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HomeMy WebLinkAboutmin-October 22, 08 City of Columbia Heights Park and Recreation Commission October 22, 2008 Eileen Evans called the meeting to order at 6:30 p.m. ROLL CALL Members present: Eileen Evans; Tom Greenhalgh; Stan Hoium; Kevin McDonald; David Payne; Marsha Stroik; Gary Peterson, Mayor; Keith Windschitl, Recreation Director; Kevin Hansen, Public Works Director APPROVAL CONSENT AGENDA Motion by Payne, second by Greenhalgh, to approve consent agenda with the Motion carried. amendment to the September minutes. Upon vote: All ayes. LETTERS AND REQUESTS A. Request for the use of John P. Murzyn Hall by the Columbia Heights daycare providers Windschitl informed the commission that the providers have used JPM in precious years. The local neighborhood providers are required to clean after each event. Windschitl stated that this group has not been charged in the past and is a for profit group. Evans suggested establishing a cleanup fee if they do not clean after each use. Motion by McDonald, second by Hoium, to allow the Columbia Heights day care providers to continue to use JPM without any fees if they clean after each use. Evans: abstain, Greenhalgh: abstain, Hoium: aye, McDonald: aye, Payne: aye, Stroik: aye. Upon Motion carried. vote: 4 ayes, 2 abstentions. OLD BUSINESS A. Update on JPM marketing results through the Twin City Bridal Association Windschitl discussed the profile reviews through the Twin City Bridal Association. The report indicated 865 hits to our website from June 1, 2008 to October 14, 2008. He stated that this is the only means of budgeted advertising. Many renters of JPM find the facility through word of mouth. B. Update on Huset West Park Plan Hansen informed the commission on the progress of the Huset West Park Plan. A copy of the site layout is attached in the current agenda packet. Bids are going out for the shelter budgeted at 85,000. Dependant upon weather the footings may be placed this fall or in the spring if the ground freezes before the product arrives. The shelter will be located across from the wading pool adjacent to the trail. Hansen stated the goal is to maximize the size based upon the money allocated placing the shelter size between 42 and 48 feet wide. The site plans show future improvement of the decking around the wading pool and moving the seating area inside of the fence for parents watching children in the pool. Recreation Department 10/22/2008 Page 2 Stroik asked about the roof on the shelter at Sullivan Lake Park and the concern with channel brought up at the City Council Meeting. Hansen replied that leaves would collect in the valley where the two roofs come together but employees will blow those off. The area discussed during the Council Meeting is where the two roofs overlap, a metal piece comes underneath and the old roof overlaps. Hansen does not see that as a problem of deterioration because the debris will not sit on anything over time. Hoium asked what the results were of the fire at Sullivan Lake Park. Hansen replied that the contractors left palettes and wood waste product under the shelter with plans to finish cleaning on Friday when some one set it on fire on Thursday evening. The contractor took full responsibility for it and is in the process of replacing the wood boards in the roof and three panels of the concrete. C. Recreation Budget Windschitl reported the budget for 2009 has a projected increase of approximately 5%, which is equivalent to about $35,000. These increases are due to step increases for union contracts, personnel increases, utility costs for gas and electric. There are no major items. This projected budget does not reflect the final pricing for the Honeywell agreement. Honeywell has said that they will reduce the annual contract for Murzyn Hall in the amount of $15,000. The Honeywell contract for JPM in 2009 would be about $6000. Stroik asked if the 5% increase is average for all City Department budgets. Windschitl replied that 5% is on the lower side of most departments. Hansen replied that Public Works is in the same range overall. Hoium asked about the revenue line item of rents and leases. Windschitl responded that Murzyn Hall is not self-supporting and brings in roughly $100,000 in revenue. Each specific department under Recreation allocates a portion to pay Murzyn Hall budget back for usage of the building. As an example the office allocates about 10% for building use. Windschitl replied that a lot of community groups use the building and many nights the building is open for one or two groups for regular meetings. Stroik suggested compacting activities in JPM to one night during the week to be able to close JPM and save on the budget. Windschitl replied that we currently schedule activities during the same evenings but there are some nights where one or two activities may be in the building. Stroik asked if money is allotted for the new City gym opening next year. Windschitl indicated that the proposed budget for 2009 does not reflect the gym but staff are projecting some where around $80,000 with utilities and expenditures for the facility. D. 2008 Ramsdell Park master Plan Hansen asked the Commission if there were any other questions from the last meeting. No new public comments had been received since the last meeting. The only recent contact was a repeat comment from a