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PRB010801minutes MINUTES PARKS AND RECREATION BOARD MEETING CITY OF MUSKEGO January 8, 2001 Approved, as amended, 2/12/01 In the absence of Chairperson Toby Whipple, Vice-chairperson Howard Schneider called the monthly meeting of the Parks and Recreation Board, City of Muskego, to order at 6:32 p.m. The meeting notice was posted in accordance with the Open Meeting Law on January 4, 2001. Present: Ms. Debbie Carlson (6:35 p.m.), Mr. Jerald Hulbert, Mrs. Kelly Koble, Mr. Richard Manchester, Ald. LeDoux, Mr. Howard Schneider, Mr. Toby Whipple (6:37 p.m.) and Mr. Craig Anderson (Director of Parks & Recreation). GUESTS: Dan Fink, Jack King, Tom Zagar APPROVAL OF MINUTES: Mr. Jerald Hulbert moved to approve the minutes of the November 13, 2000 meeting. Seconded by Mr. Manchester. Upon a voice vote, the motion carried. PERSONAL APPEARANCES: Kelsey Drive Park Land Director Anderson had been contacted by Wayne Delikat regarding the land division over by Kelsey Drive and he had mentioned that Mr. King was interested in farming that land similar to what is done with Park Arthur. Also, the Public Works Committee would like to see it planted also to alleviate an erosion problem. They were recommending seeding alfalfa and timothy grass. The department would be entering into an agreement on a year-to-year basis similar to the one with Kyle Thiesenhusen for Park Arthur. Mr. Hulbert inquired what terms were negotiated? At this time, there are no terms. Mr. King was present at the Board meeting to find out whether the Board would consider leasing the parcel to him and under what terms. Mr. Hulbert's concern was that a study would have to be done, as was with Park Arthur, if the renter has the land and the municipality decides not to continue, then they may be awarded some compensation. This would have to be researched. He also mentioned the investment that Mr. King would have in seeding the parcel. He inquired of Mr. King what he needed to recoup his cost in seeding? Mr. King said the parcel is 9.5 acres and to seed it down, would be about a $1325. For the first year, the $1325 would not be recouped. The first year is of no benefit, but the return would be in the second and third year. Director Anderson mentioned that there has been discussion using the area for a detention pond for the Lake Denoon area. At the Public Works Committee, it was discussed that the City of Muskego would buy the seed if Mr. King would be willing to plant it. Mr. Hulbert felt it was in the best interest to have Mr. King work the land, under a multi-year deal, allowing him to recoup his cost. If the City has to buy out ahead of time for whatever reason, a refund would be processed. Mr. King thought that a three-year program would allow him to recoup his cost. Ms. Koble inquired if he would get at least a year's notice? Mr. Hulbert indicated that he would. Further, it was discussed that Mr. King would buy the seed. Mr. Hulbert moved to allow Mr. King to have access to the land for three-cropping year period. After that time, the Board would have to refund money if they needed to for whatever reason. In the three years, he should be able to recoup his money back. Mr. King would buy the seed. The Board would want the area seeded so that there is no bare ground. Mr. Schneider asked if there would be any rent cost? Mr. Hulbert indicated none. Mr. King would have use of the land for the seed and labor involved. He would Minutes, Parks & Recreation Board Meeting, January 8, 2001, page 2 have use of the land for three years and after this time, renegotiate with the Board. Ms. Koble seconded the motion. On reflection, Mr. Hulbert felt that a dollar a year cost be built in to make it a binding contract. Mr. Hulbert moved to amend his motion to make it one dollar a year for the three years. Ms. Koble seconded the amendment. Mr. King will incur all costs for the seed. Mr. Manchester inquired if the Board had authority to enter into this contract? Director Anderson will present it to the Finance Committee for approval. Upon a voice vote, the amendment carried. Upon a voice vote, the motion carried. Director Anderson will contact Mr. King once the item goes to Finance Committee. (Chairperson Whipple accepted control of the meeting at this point.) Sailboat Regatta at Idle Isle Park Mr. Dan Fink of the Little Muskego Yacht Club (LMYC) presented to the Board his request to host a sailboat regatta at Idle Isle Park on June 23, 24, 25, 2001. They haven't held a regatta in about twenty years. He gave the Board members some background on their club and past regattas at Idle Isle Park. There would be approximately 20 outside sailors coming to the event. He outlined how the regatta would be managed. Basically, they would like to use the grounds, put up a tent, bring some tables in, have a place for inclement weather, launch boats, park the trailers back on the grass so as not to tie up the whole facility. Any night activities would be off the lake. They are looking at about 40-50 people at this event at the most. The event will begin at 9:00 a.m. Daily events should conclude around 6:00 p.m. and then on Sunday, it should conclude about 2:00 p.m. Board discussed parking the boats with trailers on the grass. Ms. Koble questioned whether the