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PRB091498minutes (Approved as Amended 9/26/98) PARKS AND RECREATION BOARD MEETING CITY OF MUSKEGO Monday, September 14, 1998 The monthly meeting of the Parks and Recreation Board, City of Muskego, was called to order at 6:00 p.m. by Chairman Jerald Hulbert. PRESENT: Jerald Hulbert, Richard Manchester, Alderman Pat Patterson, Howard Schneider, Ron Stephens, Toby Whipple, and Craig Anderson (Director, Parks and Recreation Department) ABSENT: Debbie Carlson (Excused) GUESTS: See attached list. The meeting was posted in accordance with the open meeting laws on Thursday, September 10. APPROVAL OF MINUTES: Alderman Patterson moved to approve the minutes of August 10 and Mr. Toby Whipple seconded. No additions or corrections. Upon a voice vote, the motion carried. COMMUNICATIONS PERSONAL APPEARANCES Terra Firma/Leisure Park proposal Director Craig Anderson reported on the meeting he had with Heather Schuster from Terra-Firma on the Leisure Park proposal. Their proposal on the site plan was presented to Peter Theis, Pete Johnson and Kathy Chiaverotti and himself. Heather Schuster gave the Board members historical update on the request to make the site a better area for the festival and also for the year-round use to make it more of a central park. They contacted the festival committee, Director of the Parks and Recreation Department, historical society and police department about the key points and where improvement was needed so they could assess the needs of the area. They put together a list of the objectives and asked for feedback and when the feedback was received they put together the drawings on the project. Their architect, Peggy Karpfinger, presented these drawings to the Board members. There were five major improvements for the park: (1) skating rink area/roller blading area/community festival for performances; (2) food court during festival/paved area and picnics at park with tables and benches ; (3) pavilion for performers during festival and storage for stage sections and storage for police department; (4) playground to draw people into the park, (5) a boardwalk to Minutes, Parks and Recreation Board Meeting, Monday, September 14, 1998 - 2 connect Leisure Park to the Old Settlement Centre to encourage people to use both sides of the park. She elaborated on these major improvements and the design of these improvements. Board members were provided with a conceptual plan on these improvements and reviewed with Terra Firma. (The conceptual plan is filed with the official copy of these minutes.) Chairman Hulbert felt the pavilion could be rented out to the general public during the summer months. He thought the Board may want to adopt this as the master plan for this park. Mr. Manchester questioned the location of the playground being so far away from the other areas of activity? Ms. Schuster indicated that they may spread out the playground equipment in other areas. Another of his concerns was whether the wooded area would be used as an educational tool. He questioned where the City would get $600,000 to pay for these improvements? Director Anderson stated that this park could be developed in phases so it would not be $600,000 immediately, but he could not state where the money would come from. They are trying to come up with a plan for the Leisure Park area. Chairman Hulbert recognized the cost of the project and that it would be done over a period of time in phases; they would, however, like a plan to follow. He felt because it is a community park and used by several entities, it can be done through cost-sharing. Some concerns expressed by Board members were additional manpower to maintain the park at a cost to the taxpayers, landscaping of the park, playground equipment placement, creation of a boardwalk that may be used very little. Alderman Patterson would like to defer any action on this item until more information is received. Chairman Hulbert acknowledged that more items need to be revisited, such as playground equipment location. In response to Mr. Manchester’s comments that there were other parks that needed to be completed, Chairman Hulbert felt that this park would need a significant cost-sharing with the other entities. Jack Spoerl said they were looking for a consensus on the plan so they have a starting point as to what the Board is looking for. The festival represents nine of the service clubs and over the past years, about a quarter million in profits that the clubs share from the festival has gone into many community projects. He felt that as things get into place, some of the service clubs may take some of the project. In view of this, Chairman Hulbert mentioned that the Lions Club had financed a portion of the bike trail as a service project. He said it is a possibility of a cooperative venture on this park. Terra Firma was requested to provide copies of the plan to the Board members and the Council. This item will then be placed on the next month’s agenda for possible adoption. Muskego Icetronauts Snowmobile Club/Trails through Parks Mr. Dan Lecus appeared before the Board members to request permission to again have snowmobile trails through Bluhm Park, Denoon Park and for the