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PRB081098minutes PARKS AND RECREATION BOARD MEETING MINUTES CITY OF MUSKEGO Monday, August 10, 1998 The Monthly meeting of the Parks and Recreation Board, City of Muskego, was called to order at 6:12 p.m., by Chairperson Jerald Hublert PRESENT: Craig Anderson (Parks and Recreation Director), Debbie Carlson, Toby Whipple, Richard Manchester, Ron Stephens. Alderman Pat Patterson and Howard Schneider were excused. The meeting notice was posted in accordance with the Open Meeting Law on August 6, 1998. APPROVAL OF MINUTES - Ron Stephens moved to approve minutes of the July 13, 1998 meeting with the following corrections. Page 1 line 8 under personal appearances, the word “property” to be corrected to “properly” and line 6 under Idle Isle Park the word “up” to be corrected to “upon”. Seconded by Toby Whipple. Carried by all. COMMUNICATIONS PERSONAL APPEARANCES - None WRITTEN CORRESPONDENCE Idle Isle Park - Request for extra parking - Letter was received on July 30 1998 from Kevin Jones of Time Warner Cable requesting extra parking for their employee picnic on August 30, 1998. Approximately 100 individuals will be attending the picnic. The Parks and Recreation Department recommends that additional parking request be denied due to the lack of existing parking for all users of the park. The current parking is on a first come-first served basis and should not be altered for special events such as this. A shuttle service has been suggested by the department to accommodate the picnic participants. Ron Stephens questioned why County parks are not being utilized by groups of this size? According to Craig Anderson, this is the third request from a company to use Idle Isle this year. Ron Stephens moves to deny additional parking request by Time Warner Cable for August 30, 1998 event. Seconded by Rich Manchester. Carried by all. Rich Manchester added that due to the amount of “park” available, reserving parking should not be allowed. Police Department Incident Reports - No formal report submitted. Craig Anderson reported that two incidents have occurred within the last three days. The pitching machine housed at the Horn Park concession area had the lock cut and the machine was stolen. Additionally, at Denoon, a car or truck left substantial tire marks and ruts on the turf at the soccer fields. Best estimates is that the damage occurred on Sunday evening. OLD BUSINESS Horn Field Improvements (scoreboard, fence, field) - Scoreboard: Craig reports that Coca Cola has responded and supplied a revised partnership proposal. The City Hall vending machine placement has been removed and the 24 hour/7 day a week service availability includes the “no charge” verbiage. Coca Cola has changed the proposal length to 4 years. Craig recommends the Coca Cola partnership agreement due to the scoreboard being larger and better than the one proposed by Pepsi. Additionally the commission schedule is more advantageous to the City and the contract is one year shorter than Pepsi. The cost to power the scoreboard is $950.00 with Pinky Electric supplying the estimate. Toby Whipple moves to approve the partnership agreement with Coca Cola for four years. Seconded by Debbie Carlson. Carried by all. Vending machines will be Parks and Recreation Board Meeting - August 10, 1998 Page 2 placed at Idle Isle (2 units), Kurth Park and two units at Horn park. Jim Haag (Land ’O Lakes Baseball) will sell whatever product the Parks and Recreation Board selects Fence: At last months meeting, the bid from Century Fence ($2,175.00) was approved, contingent upon the quoted price being guaranteed for 1999, when the actual work would commence. Craig Anderson reports that Century Fence has agreed to those terms. Field: Craig and Peter Theis met with Natural Athletic Turf Inc., (a turf consultant) regarding maintenance of this highly used field. The consultant provided his thoughts and a proposal at no cost to the city. In order to put the field back into shape the cost to complete the job would be $7,100.00, if the project is to be done this fall. The field was last repaired, by this firm four years ago. Due to the amount of use this field is subjected to, the four year time frame for repair is not unusual. Discussion regarding the 2 staff persons who maintain the ball diamonds for the City. Neither individual works on the weekends, when many other groups use and attempt to repair the fields (many times the “repairs” cause more damage). Discussion regarding the ability of those individuals to work Tuesday through Saturday to be able to work the ball diamonds during the busy weekends to make repairs last. Craig to explore the cost of similar projects with other vendors/municipalities. Rich Manchester would like to see those who damage the fields be assessed a fee to repair from