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HomeMy WebLinkAboutjune-8-agendaCITY OF COLUMBIA HEIGHTS PARK & RECREATION COMMISSION AGENDA HUSET PARK WEST SHELTER WEDNESDAY, JUNE 8, 2011 5:30 P.M. 1. ROLL CALL 2. CONSENT AGENDA These items listed are considered to be routine by the Park & Recreation Commission and will be enacted as part of the consent agenda by one motion. A. Approval of April 27, 2011 Minutes B. Approval Payment of Bills LETTERS AND REQUESTS A. Letter of request for an open bar reception on Sunday, September 4, 2011, using a licensed caterer with a liquor license. Attached is a letter of request with details for the reception with approximately 340 guests. The caterer, The RED SEA bar and restaurant, will also provide a copy of their insurance listing the City of Columbia Heights as additional insured. B. Letter of request for an open bar reception on July 31, 2011 for approximately 150 -200 guests. Attached is a letter of request with details and the renter has provided a copy of insurance with liquor liability coverage. 4. OLD BUSINESS A. Ramsdell Park updates Hansen will discuss updates on the progress of Ramsdell Park construction. 5. NEW BUSINESS None at this time 6. REPORTS A. Recreation Director B. Public Works Director /City Engineer C. Commission Members 7. ADJOURNMENT A. 6 :00 p.m. dedication to the donators of the Huset Park West playground and a memorial recognition for former Commission Member Jerry Foss. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 hours in advance. Please call the City Council Secretary at 706 -3611, to make arrangements. (TDD /706 -3692 for deaf only). City of Columbia Heights Park and Recreation Commission April 27, 2011 Eileen Evans called the meeting to order at 5:30 p.m. ROLL CALL Members present: Eileen Evans; Tom Greenhalgh; Stan Hoium; Kevin McDonald; David Payne; Marsha Stroik Staff Present: Kevin Hansen, Public Works Director /City Engineer; Keith Windschitl, Recreation Director; Deanna Saefke, Secretary APPROVAL CONSENT AGENDA Evans asked what the charge was for on the expense report regarding the Credit Card Fees. Windschitl answered that the fees are assessed on any credit card payments made for the Recreation Department and Murzyn Hall payments. He indicated that the fees for making credit card payments have increased. The City is looking into the process of making registrations available online, but no decision has been made as of yet. Evans asked what the charges were for on the Park expense report that was then credited back on the next line. Windschitl and Hansen replied that the items were purchased in 2010 but the billing was processed in 2011 and the funds will be transferred back to the year -end report for 2010. Stroik asked how the Murzyn Hall rental went with the request to stay until 2:00 a.m. Windschitl replied that the rental itself had a lot of guests, no damages and that during the event they kept asking to stay until 3:00 a.m. He reminded the Commission that this group was approved to stay on hour later with a security officer even though there was no alcohol during the event. The Columbia Heights Police were called to walk through the event to help staff get the people out on time and last person did not leave until 2:30 a.m. Motion by Hoium, second by McDonald, to approve the consent agenda. Upon vote: All ayes. Motion Carried. LETTERS AND REQUESTS A. Letter of request for an open bar reception on August 12 2011 for approximately ug ests• B. Letter of request for an open bar reception on May 6 2011 for approximately 160 guests. Windschitl discussed both requests for open bar receptions; he feels they will be responsible events with a small guest list and using trained bartenders for alcohol service. He recommends approving the requests for both rentals. Motion by Payne, second by Greenhalgh, to allow an open bar for August 12, 2011 and May 6, 2011. Upon vote: All ayes. Motion Carried. Park & Recreation Commission April 27, 2011 Page 2 OLD BUSINESS A. Ramsdell Park bid results Hansen indicated the project has been approved by the City Council. The bids came in with very good numbers and the low base bid was awarded at $262,000 which allowed for the alternates to be added into the plan. Greenhalgh asked if a scoreboard