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Park & Rec Board - MINUTES - 5/14/2007 City of Muskego PARKS & RECREATION BOARD Monday, May 14, 2007 Approved 6/11/07 Board President Whipple called the monthly meeting of the Parks and Recreation Board (Board), City of Muskego, to order at 6:00 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, May 10, 2007. Present: Mr. Gary Boisits, Mr. Jerald Hulbert, Mr. Brett Hyde, Mrs. Kelly Koble, Ald. Tracy Snead, Mr. Toby Whipple and Director Craig Anderson. Absent: Mr. Eric Hetzel (excused) Board members welcomed the newest member to the Board. Mr. Gerald Boisits will fill the unexpired term of Richard Manchester. Mr. Boisits stated to avoid confusion, the Board members could call him Gary. He has been an attorney in town for quite a while. He was very happy to accept the position from the Mayor and he hopes to contribute to the Board and to the community in terms of parks and recreation. GUEST: Ald. Chris Buckmaster, Gary Christopher, Joe Roman, Gerri Jacques ELECTION OF OFFICERS: Plan Commission Representative Ald. Snead moved to nominate Mr. Hulbert as Plan Commission Representative. Mrs. Koble seconded. Mr. Hulbert accepted the nomination. No other nominations. Upon a voice vote, the motion carried. President Mrs. Koble moved to nominate Mr. Whipple as President. Mr. Hyde seconded. Mr. Whipple accepted the nomination. No other nominations. Upon a voice vote, the motion carried. Vice-President Mr. Hulbert moved to nominate Mrs. Koble as Vice-President. Ald. Snead seconded. Mrs. Koble accepted the nomination. No other nominations. Upon a voice vote, the motion carried. Secretary Mr. Hulbert moved to nominate Ald. Snead as Secretary. Mrs. Koble seconded. Ald. Snead accepted the nomination. No other nominations. Upon a voice vote, the motion carried. Minutes, Parks & Recreation Board, May 14, 2007, page 2 APPROVAL OF MINUTES: April 9, 2007 Mr. Hyde moved to approve the minutes of the April 9, 2007 meeting, seconded by Mrs. Koble. Upon a voice vote, the motion to approve the minutes carried unanimously. PERSONAL APPEARANCES: Parting Comments Former Alderman Chris Buckmaster thanked those he served with on the Parks and Recreation Board during his first year as alderman. Having the appointment during his first year, he felt set the course in a positive tone. He stated that there isn’t another Board in the community that does so much for community development and their ability to volunteer. It was a pleasure to serve on the Board. 2008 Anniversary Show Date th Gary Christopher presented his request for a show date in 2008 to celebrate the ski team’s 50 anniversary. They plan a whole weekend of activities and would like to hold the celebration for the weekend after Labor Day 2008, the dates would be September 5-7. Some of the festivities would include a picnic, an alumni ski show, golf outing and a formal banquet. The ski show date would be Saturday, September 6. Director Anderson inquired how many people would they expect? Mr. Christopher said about 50 people to do the show. The event will be open to the general public and he thought the attendance would be light., 100-150. Mr. Jerald Hulbert moved to approve the additional date to be added to the calendar for 2008. Mrs. Koble seconded. Director Anderson questioned the time of day. Mr. Christopher thought it would be an early afternoon event. Mr. Hyde asked if they would be doing much more than the current shows at Idle Isle park. Mr. Christopher did not think the show would be that good as it is the alumni. Upon a voice vote, the motion carried unanimously. City of Muskego/Muskego Historical Society Agreement Gerri Jacques representing the Muskego Historical Society (Society) shared several concerns she had on the agreement. Mr. Boisits interjected that as he represented the Society in the past and was approached by them, before his appointment to the Board, to review the agreement, he would be abstaining from discussion or voting in terms of the agreement. Director Anderson stated that this was the first time the group had looked at the agreement. They were not involved in the writing of the agreement though Ald. Tracy served on the committee. Mrs. Jacques’ commented on the following issues:  Page 2, Section II B—in regard to the log house, wanted to make sure it was noted as being the Heinrich log house.  Page 4, #7 Sales—unlawful to sell or offer for sale food and/or refreshment without going through the Board first. Director Anderson stated unless any required permit or license is obtained from the City of Muskego Clerk/Treasurer’s office…Mrs. Jacques inquired then if they are hosting historical days, open up the kitchen and sell snacks, they have to come to the Board first? Director Anderson said if it is prepackaged goods, they don’t, only if actually cooking or preparing warm foods, then a permit is required. Ald. Snead clarified that it is not so much the city as Waukesha County as they experienced that with the baseball team’s concessions.  