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Park & Rec Board - MINUTES - 12/13/2004 MINUTES PARKS AND RECREATION BOARD MEETING CITY OF MUSKEGO December 13, 2004 Approved 1/10/05 Audio Recording Available 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, December 9, 2004. Present: Mr. Eric Hetzel, Mr. Jerald Hubert, Mrs. Kelly Koble, Mr. Richard Manchester, Ald. Bob Melcher, Mr. Howard Schneider, Mr. Toby Whipple, Director Craig Anderson and Recreation Program Manager Tammy Dunn GUEST: Michael Schmidlkofer, Jim Prusinski, Cheryl Chaney-Morgan, Jodi Westover, Bruce Morgan APPROVAL OF MINUTES: October 11, 2004 Mr. Manchester moved, Mr. Hulbert seconded, to approve the minutes of the October 11 meeting. Upon a voice vote, the motion to approve the minutes carried unanimously. ALDERMAN'S REPORT Ald. Melcher reported the approval of a revocable occupancy permit for Lake Access #13. In response to Mr. Schneider’s questioning this, Ald. Melcher will find out more information. PERSONAL APPEARANCES: Summer Baseball Tournament Mr. Michael Schmidlkofer addressed the Board members on the possibility of holding a Muskego Warriors Youth Baseball tournament in Muskego the weekend of June 23-26, 2005. It would be a Round-Robin format consisting of 40 teams. There would be eight teams in five age brackets, U10-U14. He proposed that the U-10 and U11 games be played at Mill Valley and/or Bluhm Park. The U12 games to be played at Denoon Park and the U13-U14 games to be played at the Muskego High School fields with a few games played at Horn Field. Details of the proposed tournament were outlined in a letter to Director Anderson and is attached to these official minutes. Mr. Schmidlkofer acknowledged that there would be a charge for the use of the fields. Teams would be charged about $240 to participate in the tournament. Mr. Schneider inquired where the teams would be coming from? He expected teams would come from Milwaukee, Madison, and some from Illinois. Board President Whipple inquired what the cost would be for the fields? Director Anderson calculated roughly $1,200, at $50 per field per day. He had also advised them to check with the Muskego Athletic Association. Mr. Prusinski stated he had talked with both Mr. Seidl of the MAA and Mr. Haag of The Impact and both indicated to him that they had no problem. Mr. Seidl mentioned that the MAA has games on Bluhm on Saturday mornings. The tournament would be scheduled to start after Minutes, Parks & Recreation Board Meeting, December 13, 2004, page 2 the MAA games have concluded. Mr. Haag had indicated he would talk to some of his players about helping with the tournament. Director Anderson pointed out that in addition to the fields, the tournament would need to pay for additional portable toilets, restoration costs of any damaged fields to bring the field(s) back to pre-tournament condition, additional pick up of garbage and the initial field preparation. Further, the department does not have a quantity of extra bases. They would have to contact the leagues that have been assigned bases such as the MAA. The MAA has lock boxes at the fields they use wherein those bases are stored during the season. Ald. Melcher questioned rain dates for the tournament? Mr. Schmidlkofer stated that rain dates are not a consideration. If they get rained out, the tournament is rained out. There are so many tournaments that the teams could probably not reschedule for the rain date. Mr. Schneider asked if this group was connected with the Muskego High School? Mr. Prusinski stated, not yet, but they will be contacting the new coach at the high school and see what he would want to see out of these children for their development. Mr. Schmidlkofer indicated money from the tournament could be used for the possibly lighting another field. He would like some decision from the Board regarding the tournament so they can get the notifications out. He already had received notification on New Berlin’s tournament. Director Anderson mentioned that already he had received requests from newer teams for fields for 2005 and the MAA is also getting bigger and he would not like to take away from the local teams. He asked if they could work off approval of a concept as the department would not get the field requests from leagues back until January for the Board’s review at their February meeting? Mr. Prusinski stated they could work with the conceptual approval. Mr. Hulbert moved to approve the concept of the tournament to be brought back for field usage at the February meeting when the field requests are better known. To see if there is positive interest at this Board level, then they can work it out. Mr. Schneider seconded. Mr. Schmidlkofer mentioned that it is usually the second week of January that the tournament notices come out. Mr. Prusinski stated that if they don’t know until the middle of February, they might not