will be included. Hansen indicated the scoreboard in the specifications that the C.H. School Board is asking for was not included in the award. The school may choose to add a scoreboard at a later date. Xcel Energy has provided a proposal for periphery lighting, with parking and some other points to help along the trail. This will be a minimal cost where there are existing poles. Xcel Energy will not install additional lighting within the interior of the park at a reduced cost because it is considered private land. Hansen indicated the trail lighting is about five to six thousand dollars per light for Xcel to install and maintain. Hansen explained the total project is $408,000 including the base bid and 17 add alternates with 6 of them being school requests. Hansen informed the Commission that the Columbia Heights Police Department wants to move the Curtis Ramsdell monument from City Hall to Ramsdell Park when the construction is finished. Hansen stated the Columbia Heights school board is committed to around $85,000 in funding for the Ramsdell project. An agreement is in the process of being made. It has been a good partnership to get a lot done at the park. Hansen anticipates construction at Ramsdell in three to four weeks and scheduled to be done in August. Payne asked what will happen to the Recreation summer programs. Windschitl replied that youth baseball may start practicing at the park and then relocate once construction begins and the summer park programs will move to another location for this year. Stroik asked if there will be a grand re- opening of the park once construction is complete. Hansen asked if the Commission Members wanted to have a special re- opening with the School District and the Ramsdell family and invite the neighborhood. Members agreed that holding an event in August or September when the construction is complete would be a good idea. B. Huset Park West signs Hansen asked if the Commission wanted to have a special recognition for the Huset West Playground. Windschitl said that the family of Jerry Foss has been contacted and that they would most likely appreciate any recognition but certainly are not expecting one. After a discussion the Commission decided to combine the May and June meeting and follow with a short dedication ceremony and potluck BBQ. Typically the May meeting is moved due to the floor work inside Murzyn Hall and the June meeting will conflict with Jamboree activities. Windschitl will contact the family of Jerry Foss. Hansen will contact the representatives from Game Time, MN -WI Playground and Jeff s, Bobby & Steve's Auto World. Park & Recreation Commission April 27, 2011 Page 3 Motion by Payne, second by Greenhalgh, to hold the May and June meetings together on June 8th, 2011 with a dedication to the donators of the Huset Park playground and memorial recognition for Jerry Foss. Upon vote: All ayes. Motion Carried. C. Park cleanup Hansen indicated that it would be a good idea to involve the neighborhood each year with a regular meeting following up with a park clean up. He would like to see this happen each year and the best month would be April prior to the plant growth. It would allow the residents to voice their opinions and concerns regarding park issues. Hansen indicated there is a local charter school, Global Academy, which has volunteered to conduct a community project. Hansen indicated a trash cleanup with students around LaBelle Park would be a good project and it would be nice if there could be a Commission Member to assist them. McDonald volunteered to go along with the students as a City representative. Motion by Payne, second by Greenhalgh, to conduct a yearly park clean up in April and invite the neighborhood about two weeks ahead of time to a meeting and to assist with the park clean up. Upon vote: All ayes. Motion Carried. NEW BUSINESS A. Jamboree 2011 Fireworks Windschitl indicated only one proposal came in by the deadline. The company, Pyrotechnic Display, is the same company that has done the fireworks for the past few years but they have changed their name. A local resident, Ben Erickson, is the employee for the company that shoots the fireworks show. Windschitl recommends continuing to use them for the Jamboree 2011 Fireworks. He offered the