Page 5, #11—The Parks and Recreation Department will pay 75% of the electrical, sewer, water, and gas costs for the Town Hall.The Society will pay the remaining 25% of the electrical, sewer, She asked when they could discuss further as this was pretty high percentage. Director Anderson said they could discuss it right now. She said with that being a new building and the Society not up and running like they would like to be for the museum, she was thinking it was high. She thought the figures she was given was close to $200 a month. Director Anderson will have to look again at the figures. He had first proposed 50-50, but the committee came back with 75-25 Minutes, Parks & Recreation Board, May 14, 2007, page 3 because the museum wasn’t up and going. However, once that program starts, there will be activity that will be happening from an electrical and heating standpoint. Mrs. Jacques asked if they were talking about the agreement taking effect January 1. Director Anderson stated it would take effect as soon as Council would approve it. She did not see having the museum done for a while due to some happenings in the Society. She would like to change the percentages. Ald. Snead stated the 50%-50% was going to be with the museum being part of this, the 25% was taken into consideration that the museum was not in action. However, some activity would be going on and that is why the 25%. Anytime things would start to change, the Society could come back to the Parks and Recreation Board for discussion and change things. Director Anderson inquired of the Board members how they felt about the percentages? Mr. Hulbert felt it was pretty high for now. At this time, Mrs. Jacques said they are only in the building once or twice a month. Ald. Snead asked what her proposal was? Mr. Hulbert asked of Mrs. Jacques if she had been able to go through the document? She responded that she had on her own. Mr. Hulbert asked if there were things she wanted to defer until next month? Director Anderson pointed out that they have five years to get the museum up and going. If they do reduce it by 25% and the museum is up and going in three years, they are paying that percentage then for two years with an actual museum happening. They would have to consider the time duration and what the percentage would be. At 25%, Mr. Hulbert questioned how much was that a month? Mrs. Jacques thought it was $177 a month. Director Anderson commented that would be everything and with the winter months, it takes a lot of energy. Mr. Hulbert stated that they are meeting there once a month and they are paying more than the cub scouts for the same amount of time. Director Anderson said they do have activities down stairs such as inventory. Also, the cooperative program with the Treasure of the Holidays and Historical Day. He thought the committee came up with a percentage that was less and then when activity increased, they would monitor it and raise it. Ald. Snead ask again what would be a fair percentage? Mrs. Jacques did not know and she would like to compare how many days they are there compared to the recreation programs. She thinks the percentage needs to be less and it would hurt the Society to pay the $177 a month. This would impact their ability to get the museum up and running. Director Anderson said they do have meetings down there, do work down there and store things down there and for him to count the number of days, he did not know when they are in the facility. Mr. Hulbert thought the $177 was high right now but he did not have any other idea. He asked if the Board could take care of the items in the agreement they knew and then defer the other ones until next month. They could take a look at them and then come back with rationale. Mr. Boisits asked if the Society would consider a dollar amount for a period of time or kick in the percentage once they knew what was going on. This would defer the problem for a while until they had the museum going. A fixed amount and then in time, would figure out what the uses would be. It may be used differently than it has in the past. He thought a good faith dollar amount that the Society thought they could afford for a year or so instead of the percentage. Director Anderson said the agreement would be reviewed by the Board on an annual basis anyway. Mrs. Koble would like to know what the dollar amount for usage is before they come up with a set dollar amount. Mr. Hyde would like to know when they expect to get the museum up and running. Ald. Snead would like to know how often they are in the building. Mrs. Jacques could say they were in there twice a month which is a meeting once a month and during the month to do some cleaning and cataloging. With the summer, it would be a little more. Director Anderson asked if she would be coming back with a cost figure. She would discuss it with him.  Page 5, #13—questioned the word cause and wanted an explanation. Mr. Boisits stated it’s a legal thing and if the Society or any member causes any damage, they would be responsible for it.  