boat owners would have their own liability or other insurance to cover damages? Mr. Fink responded that it should be covered under their homeowner's property or their own policy. The policy that the LMYC is providing is mainly liability. Ms. Carlson asked about the location of the buoys on the lake? Mr. Fink indicated it depends on the wind and they would be out in the main part of the lake. Mr. Hulbert was concerned how they would provide security at the park at night as the park closes at 10:00 p.m. There has been a consistent vandalism problem at Idle Isle Park. Mr. Fink didn't see any problem with security, but he will take this into consideration. Board discussed with Mr. Fink the mooring of the boats. Director Anderson did mention that the department's water ski lessons would be a conflict. If the LMYC used JC Island for mooring the boats, this should not interfere with the ski lessons. Mr. Fink was advised that the ski lessons have priority. Director Anderson asked if they planned on using electricity; if so, they would be expected to reimburse the city. Further, how were they going to take care of the garbage generated by their event? Mr. Fink said they would reimburse the city for the electricity and they would bring their own containers for garbage. Also, the other cost would be the portable toilet, the extra cleaning for their event. There is also a dollar fee per vehicle for parking at Idle Isle. Board discussed with Mr. Fink the parking of the vehicles. He may want to have available an option to park elsewhere in the event the grassy area is too wet. Mr. Manchester stated that they have not had any problem in the past with the sailboat regatta; however, the park has changed since then. Mr. Hulbert moved that Mr. Fink be granted permission to use Idle Isle Park on rdthth the 23, 24, and 25 of June, 2001, with the understanding that Director Anderson will come up with a dollar amount for electric, must pay for cleaning of the toilets, and an alternative parking site must be lined up and agreed to before the event starts. Director Anderson interjected that in talking to the Mayor there would be a $250 security deposit for the grounds. This would be held at the department. Further, he mentioned that they should contact the Clerk-Treasurer about getting a racing buoy permit, a permit not to exceed 14 days, and the Common Council does need to approve it. This serves to give the police notification where the buoys are located for their patrol and their understanding. He should check with the Clerk- Treasurer on this issue. Mr. Hulbert added to his motion to include a $250 security deposit and that the event not be in conflict with previous established Parks and Recreation Department programs The main concern that it does not affect the department giving lessons and that the boats be taken around Minutes, Parks & Recreation Board Meeting, January 8, 2001, page 3 the island to be out of the way of the skiing lessons. Ms. Carlson seconded. Upon a voice vote, the amended motion carried. Tree Ordinance Mr. Tom Zagar updated the Board members on the discussion at the November meeting regarding the proposed tree ordinance and provided copies of the draft. The first section was to repeal existing references in the present code and then the actual ordinance that would probably be Chapter 37. He highlighted the city forester position being established, the urban forestry committee, and the planting of trees in the public road right-of-way. All of the street trees planted now are on private property; within 5 feet of the right-of-way. They are the property of the private citizen. Part of the ordinance dealt with declaring trees public nuisances and he did not feel that this would occur very much, but needs to be in place to deal with health and safety issues. Alderman Le Doux had an issue with the city dictating that the property owners had to plant trees and then making the property owner responsible for any damages the tree causes. Board members discussed the ordinance in relation to bike paths. Mr. Hulbert felt that the bike paths would have to be redone before the trees create a problem. He also did not feel the property owners should be responsible for fixing something in the city right-of-way. It should be the city's responsibility to take care of such as the public streets. He did not feel that there should be any negative impact of the bike path on the property owners. Alderman LeDoux suggested that the city take care of the canopy on the trees over the bike path on the trees that are being asked to be planted by the city. The city should clean those up and not have the property owners incur the cost. Alderman LeDoux moved to recommend approval of the tree ordinance to the Common Council provided that the city take care of the maintenance on the trees that would interfere with the right-of- way and the bike path. Mr. Hulbert seconded. Mr. Zagar asked if their concern was the clearance over the bike paths and streets that should be the city's responsibility. The Board indicated this was their concern. Upon a voice vote, the motion carried. WRITTEN CORRESPONDENCE Police Department Incident Reports – Director Anderson had nothing to report due to too much snow. OLD BUSINESS Bluhm Park Diamond #4 Director Anderson reported that they