full proposal for anyone to view. Hoium asked if the price increased from last year. Windschitl replied that it is the same amount budgeted for the fireworks, approximately $6000. He stated that donations were way down last year. Motion by Payne, second by Greenhalgh, to use P for the Jamboree 2011 Fireworks. Upon vote: All ayes. Motion Carried. REPORTS A. Recreation Director Windschitl reported that the Hylander Center has been experiencing good attendance numbers. He encouraged Members to spread the word about the City facility and the good deal to work out for $1 per time. Windschitl indicated the youth baseball program recently received a $500 donation from the local business CarX. They also donated last year to the program. This money will be applied towards baseball tournaments. Park & Recreation Commission April 27, 2011 Page 4 B. Public Works Director /City Engineer Hansen reported the color selection for Ramsdell Park will need to be decided on at the next Commission meeting. They playground has already been ordered and will verify the color prior to choosing the color for the shelter. Hansen indicated recent opportunities for additional grants on playgrounds. If these grant opportunities occur, Hansen asked Staff what playgrounds are in the worst condition. They reported that Edgemoor and Keyes Parks have very faded playgrounds. Hansen indicated these grants may offer a cost share opportunity. Windschitl asked about the condition of McKenna Park. He indicated that park get used very frequently with the wading pool, baseball, softball and soccer located there and in the winter for skating and sledding. Evans suggested looking at the individual parks. Hansen replied that the grants need to be applied for within the next week or two and told Members to respond to him soon. Members agreed that McKenna Park is one of the most used parks. Hansen indicated that this grant would need to be applied for this year, but would not have funding budgeted until next year. Stroik indicated that the grants should be applied for. Commission Members agreed that McKenna Park should be considered first and then Keyes Park for playground updates. C. Commission Members Payne recommends having all rentals of John P. Murzyn Hall end at 1:00 a.m. with no exceptions on staying later regardless of requests. With the problems that have occurred with past rentals and renters still trying to push the ending time this has been discussed by the Commission before and he feels that the policy needs to be followed. Motion by Payne, second by Greenhalgh, to end all rentals of John P. Murzyn Hall at 1:00 a.m. with no exceptions to the policy. Upon vote: All ayes. Motion carried. Hoium asked about having additional parking during Murzyn Hall events. Windschitl replied that there is a big sign at the driveway with an arrow and the word parking to direct people to the parking lot in the back of Murzyn Hall. ADJOURNMENT Evans adjourned the meeting at 6:15 p.m. Deanna Saefke, Recreation Clerk Typist II 41311 OFFICE DEPOT 5.88 COPY PAPER 101 -45200 2000 42511 STAPLES ADVANTAGE 3.93 PAPER,POST- ITS,STAMP 101 -45200 2000 42711 OFFICE DEPOT 8.06 COPY PAPER 101 -45200 2000 42711 OFFICE DEPOT 5.86 ENVELOPES, LETTERING 101 -45200 2000 41311 RAPID GRAPHICS & MAILII 30.00 2 PART PERMIT RECEIPT 101 -45200 2030 41311 TESSMAN CO 1,522.97 PROFESSIONAL ICE MEL 101 -45200 2160 41111 GOODIN CO. 27.34 BALL VALVE - OSTRANDE 101 -45200 2171 41311 ACE HARDWARE 1.82 FASTENERS 101 -45200 2171 41311 REINDERS INC 556.61 112 -50# BAGS FIELD CHP 101 -45200 2171 41311 MENARDS CASHWAY LUN 44.09 SPRAY PAINT 101 -45200 2171 41311 MENARDS CASHWAY LUN 39.76 WORK,LATEX GLOVES 101 -45200 2171 42511 RECREATION SUPPLY CO 1,020.67 POOL FILTER,VALVE KIT 101 -45200 2171 42511 MENARDS CASHWAY LUN 13.88 HOSE 101 -45200 2171 42511 MENARDS CASHWAY LUN 7.95 RUBBER WALL BASE 101 -45200 2171 42511 MENARDS CASHWAY LUN 9.59 SIGN HARDWARE 101 -45200 2171 42511 MENARDS CASHWAY LUP/ 37.34 ADHESIVE FOR PLAQUE 101 -45200 2171 42511 MENARDS CASHWAY LUN 43.39 WASHERS,NUTS,NIPPLE;101 -45200 2171 42711 HOME DEPOT #2802 -1.96 LIBRARY EXPNS TAX EXE 101 -45200 2171 41311 G & K SERVICES INC 39.83 UNIFORM RENTAL 101 -45200 2172 42511 G & K SERVICES INC 39.83 UNIFORM RENTAL 101 -45200 2172 42511 G & K SERVICES