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HomeMy WebLinkAboutOct 24, 2018 Park & Recreation Commission Minutes of the Meeting October 24, 2018 Tom Greenhalgh called the meeting to order at 5:30 p.m. Roll Call Members present: Anne Carder, Sean Clerkin, Bruce Evans, Tom Greenhalgh, Kevin McDonald, Marsha Stroik Staff present: Mike O’Reilly, Park Superintendent; Keith Windschitl, Recreation Director; Deanna Saefke, Commission Secretary; Nick Novitsky, Council Representative Approval Consent Agenda Motion by Stroik, second by Clerkin, to approve the consent agenda. Upon vote: All ayes. Motion Carried. Letters and Requests A. Letter of request for a private bar using staff approved bartenders for a wedding on November 17, 2018 with approximately 100-125 guests. Windschitl explained the wedding will have 100-125 guests and would like to use a staff approved bartender to serve free drinks to their guests. Motion by Clerkin, second by Evans, to approve the request allowing a private bar with staff approved bartenders on November 17, 2018. Upon vote: All ayes. Motion Carried. B. Request for the rental fee of John P. Murzyn Hall to be waived for the Taste of Columbia Heights by the Heights NEXT organization. Windschitl passed out a flyer for the Taste of Columbia Heights event. He indicated this is an annual event and this year is being run by Heights NEXT and the Columbia Heights Lions. The current poster indicated proceeds towards an electronic sign for Murzyn Hall but that is a very expensive item. Novitsky replied the updated flyer will simply state proceeds benefitting upgrades to Murzyn Hall. Windschitl indicated staff has no problem waiving the fee as this is a community event and Top Valu liquor will be offering a tasting. Staff recommends waiving the fee with the understanding that a lease agreement is signed by whatever group is in charge of the event and provides insurance coverage. Stroik asked who ran the event last year. Windschitl replied the CH Activity Fund sponsored the event paying for the license fees. Greenhalgh asked who was submitting the food license this year. Windschitl replied the license is under the Heights NEXT organization. Novitsky indicated Heights NEXT is taking over the main role of the event and the Lions Club is working with them. Windschitl replied the liability insurance coverage is still in question at this time. Novitsky indicated that at the next board meeting it is on the agenda if the Lions Club will cover the liability insurance for this event. He stated the club was not aware of the insurance situation when they approved working on the event together. Stroik asked if the Lions might be able to cover that. Novitsky replied yes, it is a board decision. Windschitl reported if Heights NEXT has to get insurance coverage on their own it would be a significant cost to them for either special event coverage or even a six month policy. Motion by Clerkin, second by Evans, to approve the fee to be waived for the Taste of Columbia Heights with the stipulation of liability insurance being covered. Upon vote: All ayes. Motion Carried. City of Columbia Heights October 24, 2018 Park & Recreation Commission Minutes of the Meeting Page 2 Old Business A. Park Planning – Park Facilities inventory O’Reilly asked if any Commission Members had questions on the park facilities inventory. Clerkin clarified for the remainder of 2018 the only work to be completed is the restoration or continuation of the Master Plan for Keyes Park and the back parking lot for Murzyn Hall next year. Stroik added the Master Plan for Wargo Park. O’Reilly replied yes. Greenhalgh asked if more dirt was being added at Keyes Park. O’Reilly replied a berm was created with clean dirt from other jobs around the city. That will get seeded for grass in the next week. O’Reilly reported the line item on the inventory for $325,000 for the parking lot is budgeted in 2019 to reconstruct the roadway along the west side of Murzyn Hall connecting Mill Street to Huset Parkway. This construction will include the reconfiguration of the south parking lot. Clerkin asked if the existing alleyway is going to be expanded. O’Reilly replied no, it will be a reconstruction with a road connecting the street to the parkway. This item is also dependent on any decision made for an updated city hall. B. Wargo Court Master Plan O’Reilly reported a master plan will be created for Wargo Court in 2019 and construction in 2020 with approval of the Wargo family. He indicated the park is in need of repair. The area around the flag pole and monument is deteriorating and the electrical is in poor condition. Stroik asked if a master plan could be created by staff in-house. Windschitl replied that is not normally done by city