have a full tournament. Mr. Hulbert amended his motion to give conceptual approval of the tournament request. Mr. Schneider seconded the amendment. Upon a voice vote, the amended motion carried, and the main motion carried unanimously. Behavior Report Form Mrs. Chaney-Morgan addressed the Board members with her concerns regarding the behavior report and her child’s attendance at the three-year-old program. Director Anderson informed the Board members that the form puts in writing the ongoing procedures and formalizing the protocol that is used for the recreation programs. In reviewing the form, the Board members recommended the following changes: (1) change will to may be removed from the program… (2) the timeout should be a minute per age of the child, (3) remove evening from removal from class under Action taken by staff. Mr. Hulbert moved to accept the form as Board policy based upon the changes that were recommended. Mr. Manchester seconded. Recreation Program Manager Tammy Dunn commented the timeout should be at the discretion of the instructor as this form is also for the adult programs, which would mean a timeout could be 17 minutes or 25 minutes based on their age. Mr. Hulbert amended his motion that the timeout would be at the discretion of the instructor. Mr. Manchester seconded. Mr. Hulbert inquired about refunds. Director Anderson said that in some cases a full refund is issued, other refunds are prorated and no refund if that registration determined whether the program would run or not run. Mrs. Westover addressed the Board on her experience with behavior in the classroom at one of the recreation programs. Mr. Hulbert called for the question. Upon a voice vote, the amended and main motion carried unanimously. WRITTEN CORRESPONDENCE Archery Request Parks and Recreation Secretary requested that the Board reconsider putting an archery range at the Park Arthur development. The department offers archery lessons and gets calls from residents asking where Minutes, Parks & Recreation Board Meeting, December 13, 2004, page 3 they can practice archery. Director Anderson stated there has to be somewhere in the city where the department can develop archery either at the Park Arthur site or some other site as this needs to stay a need for the department. The department offers joint lessons with New Berlin. The classroom portion is held in Muskego and the archery portion held in one of New Berlin’s parks. He shared that at one point, the Boxhorn Gun Club had wanted to start an archery range; however, he has not heard whether or not they were successful. Board members will discuss this further as they get into the park plan. Bennie Lewis Correspondence Board members were in receipt of correspondence from Bennie Lewis indicating that they still were interested in the development of a regulation football field. Mr. Hulbert questioned if there was any discussion about anything particular or what fields costs based upon the newly developed high school fields? Director Anderson said they were looking at development cost after the grading was completed. In their correspondence, they indicated they would install an electronic scoreboard, aluminum bleachers that would seat 500 or more fans and a press box. At an earlier meeting, the Board had asked them to use removable goal posts should the football field become developed. The consideration they would be asking is not to be charged for usage of the field. Director Anderson targeted that the field development would not occur until 2006. Ald. Melcher asked what would happen if they tear up the turf? Director Anderson said as part of the agreement, they would have to restore it. Thank You to Eagle Scout Director Anderson shared with the Board the correspondence that was sent to Kyle Graham thanking him for the completion of his Eagle Scout project a Denoon Park. The project was the privacy screening for the portable restrooms. He indicated that this could become a project at other parks for Eagle Scouts. STATUS OF PROJECTS: Director Anderson advised the Board on the status of the following projects: Idle Isle Launch Project—They started on the launch today. There is a meeting tomorrow to figure out whether or not they have to take the concrete out of the newer launch. The concrete on the old launch does have to be removed. This project will either be completed by the end of the year or before the first ice is off the lake. Cable concrete is already at Waukesha Concrete. Director Anderson would like to see the project done by the end of the year so the grant can be closed. Kurth Park—the grading should be done either in the spring or the fall of next year on the southern section. Park Arthur equestrian trail—Director Anderson had contacted two stables, Four Jays and Sunnyside Stables, and both are interested in the equestrian trail going in and doing maintenance of the trail. Mr. Manchester