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Park & Rec Board- MINUTES - 3/10/2003 MINUTES PARKS AND RECREATION BOARD MEETING CITY OF MUSKEGO March 10, 2003 APPROVED 4/14/03 Board President Toby Whipple called the monthly meeting of the Parks and Recreation Board, City of Muskego, to order at 6:30 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, March 6, 2003. Present: Mr. Jerald Hulbert, Ald. Eileen Madden, Mr. Richard Manchester, Mr. Howard Schneider, Mr. Toby Whipple, and Director Craig Anderson. Absent: Ms. Kelly Koble (excused) The school district needs to appoint a member to the Board to replace Ms. Carlson. GUESTS: Dave Birkle, Ald. LeDoux, Paul Novak, Chris Proeber, Shelly Wohler APPROVAL OF MINUTES: February 10 Board Meeting Mr. Richard Manchester moved, Mr. Howard Schneider seconded, to approve the minutes of the February 10 meeting. Upon a voice vote, the motion carried unanimously. PERSONAL APPEARANCES: Kids Fishing Day Mr. Paul Novak appeared before the Board members to request the use of Idle Isle Park on June 29 for a Kids Fishing Day. Last year they had 23 children participate in the event with 12 boats used. Each child received tackle box of lures. The Wisconsin Bass Fisherman’s Association has opened this event to the general public because the members’ children participation was low. Further, he requested that the launch fee be waived for those bringing the boats for the event and allow some parking in the back lot if the main lot is full. He mentioned that they would ask to advertise the event in the Parks and Recreation Department’s program guide as they did last year. Mr. Hulbert inquired what time they would be off the water? Mr. Novak stated that they plan to be off the water by 11:00 a.m. Mr. Hulbert further inquired what percentage of children participating in the event resided in Muskego? Mr. Novak said that last year only three of the children were from out of town. The association does have their own insurance and he will provide a certificate of insurance to the department. Mr. Howard Schneider moved to approve the request. Mr. Richard Manchester seconded. No further discussion. Upon a voice vote, the motion carried unanimously. Mr. Novak was asked to work out the details with Director Anderson and also advise him of the numbers registered so he can alert the Idle Isle staff. Minutes, Parks & Recreation Board Meeting, March 10, 2003, page 2 Mill Valley Playground Equipment Mr. Rick Reisenauer explained his proposal for cost-sharing the expense for the playground equipment at Mill Valley Elementary School. He shared with the Board members a design of the proposed equipment and, also, gave a brief history on the work the playground committee has put in upgrading the school’s playground equipment. They have most of the complete cost of the equipment funded. They are seeking to have the Parks and Recreation Board cost share on the amenities such as Fibar wood chips, concrete border, borders, ramps, landscaping, portion of the equipment, benches, garbage cans, and landing pads for approximately $9,470. Director Anderson stated that there is no playground equipment in the area and the location of the playground near the parking lot makes it desirable for access by participants. The department does run programs at the school and there is also soccer and baseball/softball programs held at the facility. He endorsed doing the prioritized list for $9,470. The money would come from the parks dedication account. He said that Ald. Petfalski is in favor of the project Mr. Manchester moved to approve the request. Ald. Madden seconded. Mr. Hulbert informed the Board members that there was not access to the playground from the apartment complex because the school administrators have gated and padlocked that pathway access point. Parents would have to drive their children to the front of the school and they might as well drive to Jensen Park. His opinion was the dollars could be invested in upgrading the playground equipment at Jensen Park. Further, there are three other elementary schools in the area and he was concerned about setting a precedent of contributing to playground equipment at schools, both public and private in the city. Mr. Schneider was also concerned that if you do it for one group, you would have to do it for another group. He thought the Board should help in some manner though not to that extent. President Whipple felt there was a difference from other schools because of the amount of activity with other programs. Each request received by the Board would be decided on its own merits. Mr. Hulbert recommended the issue be deferred until next month’s