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Park & Rec Board - MINUTES - 9/13/2004 MINUTES PARKS AND RECREATION BOARD MEETING CITY OF MUSKEGO September 13, 2004 Approved, as amended, 10/11/04 Audio Recording Available Board President Toby Whipple called the monthly meeting of the Parks and Recreation Board, City of Muskego, to order 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, September 9, 2004. Present: Mr. Eric Hetzel (6:35 p.m.), Mr. Jerald Hubert, Mrs. Kelly Koble, Mr. Richard Manchester, Ald. Bob Melcher (6:35 p.m.), Mr. Toby Whipple and Director Craig Anderson. Absent: Mr. Howard Schneider (excused) GUEST: Ron Peters, Sue Rhode, Richard Faust, Jane Mundro, Dan Lecus APPROVAL OF MINUTES: August 9, 2004 Mr. Hulbert moved, Mrs. Koble seconded, to approve the minutes of the August 9 meeting. Upon a voice vote, the motion to approve the minutes carried unanimously. ALDERMAN'S REPORT Ald. Melcher was not present at this time to give a report. PERSONAL APPEARANCES: Dan Lecus—Snowmobile Trail Usage in the Parks. Mr. Dan Lecus of the Muskego Icetronauts presented his verbal request for permission again to mark snowmobile trails through Bluhm Farm Park, Denoon Park and Little Muskego Lake Access #17. Mr. Hulbert moved to approve the trails through Bluhm Farm Park, Denoon Park and the Little Muskego Lake access. Mrs. Koble seconded. Mr. Manchester inquired if it would be the same rules as previous years? The trails would be the same as last year. They would be putting up the necessary snow fencing. Director Anderson shared that the GIS staff will be putting together a map of the snowmobile trails that will be able to be downloaded by the public. They may be calling Mr. Lecus for any changes or he can drop the changes off at the office. Upon a voice vote, the motion carried unanimously. Muskego Historical Society—Old Town Hall Proposed Usage Director Anderson refreshed the Board on what transpired at the August meeting relative to the investment of Park Dedication Funds for improving the Old Town Hall and that the department would have first priority Minutes, Parks & Recreation Board Meeting, September 13, 2004, page 2 for usage of the building and that the Board would be meeting with the Muskego Historical Society as to what their needs are for the museum section. Last Friday, he met with Ron Peters and Jane Mundro to discuss this issue and what the historical society foreseen as their usage of the building, more specifically the lower level. Ron Peters and Jane Mundro were present to give the Board an overview of what their needs are for the lower level and to come to an understanding that things may have to be flexible in nature to allow for programming so the Parks and Recreation Department can maximize the revenue potential. Mr. Peters presented the floor plan for the lower level. Mrs. Mundro provided a written review of the historical buildings along with a listing of artifacts and the plans they have for the Old Town Hall. Mr. Peter mentioned the original agreement that was drawn up, but never approved, whereby the department was going to use the upstairs and the downstairs was to be used by the historical society. The only time the historical society envisioned needing the upstairs was two or three times a year, for instance, when they would host the Southeastern Regional Convention of the State Historical Society. The floor plan was drawn up based on this assumption. Mr. Hulbert inquired if the department could recoup the $130,000 investment just by using the upper level? Director Anderson stated that the majority of the programs which would be between 80%-90% would be upstairs because of the flexibility it offers allowing sectioning off the room for simultaneous programs. Looking at the museum area, the display cases would have to be flexible in nature that they could be moved. This would mean they would have to consider what is put in those display cases so it isn’t valuable china or anything breakable. The majority of programming that would then go on downstairs would be for the 14 or older age groups and not kids programs. He said the original $130,000 under the program analysis was strictly for the upstairs, not for the downstairs. Judgments on the Common Council and Parks and Recreation Board indicated they wanted to maximize the revenue potential. The downstairs would be for programs with limited number of participants and thus limited revenue as far as the net revenue being captured. Mr. Peters stated they don’t have movable cabinets and had not envisioned needing those. They had planned on building permanent cases against the wall. Ald. Melcher inquired how often they plan on using the building? Mr. Peters said they would use it for their monthly meetings, and they give tours by appointment for some 20 different groups. Board members reviewed the floor plan that was presented and discussed how the needs of the historical society could be accommodated. Ald. Melcher suggested that more publicity