resident near to the wading pool requesting a six or eight foot high privacy fence. Hansen restated the policy to use natural landscape Recreation Department 10/22/2008 Page 3 screening. Evans stated that similar to another resident at Ramsdell Park this resident could install his or her own privacy fence and the City would then remove the existing chain link fence. Hoium asked about the amount budgeted for Ramsdell. Hansen replied $250,000 for next year at Ramsdell Park. He indicated the parking lot expansion and skate park, shown as future improvements on the Master Plan, are not included in this budget. Motion by Hoium, second by Payne, to recommend approval of the Master Park Plan for Motion carried. Ramsdell Park in 2009 to the City Council. Upon vote: all ayes. NEW BUSINESS A. Silver Lake Beach Fishing Pier Hansen indicated this was brought up at the last City Council meeting. One item to be addressed is an appropriate area for a fishing pier. The cost of a pier for material alone is roughly $25,000. The pier would need to be ADA accessible. For a T-shape removable dock with wheelchair accessibility would cost between $30,000 - $45,000. Staff suggest near the boat landing. McDonald indicated that the area is very shallow. Hoium asked what the Three Rivers Park District is planning on doing for fishing. Hansen replied that what he has been told is that are no plans in terms of fishing. It will be concentrated as more of an art type of park with nature and plantings. Hansen indicated willingness to work with the district in terms of a joint area. The initial idea is to apply for a grant program through the DNR for partial or full funding. Hansen indicated that the DNR currently stocks the lake with fish as part of an aeration agreement. McDonald suggested working with the Three Rivers Park District to utilize the area east of the swimming beach. Motion by Greenhalgh, second by Payne, to pursue a grant application through the DNR and talk with the Three Rivers Park District for a joint fishing area. Upon vote: all ayes. Motion carried. Peterson indicated being open to a grant with a matching fund requirement and being open to pursue all opportunities. B. John P. Murzyn Hall 2010 rental rates Windschitl reported that staff is suggesting keeping the existing 2009 rental rates the same in 2010. Saturday rentals are well booked in 2009. One change includes increasing the Community Officer hourly charge from $23 to $24 per hour. Windschitl indicated applying a single room rental maximum time frame to seven hours. Currently renters could have the room all day and night that does not even cover staff costs. By limiting the rental time would allow staff time to be condensed and be able to manage staff better. Linen rentals will increase to $7 plus tax per table linen. Windschitl explained a more recent problem of renters changing or adding an order at the last minute in the week of the event. It is possible to still get linens for example at a last minutes notice, but there are additional staff costs and fuel charges. Windschitl proposes a $50 service fee for special orders made within one week of an event. He indicated this additional fee is not to gouge renters, but solely to cover some extra costs of staff time and gas fees of picking Recreation Department 10/22/2008 Page 4 up supplies. The rental rates will remain the same from 2009 to 2010. The 25% discount will remain for residents of Columbia Heights. Renters are only allowed one discount. Stroik asked about the situation when a renter of JPM would want use of the shelter at Huset Park and weather there would be an additional charge. Members agreed that due to the low cost of the shelter reservation fee a renter of JPM should pay the additional fee. Windschitl also asked about establishing a shelter reservation fee waive policy and if we should waived the fee for some community groups should they ask. Members agreed that most groups would be able to afford the minimal fee. Hoium stated that a group could go to the park and take the chance to see if it was open or reserved by another group. Motion by Payne, second by Hoium, to accept the proposed 2010 John P. Murzyn Hall Motion carried. rates effective immediately. Upon vote: all ayes. REPORTS A. Recreation Director Windschitl indicated that the regular Park & Recreation Meetings for November and December would fall on holidays. He proposed changing the meeting dates to November thth 19 at 6:00 p.m. and December 17 at 6:00 p.m. Members agreed. B. Public Works Director/City Engineer Hansen reported that controlled burns would be conducted at Prestemon and Huset Parks to encourage new growth of those areas planted with native seeds. Two burns in past years were conducted at Prestemon Park. A public notification will be given out prior to the burn event. C. Commission Members Payne asked if the run off on ballfield #5 could be fixed. It builds up in the parking lot after a runoff. Windschitl indicated that the fencing is curled up at the bottom. Hansen stated that he was unaware of how much runoff was occurring, but would look into it. Evans asked if the sliding hill at Silver Lake Beach would be completed by winter. Hansen replied that work was being done today and would be done by Friday. ADJOURNMENT Eileen Evans adjourned the meeting at 7:50 p.m. ______________________________ Deanna Saefke, Recreation Clerk Typist II