asked what their needs would be? Director Anderson is meeting with them in January to discuss their needs. Land Acquisitions—Director Anderson reported that the Paepke property was purchased and it was out of the conservation account. A journal entry will be done for the legal fees to make the park dedication account whole. Security Cameras—This project is complete and all cameras are operational. A training session was held with LaTour, Constantineau, and Mrotek and Dornbach a week ago. Pete and him will be checking the cameras monthly and also become familiar with the flag system and how it tracks. Minutes, Parks & Recreation Board Meeting, December 13, 2004, page 4 MHS Athletic Fields—Prairie Tree still has some work to do to complete the baseball fields. Some items that have been on the punch list for a long time still need to be completed. There was question raised about Horn next year. He responded that as soon as they see that need, to let him know so he can take it before the Parks and Recreation Board for approval. Board President Whipple asked about the soccer fields as he heard they were considering tearing some of the turf out? Director Anderson was only aware of the little bit of swale and there was talk that after the seasons are done, they will be stripping that back and putting some fill in. Old Town Hall—Treasure of the Holidays was held here and they did get partial occupancy. The department has completed forms for registering the building with the State Historical Society. If approved, this means it would be classified under the historical building code, a lesser building code could be followed for the work being done on the interior. He reported that to date, they have spent $25,000 of the $75,000 budgeted for the work so it is coming in substantially less. All the DPW staff time is included in the $25,000. The roof is completely done, the aircraft cable is in, the outside emergency stairs have been replaced, and the front door has been replaced. Board President Whipple asked what major things still needed to be done? Director Anderson stated it was the interior, some electrical, HVAC, painting ceiling tiles, cleaning, and other minor items. Ald. Melcher inquired if under the historical designation, could you still make changes? Director Anderson said they could still make changes but approval needs to come from the State or possibly the County. They would be looking at in-kind materials, which may cost more. Skate Park—Director Anderson met with Ald. Schroeder a few days ago. The Teen Advisory Board will be hand delivering 75 letters to business. Board members were provided with a sample of the letter. They will be attaching the site plan that was done by Minnesota/Wisconsin Playground. There are also people that said they would donate money. Ald. Schroeder hopes to have a donated dollar amount by February. UNFINISHED BUSINESS: Skateboard Park Sponsor Status Director Anderson shared that there were still two sponsors. He emailed the one that the Board was leaning towards and asked if the sponsor could wait until February for an agreement. The sponsor will work within the Board’s timeframe. Park Arthur Site Map Changes Changes that the Board had requested showing the 2.0 acres for the lake tipping and moving the parking lot as far west and a bit north as possible were done on the site map. The entrance to line up with the Miller development is not going to happen due to vision concerns. Mr. Hulbert commented that the football field is shown overlapping a baseball field. Director Anderson said this was before the high school fields came into play and in the event the football field would not be developed, the area could be for a baseball field. Idle Isle Building Plans Revised Board members reviewed the revised building plan submitted by the Water Bug Ski Team, Inc. Director Anderson pointed out the interior changes that the Board had requested. He said they still would like it to have a second story to be able to have a place for their announcer and their speakers. They would also use the area for storage. If the Board is in agreement for the interior, then Director Anderson will have Mr. Birkle, Director McMullen and Interim Plan Director Muenkel go over the height requirements and everything else. Also, the city attorney will need to be contacted regarding any legal issues on the building. Mr. Schneider was concerned about the legality of having a private entity business operating from a public building/land and requiring exclusive use of the building. In some measure, Director Anderson said a precedent had been set with the Veterans Memorial Park where the storage area was specifically built for Minutes, Parks & Recreation Board Meeting, December 13, 2004, page 5 the festival committee. The Board will have to decide whether or not they want to enter into an agreement with the ski club. CONSERVATION