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prbm20010709 MINUTES PARKS AND RECREATION BOARD MEETING CITY OF MUSKEGO July 9, 2001 Approved, as amended, 8/13/01 Board President Toby Whipple called the monthly meeting of the Parks and Recreation Board, City of Muskego, to order at 6:30 p.m. The meeting notice was posted in accordance with the Open Meeting Law on July 5, 2001. Present: Mr. Jerald Hulbert, Ms. Kelly Koble (arrived 6:32 p.m.), Mr. Howard Schneider, Mr. Toby Whipple, Ald. Wichgers (departed at 8:00 p.m.) and Mr. Craig Anderson (Director of Parks & Recreation). Absent: Ms. Debbie Carlson (excused), Mr. Richard Manchester (excused) GUESTS: 13 APPROVAL OF MINUTES: June 11 Board Meeting Mr. Jerald Hulbert moved to approve the minutes of the June 11 Board Meeting, as mailed. Ald. Wichgers seconded. Upon a voice vote, the motion carried. PERSONAL APPEARANCES: Ramp Usage Mr. Schneider brought to the Board members' attention that the Waterbugs' (Waterbugs Ski Team, Inc.) ski ramp was being used during non-authorized times. The contract specifies certain days and times when the ramp is to be used by the Waterbugs. Mr. Dave Birkle, Vice-president of the Waterbugs, stated they do not use the ramp at other times than specified in the contract. He thought that it was somebody else using the ramp as there are other people who want to tune their skills for competitions. They do have a sign on the jump indicating that it belongs to the Waterbugs. Director Anderson informed the Board members that the police department stated it was difficult to tell someone that they cannot use the ramp as it was on the public water. The Board can only say where the ramp is placed. Mr. Hulbert inquired if they can turn the ramp so it cannot be used during unauthorized times? He felt that this would be a simple solution. Mr. Birkle felt that there would be a liability problem if the ramp would become insecure should someone decide to turn it back to make it usable. Mr. Hulbert indicated that something should be done because the contract does not allow for use other than by the Waterbugs. Director Anderson had received four calls on the issue and Water Patrolman Mrotek had received two calls. Mr. Birkle questioned for what reason the ramp should be shut down? Director Anderson responded that it was being used not in accordance with the contract. Board members discussed safety issues regarding the ramp being used by others on the lake. Mr. Howard Schneider moved to ask the Waterbugs to turn the ramp 90 degrees so that it could not be used at unauthorized times. Mr. Hulbert seconded. Mr. Birkle felt this would take away the opportunity for other individuals to use the jump. They use it for practice for competitions and many represent Muskego in these competitions. Mr. Minutes, Parks & Recreation Board Meeting, July 9, 2001, page 2 Schneider said these individuals are lax in giving consideration to others that are using the lake such as getting too close to a fishing boat. President Whipple inquired if the Board had any authority to have the ramp fenced off? Director Anderson could not say, he only knew that the Board could only direct its placement as it is in the public water. Mr. Birkle informed the Board members that their liability covers not only the Waterbugs' usage of the ramp, but others that use it. The people around the lake understand that it should be used only during the contract times. Mike Larsen informed the Board members that anything that is not attached to the shore or a pier cannot be restricted and can be used by any body using the lake. Mike Fitzgerald demonstrated how the Waterbugs could turn the ramp to change the skier jumping so they would not come too close to shore. Mr. Aird suggested placement of buoys marking off the area the skier's use. It was mentioned by others in attendance the importance of having the ski jump for them to use for practice. They would like to keep the jump where it is and work within some guidelines. Mr. Schneider further mentioned the skiers going in essence of 50-60 miles per hour off the jump. Mr. Buechers indicated that there is a contract with the city that is not being followed as skiers are going in front of his property, 8:30 a.m.-8:30 p.m., 7 days a week. Ms. Koble commented that the Waterbugs is a well-organized group of individuals and it seems some person is misusing the ramp. She felt there could be some middle ground solution to the issue. Mr. Schneider indicated that the contract is not real good as it does not address the fact that anyone can use the ramp. Alderman Wichgers stated taking the ramp away is not going to stop people. Skiers will be there whether there is a ramp or not. The people using it at other times are not the Waterbugs but others training for competition. Mr. Hulbert again mentioned the contract the Board has with the Waterbugs and the ramp was only to be used by the Waterbugs. This is the first time he was aware that others were using the ramp. Next year, the ramp should not be in the contract. It was also discussed by those in attendance that the water patrolman should issue citations to those infringing on the rules and regulations that already govern the lake. Mr. Hulbert moved to call the question. Mr. Schneider seconded. Alderman Wichgers objected. The question was called with Alderman Wichgers opposed. Upon a voice vote, the motion failed, with Mr. Schneider and Mr. Hulbert voting yea, and Ms. Koble, Ald. Wichgers, and President Whipple voting nay. Use of Idle Isle Request Mr. Joe Fix was present to request use of Idle Isle Park on Saturday, September 22, for his wedding reception. He was requesting approval to have a tent erected and to have acoustical music played. The exact size of the tent was not known at this time—he will find out and notify