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PRB080999minutes PARKS AND RECREATION BOARD MEETING MINUTES CITY OF MUSKEGO Monday, August 9, 1999 Approved as Corrected 9/13/99 The monthly meeting of the Parks and Recreation Board, City of Muskego, was called to order at 6:05 p.m., by Chairperson Jerald Hulbert PRESENT: Mrs. Debbie Carlson, , Mr. Jerald Hulbert Mrs. Kelly Koble, Mr. Richard Manchester, Mr. Howard Schneider, and Mr. Craig Anderson (Director of Parks & Recreation Department) ABSENT: Alderman Le Doux (excused), Mr. Toby Whipple (excused) The meeting notice was posted in accordance with the Open Meeting Law on August 5, 1999. INTRODUCTION OF NEW BOARD MEMBER: Mr. Anderson introduced Mrs. Kelly Koble. Mrs. Koble will be finishing out Mr. Stephens term on the Board. APPROVAL OF MINUTES -Mr. Richard Manchester moved to approve minutes of the July 12, 1999 meeting as mailed. Seconded by Mr. Schneider. Carried by all. PERSONAL APPEARANCES Ball Diamonds Mr. Jack Plemons Albert, Mr. Kevin McCoy and Mr. Joe Thibideau appeared before the Board to request assistance in upgrading baseball facilities in the city. Chairman Hulbert recapped what the city had done for field renovations in the past. Most recently Horn Field renovations were done at a cost of $7,100. M.A.A.’s (Muskego Athletic Association) ultimate goal is to work with the Board to try to resolve the issue of basically the conditions of the ball fields. Parents of the children in the ball programs have brought the condition of the fields to the M.A.A. Board’s attention. Mr. McCoy mentioned that they use Horn Field only as a practice field. Their primary fields are at Bay Lane and felt that Bay Lane #1 is a priority though each field needs to be upgraded. The fields need to be upgraded to make them safe. Right now there are ruts at home base and in the infield. They can understand the city not wanting to put money into the school fields, but the participants need to play in a safe environment. Chairman Hulbert requested that M.A.A. set up a priority list with Director Anderson including the type of work to be done on the fields and what work can be done by the school district. Mrs. Carlson to check with the school principal to see what can be done. Director Anderson brought to the Board’s attention that the parks crew cannot get on to the fields to work them until after school is out. The department has a facility agreement with the school district for use of the fields between April 15 and October 15. Director Anderson reported the facility agreement is being revised at this time. In response to the $4,000-$6,000 the M.A.A. provides the department, this money is for the staff time to prepare the diamonds for games. This will be an agenda item for September meeting. American Hometown Leadership Award Alderperson Chiaverotti informed the Board that the Community Festival Committee was in receipt of a $1,000 grant for Community Festival Committee. Director Anderson reported they had applied for the $1,000-$10,000 grant application with the intent to use the money for improvements at Veterans’ Park, Minutes, Parks and Recreation Board Meeting - August 9, 1999 Page 2 more specifically the food court. Alderperson Chiaverotti would like to use the money for Amur Maple trees along the entrance to the court. The committee would like to have these trees in place for this year’s festival. Since the $1,000 would not be available that soon, the committee would like to request $1,000 from the Parks and Recreation Department operating budget to purchase the trees. Once the grant money is received, the department’s account would be reimbursed. Alderperson Chiaverotti will be the recipient of the grant money and will be formally turning it over to the Parks and Recreation Board for the trees at Veteran’s Memorial Park. Mrs. Debbie Carlson moved to earmark $1,000 for two trees and the department to be compensated when the grant money is received. Mr. Richard Manchester seconded. Board complimented on the work that the festival committee had done at the park. Alderman Chiaverotti informed that invitations would be going out for the park dedication scheduled for 5:15 p.m. on August 27, the opening day of the festival. Upon a voice vote, the motion carried. M.A.A. Flag Football Concession Stand Mr. Nick Aron, representing the M.A.A. flag football program, requested permission to have an on-site concession stand that would serve item such as candy, soda, coffee, etc. The proceeds would help defray the cost of the year-end banquet for participants. It would be located at Bluhm field during September, October, and early November. During the week, the booth would be closed up and empty. He mentioned that he had received