Parks and Recreation Commission

AGENDA Village of Dundee Parks and Recreation Commission Thursday, December 14, 2023 A meeting of the Parks and Recreation Commission will be held Thursday, December 14, 2023 at 6:30 PM. 1. ROLL CALL 2. CALL TO ORDER 3. APPROVAL OF AGENDA 4. APPROVAL OF MINUTES 4.A Regular Meeting:October 12, 2023 Parks and Recreation Commission - Oct 12 2023 - Minutes - Pdf Parks and Recreation Commission - Oct 12 2023 - Minutes - Html 5. CITIZEN’S COMMENTS 6. NEW BUSINESS 6.A Presentation from David Arthur Consultants and the Village Manager regarding the renovation of the Boy Scout Building at Waterworks Park. 6.B 2024 Draft Parks Budget  Review Draft Budget  Swing Improvements rendering 12.6.23 DRAFT Parks Budget 24-25 Penchura Proposal Swing Replacement Sinclair Dundee Swings Pricing Sinclair Dundee - West Side Park Swings Sinclair Dundee - Waterworks Park Swings DV00119 FLOOR-A2.0 FLOOR PLAN - Owner Review 12.07.23i 6.C Discussion to rename Village Hub North & South Greenspaces to Carriage Stone Park & National Park (Doug) 6.D Request authorization to approve the 2024 meeting dates for the Parks and Recreation Commission 2024 Parks Meeting Dates 7. UNFINISHED BUSINESS 7.A Fishing Club/Team Update (George)  Age limit?  Geographical boundries? Page 1 of 18 8. CITIZEN COMMENTS ON NON-AGENDA ITEMS 9. COMMISSION MEMBER COMMENTS 10. ADJOURNMENT Please Note – The Village of Dundee is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations, in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of this meeting or the facilities, are requested to contact the Village Manager, at 734-529-3430 or mhoffmeister@villageofdundee.net to allow the Village to make reasonable accommodations for those persons. Public comment can be made through the Public Comment Form located at https://dundeevillage.civicweb.net/Portal/CitizenEngagement.aspx Page 2 of 18 Agenda Item #4.A Page 1 of 3 MINUTES PARKS AND RECREATION COMMISSION VILLAGE OF DUNDEE, MI THURSDAY, OCTOBER 12, 2023 6:30 PM CONFERENCE ROOM 1. ROLL CALL A Regular Meeting of Dundee Village Council was held on Oct 12 2023 at the Village Office Conference Room. The meeting was called to order at 6:37 pm by Chair Hickey Present were Jennifer Hernandez, Andrea Hickey, Tony Ellison, Daniel Zachary Laberdee, Doug Steinman, Village Trustee George Wilkins, and Thomas Miller. Peter Kepler and Richard Arecheja were excused. Tony Ellison arrived at the beginning of new business. Also present were 2 interested citizens. 2. CALL TO ORDER 3. APPROVAL OF AGENDA Jennifer Hernandez moved, seconded by Village Trustee George Wilkins, Motion to approve the agenda as amended. RESULT: Carried MOVER: Jennifer Hernandez SECONDER: Village Trustee George Wilkins ABSENT: Peter Kepler and Richard Arecheja 4. APPROVAL OF MINUTES 4.a Regular Meeting:August 10, 2023 Village Trustee George Wilkins moved, seconded by Daniel Zachary Laberdee, Motion to approve the Minutes of the August 10, 2023 as amended. RESULT: Carried MOVER: Village Trustee George Wilkins SECONDER: Daniel Zachary Laberdee ABSENT: Peter Kepler and Richard Arecheja 5. CITIZEN’S COMMENTS 6. NEW BUSINESS 6.a National Fitness Campaign Partnership After discussion, the commission decided that they would not pursue the topic further. Page 3 of 18 Agenda Item #4.A Page 2 of 3 6.b Background Check Policy During the discussion it was recommended to add language about adding a two-deep policy for adults at all times. The draft policy will be referred to the Dundee Police Dept and Village Manager for review. 