Director Anderson of the dimensions, possibly 20' x 30' and it would be set up on Saturday morning by the rental firm and taken down the following Sunday. Further, he would like to request use of the bathrooms within the facility. Director Anderson had reservations on this due to once access is gained to the interior of the building, there is no other security for the contents within the building. The Waterbugs and the Parks and Recreation Department have items within the building. Director Anderson further informed Mr. Fix that the department has no parks staff after Labor Day. Mr. Fix offered to clean the bathrooms and the park after their event. Mr. Fix was advised that parking is on a first- come, first-serve basis. Mr. Fix responded that if parking were not available for the guests at the park, then they would be parking their vehicles at his residence. Mr. Hulbert moved to approve the use of Idle Isle Park and the tent and the acoustic instruments; and further, the cleaning up of the bathrooms and the park after the event. Alderman Wichgers seconded. Upon a voice vote, the motion carried unanimously. Mr. Fix will need to get in touch with Director Anderson regarding the usage of the facility's bathrooms. WRITTEN CORRESPONDENCE Minutes, Parks & Recreation Board Meeting, July 9, 2001, page 3 Police Department Incident Reports There was graffiti on the lower parking lot at Denoon Park on June 29. Also, at Schmidt Park, the parks crew kept putting up the tennis nets only later to find that the contractor was working on the tennis courts and had taken them down to do their work. OLD BUSINESS Park Arthur Director Anderson reported that Alderman Slocomb had indicated the fill for the park could be coming in July or August. June was too wet. Once City Engineer Sean McMullen gets the final date, he will moved forward with the grading plans. Director Anderson has received two calls from residents inquiring on what is happening at the park. Manchester Hill Fencing Director Anderson shared with the Board members that the Manchester Hill fencing has been installed. Since its installation, the gentleman living next to the Bauers, which is south and behind the pond, reported that a lot of the people have been going on to his property to retrieve balls, and children, to the extent, walked on his newly paved driveway leaving footprints. He is now requesting that the fence be extended past his property. The cost of extending the fence would be $2,000. Mr. Jerald Hulbert moved to recommend the expenditure of funds to complete the fencing to the south in lieu of plantings. Ms. Kelly Koble seconded. Upon a voice vote, the motion carried unanimously. ALDERMAN'S REPORT No report at this time. DEPARTMENT REPORTS Fall Program Guide The staff is starting work on the fall program guide, which is scheduled to be distributed in mid-August. The program guide will contain three 1/2-pages of advertising. Mr. Hulbert inquired if the delinquent funds had been received. Director Anderson has received one check and is waiting for the second check from the previous ad agency. He reported that winter/spring participant numbers were up again as well as the summer programs showing an increase in participants. New Registration Software With the current software becoming antiquated, the staff is researching new registration software. The most promising is the Class software. With newer software, it will be easier to obtain registration reports, to make facility reservations for programs, and take program registrations over the Internet. This is part of the five- year, capital budget plan. Minutes, Parks & Recreation Board Meeting, July 9, 2001, page 4 Horn Field The ball fields are on a three-year renovation schedule. Horn Field needs to be done again. To look at redoing everything, would be $131,000. It would be $7,000-$8,000 to do the infield. Director Anderson is looking at trying to get some cost sharing from the users of this field. Mr. Hulbert questioned the users of the field? Director Anderson stated that it is heavily used by the high school for freshman, junior varsity and varsity and then the Impact and the Mavericks. Board members discussed if some of the practicing could be done at Denoon Park. They felt that the $131,000 could be used for another field. Director Anderson will look at the facility scheduling and see if the issue of using another field could be addressed next year. The Board acknowledged that the Denoon Park outfield needs work done on it. Luther Parker Fencing Director Anderson shared with the Board members that the Finance Committee approved fencing all around the cemetery with a 10' wide opening. This should be done this week or the middle of next week. NEW BUSINESS Veterans' Memorial Park Playground Director Anderson reported that the festival committee approved the location of the playground. The Board members reviewed the plan once again for location and the components of the playground. It was noted that the fibar would be used under the swings and other components. The colors will be the same as at Kurth Park. The amount for the playground components is $66, 360. This money will be coming from Park Dedication funds as the grant does not cover the playground expenditure. Board members questioned if any other priorities would be affected if funds were spent on this playground? Director Anderson informed the Board members that as of July 9, the fund balance was $440,765 and other priorities would not be affected. Alderman Wichgers moved for approval of the park's playground components and to recommend the expenditure of $66, 360. Mr. Howard Schneider seconded. Upon a voice vote, the motion carried unanimously. Janesville Road Paved Recreation Trail Director Anderson pointed out on the Janesville Road reconstruction plan, the