went to Natural Athletic Turf to have them look at the outfield. It was determined that top soil from the infield or parking lot expansion would be used to level off the outfield area which at this time is very wavy. This they would want to address for safety reasons. The cost to renovate the outfield was estimated at $7,995. Adding this amount to the $11,515 for the layout of the new infield, would bring the total cost to $29,030. At this time, he also informed the Board members that Joe Thibedeau had contacted him regarding being able to have Bluhm #4 house 80' pegs. His concern was that they could have left Bluhm #2 the way it was. It cost additional money to bring the infield in and the fence at #2. Mr. Udvare had also called and asked if the 80' pegs could be on Bluhm #2. The Board discussed whether or not the MAA (Muskego Athletic Association) would pay the difference and whether or not the MAA's request could be accommodated. MAA will be invited to the next meeting to discuss this issue. Director Anderson refreshed the Board that the city agreed to pay the cost of building Bluhm #4 and anything thereafter, the maintenance costs would be split 50-50. Mr. Hulbert moved to approve an amount not to exceed $29,030 for Bluhm Minutes, Parks & Recreation Board Meeting, January 8, 2001, page 4 Field #4. Ms. Koble seconded. Director Anderson said that anything extra such as radius, he would bring back to the Board. Upon a voice vote, the motion carried. DEPARTMENT REPORTS Youth Advisory Council Director Anderson updated the Board on the membership. The membership would include two members from each of the local schools, including the home study school group. Mrs. Tammy Dunn and Officer Gary Mrotek will be taking the plan to the schools for their input. Hopefully, the youth advisory council could be in place by the next school year. Winter/Spring Registration The department had late hours registration for winter/spring. There was a total of two people that telephoned during this time. This late hour registration will be tried one more time and will be advertise more for summer. Then if the interest isn't there, the department will go with the normal hours. Christmas Tree Lighting The Christmas tree lighting went very well. About 250-300 people were in attendance. He felt the people came to hear the musical groups from Mill Valley Elementary School and Lake Denoon Middle School. The lights went on and stayed on. Santa came and went in a squad car. Facilities Study Group Director Anderson informed the Board that there is a facilities study group. Recreation Supervisor Tammy Dunn, Alderwomen Chiaverotti and Salentine, Citizen Members Kurt Fifer, Fred Washa, Jack Spoerl and Director Anderson serve on this group. The group will be visiting other community centers in the State of Wisconsin and northern Illinois through the month of February. They will be looking at what type of facilities are housed in the community centers, what types of decisions were made, and how they are operated. This information will then be presented to the Mayor and the Common Council. Alderman Le Doux expressed a desire to join the group on the field visits and be notified of these. The group will be visiting the site in Kenosha on Friday, January 12, leaving city hall at 9:15 a.m. and returning about 5:00 p.m. Another one will be the following Friday. Mr. Manchester inquired if any studies had been done on how many of these community centers become "white elephants" and a big burden on taxpayers? He was not in favor of the community center. From the little information available from the city, it appears they are planning party facilities, exercise equipment, etc. This would have to be self-supporting. In his opinion, they would be competing unfairly against the private enterprises. He would like to see a careful study done before the Common Council decides to build it. Luther Parker Cemetery Director Anderson shared that they are looking at replacing the cedar fencing. They will work with Betty Czarapata and her group, and the fire department to wet down the fence during the annual burn to find a way to keep the fence from burning and trying to keep the fence as long as possible. Minutes, Parks & Recreation Board Meeting, January 8, 2001, page 5 Manchester Hill Skate Rink Director Anderson reported that on this date, the parks crew shoveled off the snow off the pond. The heavy snow has caused soft spots in the ice. The ground that is under the snow is not frozen. The skate rink is open. Kudos to the parks staff. In regard to the lighting, the hole has been done for the pole, but the softness of the ground has prevented equipment access to install the pole. Wisconsin Electric Power Company will also have to do their trenching. Horn Park Flag Pole The VFW had requested that the flagpole be moved. The tree growth was interfering with them putting the flag at half-mast. The flagpole is now on the front side of the trees and visible from the athletic field. NEW BUSINESS Veterans Memorial Park Pavilion Director Anderson presented the Board members with a cost estimate in the amount of $36, 325 for their portion of the installation of the bathroom facilities at the Veterans Park pavilion. The costs include the installation of two facilities and one water closet per