needs to be done so the public understands what the historical society is all about. Director Anderson recommended that the historical society meet at least once a year with the Board, reporting on their activities and in this way, the public would learn more about what they do. President Whipple asked if the money could be recouped just by the department using the upstairs for programming? Director Anderson stated that it could be and further, that the money would be put in parks dedication. If it were paid back within five years, then the sixth year the money would go into the operating budget. Mr. Peters said the Board, receiving annual their reports, were very aware of the limited funds the society has and wondered, if they wanted movable cases, would the funding come out of the Parks and Recreation Department. Director Anderson stated the first option is to look at what type of flexibility they can do with the lower room and that the Board and the historical society would come to an understanding of what can be done. Looking at coming back in October with an update. He did not foresee using the facility for programming until late spring so they would have that time to come to a resolution. Mr. Peters said the historical society is not unilaterally opposed to accommodating the department but they just envisioned certain impracticalities such as 14, 15, 16 or some adults using the area. You may have damage and theft as some of the cases are not locked. Skateboard Sponsor—Director Anderson reviewed briefly the sponsorship proposals from Coca Cola and Pepsi. He summarized that with Coca Cola’s $38,969, there’s a guarantee of$3,500 cash and the rest is based on volume of product sold. Pepsi’s proposal is guaranteed money of $5,000 annually. Both were seven-year proposals. Does the Board want to go with the sale of product, high or low, or a guarantee of $5,000 annually? Pepsi will do a full-service. Pepsi offer to do the electrical up to $100 per site and responsible for 100% of the vandalism and if it becomes a problem, by mutual agreement, they will remove Minutes, Parks & Recreation Board Meeting, September 13, 2004, page 3 or relocate in the best interest of both parties. He had discussed Kurth Park, Idle Isle, Bluhm for this service in addition to Moorland Park with the vendors. All the organizations do not have agreements with entities so they would fall under this agreement. Mr. Hulbert asked if there were any other sponsors besides this proposal for vending machines around the city? Director Anderson said he had not heard anything from the Teen Advisory Board regarding getting donations for the skateboard park. At the March Board meeting, they indicated that they would be sending out letters soliciting donations. Director Anderson has not received any feedback and has not seen copies of any letters. Ald. Schroeder had indicated that it was up to the Parks and Recreation Department to get quotes. Mrs. Kelly was under the impression that the Teen Advisory Board was going to be more aggressive in securing funds for the park. Mrs. Kelly would like to hear from Ald. Schroeder. Mr. Manchester moved to go with Pepsi Cola. No second to the motion. Mr. Hulbert thought it was premature to be signing agreements to cover what the Teen Advisory Board was supposed to raise in money. It is well over $100,000 to do a skateboard park. If they went with vending machines in the parks, then they could use the money for improvements in other parks such as the Idle Isle Park building. The Board offered $50,000 in seed money to get the skateboard park started. Ald. Schroeder and others involved thought that was great. Then, the Teen Advisory Board had indicated they had sponsors lined up that would help. He never envisioned that the Board would be signing agreements to cover what the Teen Advisory Board was suppose to raise in money. Mr. Manchester withdrew his motion. Director Anderson said they have a good idea of what a skateboard park costs but no funding. He reviewed briefly the budget received about five months ago on the ancillary costs between $40,000-$43,000 and that was outside the skateboard park. Chairman Whipple said the Board wants to see more participation and more effort from the Teen Advisory Board to make the skateboard park happen? Mrs. Koble said are they willing to put the effort behind it to get something done, even if it’s $10,000, something? Mr. Hulbert wanted to see funding other than what the Board had to do; other than the $50,000 and getting a vendor. Chairman Whipple asked if they approve one of the agreements, would they have to put the money towards a skateboard park? Director Anderson said they would not. They could approve one of the agreements and then it would go on to the Finance Committee. By these minutes, the Board would like to send a message to the Teen Advisory Board on what’s happening as far as what activities have they done, have they sent any letters out, have tried to do a fund- raiser? Board