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PRB030899minutes PARKS AND RECREATION BOARD MEETING MINUTES CITY OF MUSKEGO Monday, March 8, 1999 Approved The monthly meeting of the Parks and Recreation Board, City of Muskego, was called to order at 6:04 p.m., by Chairperson Jerald Hulbert PRESENT:, Toby Whipple, Howard Schneider, Rich Manchester and Ald. Pat Patterson (6:22 p.m.), Debbie Carlson, Ron Stephens, Irene Schuder (Recreation Supervisor), and those per the attached sheet. Craig Anderson (Parks and Recreation Director) was excused. The meeting notice was posted in accordance with the Open Meeting Law on March 4, 1999. APPROVAL OF MINUTES - Mr. Rich Manchester moved to approve minutes of the February 8, 1999 meeting. Seconded by Mr. Toby Whipple. Carried by all. COMMUNICATIONS PERSONAL APPEARANCES Tammy Haller - Recreation Supervisor (new employee) - Irene, on behalf of the Parks and Recreation Department introduced the newest addition to the staff. Tammy recently started with the department and has already made numerous contributions. The Board welcomed Tammy to the City of Muskego. Wayne G. Salentine - Possible Denoon Park Access - Mr. Salentine was present to discuss the potential division of a 40-acre parcel he currently owns and has farmed. The parcel has been zoned agricultural but he, if the Board approves his recommendation, will request to have the parcel to be subdivided into large home lots. He provided several options for the Board to consider and the Board felt that the best option to provide the optimum usage of the land would provide approximately 5 acres abutting Denoon Park along Kelsey Drive. This land would be donated to the City with the understanding that the park dedication fees for the lots would be waived. Each parcel would be approximately 8.75 acres with 282 feet of frontage. The 5-acre parcel would have approximately 160 feet of frontage. Mr. Salentine would also allow the easements along these properties to enable the City to extend the recreation trail along these parcels. Mr. Ray Christenson on behalf of the Storm Water Management Committee was present to extend their approval of this land division and donation. Discussion took place on the necessity of an on-site storm water detention pond and who would be responsible for the construction of the pond if it would be required. Due to the minimal runoff, it appears that this will not be necessary. Director Craig Anderson, providing his commentary in writing, was also in favor of this due to the snowmobile path linkage right along this property. Mr. Rich Manchester moves to accept the donation of 5 acres of land in lieu of Parks Dedication fees from the adjacent properties set to be divided. Seconded by Mr. Howard Schneider. Carried by all. Ald. Patterson reminded the Board that in the past, the Parks and Recreation Board has accepted donation of properties that were too wet to use. He would like the Board to be aware that the need exists for the City to accept the donation of lands that will be utilized and accessible by the citizens. Community Festival Committee - Leisure Park Contract - Ald. Kathy Chiaverotti and Mr. Jack Spoerl were present to request that the Board approve the exclusive use of Leisure Park to the Festival Committee for their requested dates. The request was suggested due to the large amount of time and money the Festival Committee has put into the Leisure Park project. The agreement would be long term (time-frame yet to be determined) for the weekend prior to Labor Day. The Mayor, Director Craig Anderson and the Festival Committee will work to secure the specifics. Ald. Patterson is concerned that a long-term contract for this property may infringe on the potential for further development of the Minutes, Parks and Recreation Board Meeting - March 8 , 1999 page 2 site with the possible expansion of buildings located on the property. Ald. Patterson is in favor of a contract as long as the property remains designated as “park land.” Mr. Spoerl stated that the Festival Committee would seek approval for the use of the park yearly to discuss any problems or issues that arise. Mr. Rich Manchester questioned if this type of legal action (binding contract) was necessary and if the Parks and Recreation Board has the ability to give the Festival Committee priority over all other groups? Chairman Hulbert stated that the Mayor will determine if a formal contract will be necessary to fulfill the Festival Committees request. Please place on next month’s agenda. Lion’s Club- Child Safety Fair Dates - Mr. Spoerl provided the tentative schedule of events for this th year’s Safety Fair. The event will be held on the 5 of June with June 6, 1999 being the rain date. The event held last year was a great success. Approximately 1,000 participants are anticipated for this year. Mr. Ron Stephens moved to approve the use of Leisure Park for the dates and times specified in the memo from the Lions Club. Seconded by Mrs. Debbie Carlson. Carried by all. Doug Aird - Water Bugs, Dates/Contracts/Agreements - Mr. Aird was present on behalf of the Water Bugs, water skiing club. He provided the dates/times for the use of the lake as well as agreements for the ski jump, the Idle Isle concession stand lease and the pier. The Board made a separate motion for the Idle Isle lease . Mrs. Debbie Carlson moved to approve the dates/times contingent upon verification of the dates by Director Craig Anderson, ski jump agreement and the pier agreement. Seconded by Ron Stephens. Carried by all. The Board wanted to be sure that the number of dates requested were in fact, not an increase from last year. Additionally, signs with approved verbiage from the city attorney will be placed at the ski jump in order to deter individuals, other that the Water Bugs, from using the jump and also minimizing the City’s liability if an injury should occur. Mr. Howard Schneider questioned the ski pattern due to the erosion occurring on the island. He is concerned that a large amount of money and effort has just been expended to fortify the area of the island by the fishing pier. Mr. Howard