COMMITTEE REPORT: Mr. Schneider said the Conservation Committee had met last week. They discussed the mitigation of the Ewald-Engle property. Mr. Zagar thought a ¼ of an acre was needed to have a wetland created. It’s up to Director McMullen to make it happen. The Fish and Wildlife Program and Wisconsin Waterfall Association provided seeds that were planted on 18.5 acres of prairie. Commission discussed the erosion on the backside of Holz Island from boat traffic. Mr. Zagar wants to cuts some trees and anchor them in the area to try and stop the erosion by disrupting the wave action. The lake association has offered to provide stone to help on the other side. DIRECTOR’S REPORT Recreation Classroom Behavior Report Form This item was brought forward under Personal Appearances. Class 5.0 Upgrade Completed Upgrading of the registration software has been completed. The next step will be the payment server upgrade in January or February. This will solve the problem with the business charge cards. Parks Parks Staff Tour Director Anderson and Peter Theis did their fall park tour. One item that came up was the Denoon Park tennis courts. Last year, they had taken down the posts and filled in the holes and then put signage up asking if there was any interest restoring the tennis courts. The department has not received one phone call and Director Anderson assumed they were using the high school courts. He asked if the Board wanted to put this on the project list for assistance from the DPW to take the courts out and to put seed down and have more green space in the park? Board members discussed what to do with all the fencing? Director Anderson will discuss the issue with DPW Superintendent Delikat. NEW BUSINESS: Park Arthur Schaefer Lease Director Anderson informed the Board that Eddie Schaefer was still interested in leasing the Martin property for crops. The total area that could be farmed was about 10 acres. The Mayor would like to see a more consistent price being charged on leases between departments. The Conservation Commission has leases whereby the price is $55 per acre. Director Anderson has discussed this with Mr. Schaefer and he has no problem with the dollar amount. He will check with Director McMullen and Interim Plan Director Muenkel to see the actual acreage to farm once the parking lot is in. Mr. Hulbert did inquire when they got away from putting out the renting of farmland for bids as he had in the past rented parkland and entered bids each year? When Director Anderson came on staff, the Thiesenhusen lease was already in place and Mr. Schaefer was already farming the Martin property and to avoid the ag-use penalty, the Board agreed to lease it to Mr. Schaefer for $1. Mr. Hulbert moved to rent the parkland to Mr. Schaefer for the next crop year for $55 per acre with the final acreage to be determined at planting time. Mr. Minutes, Parks & Recreation Board Meeting, December 13, 2004, page 6 Schneider seconded. Upon a voice vote, the motion carried unanimously. Board/Public Interaction Discussion Board members reviewed their current public interaction policy and made no changes. OTHER BUSINESS Subdivision Plans from Plan Commission—None. Next Meeting—January 10, 2004 COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW— Director Anderson shared pictures of the skateboard park at Jellystone Park near Tomah. He mentioned that they have skateboarders, scooters, inline skaters, BMX bikes using the park. He estimated the cost of the park between $350,000-$500,000 and it was free to campers. ADJOURNMENT - There being no further business, Mr. Hulbert moved for adjournment at 8:26 p.m. Seconded by Mr. Manchester. Upon a voice vote, the motion carried. Stella Dunahee, CPS Recording Secretary pc: Board Members, Craig Anderson email: Mayor, Alderpersons, Department Heads, Peter Theis, Tammy Dunn, Minutes, Parks & Recreation Board Meeting, December 13, 2004, page 7 Jim Prusi nski - President - Tom Jewell - Vice President - Jeff Mayer - Treasurer - Cathy Leszczynski - Secretary Coaches: Jim Prusinski - U13 - Tom Jewell - U12 - Jeff Mayer - Ull - Scott 6ariand - UIO Tournament F)irector; Mike Schmidikofer November 29, 2004 Mr. Craig Anderson Director Park & Recreation Department City of Muskego WI 82 S8200 Racine Avenue Muskego, WI 53150 Dear Mr. Anderson: Re: Muskego Warriors Youth Baseball I st Annual Invitational Tournament June 23-26, 2005 We are sending this letter at your request to ask for the opportunity to meet with the Park & Rec board to discuss the possibilities of holding a Muskego Warriors Youth Baseball tournament in Muskego, Wisconsin on the weekend of June 23-26, 2005. Therefore, we would appreciate being added to the agenda when your Park & Rec board meets on Monday, December 13, 2004. Regarding this proposed tournament, which we believe will be the first of its kind to be held in Muskego, it would be a Round