6.c Parks Project Updates Scout Building: Haven't heard from David Arthur recently, the Village MAnager will follow-up. The survey work is done. Viking Park: The Village Manager is working with Vern of Mannik and Smith in hopes to go to bid on the soil remediation portion of the project this winter. Additionally, he plans to request a one-year extension on the mDNR grant for the 2024-2025 fiscal year so that we can hopefully get that done next year. There is no update on the third pickle ball court at Wolverine Park. 6.d Budget A general discussion on the budget occurred.The commission does wish to continue movie and music events next summer. Chair Hickey mentioned the need to update swings at Westside and Waterworks Parks. She encouraged everyone to review other updates that are in the Parks Master Plan that may be able to be done next year. A more in-depth discussion will occur next month with the Village Manager. 7. OLD BUSINESS 7.a Halloween Movie Night Hocus Pocus will be shown on Halloween at Waterworks Park with confirmation that electric is still available at the site. 7.b Soccer-Rec and High School The rec soccer season went well and no major issues occurred. There is a need for additional pinnies and balls for the league to use. The Dundee High School team has now officially been established. 8. CITIZEN COMMENTS ON NON-AGENDA ITEMS 9. COMMISSION MEMBER COMMENTS Commission Member Miller suggested finding a place for disc golf in one of our existing parks. Commission Member Wilkins is continuing to look into the fishing club with Leah Straka. Chair Hickey updated the commission on our movie and music collaboration for the Parks and Recreation Commission October 12, 2023 Page 4 of 18 Agenda Item #4.A Page 3 of 3 bicentenniel. 10. ADJOURNMENT There being no further business before the commission, the meeting adjourned at time 7:57 pm. Tony Ellison, Secretary Parks and Recreation Commission October 12, 2023 Page 5 of 18 Agenda Item #4.A MINUTES PARKS AND RECREATION COMMISSION VILLAGE OF DUNDEE, MI THURSDAY, OCTOBER 12, 2023 6:30 PM CONFERENCE ROOM 1. ROLL CALL A Regular Meeting of Dundee Village Council was held on Oct 12 2023 at the Village Office Conference Room. The meeting was called to order at 6:37 pm by Chair Hickey Present were Jennifer Hernandez, Andrea Hickey, Tony Ellison, Daniel Zachary Laberdee, Doug Steinman, Village Trustee George Wilkins, and Thomas Miller. Peter Kepler and Richard Arecheja were excused. Tony Ellison arrived at the beginning of new business. Also present were 2 interested citizens. 2. CALL TO ORDER 3. APPROVAL OF AGENDA Jennifer Hernandez moved, seconded by Village Trustee George Wilkins, Motion to approve the agenda as amended. RESULT: Carried MOVER: Jennifer Hernandez SECONDER: Village Trustee George Wilkins ABSENT: Peter Kepler and Richard Arecheja 4. APPROVAL OF MINUTES 4.a Regular Meeting:August 10, 2023 Village Trustee George Wilkins moved, seconded by Daniel Zachary Laberdee, Motion to approve the Minutes of the August 10, 2023 as amended. RESULT: Carried MOVER: Village Trustee George Wilkins SECONDER: Daniel Zachary Laberdee ABSENT: Peter Kepler and Richard Arecheja 5. CITIZEN’S COMMENTS 6. NEW BUSINESS 6.a National Fitness Campaign Partnership After discussion, the commission decided that they would not pursue the topic further. Page 6 of 18 Agenda Item #4.A 6.b Background Check Policy During the discussion it was recommended to add language about adding a two-deep policy for adults at all times. The draft policy will be referred to the Dundee Police Dept and Village Manager for review. 6.c Parks Project Updates Scout Building: Haven't heard from David Arthur recently, the Village MAnager will follow-up. The survey work is done. Viking Park: The Village Manager is working with Vern of Mannik and Smith in hopes to go to bid on the soil remediation portion of the project this winter. Additionally, he plans to request a one-year extension on the mDNR grant for the 2024-2025 fiscal year so that we can hopefully get that done next year. There is no update on the third pickle ball court at Wolverine Park. 6.d Budget A general discussion on the budget occurred.The commission does wish to continue movie and music events next summer. Chair Hickey mentioned the need to update swings at Westside and Waterworks Parks. She encouraged everyone to review other updates that are in the Parks Master Plan that may be able to be done next year. A more in-depth discussion will occur next month with the Village Manager. 