all other approvals for the concession stand. They have been parking it on the field over the last few years and would like to receive official permission from the Board to continue. Director Anderson’s concern was that it be removed from the field at the end of the season. Mr. Howard Schneider moved, Mrs. Carlson seconded, to allow the M.A.A. to park the trailer on the grass during their flag football season, September-November. Mr. Aron reported that to date they have not had a problem with vandalism. Upon a voice vote, the motion carried. WRITTEN CORRESPONDENCE Police Department Incident Reports Director Anderson reported there were no incident reports from the Police Department. Request for Live Band at Bluhm Park The Board members were in receipt of a request from Adam Zwickey to have a live band play at Bluhm Park for his graduation party. It would be a swing/jazz band playing from 6:30 p.m. to 7:30 p.m. The amplification devices and instruments would be facing the woods to the south so as to not disturb any of the neighbors. They would not amplify the drums. Mrs. Carlson moved to allow Adam Zwickey to have the live band play and to have the speakers towards the trees at his graduation party at Bluhm Park on August 14. Mrs. Koble seconded. Chairman Hulbert reminded the Board that they had previously approved bands to play in the park. Mr. Manchester inquired if he had rented the facility? Director Anderson confirmed that it was rented by Adam Zwickey for that date. Mr. Manchester further inquired if there would be any alcoholic beverages served? In response, since there will be too many young people there, Adam had indicated to Director Anderson that no alcoholic beverages would be served. Upon a voice vote, the motion carried, with Mr. Manchester opposed. OLD BUSINESS Kurth Park Minutes, Parks and Recreation Board Meeting - August 9, 1999 Page 3 Director Anderson provided the Board with a cost estimate for installation of natural fence line. The total labor costs would be $5,000 with the total plant cost of $13,020. The total would be $18,020. All trees and shrubs will be mulched free of charge. Topsoil will be added to each tree. Proper-sized holes will be dug. Installation should happen in the spring to give enough time for rooting. Installation should take no longer than 2-3 weeks and will be done by the vendor. Watering would be done by the parks crew. The plantings would have a guarantee for two years. These would be 5’-6’ trees and plantings would be dense. The trees would consist of Norway Spruce, White Pine, and Concolor Fir with the bushes consisting of Techny Arborvitae, Emerald Arborvitae and blue and green Upright Juniper. Chairman Hulbert inquired with this dollar amount would it have to be bid out? Director Anderson will check on this. Mr. Manchester asked how the cost of the natural fence compared to the cost of a chain link fence? Chairman Hulbert responded that in checking this out earlier , it was about the same. Further, with this area, the residents had a preference for a natural fence. Mr. Manchester felt a natural fence would be a high maintenance item. Director Anderson noted that at this time by the soccer fields, nothing is much done. The shrubs and trees will give the residents a dense natural fence line. Board members had concerns that another vendor should be consulted. Mrs. Carlson moved to approve an amount not to exceed $18,020 and also have another local vendor be consulted. Mr. Manchester seconded. Director Anderson would like to have the trees and shrubs planted next spring. Upon a voice vote, the motion carried. Linnie Lac Dredging Director Anderson reported that Sean McMullen, engineer from Ruekert & Mielke was asking to stockpile the dredging material from Linnie Lac at Park Arthur. A topo map was provided for the Board members to review. He would like to use the material to create a 4’-5’ berm and stockpile the material on top of the hill. The berm would act as an erosion-control barrier until the plans for Park Arthur were completed. The dredging materials are very silky, clay and Sean’s concern was that it not be used for structural. Chairman Hulbert’s first thought was that the material could be spread out in the park, but since there is no development plan for the park at this time, it would be better to stockpile the material. Mrs. Koble voiced the concern that people may be viewing a pile of dirt for several years. Chairman Hulbert and Director Anderson assured her that the stockpiling would be by the hill back by the Reynolds property. Mr. Howard Schneider moved, seconded by Mr. Manchester, to accept the plan as forwarded by Sean McMullen of Ruekert & Mielke. There will be about 30,000 cubic yards of dredging