meeting to get clarification on the access that has been shut off. Also, the type of community activities taking place at the facility and the need to have access to the playground should be considered. Mr. Manchester amended his motion to defer the item to next month’s agenda for final approval or disapproval. Ald. Madden seconded. Mr. Manchester stated that Mr. Hulbert had brought up some very valid points. Jensen Park should be the first priority. If they spend the money on Mill Valley’s playground as long as they would have full access to it. Upon a voice vote, the motion carried unanimously. Water Bugs Ski Team, Inc Agreements 2003 Agreement on Practice Dates/Show Dates Ms. Wohler advised the Board members of one major change that they made last year was to add the movable barge which they tow out and attach to their existing pier to allow the swim area to remain open. This year they dedicated more dates to use the barge, which would keep the swim area open. Director Anderson informed the Board members of changes in the 2003 agreement: The number of days for practice-- in 2002, it was 30 and for 2003, they are asking for 35. The swimming buoys are to be returned to their original location within the first 10 minutes after the completion of the show/practice time. There will also be additional signs. Mr. Schneider moved to approve. Mr. Jerald Hulbert seconded. Mr. Schneider questioned the number of days being increased since last year. He recalled that last year there was a discussion on limiting some dates so that the area was open up for other people to use the same area. Ms. Wholer stated the swim area was only going to be closed 10 days because of the use of the barge. People can still come and swim and can still come and launch their boats. They have pulled their usage more out into the lake and off the beach by using the barge. There are also only 4 slips that are used by their boats. Mr. Hulbert thought they should stay with the original agreement unless there is a compelling reason to change it. His concern was the park’s general usage. Last year they were requested to reduce the number of dates. Director Anderson mentioned that last year the Council members had made the request for the reduction based on the limited access to the Minutes, Parks & Recreation Board Meeting, March 10, 2003, page 3 beach. Mr. Schneider added that water gets stirred up and becomes cloudy after their events. His concern was for the people using the park on the weekends; that they could enjoy the swim area water. He could not support the 35 days. Board members would like to hear from the district alderman. Mr. Schneider moved to amend his motion on the practice/show dates to approve the agreement based on 30 practice dates. Mr. Hulbert seconded. No further discussion. Upon a voice vote, the motion carried unanimously. Ski Jump This document was an information item for the Board members. Director Anderson pointed out that the owner would provide a flashing yellow light visible for 500 feet. This document will go before Common Council for their action. Pier Director Anderson advised the Board members that there was a change in the signs regarding the swimming area size. Mr. Jerald Hulbert moved to approve and Ald. Madden seconded. No discussion. Upon a voice vote, the motion carried unanimously. Building Director Anderson stated that only the dates were changed to reflect the correct year. Mr. Hulbert moved to approve and Mr. Schneider seconded. Board members and Ms. Wohler were informed by Director Anderson that the building is scheduled to be razed in the fall of 2004. Further, if any entity wanted storage area in the proposed new facility, they would have to support the cost of the storage area; otherwise, the storage area would be just for the department’s usage. The new shelter would be similar to the one at Veterans’ Memorial Park. At this time, Mr. Manchester stated that over the years, they had been requesting to see a roster of the members as the contention for approvals was that the majority of the members would be Muskego residents. He could not see approving it because it was a community situation. He thought they were doing them a favor. Director Anderson stated that the roster submission is part of the agreement. Once received, the Board members will be provided a copy of the roster in their meeting packet. Upon a voice vote, the motion carried with Mr. Manchester opposed. Muskego Recreation Trail Extension Mr. Chris Proeber asked the Board members to consider extending the recreation trail west from Muskego County Park to Hillendale Road. His main reason was the avid bicyclists and others