members continued discussing the skateboard park and the Teen Advisory Board’s involvement. The Board took no action on the sponsorship agreements. The Board would like an update from the Teen Advisory Board. WRITTEN CORRESPONDENCE: Geese at Idle Isle Park—There was a constituent that would like to see the goose poopbuster used more often at Idle Isle Park as on Sundays and Thursdays is when he saw the most goose droppings. Schmidt Park and Manchester Hill Park—There was some graffiti at Schmidt Park and portable toilet door damage at Manchester Hill Park. The handicapped swing seat at Kurth Park and the bubble was replaced on one of the playground pieces. The split rail fence has been installed at Lake Access #13. Just over the weekend, someone had put human feces on one of the slides at Denoon Park and the playground over at Horn Park had a lot of leftover latex things that needed cleaning up. Mill Valley PTO Request for Veterans Memorial Park—The department received a request again from the Mill Valley PTO for rental of Veterans Memorial Park for the Fall Fun Fest. The event activities will be the same as last year. They will clean the park up after their activities and will pay for anything that is above what is customary and ordinary for rentals. Mr. Hulbert moved to approve the request. Mrs. Koble Minutes, Parks & Recreation Board Meeting, September 13, 2004, page 4 seconded. Upon a voice vote, the motion carried. STATUS OF PROJECTS: Director Anderson advised the Board on the status of the following projects: Denoon Park—Director Anderson and President Whipple had discussed last week about getting the upper soccer area restored. Board members reviewed the estimate from F & W Landscape Specialists for $2,600. This was to repair the soccer fields with approximately 30 yards of topsoil, add starter fertilizer, seed and mulch in with straw. President Whipple believed that the soccer club would pay for 50% of the restoration or possibly more. Mr. Hulbert felt that some of the use of the fields need to be rotated out of Denoon Park. The use of the fields should be spread out. President Whipple said they are trying to do that and recently he looked at Kurth Park. In regard to the high school athletic field, he was looking at waiting until the spring. He mentioned that the teams are not practicing on playing fields. Mr. Hulbert moved to approve an expenditure up to $1,300 to restore the soccer field with the balance to come from the soccer club. Mrs. Koble seconded. Upon a voice vote, the motion carried 5-0, with President Whipple abstaining. Idle Isle Launch Project—Director Anderson was informed this date that the actual bridge portion of the project wasn’t going to start until October 1. Believing it was September 13, they shut down the park and removed the docks. Does the Board want him to have the docks put back in, it took two-and-a-half days to take them out? Mr. Hulbert stated to launch without docks since it is close to the end of the season. President Whipple concurred. Mr. Hulbert moved that as Idle Isle is still open, that they do not put the docks back in, but that the launch remain open until the bridge is closed. Mr. Hetzel seconded. Upon a voice vote, the motion carried. Kurth Park— The fill pile in the middle section is now gone. In the south section, the trail has been excavated and hoping to get the grading done before it gets cold so they can put the dormant grass seed down. President Whipple commented that the central section is real nice. Moorland Park— nothing to report. Park Arthur—Director Anderson was advised this morning by Director McMullen that they are waiting for the fill to settle. More than likely, the hockey rink boards are not going to go in this year. More research needs to be done on the surfacing. With the sideboards and posts, there would be a problem with asphalting every three years to five years. They would need to have a curb to contain the water. Everything would need to be taken completely out when it came time to resurface. Concrete may be a better option. Land Acquisitions—no update. Security Cameras—Still waiting for the return of the one for Kurth Park. Recreation Trails—addressed later on under parks dedication. th MHS Athletic Fields—Director Anderson and Scott Kugi did a punch list on the fields. Tuesday, the 14, Rettler will be giving a presentation on the punch list. Park Dedication Budget—addressed under New Business. Minutes, Parks & Recreation Board Meeting, September 13, 2004, page 5 Old Town Hall—This issue discussed earlier in the meeting. Skate Park—This issue discussed earlier in the meeting. Geese Program—addressed under Unfinished Business. Idle Isle Water Quality— During the testing, there were three times when the beach was closed. The first one because of the ski team, and the second and third after heavy rains. UNFINISHED BUSINESS: Water Bugs Ski Team, Inc. Monthly Review—Board members were in receipt of the memo from the police department and