material. This would be done in the fall. Chairman Hulbert stated that this type of material had been used in the berm near Kwik Trip. The material compacts itself after a period of time and it stabilizes. Upon a voice vote, the motion carried. The Board spent some time discussing putting together a conceptual plan for Park Arthur. Some money will have to be set aside, possibly in the next operating budget, and discussed at the next meeting. Chairman Hulbert mentioned three phases (1) conceptual plan, (2) formal conceptual plan, and (3) engineering plan. Director Anderson stated that money for the Kurth Park plan came out of Parks Dedication, but at this time, there is no money in the account sufficient for Park Arthur. Chairman Hulbert recommended establishing a sub-committee of the Board to work on a conceptual plan, with input from the M.A.A., soccer group and football group. DEPARTMENT REPORTS RECREATION Fall Brochure Director Anderson advised the Board that the fall brochure will be mailed out Friday, August 13. It is 40 pages with a lot of new programs. He highlighted the Irish Dance program, one-time specials at Minutes, Parks and Recreation Board Meeting - August 9, 1999 Page 4 Country Dale School, cultural programming, and sport specific classes which may serve as feeder system for the M.A.A. and Muskego Kickers. Mr. Manchester inquired if they were all self-supporting programs? Director Anderson affirmed. This will be evident when the Board reviews the operating budget with substantial increase in revenue. Current Happenings The department staff is currently working on the operating budget which is due this Friday. The capital budget was submitted last Friday. The program budget will be separated out into eight sections for revenue and expenditure PARKS Muskego Recreation Trail (MRT)—Muskego/Big Bend Spur This is something that was in the Parks Dedication Budget a couple of years ago for extending the current trail (equestrian) to Big Bend. The Mayor has asked to put this item back into Parks Dedication. Director Anderson would like the Board to discuss (1) this project being put back into Parks Dedication and (2) whether or not the Board wants to do it with input from horseback riders and pedestrians. In September, the Parks Dedication budget will be before the Board for approval. Chairman Hulbert refreshed the Board members on the past requests from equestrians that led to designating this part of the MRT for their use. It was with the understanding that they would maintain the trail. Big Bend is considering a trail and they would like Muskego to connect with it. The impression was that Muskego’s would extend up to Edgewood Avenue, however, it was noted a portion would be through the Town of Vernon part of the electric company right-of-way-- the strip between Edgewood and Crowbar. Director Anderson shared that the Town of Vernon does have an agreement with the electric company. Chairman Hulbert stated that the Village of Big Bend would be using equipment from Muskego’s Public Works Department and the material for the trail would be donated from Payne and Dolan. Mr. Manchester felt that you could not run a horse path and bike trail in the same area. At the time the Board agreed with the horses on that spur of the current trail was because the area was not densely populated. Mr. Koble shared her experiences of using the Whitnall Park system for horseback riding. She did not see a problem with pedestrians and horses using the same trail. Chairman Hulbert said that in some areas of the MRT, pedestrians/bikers objected to the horse droppings on the trail and the holes left on the trail. Mrs. Carlson asked the distance of extending the trail? Chairman Hulbert thought it was two miles. He further informed the Board members that Big Bend does not allow equestrian travel. Director Anderson informed the Board members that Alderman LeDoux would be requesting that equestrians be allowed on all phases of the MRT. Mrs. Carlson moved to leave the trail in its current status primarily for horseback use. Mrs. Koble seconded. Board members felt that Big Bend could do what they want. In the future, the Board may have to address the issue again. To date, there has not been any input from the Town of Vernon regarding pedestrian trails. Upon a voice vote, the motion carried. Current Happenings Director Anderson stated the capital budget and the operating budget is done. Most of the summer staff have left. There is some staff still at Idle Isle to carry the department through Labor Day. The department is finishing up some baseball fields for make up games, doing clean up work at Horn Field in the area of the scoreboard. Some discussion on how bleachers can be transported. Most