in the area wanting to go west from the county park have to crossover on to Janesville Road, go up to Hillendale and then cut back over. With Janesville Road being a busy road, he was concerned about safety. The department staff researched the matter and located the agreement with We Energies (WEPCo.) designating their right-of-way as approved for equestrian usage from Muskego County Park to Big Bend village limits. At the time of this agreement in 1995, the horseback riders were to maintain the trail for their usage. Mr. Proeber said the trail is not conducive at this time for riding on with their type of bikes. Mr. Hulbert offered the solution of pulling down the no trespassing signs and they could go on the trail at their own risk as at this point, it is an equestrian trail. To make it more amendable to a recreation trail, he thought the rough maintenance could be done this summer, grading out the rough spots. Mr. Hulbert moved to take down the no trespassing signs between Woods Road and the Big Bend city limits and to create signage allowing equestrian/recreation traffic on said trail and this summer to do some rough grading improvements between Woods and Hillendale. Mr. Howard Schneider seconded. Mr. Hulbert wanted it understood that this is primarily an equestrian trail and other users may expect to find droppings on the trail. Ald. Madden stated that the signage would also let the riders know to expect pedestrians/cyclists on the trail. Upon a voice vote, the motion carried Minutes, Parks & Recreation Board Meeting, March 10, 2003, page 4 unanimously. WRITTEN CORRESPONDENCE Lake Access #3 Director Anderson reported there has been some ATV damage to the turf on Lake Access #3. One police officer did talk to somebody. Parks Supervisor Theis did not think there would be permanent turf damage. The area will be posted. Mr. Hulbert suggested a possible solution would be to fence the areas in the wintertime. Denoon Park Director Anderson had received a letter from the fire inspector regarding landing a scenario where a helicopter would come down. They would be using the outfield area of Denoon Park as a staging area. However, the event didn’t take place as scheduled. With the vandalism the department is having with portable toilets at this park, Mr. Hulbert asked if consideration should be given to a chain link enclosure for the toilets? Director Anderson said they are trying to pattern something after the one at Big Muskego Lake launch, with rustic landscape timbers and bolt it into the wood. This is proposed for an Eagle Scout project. President Whipple said with the toilets relocated close to the park entrance, the problems have lessened. UNFINISHED BUSINESS: MHS Athletic Fields Director Anderson reported that they are working with Attorney Molter on the agreement and they have scheduled a conference call with him to finalize it. He has a meeting set up next week Tuesday with Gary Rosploch, Scott Kugi and Pete Theis to discuss the maintenance plans for the fields. There will be subsequent meetings. Horse/Snowmobile Trail Network for the City of Muskego Mr. Hulbert informed the Board members that the sub-committee is temporarily on hold. They are waiting on the Plan Department staff to come up with possible scenarios where they could do something, based on road right-of-ways. ALDERMAN'S REPORT Ald. Madden said she has been getting some telephone calls and letters on the Boxhorn/Chesapeake property. DEPARTMENT REPORTS Recreation Old Town Hall The facilities agreement is on hold. The city is working with the attorney on the lease agreement for that area. There was some question regarding sale of alcohol and the clerk-treasurer’s staff is working on that issue with Minutes, Parks & Recreation Board Meeting, March 10, 2003, page 5 one of the attorneys for correct verbiage. Internet Staff training on Internet registration is scheduled for April 14-18. The merchant account agreement has been secured with US Bank, which will allow taking credit card registrations over a secure network. Marketing Conference Director Anderson attended a marketing conference held by the NRPA. Attendees were hoping to learn how to market their programs, but the conference was on marketing the NRPA. Intern The department has an intern for the summer. Nick Topercer will be starting in May. He attends UW— LaCrosse. He will be exposed to all areas in the city government. Parks Skate Rink The skate rink is closed for the season. People have been tossing riprap on the skate rink. With the latest snow, this froze on the surface creating an unsafe situation. NEW BUSINESS 2003 Contracts Lawn Mowing Five bids were received