Big Muskego Lake Access (boat launch). Director Anderson had checked with the Parks Supervisor Peter Theis to see if there were any complaints last year on the usage of these areas. He mentioned that Public Works removed the bionet from Lake Access #17 and was concerned that erosion may occur with snowmobile usage. Mr. Lecus stated that the bionet had been paid for by the club. Lake Access #17 has not been requested for about Minutes, Parks and Recreation Board Meeting, Monday, September 14, 1998 - 3 three years because of the problems experienced at that location. Mr. Whipple moved to approve the request of the Muskego Icetronauts Snowmobile Club to maintain snowmobile trails in Bluhm Park, Denoon Park, and Big Muskego Lake Access park sites Mr. Howard Schneider seconded the motion. Chairman Hulbert mentioned that the club had put up fencing at Bluhm Park to protect use of the fields at Bluhm Park. He would like to see them put the fences up again this coming season. Mr. Whipple expressed his concern about possible ruts chewing up the boat launch although none were noticed the past season. Chairman Hulbert recommended, in view of the recent paving of the boat launch, that the club be given tentative approval of this site. The Board will monitor the site during the season for possible stud marks on the pavement; with the possibility of it being closed to snowmobile use should damage be evident. Mr. Lecus suggested the club make up a sign regarding studs. Mr. Whipple stated that the fire department had some concern on their hydrant at the site and the club should keep in mind that there is a hydrant at that location. Mr. Lecus stated he would consider staking the hydrant and see that it is well marked. Mr. Manchester questioned if the City would be liable for damages if a snowmobile using the access went through the lake? Chairman Hulbert referred to the State law that protects the landowners from any liability for granting access. Mr. Lecus said their insurance trails are insured. Upon a voice vote, the motion carried. WRITTEN CORRESPONDENCE Police Department incident reports Director Anderson reported no reports from the police department. OLD BUSINESS: Park Dedication Fee Information Director Anderson provided the Board members with a report from the Planning Department regarding park dedication fees. Mr. Sadowski had indicated that the Finance Committee had never adopted it. There were three different proposals. In reviewing the data, amongst like communities, an average would be $642. Director Anderson recommended that the Board look again at the park dedication fees as Muskego is in the median of what the other communities charge. Chairman Hulbert felt the Board should review this on an annual basis. In response to Mr. Manchester’s inquiry on whether the other communities’ policies were the same as Muskego, Director Anderson was directed to check out the City of Muskego’ ordinance and what the charge is per unit. Park Dedication Carry-overs Director Anderson provided a current update on the park dedication account. He went over the projects, their status, and the projected costs of the projects. Current balance is $235,803. With projected expenditures of $257,225 and no revenue for 1998, the balance reflects a deficit of $96,900 for the park dedication account. Board members went over the report, possibly reprioritizing some of the projects. Mr. Manchester felt that the Minutes, Parks and Recreation Board Meeting, Monday, September 14, 1998 - 4 bike paths could be funded some other way as the park dedication fees were intended for park buildings and park improvements. Chairman Hulbert updated that the members that the City had decided some time ago that the developers only have to pay for their side of the bike paths. Some members questioned whether the bike path by the new Library facility would be paid out of parks dedication? Director Anderson had attended the Capital Budget Committee where it was determined not to come out of the parks dedication fund. Mr. Stephens acknowledged that if the park dedication money is spent on other items, there would not be the money to develop the parks. Alderman Patterson suggested some avenues for the department to follow to obtain additional funds for projects. The Board members spent some time going over the projects and giving Director Anderson direction on reprioritizing the projects. Mr. Whipple moved to take the $59,620 for Kurth Park and take the $12,000 for parking lot expansion at Idle Isle and the $8,100 for walkway repaving at Idle Isle and the $2,900 for fencing on the north side of Horn Field and to leave $1,000 in for backstop upgrades at Bluhm and Jensen Parks and take $15,000 and take $8,750 at Lion’s Park building rehabilitation and put in Kurth Park expansion . Alderman Patterson seconded. The total came to roughly $100,000. Chairman Hulbert said that as money then comes in, the Board could consider again the items that were pulled. During the park tour, the Board will look again at these proposed projects. No further discussion or concerns. Upon a voice vote, the motion carried. Baseball Field Renovations Director Anderson went over the quotes received for the renovation of baseball fields at