Robin format consisting of 40 teams. There would be eight teams in five age brackets (U10-U14). Each team would be guaranteed three games. Four of the eight teams in each age bracket would play four games, playing either for third place or the championship. With the Round Robin format, there would be 14 games in each age bracket, for a total of 70 games. Thus, there is a need for 7-8 fields whether the tournament is only played on the weekend or starts on Thursday or Friday night. In order to get all the games in, and have completed most of the tournament play by 4:00-6:00 p.m. on Sunday, we might need to play a handful of the games on Thursday and/or Friday night. Regarding the logistics, the U1O and Ul1 age brackets would need 60'-65'base paths, so their games could be held at Mill Valley and/or Bluhm. The U12 age bracket would need 70'base paths, so Minutes, Parks & Recreation Board Meeting, December 13, 2004, page 8 their games would be played at Lake Denoon Middle School with a couple at Mill Valley or Bluhm. The U13 and U14 age brackets would play on a regulation baseball diamond, so their games could be played at the two new high school diamonds with a few at Horn Field. Regarding times and length of games, the U10-U12 would run every two hours, and the U13-U14 would run every two hours and fifteen minutes. Without the use of any lights, you can play six U10-U12 games per day,but only five U13-U14 games per day. With Mill Valley having the only lighted diamond of the above-mentioned fields, we might take a look at playing one game under the lights at that diamond on Thursday, Friday and Saturday nights. Whether or not games are played on Friday night, there would be times when three games are played at the same time, either at Mill Valley or Bluhm. There could be three games going on at the same time on Friday night and then again on Saturday from 10:00 a.m.-6:00 p.m. and Sunday from 10:00 a.m.-2:00 p.m. At the new high school diamonds, there would be two games being played at all times. As for any parking concerns, if we are fortunate enough to use the new high school diamonds, there is more than enough parking there. With the number of games being played at Lake Denoon Middle School and Horn, parking should also not be a problem there. Regarding Mill Valley and Bluhm, there are 120 parking spots at Mill Valley and about 105 at Bluhm, and even with three games being played at the same time, parking should be sufficient. We do understand that others in Muskego do use many of these fields, specifically MAA and the Muskego Impact. We have already been in contact with Tom Seidl, Jim Haag and others to work with them to arrange that their fields would be available to us. We will continue our discussions with them. As to whether or not this tournament would be a possibility depends on what you would charge us for use of the fields. Regarding bathroom preparation and usage, we would be willing to share in the cost of having any port-a-potties emptied prior to and after the tournament. We would like to discuss these costs with you at the board meeting. Regarding concessions, we would like to sell, wherever possible, brats, hot dogs and hamburgers. Therefore, we would bring in the necessary equipment (grills, etc.) to do so. We would also like to sell Gatorade, water and soda, along with snacks and candy, at all fields. With about 45 players in our program, that is about Minutes, Parks & Recreation Board Meeting, December 13, 2004, page 9 90 parents to work together as a team throughout the weekend making the concessions sales a success. Bringing 40 teams to the Muskego area on what would be the last weekend of June 2005 will bring 450-475 families into the area, not to mention grandpas, grandmas, and other relatives and friends. With many from our community heading north for the weekend or to Summer Fest, etc., others will be coming to our tournament to spend money in our community. As much as we hope that they spend it all at our concession sales, we know that after eating brats, hot dogs, hamburgers, etc. at a number of tournaments during the summer, many would rather stop in a local restaurant for their meal. Besides bringing people to our community, we are looking to build a baseball feeder program for our high school. We are looking to support baseball and build our treasury while doing so. We have thoughts of giving money back to the community sometime in the future, whether it is in the way of a scholarship, park shelters, trees, etc. How about a major raffle for some lights at one of the parks? We look to you for your support in our endeavor, and we look forward to some of us meeting with you on December 13th. We will be in touch to make arrangements to do so. Sincerely, Mike Schmidlkofer Muskego Warriors Youth Baseball pc: Mr. Scott Kugi Activities Director Muskego High School WI183S8750 Racine Avenue Muskego, WI 53150