Page 5, #16—she asked about no artifacts of value to be sold or altered. She asked why the city Minutes, Parks & Recreation Board, May 14, 2007, page 4 would want to sell anything that’s in there. She could understand the Society wanting to sell something and coming to the city first, but why would the city want to sell something. Board members acknowledged it had to be a mutual agreement between both parties. Mr. Hulbert did question the term city, was it Finance Committee or Common Council. Director Anderson said it would start with the Parks and Recreation Board as it is under their jurisdiction. The aldermanic rep would carry the request forward to the other committees. Mr. Boisits understanding was the city was assigning all authority to the Parks and Recreation Board.The only time Council would be involved would be changes to the agreement. Director Anderson said also if money is involved, the Finance Committee will get involved. Mr. Boisits recommended this should be stated in the agreement. Mrs. Koble questioned what is the city? Ald. Snead defined it as the Common Council and the community as Muskego and the liaison as the Parks and Recreation Board. Board members recommended an addition to the definitions for city, the liaison and community.  Page 10, third paragraph under Conclusion—Mr. Boisits recommended changing this agreement may be assigned to this agreement shall be assigned. Also, under B Renewal, change the months to days, better to state 90 days than 3 months, it’s clearer in terms of time limits.  Page 6, #18—she wanted an explanation of the paragraph. Director Anderson said it was part of the old agreement where the city with its festival or any other special event, that the Society’s interest would be subordinate for that event. Mrs. Jacques inquired if the Society has received permission for something from the festival committee in conjunction with their event, how does that work? Director Anderson said the festival committee comes before the Parks and Recreation Board for permission to use the park. He recommended that a working relationship be established between the historical society and the festival committee. Mr. Boisits suggested the paragraph should say of use by the city and/or its representatives in conducting the Muskego Community Festival or other such festivals or special events on the Settlement Centre grounds.  Page 6, #17—Mr. Boisits said it should say written notice. Mr. Hyde thought the agreement was a pretty thorough document. Ald. Snead stated they wanted to have a document that would create dialogue. Director Anderson said the city attorney will get the document once this Board has made their recommendation. (Mr. Hyde was excused.) Further discussion ensued on the festival committee and its use of the grounds. Ald. Snead will pass concerns on to the festival committee so that there is a clear understanding between the Society and the festival committee. Mr. Hulbert moved to defer the agreement with the understanding that there would be a mutual consideration between the attorneys until the Board has resolved the one issue of the monthly rental (Section 3, B-11) Ald. Snead seconded. Upon a voice vote, the motion carried with Mr. Boisits abstaining. WRITTEN CORRESPONDENCE: Bluhm Farm Park Live Band Party has rented Bluhm Park for July 8 and is requesting a live band between 4:00 p.m.-8:00 p.m. for the graduation party. Director Anderson recommended the speakers be placed facing the woods and since they are having from 75-100 people, request that they consider portable toilets and garbage removal. They should be able to get cleaned up and out of the park by 10:00 p.m. Ald. Snead moved to approve the request for the live band and with the recommended stipulations outlined by Director Anderson. Mr. Hulbert seconded. Upon a voice vote, the motion carried unanimously. Bluhm Farm Park Stereo Usage Party renting Bluhm Park on June 16 is requesting use of a stereo for their wedding reception from 4:00 p.m.- 10:00 p.m. Director Anderson recommend the speakers be placed facing the woods and that the music is over by 9:00 p.m. and out of the park by 10:00 p.m. Mr. Hulbert moved to approve the request with the music Minutes, Parks & Recreation Board, May 14, 2007, page 5 stopping by 9:00 p.m. and the speakers facing the woods. Mrs. Koble seconded. Upon a voice vote, the motion carried unanimously. Pack 176 Request for Fee Waiver Pack 176 was requesting the Board to waive their fee for use of Bluhm Park on June 10 for their end of year celebration. This consideration being asked as they have committed to cleaning up the Bluhm portion of the recreation trail for a number of years. Ald. Snead moved to approve waiver of the shelter fee. Mr. Boisits seconded. Upon a voice vote, the motion carried with Mrs. Koble abstaining. NEW BUSINESS: 2007 Baseball Usage Fees/Maintenance Fees Director Anderson provided copies of the updated baseball usage/maintenance fees as approved by the Board last month. The only group he had heard from was the Muskego Athletic Association. They liked the 50% cost reduction for this year and because of what will happen in 2008, they will try and