Bluhm Park and Horn Park. All the fields are playable now, this is an item that will need to be addressed and is typically done to playing fields, historically, every four years. Mr. Ron Stephens moved to put this item on the projects list and take a look at it during the park tour. Mr. Schneider seconded. It was noted that the Horn Park field needs to be a priority field. Director Anderson said the process to complete the field would be, weather permitting, about 2 to 3 days. Right now is the prime time because there is no activity on the field. (A motion to take this off temporarily, to vote on it, and revisit on the park tour. ) Upon a voice vote, the motion carried. Capital Budget Update Director Anderson reported that everything on the department’s capital budget was approved. This included Grounds Master, the Ford tractor, the Kubota tractor, the mower deck, the quarter-ton pickup, Library pedestrian path, and the City water hookup. Minutes, Parks and Recreation Board Meeting, Monday, September 14, 1998 - 5 DEPARTMENT REPORT: RECREATION Meeting with School Principals Director Anderson, along with Scott Kugi, the activities director at the high school, met with Eileen Rieder from Muskego Elementary, Rick Grothaus from Bay Lane, and Alan Groth from Lakeview Elementary. They were unable to meet with S. Brad Harford at Country Meadows. The principals were supportive and have since contacted him directly regarding facility use issues; therefore, a good relationship is being established with the schools. Fall Brochure The fall brochure is divided by age groups now rather than program area. There has been positive compliments on the brochure. Muskego Woman’s Club presentation The Muskego Woman’s Club had contacted the department regarding a presentation being made before their group on the department. This is hoped to generate their support of some of the department programs such as the playground program. PARKS Denoon Park Vandalism The police caught the perpetrator who made the ruts in the area of the tennis courts at Denoon Park. The department filed for restitution in the sum of $875. The person has met twice with Director Anderson regarding the damage. Muskego Recreation Trail (Janesville, Parkland Plaza) The Janesville bike path was approved by Capital Budget Committee and will be initiated in 1999. In regard to the Parkland Plaza spur, the City is waiting for Gerald Kozey to sign off on the easement. Common Council has approved the contracts for the work on the Parkland Plaza path. Chairman Hulbert asked about the status of the remainder of the bike paths the Candlewood Creek developers were to put in over the hill? Director Anderson received a memo from Matt Sadowski, Planning Director, and the construction is to begin in that development within the next three weeks. Chairman Hulbert shared with the Board members the Plan Commission’s involvement with establishing bike paths in the subdivisions. At this point, Chairman Hulbert also mentioned the damage that he noticed on Lannon. Director Anderson was aware of this and it is being repaired. Mr. Whipple questioned when they would be fixing the south entrance to Parkland Plaza? Director Anderson has contacted Sean on this and will be meeting with him again. It is slated to be done. Chairman Hulbert brought to Minutes, Parks and Recreation Board Meeting, Monday, September 14, 1998 - 6 the Board’s attention that there is a rough entry to Parkland Plaza and this will have to be redone in the future. Truck Confiscation The truck that was confiscated by the police department and given to the Parks and Recreation Department has been taken back as the police department has to sell it. The department had invested in upgrading the vehicle. There is a possibility that the department will get its investment returned once the truck is sold. Seasonal Employee Pay Structure The pay structure for park section seasonals was approved and is now a part of the Parks and Recreation Department seasonal pay classification system. It will be reflected in the budget. Denoon Park Boardwalk With the two weeks of rain about a month ago, the boardwalk from the bridge off of Patricia Court was washed away. The department has an Eagle Scout, Matt Astemborski, working to restore the boardwalk and it should be done by the end of the week. The cost of the materials was taken out of the Denoon Escrow Account. Big Muskego Launch Director Anderson indicated improvements have been made to the launch site: (1) striping for parking, 16’ dock, structure for port-a-john, and phone. Tom Zager, Lakes Projects Coordinator, has been working on this site. The handicap ramp to the dock had been stolen and is being replaced. Annual Park Tour Annual Park Tour will happen on September 26, 8:00 a.m.