the compliance checklist as part of their monthly review of the ski team activities. Again, the report was for a loud sound system and some of the same people reporting it. Police didn’t deem it too loud when they were out there. The Board will be reviewing the team’s usage at the October meeting. Idle Isle Goose Control Program—Acting on Mr. Hulbert’s request, Director Anderson had checked out Bye Bye Birdies references. Muskego was the only contact for this area. Mr. Ohm had contacted his constituents in the Midwest and National. Director Anderson contacted three of those, Park West Gallery highly recommended. They use the same system and reported they don’t have any geese problem. They will be using the service for the following year. In Mr. Ohm’s letter, he recommended that the program be started in April. April is when the resident geese start arriving. In reviewing the number of geese, the residents geese seemed to stay at 17-25. In August through Labor Day, they noticed more geese and droppings. Director Anderson said that the goose poop buster really works. It takes about three hours, including travel time, to do the park. The staff did not notice any geese at Manchester Hill Park, Denoon Park. Using this service for $6,000 is in the operating budget for 2005. People were able to use the park this year. CONSERVATION COMMISSION REPORT—none. DIRECTOR’S REPORT Recreation Horn Building Floor—Half the floor will be painted and half of the floor will be carpeted. Looking at replacing the sand in the playground with fibar as this will create less of a problem with the wearing of the carpet. Fall Registration—The fall registration is going extremely well. The department has noticed some bumps in some classes especially after the Olympics such as gymnastics. Micro-soccer is a little bit low; not the customary bump in numbers. Parks Idle Isle Weeds—Director Anderson shared that the department had received a phone call from Don Conner of the Little Muskego Lake Association District. He had noticed that we have problems with raking weeds and picking them up. This summer there was a guy for a workout, went out every week and raked the weeds for us. Mr. Conner said they would drive their equipment right up and collect the weeds. They Minutes, Parks & Recreation Board Meeting, September 13, 2004, page 6 will continue to bring their conveyor and pick up the weeds next year. NEW BUSINESS: 2005 Operating Budget Director Anderson presented his operating budget for 2005. Some of the big changes included the director (10%) and secretary’s (15%) salaries funded by cable, custodial staff to clean the parks garage rather than Jani-King which is a savings, some loss in parks revenue, increase in rentals, class server upgrade, cell phones. He stated they were given the task of being at a 3.9% increase and the department is at a 3.07% of which personnel and benefits is 1.92 difference, non-personnel is 3.04 and total expenditure is 2.26. Mr. Hulbert moved to approve the 2005 operating budget. Mr. Manchester seconded. Upon a voice vote, the motion carried. 5-Year Park Dedication Budget Director Anderson presented the 5-Year Park Dedication Budget. In 2004, by facilities agreement, the department has to pay for 1/3 of the Mill Valley Elementary School’s paving of the parking lot, which is $13,809. This was established because the parking lot was made larger because of the softball fields and the programming. It was built a third larger and thus the cost to the department of a third. Board members reviewed the amounts on the summary sheet of the 5-year budget. Under recreation trails, Mr. Hulbert voiced his concern about the gaps in the trail along Woods Road. There are five lots that don’t have a trail. Mr. Hulbert explained that now these gaps are on private property and they are not required to pay to put in a trail. One owner may split the parcel and then they could be asked to fund that portion. For the others, if the Board wanted, to have the trail continuous, they would have to pay. The estimated cost is $24,875 for the five lots and done next year with the road program. In regards to Janesville Road, Mr. Hulbert gave an update on those sections. However, there is a gap on the south side of Janesville by the bridge. There is no way to get the people from where the bridge is to Quietwood Creek. There is about one-foot clearance on the bridge. The Board needs to look at adding to the bridge however engineering can do it. There is no cost at this time on this issue. Director Anderson continued reviewing the 2005 park projects. Mr. Hulbert moved to approve the 5-Year Park Dedication Budget. Mrs. Koble seconded. Upon a voice vote, the motion carried. OTHER BUSINESS Subdivision Plans from Plan Commission—None. Next Meeting—October 11, 2004 COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW— None ADJOURNMENT - There being no further business, Mr. Hulbert moved for adjournment at 8:20 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,