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Park & Rec Board- MINUTES - 3/10/2008 City of Muskego PARKS & RECREATION BOARD Monday, March 10, 2008 Approved 4/14/08 Board President Whipple called the monthly meeting of the Parks and Recreation Board (Board), City of Muskego, to order at 6:10 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 Wednesday, March 5. 2008. Present: Mr. Eric Hetzel, Mr. Jerald Hulbert, Mr. Brett Hyde (departed at 7:10 p.m.), Mrs. Kelly Koble, Mr. Toby Whipple, Director Craig Anderson, Recreation Program Manager Tammy Dunn and Department Intern Mark Genac Absent: Mr. Gary Boisits (excused), Ald. Tracy Snead (excused) GUESTS: Mr. Dave Burch of Bonestroo, Chris Stamborski, Gary Christopher APPROVAL OF MINUTES: February 11 Minutes Mr. Brett Hyde moved to approve the minutes of the February 11, 2008 meeting, seconded by Mr. Jerald Hulbert. Upon a voice vote, the motion to approve the minutes carried unanimously. PERSONAL APPEARANCES: Sponsorships Mr. Chris Stamborski of the Impact baseball league sought the Board’s input on sponsorship recognition in the parks before soliciting any contributions from local businesses, etc. He would like to seek sponsorship for the Impact’s all-star game on July 13, 2008 and give them recognition. Also, as they are expecting between 200- 250 in attendance, parking at Horn Field would be a problem. They would like to use the Muskego Historical Society area for parking or if the Board had an alternate site. Director Anderson stated he should work with the department, providing the department with details. Also, they would need to put signage up and have the litter/garbage picked up. Mr. Hulbert indicated the historical society would not have a problem with them using their area. Director Anderson added that the parking area approval would be through the city. Mr. Stamborski said the sponsorships could be sought for the improvements at Horn Field. Right now, the sponsorships have a patch on the players’ hats. He would like to see something more like a sign behind the dugout acknowledging, for example, the sponsorships contribution to the improvement of the dugouts. He could see value in using commercial entities to bring improvements to Horn Field. Board President Whipple inquired about the sponsorships that he had in mind. Mr. Stamborski indicated local and commercial entities. He thought the local scout groups could do signage as a project. The signage to be tastefully done and attractive. Mr. Hulbert commented that he is probably on the right track. It’s a public field and money would have to go back to the field. There needs to be some way that they can benefit from it. He was in favor of sponsoring something. Mr. Stamborski stated it’s a new idea and the costs are real when you get to discussing dugouts, Minutes, Parks & Recreation Board, March 10, 2008, page 2 improvements, etc. If the Board members were in favor of it, then he would make a formal proposal on the idea. Mr. Hulbert said he would be talking about naming rights and it’s important to put a number of years into the signage and contract for so many years. Director Anderson advised that the Board would want to have say on what improvements are done so that they would support his efforts in getting the money. Mr. Hyde commented that it would still be under the Parks and Recreation Board’s control. Mr. Stamborski said he would like the people to know that they are contributing to certain improvements. Board President Whipple would like to see him come before the Board with a prioritized list. Mrs. Koble had no problem with the proposal. Mr. Stamborski stated that it could be an ongoing project. Mr. Hyde questioned what type of signage. Director Anderson wanted some examples of sponsorship and what league would be involved and what improvements to Horn Field so that the Board is aware of those things. Mr. Stamborski will see what interest there is and will make a presentation to the Board. Water Bugs Ski Team, Inc.(Water Bugs) Show and Practice Dates for 2008 Mr. Gary Christopher presented the Water Bugs show and practice dates for 2008. There will be 33 practice dates and 15 shows. Last year they had 31 practice dates and 14 shows. He mentioned that Wednesday, July 2, will be a regular show date and they will have Thursday, July 3, for the fireworks. Director Anderson advised the dates are more than last year. Last year there was very little incidences reported from the residents that live in the area. Mr. Hulbert moved to accept, as presented, the show and practice dates for 2008. Mrs. Koble seconded. Upon a voice vote, the motion carried unanimously. WRITTEN CORRESPONDENCE: None. NEW BUSINESS: Park Arthur Scope of Services Contract/Stewardship Grant Agreement with Bonestroo Director Anderson advised the Board that the Plan Commission deferred approval on the Park Arthur Master Plan contingent upon another public hearing on April 7. Mr. Burch is being asked to attend that meeting and he presented an agreement for the cost of this extra meeting in the amount of $975. As the meeting is being called by the Plan Commission, this agreement will be forwarded on to Mayor Johnson for signature and funding. Mr. Hulbert shared some background on what transpired at the Plan Commission meeting relative to Park Arthur. Board members were provided with a copy of the agreement to have Bonestroo write the grant for the stewardship money. Mr. Burch went over the grant program for the acquisition and development of local parks. He indicated that Park Arthur would be suitable for this type of grant. This would be for the first two phases of development. A funding application has a