of the bleachers in the parks do not have to be moved. NEW BUSINESS Minutes, Parks and Recreation Board Meeting - August 9, 1999 Page 5 Special Needs Playground Program Director Anderson informed the Board members of a parent’s concern regarding their child’s participation in the special needs playground program. He gave a detailed report to the Board members on the parent’s expectations for their child in the program. The parent claimed their child was denied access to the program. Chairman Hulbert had received the call from the parent in the Director’s absence from the office and the parent desiring to have the concern addressed promptly. He informed the parent that the program was never intended to handle a severely disabled child. A lengthy discussion followed regarding the program and program guidelines. Board members felt that the language in the program brochure needs to be clarified. Director Anderson to come up with verbiage for the Board to review. Idle Isle Personnel Job Descriptions The Board were in receipt of the job descriptions on file for the Idle Isle staff. Their duties involve collecting money, parking, and enforcement of park policies. The Board members discussed changing the job descriptions so the personnel would have a better understanding of their duties, their responsibilities, and their park area of responsibility. Director Anderson and Peter Theis, Parks Supervisor, will be formulating a training manual for these employees. Noting that there is some time when business is slow, the Board members would like to have tasks available for these employees, but as not to interfere with their primary responsibilities mentioned (i.e., supervising boat launch, raking weeds at boat launch and doing park rounds). Muskego Historical Society Budget The Muskego Historical Society budget was presented to the Board. Director Anderson pointed out that the only change was a $250 cost for telephone service at Old Settlement Centre. The telephone service was put into the Information Systems budget this year. The cell telephone was provided for use by volunteers and is a safety feature. Mr. Manchester moved to approve the Muskego Historical Society budget. Mr. Schneider seconded. Board members had some discussion about the security of a cell phone. It is too easy to walk, however, it is more economical than a pay telephone. Director Anderson noted that the billing on the cell telephone is monitored. Upon a voice vote, the motion carried. Budget Preparation Director Anderson asked the Board members what they wanted before them in preparation for the September budget meeting. He suggested a summary page and narrative that explains the differences in the amounts whether it is revenue or expense, increases or decreases. The program budget is very detailed and consists of numerous pages. Board members indicated that they needed to know what was going on generally and that the figures fall within the parameters set by the Alderpersons. Mr. Manchester inquired when he would be notified regarding the Capital Budget Committee. Director Anderson thought he would be informed shortly believing the first meeting to be scheduled for August 26 and then two more Thursdays in a row. OTHER BUSINESS Subdivision Plans from Plan Commission There were none. Minutes, Parks and Recreation Board Meeting - August 9, 1999 Page 6 COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Chairman Hulbert asked how the Board members felt regarding a later starting time for the meetings? Years ago, the meetings started at 7:00 p.m. This Board meets the earliest at 6:00 p.m. After discussion, the Board members agreed to set their meeting time at 6:30 p.m. This would be effective with the September meeting. Director Anderson shared with the Board a recent request from Tom Ralston regarding having a boat launch fee set for the disabled, 100% physically handicapped. The concern was how would the department police this? What mechanism could the department come up with for enforcement? Mr. Ralston suggested Federal papers be shown to qualify for the launch fee. Mrs. Carlson suggested that other communities be contacted to see how they do it, if they have it. Mr. Schneider mentioned a recent news article regarding $4,000 fee on Linnie Lac from the Committee of the Whole. ADJOURNMENT - Being no further business to discuss, Mr. Manchester moved to adjourn the meeting at 8:44 p.m. Seconded by Mrs. Carlson. Upon a voice vote, the motion carried. Respectfully submitted, Stella Dunahee Stella Dunahee, CPS Secretary, Parks & Recreation Department pc: Board Members, Common Council Packets, Parks & Recreation Director email: Alderpersons, Mayor, Parks Supervisor, Plan Director, Recreation Supervisors (2)