staff. Clerkin indicated it would be similar to using one of the consulting firms hired for the other park master plans. Stroik thought there could be a basic plan already in place. Saefke replied the work needed is going to be a major project. O’Reilly confirmed. Saefke indicated the discussion during the previous meeting was on having a water feature similar to what was there, and the fact that the corridor the park is on along Central Avenue, how much public use is desired, and what the Wargo foundation allows. There are a lot of intricacies involved in that area and would take a lot of staff time away from a current position. Saefke pointed out by hiring a consulting firm for the master plan keeps the overall look of that park to match the other parks within the city. O’Reilly indicated having the same thought since the park is so much smaller than other city parks, but with this park having a foundation there are also stipulations to what is required in the court area. Motion by Clerkin, second by Carder, to authorize the City Council to seek proposals for the preparation of a Master Plan for Wargo Court Park. Upon vote: All ayes. Motion Carried. New Business A. 2020 John P. Murzyn Hall rental rates Windschitl reminded the Commission of their decision last year to increase the rental rates of Murzyn Hall in 2018 to 2019 by 3% on Sunday through Friday rentals and by 6% on Saturday rentals. He reviewed the current rate with tax on a Saturday for a non-resident in 2018 is $1586.82 and in 2019 $1681.71. For the 2018 calendar almost all of the Saturdays were rented, the Fridays and Sundays were about 50 percent rented. The rates need to be determined for 2020. Stroik asked if rentals were slowing down from previous years. Windschitl replied no, the number of rentals hasn’t changed much in the past few years. He indicated in 2019 during the main wedding season all of the Saturdays are already booked. Saefke replied Saturdays are booked May through the middle of October. McDonald asked what types of events are booked on Sundays. Saefke replied birthdays, weddings, and a variety. Windschitl stated clients take advantage of the fact that the rental fee is a lower price on a Friday or Sunday than a Saturday. Saefke indicated during June, July, and August many of the weekends are rented for all City of Columbia Heights October 24, 2018 Park & Recreation Commission Minutes of the Meeting Page 3 three days. Windschitl reported the rental rate for Saturdays has increased every year since 2015. In addition to the rental rate Windschitl reported there are other fees that should be increased. The security officer deposit is currently at $150 and has been at that rate for many years. This deposit is applied towards the hourly rate of the officer. The officer is contracted through a security company and they have indicated the hourly rate of the officer will significantly increase in 2019. Staff suggests raising the deposit to $200 and charging $35 per hour out of that deposit. This rate will go into effect for all new rentals and all rentals beginning in 2019. Clerkin stated in general costs go up each year to operate businesses. He asked if there is an estimated percentage for the increase in operation costs for Murzyn Hall next year. Windschitl estimates around 3% based on utilities and cost of living. With that in mind, he suggests increasing Saturdays by 3% and leaving the rate for Sunday through Friday the same since they are rented at about half of the time. Motion by Clerkin, second by McDonald, to increase the rental rates of John P. Murzyn Hall on Saturdays by 5% and by 2% for Sunday through Friday rentals, the Security Deposit will be $200 to be applied towards the $35 per hour fee. Upon vote: All ayes. Motion Carried. B. 2019 park rental rates Windschitl indicated the park rentals have become increasingly popular over the past few years. In 2018 there were 124 rentals. The process for a park rental does require a significant amount of staff time. The first step for staff is to check the calendar, fill out the permit with the renter, collect the fee for the rental, and give the renter a copy of the permit either in person or through email. Then when the renter comes back the week of the rental to get the key for any park building or bathroom the staff will collect a $100 deposit, and have them sign out a park key. After the weekend the keys are returned in person or in the drop box and staff either give back the deposit or shred the check. One other item at the time of the reservation is for staff to communicate to Public Works that a park has been reserved so they can prepare the parks and clean up after the rental. The current 2018 rental rates for the parks are $45 for residents, $65 for