priority ranking. Most of the time in preparation of the grant is the exhibits and the narrative and filling out the application. The contracted amount of this service will be $3,000. Mr. Brett Hyde moved to approve the $3,000 expenditure for Bonestroo, Inc. to complete the grant funding application for the WDNR (Wisconsin Department of Natural Resources) Stewardship funds and submit the application to the WDNR by the May 1, 2008 deadline. Mr. Jerald Hulbert seconded. Upon a voice vote, the motion carried unanimously. Mr. Burch further submitted a supplemental agreement for the design and engineering of Phase I improvements for Park Arthur in the amount of $59,500 plus reimbursable expenses estimated at $1,800. He went over the outline of the scope of services. The tasks included in the scope of services were divided between Phase 1-A  Kick-off meeting and project start-up  Site topographic and existing conditions survey and mapping  Soil investigations  Storm water management plan Minutes, Parks & Recreation Board, March 10, 2008, page 3  Design development and preliminary plans and Phase 1-B  Review meeting  Permit identification  Final plans, earthworks estimate and cost estimate—final design  City approvals—Parks & Recreation Board  Construction documents Part of the topographical survey will identify utilities and property lines. The storm water management plan is recommended being done for the whole site. They will prepare a layout plan, a preliminary grading plan, etc. and a review meeting will be scheduled. A chapter 30 permit may or may not be required but it is included in the write-up now. The scope of services also asks for approval of plans. When they get funding money, it needs to be paid in a certain way. How much does the Board want to do in Phase 1? They can apply for up to 50 percent from the State. How much can they do? How much earth can they move? They packaged together the total design through the construction documents. There may be some cost benefits to do more earlier. Director Anderson advised the Board had budgeted $30,000 for 2009 and $35,000 for 2010 for the project. Some of the utility work on the road is going to be done this summer. Mr. Hulbert voiced concern if the turning lanes were being considered as the road was being reconstructed. Director Anderson stated he was in the meeting with R. A. Smith on the needs for Park Arthur were covered. Mr. Burch said most of the work will have to be done on College rather than Martin as they need a temporary access from the county for the construction access to the park. Director Anderson said there would be a benefit of doing as much as they can, going after the maximum amount of Stewardship funding over a two-year time period. Mr. Hulbert asked if the Stewardship money was not forthcoming, what. Director Anderson responded they would have funds of $250,000 for 2009 and $275,000 for 2010. They have the money to do the work that is needed in the scope of services. Mr. Burch said it helps with the Stewardship that money from a Stewardship grant was originally used to purchase the property and also there are the stakeholders group. In regard to bidding, the process is different depending on whether or not they have received the funding. He gave some examples of what other communities had done. Mrs. Koble moved to approve the Supplemental Agreement #4 for the Phase 1-A and Phase 1-B with Bonestroo, Inc. Scope of Services for the Park Arthur project in the amount of $59,500 plus reimbursable expenses estimated at $1,800. Mr. Hulbert seconded. Mr. Hyde reminded them it was contingent upon the meeting with the Plan Commission. Upon a voice vote, the motion carried unanimously. Old Town Hall Landscaping Director Anderson shared the plan that Terra Firma had assisted in designing. The retaining walls need some attention as the concrete is exposing and underneath the dirt is washing out. The plan included additional retaining walls and plantings to make the site more aesthetically pleasing to the eye. The staff will be doing some of the landscaping on the west side of the building. Mr. Hulbert advised that the historical society would be using some of the area during the festival to move their tractor display. Director Anderson assured him that there would be enough area. Terra Firma would be putting in the proposed wall, redoing the dirt and putting in the plantings in the area of the sidewalk and the old church and the north entrance for approximately $8,000. Board had budgeted $10,000 for this project. The remaining amount would be used for the landscaping being done by staff. In the second year, the remaining retaining walls will be addressed. DPW (Department of Public Works) will also be helping with the landscaping. Mr. Hulbert spoke on behalf of the historical society that they would like to take a look at additional parking and some additional asphalt in the lower level. Their major concern, too, was the retaining walls and the impossibility of doing maintenance because of the condition of the wall. Mr. Brett Hyde moved to approve Terra Firma doing the retaining wall for $4,228 Minutes, Parks & Recreation Board, March 10, 2008, page 4 and the plantings for $5,525 as outlined in the landscape improvements. Mr. Eric Hetzel seconded. Mrs. Koble inquired if it would be done in 2008. Director Anderson said it should be done in the spring. Upon a voice vote, the motion carried unanimously. Park Dedication Fees Director Anderson explained the latest Act on park dedication fees affected the department’s projects and on what items the park dedication fees can be spent. The new 2008 fees are $1,881.94 for a single family or two family