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Park & Rec Board- MINUTES - 2/10/2003 MINUTES PARKS AND RECREATION BOARD MEETING CITY OF MUSKEGO February 10, 2003 Approved 3/10/03 Board President Toby Whipple called the monthly meeting of the Parks and Recreation Board, City of Muskego, to order at 6:33 p.m. PLEDGE OF ALLEGIANCE Those present recited the Pledge of Allegiance The meeting notice was posted in accordance with the Open Meeting Law on Thursday, February 6, 2003. Present: Mr. Jerald Hulbert, Ms. Kelly Koble, Ald. Eileen Madden, Mr. Richard Manchester, Mr. Howard Schneider, Mr. Toby Whipple, and Director Craig Anderson. Board President Whipple informed the members that Ms. Debbie Carlson had resigned due to family needing to relocate to another state. GUESTS: Ald. LeDoux APPROVAL OF MINUTES: January 13 Board Meeting Mr. Richard Manchester moved, Mr. Howard Schneider seconded, to approve the minutes of the January 13 meeting. Upon a voice vote, the motion carried unanimously. PERSONAL APPEARANCES: None WRITTEN CORRESPONDENCE Idle Isle Vandalism There was vandalism at Idle Isle on Monday, January 13. Three things were damaged—well casing, auxiliary exterior electrical panel, propane tank enclosure. They were all fixed the same week. Lake Access #17 Truck activity has been noticed on Lake Access #17. The people are going on to the lake using this access creating an erosion problem. This spring it will have to be fixed. Signs have been put up stating they cannot use it. Participant Letter/Slalom League Board members were in receipt of a letter from a participant of the slalom skiing class advising of an incident that happened during the class. The letter was forwarded to the president of the ski club with no response being received yet. Director Anderson will be meeting sometime this month regarding the ski club’s contract for this year. Minutes, Parks & Recreation Board Meeting, February 10, 2003, page 2 UNFINISHED BUSINESS: MHS Athletic Fields Director Anderson reported that the school board had passed the athletic field complex by 5-2 in its current form for a two-year project. 2003 was infrastructure and referendum fields. 2004 would be the remainder with the hope that the wetlands would be mitigated for the back third of the parcel. He had made some changes on the agreement sent from the school district. It has been sent on to Mayor Slocomb who will make some changes and then forward it on to Attorney Molter. Common Council will be taking action through 2004 with the monies budgeted also. Board members inquired about the proposed maintenance cost of $130,000. Director Anderson stated there is money budgeted for equipment and maintenance costs that Gary Rosploch had requested. Mr. Rosploch is proposing two additional workers whose salaries would include fringe benefits and supplies that would be needed for the fields. Director Anderson reported that the Parks and Recreation Department would have normal operation expenses for these fields. He and the staff will be meeting with the school district staff to discuss a maintenance agreement on March 13. There was some discussion at the school board meeting that the city may have some participation, but may not be in dollars. It was not the intent that the school district hire people and the city pay for them. Board President Whipple and Mr. Hulbert advised the Board members that soccer /booster clubs would help with the fields, offering labor or purchasing goals. Horse/Snowmobile Trail Network for the City of Muskego Mr. Hulbert shared with the Board members that the sub-committee had met. The first meeting was to get background information. They will be working with the Plan Department staff to see what they can do, looking at the undeveloped portion of the city, which would be real estate or ag zoning, looking at those roads and the right-of-ways where they could have an interconnecting trail system. This would be a low impact, very low cost trail system. The greatest expense would be running a grader across to stabilize the soil. The next meeting has not been scheduled. It may be scheduled before a Plan Commission meeting. When the planning staff has some information available, they will let the sub-committee know. They are looking for options and ideas as to where the trail can be developed. It may be a couple of months. Ms. Koble informed the Board members that when she had gone riding near the creek in New Berlin she noticed that the WDNR (Wisconsin Department of Natural Resources) had staked and flagged the horse droppings near the creek. This may be something the sub-committee needs to investigate with the WDNR should the proposed trail system be near a waterway. Mr. Hulbert advised the Board members that they are eventually looking at implementing a map on the equestrian/snowmobile trail system into the parks and open space plan. ALDERMAN'S REPORT Nothing to report at this meeting. DEPARTMENT REPORTS Recreation End-of-year Report Board members received the year-end report. The report gives some sense of what occurred in the department in 2002. Director