INC 39.83 UNIFORM RENTAL 101 -45200 2172 42511 G & K SERVICES INC 39.83 UNIFORM RENTAL 101 -45200 2172 41111 T- MOBILE INC 20.87 032011 563705899 101 -45200 3211 41111 T- MOBILE INC 20.87 032011 563706594 101 -45200 3211 42711 PETTY CASH - SUE SCHM 7.00 PARKING TREE CONF 101 -45200 3310 42511 SUN PUBLICATION INC 116.33 RAMSDELL PARK BID 03:101 -45200 3500 43011 11 PROP & LIAB INS ALLOT 1,610.67 2011 BUDGETED TRANSF 101 -45200 3600 40611 XCEL ENERGY (N S P) 10.27 030911 51- 7654903 -4 101 -45200 3810 40611 XCEL ENERGY (N S P) 172.42 030911 51- 7654903 -4 101 -45200 3810 40611 XCEL ENERGY (N S P) 35.16 030911 51- 9597586 -9 101 -45200 3810 40611 XCEL ENERGY (N S P) 11.32 030911 51- 8042065 -3 101 -45200 3810 40611 XCEL ENERGY (N S P) 101.47 03141151-5950185-0 101 -45200 3810 40611 XCEL ENERGY (N S P) 22.71 031411 51- 5950185 -0 101 -45200 3810 42011 XCEL ENERGY (N S P) 77.52 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 23.24 03141151-4159573-1 101 -45200 3810 42011 XCEL ENERGY (N S P) 59.54 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 78.16 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 416.41 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 9.95 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 27.07 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 37.49 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 78.54 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 71.51 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 16.86 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 9.95 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 38.36 031411 51- 4159573 -1 101 -45200 3810 42011 XCEL ENERGY (N S P) 51.04 031411 51- 4159573 -1 101 -45200 3810 42711 XCEL ENERGY (N S P) 32.61 040711 51- 9597586 -9 101 -45200 3810 42711 XCEL ENERGY (N S P) 11.25 040711 51- 8042065 -3 101 -45200 3810 42711 XCEL ENERGY (N S P) 157.19 040711 51- 7654903 -4 101 -45200 3810 42711 XCEL ENERGY (N S P) 10.28 040711 51- 7654903 -4 101 -45200 3810 43011 CITY U/B APR 2011 68.94 UTILITIES- JAN,FEB,MAR 101 -45200 3820 43011 CITY U/B APR 2011 4.41 UTILITIES- JAN,FEB,MAR 101 -45200 3820 40611 CENTER POINT ENERGY 131.56 0308115452216-4 101 -45200 3830 40611 CENTER POINT ENERGY 40611 CENTER POINT ENERGY 40611 CENTER POINT ENERGY 40611 CENTER POINT ENERGY 40611 CENTER POINT ENERGY 42011 XCEL ENERGY (N S P) 42711 CENTER POINT ENERGY 43011 CITY U/B APR 2011 41311 MARCO, INC 41311 FERGUSON WATERWORN 41311 NSI MECHANICAL CONTRi 42511 NSI MECHANICAL CONTR) 42511 ON SITE SANITATION INC 42511 ON SITE SANITATION INC 42511 ON SITE SANITATION INC 42511 ON SITE SANITATION INC 43011 11 GARAGE SPACE ALLO( 43011 11 PROP & LIAB INS ALLOT 166.24 031611 8000014661 -5 101 -45200 3830 53.09 031611 8000014661 -5 101 -45200 3830 112.56 031611 8000014661 -5 101 -45200 3830 173.55 031611 8000014661 -5 101 -45200 3830 140.66 031611 8000014661 -5 101 -45200 3830 9.95 031411 51- 4159573 -1 101 -45200 3830 74.46 040611 5452216 -4 101 -45200 3830 56.34 UTILITIES- JAN,FEB,MAR 101 -45200 3850 3.78 MAINT 032811- 042711 101 -45200 4000 206.32 FLANGE,BRASS PARTS, i 101 -45200 4020 853.06 DRAFT MOTOR OSTRANI 101 -45200 4020 1,026.96 CIRCUIT BOARD GAUVIT' 101 -45200 4020 49.16 SAT RENT MCKENNA 03/ 101 -45200 4100 128.25 SAT RENT SULLIVAN 03/1101 -45200 4100 49.16 SAT RENT KEYES 03/11 101 -45200 4100 49.16 SAT RENT LABELLE 03/1'101-45200 4100 5,394.25 2011 BUDGETED TRANSF 101 -45200 4100 15,624.42 101 -45200 Total 125.42 2011 BUDGETED TRANSF 412 -45200 3600 125.42 412 -45200 Total 15,749.84 Grand Total May 22"", 2011 Columbia Heights Parks and Recreation Commission C/O Murzyn Hall- Deanna 530 Mill Street NT Columbia Heights, MN 55421 ATTN: Parks and Recreation Commission /Deanna Hello, our name is Merhawit Kubrom and Nabil Ghebre and we are very interested in renting the Murzyn Hall on September 0 i , 2011 for our wedding reception. The letter is in regards to your alcohol serving policy. Per Deanna, if fewer than 275 people are to be at an event we may . choose to have either a cash bar, using the Columbia Heights Lion's Club for bartending, or we may bring in a licensed liquor establishment to serve alcohol. In this case we will need to bring in all of our own supplies and provide drinks free for our guests for the entire night. With