adjust their schedule so their games are after June 10 next year. A lengthily discussion ensued on the cost of the baseball/softball field program and what level of services the department is offering. UNFINISHED BUSINESS: Park Arthur Construction Estimates Director Anderson presented the estimates for Park Arthur done by Ruekert/Mielke. The proposed amenities were listed and the price associated with each item. Mrs. Koble commented on the $91,500 cost for the equestrian trail. She would like to leave it as natural as possible and didn’t see the need for traffic bond or wood chips. What is included in that cost? Director Anderson stated excavation and wood chips. She did not think that was necessary. Mr. Hulbert agreed with her. He could see cutting it out and having Department of Public Works just rough grade the area. Mrs. Koble also questioned whether there were other areas of these amenities that could be looked at closer. On the turn lane, Mr. Hulbert asked if there was a cost known to access the park off of Martin Drive. Director Anderson will address that under the next topic. Mr. Hulbert questioned what they had originally budgeted? Director Anderson said they had $200,000 and in the total park dedication budget, $530,000. Park Arthur Master Plan Director Anderson stated that the last Park Arthur master plan was done by a committee about 1990 with a public hearing in 1991. The development of the park has not gone as planned and some of the work that has been done at the park is questionable. He reviewed some of the items with the Board members. He recommended that the Board members take a step back and look at the plan overall as a whole and almost start over and actually look at the needs of the groups that will actually be using the facility. Identify those stakeholders and see if there is revenue that they have that could possibly be included in with the development of the park as they will be the ones that will be using it. There are a lot of questions out there. For ten years, the Board has been proactive in asking the questions, but not always trustful that the information coming back was accurate. The Board members were in receipt of two proposals. One was from an organization that starts from the beginning, working through with the Board and the stakeholders that would be identified and redoing the plan. They would also be looking at funding sources available. This proposal would start brand new and it’s about a six-month process which will take through the end of the year. The second proposal picks up where the Board left off. The information received and what is on the plan, does the Board want to go that route? Does the Board want to redo the master plan? If so, at what point would they want to get started? Board President Whipple commented that the Board had no idea the turn lanes, at $500,000, would be required at the time the original plan was put together. His thought was to take a step back, look at the whole park layout Minutes, Parks & Recreation Board, May 14, 2007, page 6 and what is in there, talk to the organizations and their needs. He would also like to know what it would cost to have the entrance off of Martin and to run a road through the park. Mrs. Koble agreed with him. She thought things have changed over the years and dollar amounts for certain types of materials have increased quite a bit. She referred to the original plan as a wish list of what they would like to see in the park. With the new subdivision going in on Martin, maybe it is time to have a public hearing and find out what the citizens would like to see in the park. She liked the idea of an entrance off of Martin Drive, giving the impression of it being a city park. She would like to review it and see what they want in the future, other things may come up that supercede other things that the Board thought important years past. Mr. Hulbert did think they needed to revisit the plan but did not want to spend $8,000 to a consulting firm. Director Anderson commented that the park would cost over $1 million dollars and the consulting firm cost is about 2% and you’d have a plan you could trust. It’s a phased in approach and he felt that this could be presented to the public and the plan would be done and be done right. Mr. Boisits questioned if the consulting firm would be looking at other areas for sources of funding and would the park make money and get a return on the community investment financially. Director Anderson said the sources would be identified but it would be up to the city to contact the sources and do the negotiations. He mentioned that InPro contributed to the skateboard park and there are grants that are available depending on how you develop the park and what you put into the park determines eligibility for the grants. Mr. Hulbert said times have changed and maybe the city should be looking at putting an entire road through the park to connect up as Lentini has always had a problem with traffic through there and maybe a two-lane to connect with Small Road with Martin, avoiding Lentini. Ald. Snead