Anderson stated that the department now has a baseline going back six years. This gives an understanding of the type of activity and where the department is currently. The new Class Minutes, Parks & Recreation Board Meeting, February 10, 2003, page 3 software more accurately calculates the cost per user and a drop in cost per user should be seen for 2003 and 2004. Gleanings A copy of the most recent issue of the GLEANINGS was provided to the Board members. This publication is done three times per year. It highlights some of the activity occurring within the department. Also, thanks other city departments for their assistance in department projects. This issue reported on the 2002 goals that were or were not accomplished and the forecasted goals for 2003. One of the goals for 2003 will be to do research on facilities and programs at other entities, public and private, and staff will do this marketing study. The department staff will also be assessing the current programs to see if some should be dropped and if others, need improvement. Chesapeake Acquisition Director Anderson advised the Board members that the owner of the Chesapeake restaurant had contacted the city to see if the city would be interested in purchasing the restaurant. He and the Mayor had looked at the property and they had taken pictures of the property. The Board members looked at these pictures. The facility has a dance floor, small stage, kitchen, storage, and partitions whereby two programs could be held at the same time. Some programs for which the department could use the facility would be the dance program and the cooking program. He mentioned there is also a parcel of land the owner is willing to sell. This parcel would then open up the possibility for conservation classes and outdoor, nature-based programs. It was recognized by the Board members that the department has need for facilities, both gym and classroom space, for their programming. This facility will need a new roof. The city has done a needs resolution and will be hiring an appraisal to do the property within 45 days and looking at occupancy the second week of July. It would be purchased with money from parks dedication and capital funds. Both these accounts would be made whole with money from the landfill in 2004. Parks Tree and Brush Removal Director Anderson reported that the parks crew is working on tree and brush removal. The road to the Denoon Park boat launch is about completed. Skate Rink The parks crew is trying to keep the skate rink at Manchester Hill Park smooth for skating. The snow and cold weather has made high ridges in the surface. The staff spray the ice rink using water from the fire hydrant. Recently noticed holes for ice fishing were cut in the skate area. There hasn’t been much activity noticed by the shelter. Ms. Koble noticed that the picnic tables are on the ice. She would like the tables secured in the shelter area so they are not lost in the pond when it thaws. Capital Purchases The department recently purchased the tri-deck lawn mower, which was a replacement. The older mower was traded in. The ¾-ton pick up with plow is on order. Minutes, Parks & Recreation Board Meeting, February 10, 2003, page 4 NEW BUSINESS 2003 Diamond Request The only change on the request provided was the Mustangs would be using Mill Valley I on Monday instead of Denoon. The Mavericks are no longer. The Muskego Fire, a new team, will be out at Denoon on Thursdays. The Muskego Fire is a branch off of the MAA (Muskego Athletic Association) and the Mavericks. Denoon field will be used on Tuesdays, Thursdays and Fridays. The diamond request did not include Bluhm 4 or the Muskego High School fields. Director Anderson mentioned that this year the Brewers camp would not be held in Muskego as they need a facility where they could go indoors if necessary. Bay Lane Middle School’s interior will not be available due to improvements being made there this summer and the Muskego High School which was used in the past in lieu of Bay Lane is not available. Mr. Hulbert inquired when the high school fields would be ready for usage, would they be ready next fall? Board President Whipple stated it depends on when they get the sprinklers in and when they seed. Mr. Hulbert said there have been some changes from the previous discussions. The hardball diamonds will be put in before the softball diamonds. Director Anderson informed the Board that Bluhm 4 would be constructed sometime this spring. He indicated there should be a lot of activity next year when they go to spring ball and the MAA will be increasing their program. Mr. Hulbert moved to approve the 2003 diamond request for usage as presented. Ald. Madden seconded. No further discussion. Upon a voice vote, the motion carried unanimously. Snow Removal Priority List Board members were presented with the revised snow removal priority list. In regard to the recreation trails, Director Anderson stated that eventually they would have to decide what type of maintenance they want done. Right now, the parks crew just clears the trails of snow, no sanding. Last year, a constituent asked that the Moorland Road trail be salted as it was slippery. Mr. Hulbert thought that straight stretches of the recreation trails such as Moorland Road could be cleared using a pick-up truck rather than the brushing equipment. Mr. Howard Schneider moved to approve the snow removal priority list. Mr. Manchester seconded. No other discussion. Upon a voice vote, the motion carried unanimously. 