Schneider moved to amend the motion to include a 100-foot clearance between the skiers and the island to the south of the fishing pier. Seconded by Ald. Patterson. Carried by all. The Idle Isle Lease Agreement was discussed. The agreement is the same as last year. Mrs. Debbie Carlson moved to approve the lease agreement between the Water Bugs and the City of Muskego. Seconded by Mr. Howard Schneider. Carried by all. Mr. Toby Whipple questioned the calculations used to determine the cost breakdown for the electricity at the concession stand. It was the Board’s belief that this cost factor was determined years ago and could possibly require revising. The Board directs Director Craig Anderson to review the calculations used and recommend changes if necessary. Toki & Associates - Kurth Park Preliminary Plan Presentation to Board - Mr. Tom LePak and Mr. Adrian Lopez were present to discuss the preliminary plan with the Board. A public hearing/meeting will be held in April to gather the opinions and suggestions of the citizens. The north parking lot is recommended to be repaved with asphalt and restriping at a cost of $11,360. The tennis/basketball court revisions are estimated between $6,000 and 8,900 (additional $2,900 for red and green color system for the courts). The park building improvements stand at approximately $65,800. Many of the costs included in this figure are to comply with the ADA (Americans with Disabilities Act). Due to the amount of renovation and demolition suggested, compliance is required. The City could rehabilitate the building on a piece by piece basis, and not have the need to comply with the ADA. Non-compliance is not goal of the Board, but they are looking at every option available to best utilize the limited funds available. Director Craig Anderson and Parks Supervisor Peter Theis are both concerned about the well and its recent failing of the water testing. The cost associated with the drilling and abandonment of the well can run over $20,000. The structure is approximately 500 square feet and with the relative small size, Chairman Hulbert questioned what the costs would be if the entire structure would be demolished and an entirely new building be put in its place. The representatives from Toki & Associates stated that the cost would almost be the same. The play structures were shown as examples of a $29,000 and $32,000 model. Hardwood chips would be used as the base material with Minutes, Parks and Recreation Board Meeting - March 8 , 1999 page 3 a life span of approximately 8-10 years. Mr. Rich Manchester questioned the size and cost of the playground equipment. He was advised that these were just for illustrative purposes and were not the fixtures that the City was purchasing. He would like to see something less elaborate considering the potential amount of youth who would use the park and the equipment. The softball field improvements include a higher-end backstop model at a cost of $5,000. This backstop would have the angled top fencing to deflect balls from spectators or their autos. Trail options were discussed by the Board with no major preference with either configuration, however if the trails were placed a far west along the park and the berms eliminated the play area would be fully utilized. The Board will wait to question the residents to determine their wishes. South parking lot fill material costs were estimated for the area (3,000 cubic yards @ $21,000). The cost was estimated due to the origin of the fill and the supplier of the fill being unknown at this time. The Board, after careful review of the plan presented, questioned the designers about the soccer fields. No soccer fields are included (only a future field design without pricing) in the $397,000+ expenditure. The soccer fields were the number one priority of this Board and without them in the design, will not recommend adoption of this plan. The Board requests the following: Configurations of level playing surfaces in the central area of the park for soccer purposes and the costs for grading and seeding of entire surface to be supplied. Potential removal of berm option. Moving the recreation path farther west to maximize the play area. Mrs. Debbie Carlson questioned if the ice rink would be possible at this location? The Board realized that there is no water source which is necessary to flood the surface, so at this time, it would not be viable. The Board will have a public hearing/information exchange at the April 12, 1999 Parks and Recreation Board meeting. The Kurth Park portion will take place from 6:00 p.m.-7:00 p.m. with representatives from Toki & Associates present to answer questions of a technical nature. The Board directs Director Craig Anderson, Mayor De Angelis and Ald. Donna Woodard (District #2) to notify the residents affected with this renovation th project and invite them to the meeting on the 12 of April. WRITTEN CORRESPONDENCE Police Department Incident Reports - None. OLD BUSINESS Manchester Hill Park - Irene on behalf of the entire department, presented Mr. Rich Manchester with a plaque thanking Rich for his insight and dedication to this Board for the past 25 years along with the resolution marking the official naming of Manchester Hill Park. Rich thanked everyone who made this possible. Leisure Park Food Court/Skating Rink Concerns - Ald. Kathy Chiaverotti, on behalf of the Festival Committee provided their feelings on making the food court an ice skating rink in the winter months. She had talked with Superintendent Wayne Delikat of the Public Works Department on the proposed project. Wayne does not support the project because the site may still remain wet and the gravel path could be washed away with the annual flooding of the rink. Ald. Chiaverotti also stated that the largest trees on the site would have to be removed in order to make the rink possible. Ms. Peggy Karpfinger of Karpfinger Landscape Design responded in writing with most of her comments against the proposed rink option. Mr.Toby Whipple moved to reject the ice rink option for the food court at Leisure Park at this time. Seconded by Mr. Howard