stated this gives more options and it’s like “new eyes” looking at the situation; even though it costs more, it may pay off in the future. Mr. Boisits would like the consultant to provide jobs that they have done and provide what kind of return they received. Director Anderson said they could if it is part of the scope of services. The firm has done the parks in New Berlin and Waukesha that he thought had been grant funded. Board members would like to have the consultant at next month’s meeting to review what they have done in the development of other parks. ALDERMAN'S REPORT: Ald. Snead shared that she is on the festival committee. She would be willing to take to them any concerns or issues the Board members have. STATUS OF PROJECTS: Hwy 36 Trail Director Anderson just received the Muskego Canal Bridge plan back from Ruekert/Mielke. He has a meeting set up with Superintendent of Public Works, City Engineer/Director of Public Works and Parks Supervisor on Thursday. He should have more information at the next meeting. They are looking at DPW to do the installation and the department purchasing the materials. Mr. Hulbert offered that the Board requests DPW to do a lot and in the event, they can’t get a project done say in 6 months, the Board should consider an alternate plan to have a private contractor do the work. DIRECTOR’S REPORT Summer Registration Director Anderson shared that the all-day playgrounds are filled with 25 on the wait list for the older group. The department may have to hold the playground outside at Veterans Memorial Park as the capacity limit has been reached at the town hall. Mr. Hulbert stated that someone had a safety problem with the egress and ingress with the parking lot at Jensen Park where the safety city program is held. Director Anderson was not aware of any parking problems. Minutes, Parks & Recreation Board, May 14, 2007, page 7 The program does have a police officer and he has not informed the department of any issue. He advised Mr. Hulbert to send those concerns to the Muskego Woman’s Club. Funds for A.E.D. @ Lake Denoon and Bay Lane Middle Schools The department donated $100 for the cost of two A.E.D.; one at Lake Denoon Middle School and one at Bay Lane Middle School. A plaque will be posted honoring the contributors. The department is a primary user of these facilities and the contribution was well worth it. Horn and Jensen Playgrounds Director Anderson reported that the Horn playground is installed. One of the middle poles on the swing set settled so it is down a little further. Jensen playground was not done at the same time as the snow fall and the park being almost at lake level, the park was too wet. They will be coming back within the next week and also at that time, they will be fixing the Horn swing set. Horn Field Drainage Director Anderson joined by City Engineer/Director of Public Works Projects and Parks Supervisor and looked at where everything was draining. Utility Superintendent and his crew with their cameras looked into the pipes. The drain tile behind the visitors dugout is demolished about twenty feet in. In the fall after the season is done, DPW will remove the old and put in brand new. They also found clay tile out into right field and stops where the right fielder would play, They took their water device and ran it up in there, it got stuck so they pulled it back out. This seemed to clear the clog as four days later water was still running out of the tile into the basin. Ald. Snead shared that the new netting is up and looks very nice. Skateboard Park Litter An email from Ald. Schaefer was shared with the Board. The members of the Teen Advisory Board were scheduled to clean up the park last Saturday. Director Anderson should be receiving the clean up schedule from the Teen Advisory Board. Security Cameras Security cameras were updated with the new software two weeks ago. Goose Egg Oiling Goose egg oiling was done. OTHER BUSINESS Subdivision Plans—None. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Ald. Borgman brought up the issue of the eroding occurring in Park Arthur. There is a plume of dirt going into the lake every time it rains. He will work with the city engineer to try and get the problem resolved. Ald. Borgman shared that there are significant drainage problems at the bottom of the recreation trail along Martin Drive. He would like this addressed before any paving is done. Director Anderson said that the paving was scheduled for Friday. Ald. Borgman will take City Engineer/Director of Public Works Projects out there to assess the problem. Director Anderson clarified that the Board takes care of the maintenance of the trails; the installation and planning are done by the Engineering Department. Any plans on the project could possibly be found with the Engineering Department or Payne & Dolan. Minutes, Parks & Recreation Board, May 14, 2007, page 8 ADJOURNMENT - There being no further business, Mr. Hulbert moved for adjournment at 7:55 p.m. Seconded by Ald. Snead. 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, May 14, 2007, page 9