the City. Park Dedication Carry-overs - Craig Anderson provided current (actual) and recommended Dedication Budget figures for the Board’s review. The cost of the Kurth Park project remains largely unknown due to the change in contractors (Toki & Associates). Toki will be providing hard numbers for the project sometime in October. Until that time, the impact of the Kurth Park project to the Dedication Budget cannot be determined. Craig also needs to determine the actual, total dollars within the Dedication Budget. Last figures available were from December 1997, until the total amount of funds available are known, Craig recommends that this Board defer this item until he can provide that data to the Board. Ron Stephens moved to defer this item until next month’s meeting. Seconded by Toby Whipple. Carried by all. Discussion regarding the bike path extension on the new Library site. Craig has determined that this expenditure is not technically a “Parks Dedication” Budget item and has opted to place the $66,000 cost on the Capital Expenditure Budget for 1999. Additionally, the bike path extension at Parkland Plaza was previously removed from the Parks Dedication Budget and needs to be replaced if this the Board would like to have this project completed and appropriate funds set aside. Power Loading - Craig Anderson reports that the DNR was contacted regarding this issue. The process to gain approval for adding extra rock at the launches has been undertaken and will take approximately 4 months to gain approval (6 month total approval process). Signage may be added to stipulate that “No Power Loading” is allowed, however, enforcement of such a rule would be extremely difficult. The Board recommends the placement of additional rock material next spring with no signs due to the lack of ability to enforce. Craig to update the Board as necessary. DEPARTMENT REPORTS RECREATION Brochure - new programs - The brochure was at the printer on Friday. It is in a new, more user- friendly format. This will aid potential registrants and will include “Community Happenings”, expanded one-time pre-school programs and co-op programs with Country Dale School (Franklin). Jerald Hulbert expressed his interest in seeing some type of beginner equestrian programs to take advantage of the number of horse stables in the area. Craig indicated that in 1999, he will be exploring that and other program enhancements. Debbie Carlson wished to express her Parks and Recreation Board Meeting - August 10, 1998 Page 3 appreciation of the “Safety City” program and the WaterBugs first ski lessons. She felt both were extremely well run. Budget Set-up - To enhance the reporting of revenue vs. expenses, Craig will be setting up a detailed budget with each specific area, i.e., aquatics and playgrounds with both revenue and expenses shown for each area. A summary will be prepared for the Board to review. Seniors Club and Trips - The Seniors Club (currently 21 members) participated in enhancing their own program with the Department and the travel provider. The group made recommendations and were able to schedule trips that they determined would have a good turnout of participants. PARKS Idle Isle Dock Bumpers - Craig received a written request to install dock bumpers at Idle Isle. Approximately a total of 90 feet of product will have to be installed to complete both docks at Idle Isle. Due to the amount of product the City is ordering, the request for the bumpers went directly to the manufacturer. The bumpers should be sent within the week. Upon receipt, the bumpers will be installed immediately. Bike Path Bids - Craig reports that requests for bids will be taken until 10:00 a.m., August 21, 1998 for Parkland Plaza. The bids will be sealed. The Board questioned the status of the Highway 36 bike path? Craig is unaware of any progress and believes that this project will also have to be reinstated on the Park Dedication Budget. Debbie Carlson questioned the outcome of the BMX bike trail that was discovered last month. Craig reports that he received a telephone call from an 8 year old individual questioning why the path was shut down and if the City could build a new path for those who used the old path. Craig explained to the caller that there was a liability issue with the bike path and that no plans are in the works for a replacement. Lake Access Tour - Peter Theis and Craig went on an inspection of all of the lake access points on Little Muskego Lake. Specific attention was directed to the weed situation on Emerald/Jewel Crest road access, fill being added to the front of the dock and the clearing of cattails on the Shore Drive access, the Lochrest access sign missing and the Pleasant View road having small rock added and weed removal performed. When performing the tour, Peter and Craig were approached by many residents