for the lawn mowing. Director Anderson recommended that F & W Landscape be awarded the contract in the amount of $23,900. They have all the desired equipment and proven themselves. The low bid from Basic Landscape was reviewed. It was felt they did not have the proper equipment to adequately do the job. He asked if the Board would consider doing three-year contracts in the future. Mr. Hulbert was amenable to doing two-year contracts. Mr. Jerald Hulbert moved to accept F & W Landscape Specialists for the 2003 lawn-mowing contract. Mr. Richard Manchester seconded. Mr. Hulbert thought that consideration might be given to separating out certain park areas for a smaller contractor in the future. He also mentioned that maybe these contractors could be used for the high school fields instead of the high school hiring employees. Upon a voice vote, the motion carried unanimously. Weed Eradication Though Care-Free Lawns, Inc. was the low bidder, Director Anderson recommended the contract be awarded to F & W Landscape Specialists in the amount of $875. Last year Care-Free Lawns, Inc. performed the service and there was not good communications with Parks Supervisor and timeliness was poor. Mr. Hulbert moved to accept F & W Landscape Specialists for the 2003 weed eradication contract. Mr. Howard Schneider seconded. Upon a voice vote, the motion carried unanimously. Grounds Minutes, Parks & Recreation Board Meeting, March 10, 2003, page 6 Director Anderson recommended the low bidder, Basic Landscaping, in the amount of $7,200 for the grounds maintenance of city hall, police department, library, Veterans' Memorial Park grounds. Mr. Hulbert moved to accept Basic Landscaping for the 2003 grounds contract. Ald. Madden seconded. Upon a voice vote, the motion carried unanimously. OTHER BUSINESS Subdivision Plans from Plan Commission No plans submitted for review by the Board. CONSERVATION COMMISSION REPORT Mr. Schneider shared that the Conservation Commission had not met since the last Board meeting. Ald. Madden said they were still working on the Engel property. Mr. Hulbert stated that the city engineer was pretty optimistic that something would happen and there would be mitigation on the wetlands so they could get their fields. Mr. Hulbert didn’t know if the Mayor had time to talk to the Paepke’s on their property. He also asked if there was any update on the Martin property? Ald. LeDoux commented this was still in the work. Mr. Hulbert expressed his thought that the level land at the community center site could be used as athletic fields. In regard to Park Arthur, Mr. Hulbert said they are still waiting for fill. By these minutes, the Board is requesting a report from the city engineer on the status of the fill and what it is being used for and the plan for the area. Next Meeting –April 14, 2003 COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Mr. Hulbert thought there would be an opportunity for school children to become involved with the buildings at the historical site. He mentioned that the boardwalk was very nice and inquired about the maintenance of the boardwalk? Director Anderson stated that they have to power wash the boardwalk and treat the boards this spring. Mr. Hulbert also asked about maintenance on the three other park buildings? Director Anderson stated the facia of the roof at Veterans’ has to be power washed and treated as everything else had been treated. Manchester Hill shelter needs to be done this spring. Denoon Park shelter needs to be power washed. President Whipple stated that Denoon shelter needs to be stained. Director Anderson said these items have been on the to do list since last year. The work will be done in house. Director Anderson shared that the quote came back on the trees on Pioneer and it is going to be another $324. The Board’s approval was for $4,600. He will take this to Finance Committee for the additional money to come out of park dedication. The project will be done by June 20. Director Anderson informed the Board that he had met with Plan Director Turk and Mayor Slocomb and they are looking at increasing park dedication fees. Mr. Hulbert commented on the nice nursery at the parks garage. He asked if they could expand it? Director Minutes, Parks & Recreation Board Meeting, March 10, 2003, page 7 Anderson said they would be looking at expanding it. ADJOURNMENT - There being no further business, Mr. Hulbert moved for adjournment at 8:11 p.m. Seconded by Mr. Schneider Upon a voice vote, the motion carried. Stella Dunahee, CPS Recording Secretary pc: Board Members, Craig Anderson email: Mayor, Alderpersons, Department Heads, Peter Theis, Irene Schuder, Tammy Dunn,