr. LeDoux asked for clarification on the ball field weekends usage on page 2. Clarification was that the ball fields would be also available on weekends. Director Anderson corrected the time of the meeting on the facilities agreement to 5:30 p.m. Upon a voice vote, the motion to approve the minutes, as corrected, carried. COMMUNICATIONS: Water Bugs Ski Team, Inc.(Water Bugs) 2011 Agreements Board members were in receipt of the Water Bugs dates for the upcoming season as well as the pier placement and agreement . For the 2011 season, they requested 15 show dates and 30 practices for a total of 45 dates. Board President Whipple recognized Mr. Howard Schneider from the audience. Mr. Schneider question the number of dates as he thought in October, Mr. Moriarty had stated 40. Mr. Moriarty said it was 45 dates mentioned at the October meeting . Mr. Schneider questioned if the Board could take away dates for the non-compliance times? Director Anderson stated the Board had reviewed the summary at the October meeting and did not do anything though they would have been able to take away shows or practice dates. Mr. Schneider did not think anything was going to change. He was sure that Mr. Moriarty was trying to keep with the contract. Mrs. Koble asked Mr. Moriarty what they discuss at their meetings and it needs to be impressed upon them the audio system requirements. Mr. Moriarty indicated they go over the contract items. Director Anderson advised that the police department will be putting in the buoys using GPS as guidelines. Mr. Hulbert mentioned that the announcer/sound control person needs to be more diligent in keeping the sound down or they need to get another person. Mr. Moriarty explained they have two speakers set up and the announcer uses a mike. At times, the announcer gets loud and it could be that the person doing the sound board adjusts for this factor. Mr. Hulbert stated they need to come up with a solution to the volume control; if it is not addressed, this could be detrimental to them in the future. Mr. LeDoux advised that the speakers need to face Minutes, Parks & Recreation Board, March 14, 2011, page 2 the water and also they should consider placing extra speakers along the beach. Mr. Hyde was in agreement that they need to keep the speaker/music volume under control and suggested wireless speakers as an alternative. Mr. Moriarty shared that they only use the music during shows, not practices. In regard to their July 3 fireworks show, Director Anderson said that department staff would like them to get a roll-off dumpster as there is a substantial amount of garbage generated at that event and it overflows the smaller dumpsters. Mr. Jerald Hulbert moved, Mr. Gary Boisits seconded, to approve the show/practice dates for 2011 and they are to do something about the volume. Upon a voice vote, the motion carried. On the pier placement agreement, Director Anderson the only change was the dates. This is the pier that the Water Bugs use. Mr. LeDoux moved to approve, Mr. Hyde seconded. Under Ownership and Placement of Pier, Mr. Boisits questioned the public use of the pier in relation to the pier not being used for public swimming, diving or jumping from and no public boats docked/moored. It was explained that the public could use the pier for walking. Upon a voice vote, the motion carried. In the Agreement for Use of Idle Isle Park and the Idle Isle Pavilion, Director Anderson said the ski pattern section had been changed to show where the buoys are to be placed and changed. He further mentioned that these documents will be forwarded on to the Finance Committee and the Common Council in April for their approvals. He refreshed the Board members that the placement of the water ski jump was an agreement between the city and the Water Bugs requiring no action from the Board. 2011 Muskego Festival Carla Regini presented the Muskego Community Festival’s request for use of Veterans Memorial Park for their festival August 22-28. They will be setting up on Monday with the festival on Thursday, F riday, Saturday and Sunday. Director Anderson reminded her that the parks staff will open the bathrooms on Thursday morning and then the responsibility for opening/closing/maintenance will be the festival committee’s until Monday morning when the staff will again open the bathrooms. He advised the Board members that there were no complaints last year and no need for restoration. Ms. Regini stated the festival will be the same as last year. Mr. Hyde moved, Mr. Boisits seconded, to approve their use of Veterans Memorial Park for the festival with the same caveats as last year: They need to meet with Mr. Hulbert regarding use of historical grounds. Notify the Parks & Recreation Department when they would be opening the shelter bathrooms for the festival. It was noted that the carnival people use the bathrooms before the festival’s portable toilets are delivered. They are responsible for cleaning the bathrooms and stocking the bathrooms. They are to provide adequate security on the walk way and adequate lighting in the area. Any damage to park facilities or amenities, including turf, restoration will be the responsibility of the festival committee. and for dates and times, including extension of hours, as outlined. Mrs. Koble requested that adequate security for the area in the evening. Mrs. Regini stated they have additional security as well as the police department and festival board members also patrol the walk areas and settlement centre . Upon a voice vote, the motion carried. (Mr. Hulbert was excused.) 