nonresidents, and for large groups over 100 people is $110. All prices include tax. The neighborhood event wagon rental is $40. Ballfield rentals are $40 per day or $10 per hour; however this rental is not used very often. The garden plots on Reservoir Boulevard are rented at $21.43 per plot which is 10 feet by 15 feet. Windschitl indicated all fees for city business will be brought to the city council for approval. These fees will be for 2019 and the Murzyn Hall rates were for 2020. Staff suggests increasing the fees within reason. O’Reilly reported hearing from residents that the rate is a good deal. Saefke indicated there are a high number of nonresidents that rent the parks. Motion by Stroik, second by Clerkin, to increase the park rental rates to $50 for residents, $75 for nonresidents, and $125 for large groups over 100 people; all fees include tax. Upon vote: All ayes. Motion Carried. Novitsky asked what work is required by staff for the garden plots. Windschitl replied staff till the whole garden and stake out the forty-eight plots, water is provided, and a dumpster for compost. Stroik suggested the garden plots should be $25 with tax. Windschitl stated the event wagon rental is currently $40. Carder asked what is included in the wagon. Windschitl replied staff delivers the wagon at the residence or city park for the weekend. Inside the wagon there are approximately twelve 8-foot tables, 75 folding chairs, and old recreational equipment for various games. He indicated the wagon is used most every weekend and sometimes two or three times in one week. Stroik asked if the trailer will require any maintenance in the near future. Windschitl replied Public Works maintains the wagon City of Columbia Heights October 24, 2018 Park & Recreation Commission Minutes of the Meeting Page 4 as needed. This wagon was replaced a few years ago and the current wagon is in good shape. Motion by Carder, second by Stroik, to increase the rental rates; the garden plots to $25 per plot, the neighborhood event wagon to $45; all fees include tax, and leave the rate for the ball field rental at $40 per day and $10 per hour. Upon vote: All ayes. Motion Carried. Reports A. Recreation Director Windschitl reported the new controls for the backboards, the divider curtain, and nets at the Hylander Center were installed. This new operation system is more complicated but will have better longevity with multiple users. The cost for the electrician was approximately $1700 and the control system approximately $2500. Stroik asked if the gym is used a lot. Windschitl replied the only window of time that is not really used is between 12:00 p.m. and 3:00 p.m., and on Friday evenings. The facility is used daily. Stroik asked about the use of the gyms during the week. Windschitl replied the evenings are very busy for open gym. The afternoons are used for youth open gym which is very well attended. The police department runs the youth open gyms. Stroik asked if the gym could be used for the senior programs to offer more activities during the day. Windschitl replied yes, staff is looking into running a pickle ball program. The senior coordinator is trying to gather information from interested seniors to determine the best time and day to offer pickle ball. Supervision will be needed to monitor the doors and hallway when the gym is open. He is looking into the costs associated with running a pickle ball program depending on what day and time will work best. Evans asked if any outdoor courts are available. Windschitl replied yes, there may be a possible location. B. Public Works Director/City Engineer O’Reilly had nothing more to report at this time. C. Commission Members Clerkin asked if the plates covering the outlets inside the shelters are going to be replaced. O’Reilly replied they have been ripped off all summer and it would be a waste of money to replace them. Windschitl indicated when the updated shelters were starting to be rented the outlets were locked and then constantly broken into. Staff decided to keep them unlocked and then renters complained because they assumed they were closed and locked. O’Reilly reported there have been 2 covers replaced over the outlets at the new shelter in LaBelle Park already. Windschitl replied there haven’t been any reservations made at that park yet. O’Reilly reported the light in the shelter at LaBelle Park was recently broken and it cost over $400 for the electrician to replace it. th Greenhalgh reported there isn’t enough light on the 45 Avenue side of Keyes Park. O’Reilly indicated he was at the park today and has an order in for tree trimming and will also revisit the park to monitor the lighting. Greenhalgh adjourned the meeting at 6:30 p.m. Deanna Saefke, Recreation Secretary