unit. Also, included sanitary sewer, plumbing, carpentry and electrical work. Since the original proposal which was similar to Bluhm, the Mayor and Alderman Le Doux have looked at trying to eliminate the storage section in the middle and adding the 8' section, to have an 8' x 30' section for the festival and then the 8' x 30' storage for parks and recreation and/or the festival and making the bathrooms bigger. Alderman Le Doux had conversation with Sean McMullen, Mayor, and other alderman regarding adding the additional bathrooms and making it more user friendly for a larger group of people. He had sketched out for the Board a drawing depicting the pavilion with the additional bathrooms. He also suggested an electric panel be placed outside the building for use by festival vendors. From the Mayor and aldermen, he was getting the impression to get the pavilion done and make it something to be proud of and use it for the facility it is and finish it off. He pointed out that it is a passive park with multi uses. He was seeking a recommendation from the Board to add these additional units. At this time, Director Anderson informed the Board of the additional costs that would be incurred. The cost would increase to $50,465 and adding a 15% cushion, the cost would be up to $58,034.75. The Board discussed who would be using these facilities and could they justify the additional expense. Some discussion regarding other funding being used besides the park dedication monies. Alderman Le Doux would like the Board to recommend to the Finance Committee to do the pavilion in its entirety. Director Anderson offered to go before Finance Committee with Alderman Le Doux if the Board made the recommendation. Mr. Hulbert moved not to exceed $40,000 based on the original plan of putting the two stalls in with the understanding that the Parks and Recreation Board would not object to additionals being added but that it would not be in the immediate interest of the Board to spend money in that manner. Mr. Schneider seconded. Alderman LeDoux would like to see it finished in its entirety and look in to financing by other sources. He felt it should be completed on a larger scale. He would like to see the Board support the plan larger pending other funding being available. Mr. Hulbert would not recommend this because the Finance Committee, looking for the funding, could then use park dedication money. The Board revisited the amount of money and the uses that the department would be Minutes, Parks & Recreation Board Meeting, January 8, 2001, page 6 making of the pavilion on a seasonal basis. Mr. Hulbert amended his motion to include the Parks and Recreation Board had no interest in adding units, but would not object to a community-based organization financing it. Mr. Schneider seconded. Alderman Le Doux felt the pavilion should be done in its entirely and let Finance Committee know they are looking at funding from some other source. Mr. Manchester called for the question. Alderman LeDoux objected to the question being called. Chairman Whipple asked for those in favor of calling for the question. Upon a voice vote, the call for the question carried, 6-1 with Alderman LeDoux voting nay. Upon a voice vote, the amended motion and the main motion carried, 6-1 with Alderman LeDoux voting nay. OTHER BUSINESS Subdivision Plans from Plan Commission Champions Village Reserve The Board members reviewed the plans for the Champions Village Reserve located by Claude Harmon Circle and Jimmy DeMerit Drive. Mr. Hulbert gave some background to the Board for informational purposes. There is nothing for the Board. Mr. Hulbert moved to accept park dedication fees per the land divisions in lieu of land donation. Mr. Manchester seconded. No further discussion. Upon a voice vote, the motion carried. Nature Estates The Board members reviewed the plans for the Nature Estates subdivision. This subdivision is located behind the senior housing located at Racine and Woods. Mr. Hulbert reported that there is no impact to the Board. Mr. Hulbert moved that the Board accept the park dedication fees in lieu of land donation on the project called Nature Estates. Mr. Schneider seconded. No further discussion. Upon a voice vote, the motion carried. Next Meeting – The February meeting will occur on February 12. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Director Anderson informed the Board that when they had the public hearing on the lighting for Manchester Hill Park, Pat Bauer asked for a fence to be installed by the soccer fields. He will be presenting costs to the Board in the spring on installing fence. Chairman Whipple asked if this fence would be a delineation fence to separate the park property from the private property? Mr. Hulbert recommended that a survey be done to determine the property lines. Also, that all neighbors be consulted to get their input on the proposed fencing. ADJOURNMENT - There being no further business, Mr. Manchester moved for adjournment at 8:22 p.m. Seconded by Mrs. Koble. Upon a voice vote, the motion carried . Respectfully submitted, Stella Dunahee, CPS Recording Secretary pc: Board Members, Craig Anderson Minutes, Parks & Recreation Board Meeting, January 8, 2001, page 7 email: Mayor, Alderpersons, Department Heads, Peter Theis, Irene Schuder, Tammy Dunn,