areas of the recreation trail that would be 8-foot wide and 5-foot wide. Further, the recreation trail would be on both sides of Janesville Road. This was the recommendation of the Mayor's task force. This will be a part of the capital budget and needs recommendation from the Board for the paving of the recreation trail. Mr. Jerald Hulbert moved to accept the plan/layout for the Janesville Road paved recreation trail as recommended by the Mayor's task force. Alderman Wichgers seconded. Alderman Wichgers shared with the Board members any relocation of properties the county would like to be the city's responsibility. The physical location of the road has not been determined. They are trying to avoid relocation and reduce the cost. Upon a voice vote, the motion carried unanimously. Water in Parks Director Anderson reported that they are trying to get drinkable water into Lions and Kurth Parks. For the water in Kurth Park, the recommendation, from the Utilities Department, is to chlorine it in the spring and the fall. Then during the season, whenever the parks crew is at the park to turn the faucets on to flush out the Minutes, Parks & Recreation Board Meeting, July 9, 2001, page 5 lines. The water just needs to be used. It would be $3,150 for both parks to have drinking water. These units would be recessed into the walls. Mr. Schneider moved to recommend the expenditure of $3,150 for both parks for drinking water facilities. Ms. Koble seconded. Upon a voice vote, the motion carried unanimously. Bathrooms in Parks Director Anderson has been working with Jani-King for the bathrooms at Horn, Lions, Kurth and Bluhm to be cleaned Fridays, Saturdays and Sundays. He has a quote of $400/month. Because some park bathrooms are not ADA, they will need to be renovated or remodeled. In checking on portable toilets, he found out that some do come with washing facilities, but cost more money. He will be presenting his findings to the Finance Committee. Financial Aid Policy Director Anderson explained the current policy the department administers to give financial relief to registrants requesting it. How the need is measured is not consistent. In view of the influx of people requesting this assistance, and requesting the assistance for some programs with high program fees, the staff reviewed the policy. Under the revised policy, participants would be capped at $35 per program per program guide and the $35 cannot be applied to the same program. The department will use whether or not the person receives free or reduced lunches in the school district, or any other aid as guidelines. In extenuating circumstances, they will be interviewed by the director. At this time, the department tries to steer people to the payment plan. Mr. Hulbert commented that he thought the food program was a very clear way to define who is eligible. Unlike the food program, Director Anderson stated that the applicant needs to reapply for this aid session by session. Mr. Hulbert moved to adopt the Financial Aid Policy as presented. Ms. Koble seconded. Upon a voice vote, the motion carried unanimously. Bluhm Farm Park Field #4 Fencing Field #4 is done at Bluhm Park. The fence proposed is similar to the other Bluhm fields. The backstop would be 24' high, fencing along the sidelines, and player benches. Then along the first base, sideline fencing will be 100' x 25' netting which can be taken down and stored at the parks garage on the off season. This fencing is due to the close proximity to McShane Drive to capture any stray balls having the potential for damaging cars. The cost total is $14,895. Mr. Hulbert moved, Ms. Koble seconded, to recommend the expenditure of $14,895 for the fencing at the Bluhm Farm Park ball field #4. Upon a voice vote, the motion carried unanimously. OTHER BUSINESS Subdivision Plans from Plan Commission Champions Village, The Reserve Board members reviewed the plan as submitted from the Plan Commission. Mr. Hulbert moved to accept park dedication fees in lieu of land dedication. Mr. Howard Schneider seconded. Upon a voice vote, the motion carried unanimously. Next Meeting – The August meeting will occur on August 13. Minutes, Parks & Recreation Board Meeting, July 9, 2001, page 6 COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Director Anderson informed the Board members that the Monheim property has been purchased. They plan to raze it and put turf in. The Board will need to decide what they want to do with the larger property once the Town Hall is moved which should be this year. Mr. Hulbert asked for clarification of the Board's decision on the equestrian use of the recreation trail. He was informed that the Board would review equestrian usage of the recreation trail from North Cape Road to Muskego Dam Road. During this usage time, documentation will be made of any complaints received, anything the parks crew notices including the removal of dung. This action did not negate the previous approved request for the use of the trail near Big Bend. It was noted that that portion of trail is not being taken care of as intended by those requesting it be open for equestrian use. It was speculated that the trail wasn't being used because they could not get Big Bend to agree and the Town of Vernon is not interested in opening up trails. Mr. Hulbert inquired about the Manchester Hill Park facility. Director Anderson had nothing since last meeting. He needs to get more detailed estimates. ADJOURNMENT - There being no further business, Mr. Hulbert moved for adjournment at 8:30 p.m. Seconded by Mr. Howard Schneider. Upon a voice vote, the motion carried . Respectfully submitted, Stella Dunahee, CPS Recording Secretary pc: Board Members, Craig Anderson; B. Buechers email: Mayor, Alderpersons, Department Heads, Peter Theis, Irene Schuder, Tammy Dunn,