-12:00 p.m. (Noon). Invitations to attend will be given to media, school board, aldermen, and mayor. Director Anderson will reserve a small bus to pick up at City Hall. There will not be an October Board meeting as the September 26 Park Tour/Board meeting will take its place. NEW BUSINESS: Operating Budget The Board members were in receipt of the spread sheets that divide out the department’s revenues and expenses projected for 1999. Director Anderson explained the contents of the operating budget and fielded any questions from the Board members regarding specific items. A written narrative on sections of the budget was also provided to the Board members. In regard to staffing, he is proposing to replace the two 26-week positions with a full-time position in the parks section. Board Minutes, Parks and Recreation Board Meeting, Monday, September 14, 1998 - 7 members discussed the foregoing issue at length. Mr. Ron Stephens made a motion to change the position to a dollar amount and to explore the options of 52-week part- timers without benefits, if approval is not granted, to return to the Board for reconsideration. Mr. Toby Whipple seconded. No further discussion. Upon a voice vote, the motion carried. Director Anderson continued with the recreation section of the budget wherein he is asking for addition of a 25-week person. Board members were also provided with a breakdown summary on the projected costs of programs. Some discussion centered on the cost of the department offering the opportunity for people to use their charge cards when registering for a program. Board members discussed raising some programs by 3% to cover the cost of the charge card service. Alderman Patterson moved to raise all the program fees by 3% to cover the administrative cost of the charge card machine. Mr. Stephens seconded. No further discussion. Upon a voice vote, the motion carried. Within the recreation section budget, Director Anderson is proposing funding a needs assessment to see what people in the community want in the way of recreation programs and facilities and parks. This would be done by a consultant group. In regard to the program budget, he explained that the cost of a program was determined by instructor’s fee/wage, materials, and the revenue brought in by the participants. The Board discussed in detail the cost of a camera for pictures for the program brochure or using the scanner the City is buying. Camera for Recreation Budget not to exceed $300. Mr. Stephens moved to approve the 1999 operating budget as amended by the Parks and Recreation Board. Mr. Whipple seconded. Mr. Manchester requested clarification on the amount of people being added to the staff. Chairman Hulbert explained that they are debating if it is going to be one person in place of the two 26-week employees or maybe three people in the place of those two with some increased money from Council. The net addition to the budget at this point regarding staff appears to be one 25-hour person. Upon a voice vote, the motion carried. OTHER BUSINESS: Subdivision Plans Chairman Hulbert reported that in the area of North Cape Road, the Pipke property which has recently been sewered is developing. As far as parks and recreational trails, there doesn’t appear to be anything that directly affects the Parks and Recreation Board. The house and the barns will remain as an outlot. In review of the preliminary plat for the North Cape Farms, the Board members had no recommendation. COMMUNICATIONS AND MISCELLANEOUS BUSINESS: At this time in the same area of North Cape Road, within a mile and a mile-and-a-half, there is a golf course development, looking at a thousand homes. With sewers going through, there will be additional developments. As the Board is in the process of going through a master park plan and he asked if they should be looking at some park amenity now in the southeastern end of the City to service those homes? They should be looking at this area to complete the park system. Minutes, Parks and Recreation Board Meeting, Monday, September 14, 1998 - 8 In conversation with the superintendent of the schools, they will be looking for additional lands in the area. Within five years, they will need to provide an elementary school to service the area. The superintendent proposed a joint venture between the City and the District in purchasing a parcel of land in the area. Alderman Patterson updated the Board members on what the City is doing to address the needs within the area. In response to the victim restitution agenda item, Mr. Stephens suggested a reward program to encourage citizen input when they see vandalism occurring or know who committed the vandalism. The Board may want to look into this. Mr. Whipple asked if the fill that was put into Denoon Park was ready to be seeded? Director Anderson said it still needs to be fine graded. He is meeting with Sean this week. It is scheduled to be seeded this fall. Chairman Hulbert asked what the plan would be then to redo fencing or creating an infield? Director Anderson responded that this had not been determined and would be brought before the Board. He had received a call from Harry Udvare of the Muskego Athletic Association inquiring when the field would be available. ADJOURNMENT There being no further business, Mr. Manchester moved for adjournment, seconded by Mr. Schneider. Upon a voice vote, the motion carried. The meeting adjourned at 10:50 p.m. Respectfully submitted, Craig Anderson Director, Parks & Recreation Department sjd pc: Board Members, Mayor, Aldermen/women, Craig Anderson, Peter Theis, Irene Schuder, Matt Sadowski Minutes, Parks and Recreation Board Meeting, Monday, September 14, 1998 - 9