inquiring about the weed control measures employed by the City (once per week) not being enough to control the problem. The Department does not have the manpower or money to do daily weed raking, as suggested by residents. Craig will be providing the Board with some solutions to the issue at next month’s meeting. Truck Confiscation - The Police Department recently confiscated a 1986 Chevy diesel dump truck. They have given the truck to the Parks Department in exchange for their 1987 truck. The 1986 truck is in much better shape than the 1987 model. The confiscated truck is currently being repainted and the 1986 truck will be given to the Police Department for auction. NEW BUSINESS Capital Budget Committee - Craig is requesting a representative from this Board for the Capital Budget Committee. Last year Ron Stephens presided on the Committee on behalf of this Board. Debbie Carlson nominates Ron Stephens to represent the Parks and Recreation Board on the Capital Budget Committee. Seconded by Rich Manchester. No other nominations. Vote, carried by all. The meetings are 8/27 at 7:00 p.m., 9/3 at 7:00 p.m. and 10/10 7:00 p.m. Capital Budget - Craig provided the Board with a packet of information detailing the requested Capital Expenditures for 1999. Included in the report is the vehicle/equipment replacement schedule. A number of municipalities were contacted (New Berlin, Greenfield, and Greendale). New Parks and Recreation Board Meeting - August 10, 1998 Page 4 Berlin suggested a 8 year rule for all park vehicles, no other municipalities have general replacement guidelines. Waukesha County does have a schedule for replacement of vehicle/equipment. As a department, they are proposing that the County guidelines be used. All budget requests have been submitted with cost justification and a 5 year plan of anticipated expenditures. Recently the well pump serving the Parks Department building had been experiencing lack of water pressure. Allen Pump Service determined that the current flow of water is at 20 psi. Minimum psi should be 40. To connect to the City water supply from the road to the Parks Department building, the cost would be $3,000. Debbie Carlson moved to approve the Capital Expenditure Budget as submitted for 1999. Seconded by Ron Stephens. Carried by all. Pay Structure for Parks Seasonal Staff - Due to Parks Seasonal employees not getting regular cost of living increases, their pay, compared with Recreation staff is low. Retaining and attracting employees, minimizing training and finding qualified replacements is critical for the Parks Department. Craig suggests using the current Recreation Employee Pay Scale as a guide for proper compensation of those Parks employees. The employees fit easily into the parameters of the pay scale. Toby Whipple moves to direct Craig Anderson to create one pay schedule for both Parks and Recreation Department employees. Seconded by Ron Stephens. Carried by all. Park-naming Parameters - Toby Whipple requested that this item be resolved at the most recent Committee of the Whole meeting. According to Ald. Pat Patterson, no new progress has been made on these procedures. The board would like to see “Parkland Plaza Park” have a formal name by next spring. The Board directs Craig Anderson to solicit potential names for the park via a contest in the next Parks and Recreation Program brochure. The names will be forwarded to Council for approval. OTHER BUSINESS Subdivision Plans from Plan Commission - None Annual Park Tour (in September or October and usually before the Board meeting) - Craig Anderson is requesting direction on this tour. It has been previously poorly attended by the public, he questions the need for subsequent tours. The Board, by consensus decided to continue with the yearly event. The Board may have the tour on a Saturday and may combine with the Parks and Recreation Board meeting if the agenda is not too substantial. Craig will determine the best date for all Board members and will secure necessary transportation and notification to the public. Craig and Jerald Hulbert will work to create the tour agenda to ensure a smooth flow and transition from site to site. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Rich Manchester questioned when the last time Park Dedication fees were reviewed and raised? Jerald Hulbert indicated that last year, the Planning Department surveyed other communities fees and found that the City of Muskego has fees in line with other areas. Rich recommends that Council be given a recommendation from this Board to raise fees. Please place “Park Dedication Fees” on next month’s agenda. ADJOURNMENT - Being no further business to discuss Rich Manchester moved to adjourn the meeting at 7:55 p.m. Seconded by Debbie Carlson. Carried by all. Respectfully submitted, Linda Gulgowski, Recording Secretary