Schneider. Carried by all. DEPARTMENT REPORTS RECREATION Summer Brochure Programming - Irene reports that new programming will include kayaking, canoeing and computer training for both youth and seniors. They are also looking into offering horseback riding again. The previous provider has closed their business. Irene also alerted the Board to a special event for the entire family. The Brewers vs. the Cubs on June 14, 1999 is being offered. This includes the bus ride, cookout and admission to the game. It promises to be a low cost, high fun event. Minutes, Parks and Recreation Board Meeting - March 8 , 1999 page 4 In his report, Director Anderson has hired Tammy Haller for the part-time recreation supervisor position. She began on February 9, 1999. She has a vast amount of programming experience and will be a welcome addition to the Parks and Recreation Department staff. Master Card/Visa Card Swipe Machine - The Finance Committee approved the use of the machinery for the registration of offerings of the Parks and Recreation Department. The question of using the City Home Page for on-line registration was asked and Irene stated that until safeguards can be built into the system to ensure security this would not be done. New Employee Application - The Board reviewed the revised employment application. This includes a portion for the Police Department to run background checks on applicants. Department Location - The current space needs analysis process that is underway provided the Parks and Recreation Department with two potential locations for their group. There is a building available that would join both the parks office and recreation office together. The location is a mile away from City Hall. The other option places the Parks and Recreation Department in the current Library space. Both of these options give the department the office space they need, however the space for programs would not be viable. The Parks and Recreation Department is concerned that if they are housed off- site from City Hall, their department’s image would be diminished and the convenience of the citizens would be compromised. Discussion followed regarding the costs associated with the move off-site and the technical aspects of wiring the building in question along with the rehabilitation of the building. The Board directs the Parks and Recreation Director to continue to explore all options available for the placement of the Parks and Recreation Department. Pool Shut-down - Irene reports that the Muskego High School pool will be shut down this summer to repair the liner. They are currently working on optional swim lesson sites. The school district may be requesting additional money to have all repairs made to the pool this year. The Board is concerned that the money they may request will not be available. PARKS Stewardship Program - The Parks and Recreation Department is looking for this Board to approve the request of grant money available for Kurth and Leisure Parks. The grants work on a 50% match basis. Ald. Patterson moved to approve the writing process for a grant for Kurth Park. Seconded by Mr. Ron Stephens. Regarding Leisure Park, Mr. Ron Stephens moved to approve the writing process for a grant for Leisure Park. Seconded by Mr. Toby Whipple. Carried by all. The deadline is May 1, 1999 for the grant submittal. Playground Identification - Parks Supervisor Peter Theis and Director Craig Anderson will be working on the playground components for the parks in the City. Money is in the budget for approximately $30,000 worth of playground equipment for the new Manchester Hill Park. NEW BUSINESS Private Contract Bids - Director Anderson provided in writing the bids for the lawn mowing, weed eradication, city hall grounds service and the portable toilet facilities. He also provided his recommendations for the awarding of the bids. The Board was concerned about the individuals chosen and their understanding of the time constraints imposed by the City to perform their duties and the Board’s need for further clarification on the process used to choose the winning bids. Until that information can be shared, Ald. Patterson moves to defer this item until the next Parks and Recreation Board meeting. Seconded by Mr. Toby Whipple. Carried by all. If necessary, the Board will convene to approve the various vendors. Possible Fill From New Berlin - Approximately 30,000 cubic yards of fill may become available from the City of New Berlin from Linnie Lac. This fill can be stockpiled at Park Arthur until it is needed. Re- Minutes, Parks and Recreation Board Meeting - March 8 , 1999 page 5 seeding and erosion control costs also need to be considered. Mr. Howard Schneider moved to enter into discussion with New Berlin to accept fill from Linnie Lac. Seconded by Mr. Ron Stephens. Carried by all. OTHER BUSINESS Subdivision Plans from Plan Commission Rosewood Estates (Preliminary Plat-Reapplication) - The Board reviewed the plat as submitted and determined that the layout will need to be changed slightly to show access to Moorland Road when the extension takes place. Lots 14 and 15 seem to be the most likely for this to take place. North Cape Farms (Final Plat) - This development is off of Hwy. OO. The barns will remain on the property. 20+ lots will be divided. No future recreation trail is planned for this area. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Irene shared with the Board the Zebra Mussel sign Tom Zagar, Lakes Project Coordinator has chosen to use. The sample has been used in Minnesota. The Board questioned the successfulness of the signage used. Mr. Howard Schneider replied that something has to be done to alert the boaters that this situation exists. Mr. Howard Schneider also shared with the Board the recent article regarding Big Muskego Lake and the potential for this Board to partner with the lake District to purchase land as it becomes available. ADJOURNMENT - Being no further business to discuss Mr. Rich Manchester moved to adjourn the meeting at 9:50 p.m. Seconded by Mr. Toby Whipple. Carried by all. Respectfully submitted, Linda Gulgowski, Recording Secretary