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HomeMy WebLinkAboutOctober 26, 2011 min City of Columbia Heights Park and Recreation Commission October 26, 2011 Tom Greenhalgh called the meeting to order at 5:41 p.m. ROLL CALL Members present: Tom Greenhalgh; Justin Grussing; Stan Hoium; Kevin McDonald; David Payne Staff Present: Kevin Hansen, Public Works Director; Gary Peterson, Mayor; Keith Windschitl, Recreation Director; Deanna Saefke, Secretary APPROVAL CONSENT AGENDA Greenhalgh asked what the findings were of the Honeywell energy audit report. Windschitl replied that he has not received the report presentation. The preliminary results look really good and show that the City has saved money. He invited the members to attend the audit report formal presentation from Honeywell to the Mayor and City Manager if they desired. Motion by Payne, second by Grussing, to approve the consent agenda. Upon vote: All ayes. Motion Carried. LETTERS AND REQUESTS None at this time. OLD BUSINESS A. Ramsdell Park Tour Hansen began the meeting at 5:25 p.m. with a guided tour of Ramsdell Park. He provided details of the improvements to the park and new amenities. The commission members were very pleased with the final results of the project. Hansen indicated Ramsdell Park has a few items left to finish according to the plan. The scoreboard is two weeks behind for delivery. The light fixtures will receive new heads. Staff has received numerous reports on increased dogs in the park and plan to install doggie stations within Ramsdell Park. One or two more benches will be placed around the walking trail. Greenhalgh asked if bleachers will be installed at the ballfield. Hansen replied yes, that the Columbia Heights School District has paid for one and the City has paid for a second one. He indicated the School District paid $89,000 toward the project which is one third of the entire project. Greenhalgh stated this project has been a nice cooperation between the two groups. Payne indicated concern regarding the field slope. Hansen replied that the field splits in both directions from the pitcher’s mound and the outfield splits in a radial direction. The slope is 1% per the specifications of the national softball association. B. Future Park Development Hansen indicated a future master plan would help with budgeting and development plans. He stated the Park Development Fund is near empty. Hoium asked if money is budgeted in to that account each year. Hansen replied yes. He stated there is enough money in the Park Development Fund to prepare a master plan for LaBelle Park. Park & Recreation Commission October 26, 2011 Page 2 Hansen reported the availability of a nationwide grant for playground equipment. It is approved on a first come first served basis. This is a fifty/fifty matching grant for up to $20,000. Hansen would like to apply for this grant to replace the playground equipment at McKenna Park. Windschitl informed the Commission that he receives many requests for updates at McKenna Park because it is so frequently used. Hansen indicated that McKenna Park has the oldest playground. Windschitl stated that the proceeds from the upcoming Taste of Columbia Heights Mayor’s Holiday Kickoff will be benefiting the playground equipment at McKenna Park. Motion by Payne, second by Hoium, to request for the City Council to accept the grant for playground equipment at McKenna Park and to support a budget amendment for the 50/50 cost Motion Carried. share for playground equipment at McKenna Park. Upon vote: All ayes. Hansen reported that staff receives frequent complaints regarding the appearance of LaBelle Park, specifically the boardwalk area. Members discussed the condition and appearance of the park. They agreed that the condition of the boardwalk does need to be addressed. Hansen indicated master planning can take up to twelve to fifteen months. Motion by Hoium, second by McDonald, to prepare a master plan for LaBelle Park. Upon vote: Motion Carried. All ayes. NEW BUSINESS A. John P. Murzyn Hall rental rates for 2013 Windschitl referred to the memo regarding the rental rates and updated policies for John P. Murzyn Hall. The rental rates would stay the same and there would be no increase overall from 2012 to 2013. With regards to the rental policy staff recommends the following changes. Windschitl indicated these changes will need to be approved by the City Council. Regarding a security officer during events, the current rule of thumb is that the officer begins their shift one hour after the alcohol service begins. Windschitl is recommending that an officer be present for all large events whether or not alcohol is being served and that they begin their shift at the beginning of the bar or dinner service. The renter will continue to pay for this service. Windschitl indicated that many time renters are asking to drop items off prior to their rental time or wanting to leave things behind after the rental time ends and pick up at a later date. Often times if items are left behind the renters will come to pick them up in the middle of staff cleaning causing a secondary mess and cleaning needing to be redone. Currently there is no set fee for this service. He is recommending a storage fee of $100 plus tax to be charged for any items delivered prior to or left after the rental time. If the storage room is damaged or left unclean the renter may be charged the full rental fee for the room. Windschitl stated the pop/CO2 usage is currently billed to renters at a fee of $100 for the entire event. He suggested to keep the fee at $100 plus tax for groups up to 200 people and to increase the fee to $150 plus tax for groups over 200 people. The fee for the Columbia Heights Lion’s Club when bartending would increase slightly to $40 plus tax for groups up to 200 people and $70 plus tax for groups over 200 people. Windschitl reported the current pop system through Shamrock Group has renewed their prices on the State Contract, but we are the only entity within the State using their service. In 2013 the whole pop system may need to change depending on what future prices may be. Park & Recreation Commission October 26, 2011 Page 3 In regards to a cancellation fee, Windschitl indicated that many rental facilities have a fee set to cover the administrative services. The current policy states in the case of a cancellation, down payments are nonrefundable unless the date is re-rented. For any future cancellation he is suggesting for the refund to be 80% of the down payment. Hoium asked if by implementing these new policies it would decrease the number of rentals. Windschitl replied that most facilities that he is aware of have these types of fees. He believes that by changing these policies it will increase the security of a rental and cut down on inconveniences for staff overall. Motion by Payne, second by McDonald, to accept the proposed changes for John P. Murzyn Hall Motion Carried. Rental Policy. Upon vote: All ayes. REPORTS A. Recreation Director Windschitl reported the new fire alarm at John P. Murzyn Hall is being installed. B. Public Works Director/City Engineer Nothing to report at this time. C. Commission Members Peterson reported details regarding the upcoming Taste of Columbia Heights Mayor’s Holiday th Kickoff on Friday, November 18. The event will include many local restaurants with food samples for $2. A portion of the proceeds will go toward the McKenna Park playground equipment. Windschitl stated the fee should be waived due to a portion of the revenue going back to the City. Motion by Greenhalgh, second by Payne, to waive the fee for the Taste of Columbia Heights Motion carried. Mayor’s Holiday Kickoff. Upon vote: all ayes. Payne requested for the Comprehensive Plan for Huset Park be taken in to consideration in the near future for continued improvements. Greenhalgh agreed that he would like to see the plan for updates continued. ADJOURNMENT Greenhalgh adjourned the meeting at 6:10 p.m. ______________________________ Deanna Saefke, Recreation Clerk Typist II