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HomeMy WebLinkAboutApril 27, 2011 min 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 Motion Carried. ayes. LETTERS AND REQUESTS A. Letter of request for an open bar reception on August 12, 2011 for approximately 150 guests. 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 Motion Carried. May 6, 2011. Upon vote: All ayes. 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 Motion Carried. memorial recognition for Jerry Foss. Upon vote: All ayes. C. Park clean up 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 Motion Carried. the park clean up. Upon vote: All ayes. 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. Motion Carried. Upon vote: All ayes. 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 Motion carried. 1:00 a.m. with no exceptions to the policy. Upon vote: All ayes. 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