dwelling units and $1,400.21 for a multi-family dwelling unit. The old fees were $1,901.63 for single and $1,414.87 for multifamily. Plan Commission/Conservation Commission will have a public hearing on the new fees on March 25 and then with Council approval, the new fees will go into effect. Mr. Brett Hyde moved to recommended the new fees. Mr. Eric Hetzel seconded. Upon a voice vote, the motion carried unanimously. Park Survey Intern Mark Genac went over the sample of a proposed park survey. The park survey will be done on all the parks and will first be given to those that live near the park. The purpose of the survey would be used for park improvements, budgeting and season-season maintenance tasks. The survey would be changed to match the amenities in the specific park. Mrs. Koble questioned if the people selected for the survey were a certain footage from the park. Director Anderson said the department had not yet established a radius for the survey. It should help the department prioritize what the people want done to the park. They need to set a baseline. Also, how many people that live near the park are using the park. Mr. Hulbert mentioned that 90 percent of the users don’t live near the park. How is the department going to find out from the users how it affects them. How do we get to the people that don’t use the park, but are impacted by it. Director Anderson said with the survey they need to start small, then expand it. This information will be shared with the Board. Intern Genac did a great job on this survey and it will give some data that the department does not have. UNFINISHED BUSINESS: Lake Access Use for Weed Harvesting As no one from the lake district was present, this was deferred until next month’s agenda. ALDERMAN’S REPORT: Mr. Hulbert shared that Ald. Snead was present at the Plan Commission. On the issue of Park Arthur, she represented, as did he, the Board’s viewpoints. STATUS OF PROJECTS: Nothing to report. DIRECTOR’S REPORT: Summer Program Guide Because the department’s program guide will now contain the city newsletter, a new cover was designed and shared with the Board. Board members did not care for “The Communicator” as a name for the publication. Mrs. Koble recommended Program Guide on the left and Newsletter on the right with the city’s logo in the middle. Mr. Hulbert would like to see a local resident or program participant’s picture used as the cover photo. Director Anderson said the department will work at taking participant pictures to be used for the cover in the future. Mr. Robertson of the MUSKEGO CHRONICLE staff offered to help design the cover given the Board’s input. Baseball Committee The baseball committee had their first meeting. Over-all it went well. The biggest purpose of the meeting was to acquaint the baseball groups how expensive it is to create those fields and maintain them and restore them Minutes, Parks & Recreation Board, March 10, 2008, page 5 periodically. Some members weren’t as receptive as others but by the end of the meeting, everyone was on board. One suggestion was to have the baseball group form a larger baseball club so that they could have a booster club. Then funds could be designated to the booster club and used for the upkeep of the fields, etc. They were advised that with budget constraints and a 2% cap, the aldermen and the Board were looking at recouping the expense by 100%, including the administration costs. They were informed that the department would also research on how much it would cost to outsource the baseball prepping. They were asked to go back to their respective Boards with these changes to occur in 2009 and 2010. Park Arthur There will be an informational meeting on Park Arthur sponsored by the Plan Commission on Monday, April 7, 6:00 p.m., in the Muskego Room. Board members were encouraged to attend. Board members requested that the stakeholders be present. Old Town Hall Window/Door Replacement Director Anderson updated the Board on the replacement of the windows and doors at the Old Town Hall. The department is in the process of getting the bids. Some may be lower than the original bid received. A class 1 notice will get published. The work is expected to begin in the spring. Boxhorn Launch Board members received with their packets, a map of the Boxhorn launch area. Director Anderson reported there was a meeting with the owners of the property, WDNR officials, Tom Zagar and himself. They want to sell the property, part of it to the WDNR and part to the city. The launch site with the shore line was being proposed for the city. Director Anderson informed the Board that right now, there is a 20-year lease on the launch property and there are about 12 years left on the lease. If the Board decided to buy the property, there would be a savings of about $36,000. Would the Board be interested on moving forward with the possible purchase of the launch parcel of 3.4 acres. Mr. Hulbert asked if anything was build able on the parcel. Director Anderson thought part of it was. Mr. Hulbert moved to enter into negotiations for possible consideration of purchase of the property along with the Conservation Commission and the WDNR. Mrs. Koble seconded. Discussion on the lease dollar amount and collection of launch fees. Upon a voice vote, the motion carried unanimously. OTHER BUSINESS Subdivision Plans—none. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW: Director Anderson stated the We Energies light at the Old Town Hall was installed March 5. ADJOURNMENT - There being no further business, Mr. Hulbert moved for adjournment at 7:35 p.m. Seconded by Mrs. Koble. 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,