2011 Lions Lake Fest Ken Bitter appeared before the Board to present the Muskego Lions Request for use of Idle Isle Park for their Lions Lake Fest event. The event will be held June 15 -19 with the same set-up as last year. They again will have a large roll-off dumpster. He mentioned that last year on Sunday morning, someone had destroyed their bar trying to get to the shelter. He attributed part of it was due to the tornado that occurred. Otherwise, everything went fine last year. Director Anderson reminded him that parks staff would not be available from 3:00 p.m. Friday through Saturday. Mr. Bitter was again requesting seven rows for parking. He shared that last year they took care not to park in soft areas. Mr. Hyde moved, Mrs. Koble seconded, for the Muskego Lions Club to use Idle Isle Park for their Lions Fest with the same caveats as last year : Minutes, Parks & Recreation Board, March 14, 2011, page 3 Signage be posted that the park will not have supervision after 1:00 p.m. Signage when the beach will be closed. Signage posted at least a week in advance of the event. The launch will be left open. Provide their own roll-off dumpster with the garbage being picked up and gone right after their event. Replace and lock up the tables so they don’t end up in the lake. Music will end at 10:00 p.m. and the speakers will face towards the lake. They are responsible for cleaning the bathrooms and stocking the bathrooms. Any damage to park facilities or amenities, including turf, restoration will be the responsibility of the Muskego Lions Club. and including seven rows of parking on the grass, weather permitting and extension of park hours. Upon a voice vote, the motion carried. Waiver of Fees for Bluhm Pavilion Director Anderson presented Pack 176’s request for waiver of the usage fees for the Bluhm Park shelter on Sunday, May 22. The fees have been waived previously and the usage is the same. At this time, there is no conflict with ball games. The department does advise leagues when there is a rental for the shelter and in the event there is a game scheduled, the person is also advised to not use the ball field until the games are over. Mrs. Koble moved to waive the fees for Pack 176’s usage of Bluhm Park shelter from 1:00 PM-4:00 PM on Sunday, May 22. Mr Boisits seconded. Upon a voice vote, the motion carried. Bike Trail Use for 5K Fund-raiser Run Director Anderson shared with the Board an inquiry from the Oak Creek Chapter of Ducks Unlimited to use a portion of the Highway 36 recreation trail for a 5K race as a fund -raiser. The event is targeted for September. Director Anderson has responded with a series of questions and once he receives their response and if they move forward with the request, this will also be shared with the Board. Board members, in the meantime, will give some thought to the request and a lso, the possibility of developing fees for special use of recreation trails. This will be an agenda item for April. NEW BUSINESS: 2011/2012 Lawn Mowing Contract Director Anderson reported that the low bid for the lawn mowing contract for the next two years was from F&W Landscape in the amount of $77,000; $38,500 for each year. This is $500 under the budgeted amount. He was recommending approval. Mr. Boisits moved to recommend acceptance of the bid from F&W Landscape for the 2011/2012 lawn mowing. Mr. LeDoux seconded. Upon a voice vote, the motion carried. Park Arthur Bid for Work Board members were in receipt of the bid report. Director Anderson shared that they had received seven bids and there were nineteen packets checked out. BCF had the lowest base bid in the amount of $487,931.45 and was being recommended to receive the award. A reference check has been completed on BCF. The ir alternative bids were good and will allow for the paving of the parking lot, roadway to the middle parking lot and paving one-half of the other parking lot. They bid top-soil screening for the four ball fields, both infield and outfield, at $5000. With the base bid and the alternative bids, the amount is $577,182.50. He was also recommending that all change orders be signed off by the mayor or the designated signee. He advised that the construction maintenance service is still being researched cost wise. Mr. Hyde moved, Mr. Boisits seconded, to recommend the contract award to BCF construction with a cost not to exceed Minutes, Parks & Recreation Board, March 14, 2011, page 4 $635,022.63 and any change order be signed off by the mayor or designated signee. Upon a voice vote, the motion carried. UNFINISHED BUSINESS: None ALDERMAN’S REPORT: None STATUS OF PROJECTS: Park Arthur No further update. DIRECTOR’S REPORT: Director Anderson provided the Board with a report on the following: Muskego/Norway School District Agreement Director Anderson met with business services regarding the facilities agreement. He spoke about some of the things that were addressed at the meeting, including priority usage. The school district made a change regarding league requests for use of facilities. If a league has two non -Muskego teams, then they would be dropped to a lower priority. The Parks and Recreation Department priority is st ill #2. PCI Compliance PCI compliance will take effect April 21. The department will not be keeping credit card numbers on record. Once the card is used, it will immediately be purged from the system. In the summer guide, the users will be notified of the new procedure and given options for refunds. Grounds/Weed Eradication for 2011 The weed eradication service for 2011 was awarded to Parkland Landscape Management in the amount of $4665 and the grounds maintenance service was awarded to Terra Firma in the amount of $7,463. Having received all the bids for vendor services, they are within $500 of budgeted estimates. Historical Sign Director Anderson shared that there is one sign for the Old Settlement Centre on site; however, he felt that another sign needs to be placed in view of Racine Avenue. Board members were in agreement that the wording on the signs should be the same. The parks staff should be able to complete the sign by the end of the summer. OTHER BUSINESS: Director Anderson had spoken to Mr. Hulbert about the historical society report and he will present it at the April board meeting. Mrs. Koble questioned program fees and how they are determined. She did the math and found that the G.A.P. program is a deal at $2 per hour. Director Anderson explained Council’s directive regarding program fees and the factors going into establishing program fees. The G.A.P. program, for instance, takes into consideration the private day camp costs and other municipalities summer camp costs. He furt her said that some program fees are set to encourage future enrollments especially at the lower age group. The next meeting is April 11, time to be determined. Minutes, Parks & Recreation Board, March 14, 2011, page 5 ADJOURNMENT - There being no further business, Mr. Hyde moved for adjournment at 7:05 p.m. Seconded by Mr. Boisits. Upon a voice vote, the motion carried. Stella Dunahee, CPS Recording Secretary pc: Board Members, Craig Anderson email: Peter Theis, Tammy Dunn posted: www.ci.muskego.wi.us