7. OLD BUSINESS 7.a Halloween Movie Night Hocus Pocus will be shown on Halloween at Waterworks Park with confirmation that electric is still available at the site. 7.b Soccer-Rec and High School The rec soccer season went well and no major issues occurred. There is a need for additional pinnies and balls for the league to use. The Dundee High School team has now officially been established. 8. CITIZEN COMMENTS ON NON-AGENDA ITEMS 9. COMMISSION MEMBER COMMENTS Commission Member Miller suggested finding a place for disc golf in one of our existing parks. Commission Member Wilkins is continuing to look into the fishing club with Leah Straka. Chair Hickey updated the commission on our movie and music collaboration for the Parks and Recreation Commission October 12, 2023 Page 7 of 18 Agenda Item #4.A bicentenniel. 10. ADJOURNMENT There being no further business before the commission, the meeting adjourned at time 7:57 pm. Tony Ellison, Secretary Parks and Recreation Commission October 12, 2023 Page 8 of 18 Agenda Item #6.B Page 9 of 18 12/07/2023 10:42 AM BUDGET REPORT FOR VILLAGE OF DUNDEE Page: 1/1 Agenda Item #6.B User: MHOFFMEISTER Fund: 208 PARKS & RECREATION DB: Dundee Calculations as of 02/29/2024 2020-21 2021-22 2022-23 2023-24 2024-25 ACTIVITY ACTIVITY ACTIVITY ACTIVITY DEPARTMENT/FINANCE GL NUMBER DESCRIPTION THRU 02/29/24 BUDGET Dept 000.000 208-000.000-665.000 INTEREST ON INVESTMENT 6 2 2 208-000.000-667.001 BUILDING RENTAL\TOWER RENTAL 5,375 208-000.000-677.000 MISCELLANEOUS INCOME (25) 208-000.000-677.003 PROGRAM REVENUE 356 16,127 18,568 13,882 50,000 208-000.000-699.101 CONTRIBUTION FROM GENERAL FUND 59,449 129,000 100,000 85,000 NET OF REVENUES/APPROPRIATIONS - 000.000 - 59,811 145,102 118,570 19,259 135,000 Dept 751.000 - PARKS & REC 208-751.000-702.000 WAGES - GENERAL 33,979 32,189 30,301 22,800 208-751.000-702.012 WAGES - DPW MAINTENANCE PARK-REC 3,087 (80) 208-751.000-710.000 FICA 186 2,110 1,947 1,816 1,770 208-751.000-711.000 MEDICARE 44 493 455 425 208-751.000-714.000 BENEFITS 203 191 6,839 6,840 208-751.000-718.000 RETIREMENT 121 1,430 2,224 1,985 690 208-751.000-803.000 AUDIT FEES 92 208-751.000-818.000 CONTRACTUAL (2,635) 59,529 15,896 37,375 40,000 208-751.000-920.000 UTILITIES 1,946 1,584 1,349 281 500 208-751.000-930.000 BUILDING MAINTENANCE 187 6,759 9,023 5,000 208-751.000-937.000 SANITATION 2,240 3,790 5,153 5,548 5,000 Page 10 of 18 208-751.000-939.000 PARK MAINTENANCE 11,234 5,056 13,154 16,484 40,000 208-751.000-940.000 EQUIPMENT RENTAL 33,859 20,940 26,460 22,698 208-751.000-955.000 MISCELLANEOUS EXPENSE (1) 277 43 500 208-751.000-967.000 PROGRAMS 88 15,760 12,758 10,468 11,000 208-751.000-967.001 PROGRAMS / SOCCER 1,265 NET OF REVENUES/APPROPRIATIONS - 751.000 - PARKS & REC (51,434) (144,981) (118,812) (143,378) (134,100) ESTIMATED REVENUES - FUND 208 59,811 145,102 118,570 19,259 135,000 APPROPRIATIONS - FUND 208 51,434 144,981 118,812 143,378 134,100 NET OF REVENUES/APPROPRIATIONS - FUND 208 8,377 121 (242) (124,119) 900 BEGINNING FUND BALANCE (4,042) 4,335 4,456 4,215 (119,904) FUND BALANCE ADJUSTMENTS (1) ENDING FUND BALANCE 4,334 4,456 4,214 (119,904) (119,004) Agenda Item #6.B Make all P.O.s, Contracts, and Checks to: Proposal Penchura, L.L.C. 889 S. Old US 23 Date Project # Brighton, MI 48114 10/30/2023 24-004 Bill To Ship To Village of Dundee Village of Dundee 350 W. Monroe 350 W. Monroe Dundee, MI 48131 Dundee, MI 48131 Customer Contact Customer Phone Customer Fax Terms P.O. No. Rep Mike Hoffmeister (734) 529-3430 Net 30 JRS