parties of 275 people or more, however, the only type of bar we may have is a cash bar using the Columbia Heights Lion's Club for bartending. The concern with this is that we will have approximately 340 people in attendance at our Eritrean cultural wedding reception. The policy on alcohol being served through Columbia Heights Lion's Club is the purpose for this letter. Our ask is for your approval to have our caterer serve the alcohol. Please let me explain our request. As stated above, three hundred forty (340) people are invited to attend our reception. I reason) for request, is although 340 have been invited that number may be lower for those that cannot attend. 2"" reason) for some of the guest attending, aproxoniatley 80 -100 or so will not be consuming alcohol because of religious reasons. 3 rd reason) of the 340 guests approximately 35 of the guests will be minor children in the family (under 21) which obviously will not consume alcohol as required by law. 0 1 reason) as you know weddings can be quite expensive. Because our food will be catered through an established bar and restaurant called The RED SEA bar and restaurant, our cost (if they are able to provide alcohol at your establishment) would drastically be reduced because we would be getting the premier dinner and alcohol package through the caterer. When they cater dinner and beverage, because the costs and drinks items are grouped and purchased in a package, the savings are quite significant. We are excited and very willing, to utilize the in -house pop and CO2 and pay the $100 charge for the entire use (luring the event. The Red Sea has also explained to us that they are very much experienced in these types of events. As far as the caterer goes, I've attached the website httn: / /www.redscaeltib.con) and restaurant information to show you the restaurant is established, is a licensed as a restaurant to serve food and liquor. I have met with the caterer and confirmed they hold an on -sale liquor license in Minneapolis Minnesota. They can provide a copy of a certificate of liquor liability insurance. And can provide a copy of their valid on -sale intoxicating liquor license and restaurant license issued by the city and local health department. In closing, this letter is to request that the alcohol for our Sunday September 4 °i wedding reception be served by our caterer. Please be aware that our guest will NOT be paying for the purchase of the alcohol served that evening. We visited many rental hall establishments and were very pleased with your facilities. We would very much appreciate if our request is granted. We can be reached via postal mail 301 E 135` St Burnsville MN 55337 via telephone at 651 -274- 3724 or via email at mkubrom ca gmail.com ebre Copy also sent via fax To Whom It May Concern: My name is Gebremichael Gebremedhin I lived on 407 Summit St NE Columbia Heights MN 55421 for 24 years. I am writing this letter because my daughter is going to get married on 7/31/11. My wife and I are asking the city of Columbia Heights to give us a permission to serve beer for the evening of July 31 We have reserve John Murzyn Hall for about four to five month. It is now that we are told we have to have permission from the city of Columbia Heights by writing a letter. We want the City of Columbia Heights to know that we have had used the John Murzyn Hall before for many weddings and graduations. We are very responsible people we can assure you that we would not have any problems. The people who will be serving at the bar are also people who have years and years of experience for the Eritrean community all over in the twin cities. These servers know that the law doesn't allow any miner to have any alcohol. Also just to be save we are providing a $1,000,000 insurance certification for the event. We want you to understand that safety is our number one priority too. We are hopeful that you will understand and grant us permission for this important day. It is important day for our daughter and us as parents. It is an even that every parents wishes and dreams. There for we want to take this time to say thank and we look forward to hearing from you. For any concern or questions please contact us at 763- 639 -9960. Sincerely, Gebremichael Gebremedhin 6`1 nj (I1,t