2003 Portable Toilet Quotes Three vendors submitted quotes for portable toilets for 2003. Director Anderson recommended acceptance of Port-A-John’s quote in the amount of $6,952, which was the lowest. They were the provider for 2002 and the department experienced no problems and they did a nice job. Mr. Hulbert moved to accept the contract with Port-A-John. Ald. Madden seconded. No other discussion. Upon a voice vote, the motion carried unanimously. Historical Society Facilities Agreement Director Anderson and Mr. Pionek developed a facilities agreement for the use of the old town hall building and the historical society grounds. The agreement covers the areas to be used and the responsible parties and the levels of responsibility. Usage fees will be set according to priority levels and will be established once the agreement is finalized. Reservations for the rental of the facility will be under the Parks and Recreation Department. The Mayor has to review the document and it will also be forwarded to Attorney Molter. Mr. Hulbert moved to approve the General Facility Agreement with the Muskego Historical Society. Ms. Koble seconded. This is just for the old town hall. The other buildings will be open to the public more frequently. This would be part of the lease. The society plans on doing a membership drive once the old town hall is open for usage. Mr. Manchester inquired about the dumpster service of one pick up a week? Director Minutes, Parks & Recreation Board Meeting, February 10, 2003, page 5 Anderson stated that would depend on the number of programs being held at the facility and the rentals. They would start with a small dumpster. Upon a voice vote, the motion carried unanimously. MHS Park Usage for Soccer Board members reviewed the Muskego High School soccer schedule for 2003. The high school requested usage of Denoon Park and Manchester Hill Park soccer fields. Director Anderson had previously discussed their request with Mr. Whipple regarding rotation of the fields. Since they are starting so early, the first game ththth on April 17 would be at Denoon, the 6 of May would be at Denoon, the 8 at Manchester Hill, the 15 at nd Denoon, the 22 at Manchester Hill. At this time, there was no decision regarding the May 3 date, which is a Saturday. Once Mr. Whipple reviews the soccer schedule for possible conflicts, revising the club schedule to accommodate the May 3 play date. Mr. Hulbert would like to see a schedule prepared for the soccer field usage as the department does for the diamond usage. Mr. Whipple indicated that he does supply the department with this information. Board members discussed the status of the Kurth Park fields. Mr. Whipple informed the Board members that they would be using one of the fields for practices. As there is a neighborhood concern on parking, the coaches will be asked to inform the parents that they are to use the park entrance and the parking lot, not to park their vehicles on Hidden Creek. Though the new field at Denoon Park is looking nice, the lack of moisture this winter may have some impact on it. This spring that field will be used. Mr. Manchester moved to approve the Muskego High School soccer usage of the park fields as presented. Mr. Howard Schneider seconded. No other discussion. Upon a voice vote, the motion carried unanimously. OTHER BUSINESS Subdivision Plans from Plan Commission No plans submitted for review by the Board. Board had some discussion on the Kramer property near the golf course. Mr. Hulbert said there are three other subdivisions in the general area. There has been no activity on the Benke property which has a drainage problem to address. CONSERVATION COMMISSION REPORT Mr. Schneider shared that the Conservation Commission had not met since the last Board meeting. Director Anderson said Tom Zagar is starting to work on some purchasing and developing grants for the Engel property. Next Meeting –March 10, 2003 COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Mr. Schneider, referring to Ms. Koble’s earlier comment on the WDNR flagging the droppings, said that the horse droppings near the creek areas is a problem and with the spring rains, could end up by Idle Isle. Ms. Koble did think it was a WDNR issue and they need to be sensitive to the issue. ADJOURNMENT - There being no further business, Mr. Hulbert moved for adjournment at 7:57 p.m. Seconded by Ald. Madden. Upon a voice vote, the motion carried . Stella Dunahee, CPS Recording Secretary Minutes, Parks & Recreation Board Meeting, February 10, 2003, page 6 pc: Board Members, Craig Anderson email: Mayor, Alderpersons, Department Heads, Peter Theis, Irene Schuder, Tammy Dunn,