Item Description Qty Weight Price Total 177332A Single Post Swing Frame 8' Beam Height 2 1,630.00 3,260.00T 177333A Single Post Swing Frame Additional 8' Bay 1 1,210.00 1,210.00T 176038A Full Bucket Seat w/Chains ProGuard Chains for 8' Beam Height 3 450.00 1,350.00T 174018A Belt Seat w/Chains ProGuard Chains for 8' Beam Height 3 160.00 480.00T Freight Freight 1 1,180.00 1,180.00 Installation Professional Installation 1 5,255.00 5,255.00 -Remove/Dispose of Existing -Install of New Swings EWF-I Engineered Wood Fiber - Installed 35 60.00 2,100.00T Proposal good for 30 days. Subtotal $14,835.00 Ship Via: common carrier Delivery contact name and number: _________________________________ Sales Tax (0.0%) $0.00 Customer signature below constitutes a purchase order. Total $14,835.00 _____________________________________________ Credit Card fee of 3% on all purchases over $2,000.00 AMX fee of 5% on all purchases over $2,000.00 889 S. Old US 23, Brighton, MI 48114 Office: (810) 229-6245 Fax: (810) 229-6256 Toll Free: (888) 778-7529 Page 11 of 18 Agenda Item #6.B GameTime c/o Sinclair Recreation 11/01/2023 176 E Lakewood Blvd Quote # Holland, MI 49424 105275-01-01 Ph: 800-444-4954 Fax: 616-392-8634 Dundee - West Side Park and Waterworks Park - Swings Village of Dundee Ship to Zip 48131 Attn: Michael Hoffmeister 350 W. Monroe Street Dundee, MI 48131 Phone: (734) 529-3430 Ext. 1032 mhoffmeister@villageofdundee.net Quantity Part # Description Unit Price Amount Waterworks Park 1 RDU GameTime - Solo Swings $3,868.00 $3,868.00 (1) 5151 -- Pt Solo Swing Frame 3 1/2" X 8' (1) 5152 -- Pt Solo Add-A-Bay 3 1/2" X 8' (1) SS8910 -- Belt Seat 3 1/2" /8' W/Clevis (1) SS8696 -- Encl Tot Seat 3 1/2"/8' High W/Clevis 1 INSTALL GameTime - Installation of two bay swingset at Waterworks Park- $3,150.00 $3,150.00 Price does not include removal or disposal of existing equipment, site preparation or excavation, expansion of existing area to accommodate use zone requirements, supply or installation of EWF safety surfacing, unloading of swings, site restoration or landscaping. Installation of swings and seats only. West Side Park 1 RDU GameTime - Swings with Seats $4,951.00 $4,951.00 (2) SS8910 -- Belt Seat 3 1/2" /8' W/Clevis (2) SS8696 -- Encl Tot Seat 3 1/2"/8' High W/Clevis (1) 12584 -- Ada Primetime Swing Aab, 3 1/2" Od (1) 12583 -- Ada Primetime Swing Frame, 3 1/2" Od 1 INSTALL GameTime - Installation of two bay swingset at West Side Park- $3,250.00 $3,250.00 Price does not include removal or disposal of existing equipment, site preparation or excavation, expansion of existing area to accommodate use zone requirements, supply or installation of EWF safety surfacing, unloading of swings, site restoration or landscaping. Installation of swings and seats only. Contract: OMNIA #2017001134 Sub Total $15,219.00 Discount ($634.68) Freight $964.89 Total $15,549.21 This quotation is subject to policies in the current GameTime Playground Catalog and the following terms and conditions. Our quotation is based on shipment of all items at one time to a single destination, unless noted, and changes are subject to price adjustment. Purchases to be supported by your written purchase order made out to GAMETIME C/O SINCLAIR RECREATION. A 2.5% PROCESSING FEE WILL BE ADDED TO ALL ORDERS PAID VIA CREDIT CARD. Pricing: f.o.b. factory, firm for 30 days from date of quotation unless otherwise noted on quotation. Sales tax will be added at time of invoicing unless a tax exemption certificate is provided at time of order entry. Page 1 of 3 Page 12 of 18 Agenda Item #6.B GameTime c/o Sinclair Recreation 11/01/2023 176 E Lakewood Blvd Quote # Holland, MI 49424 105275-01-01 Ph: 800-444-4954 Fax: 616-392-8634 Dundee - West Side Park and Waterworks Park - Swings Payment terms: Net 30 days for tax supported governmental agencies. A 1.5% per month finance charge will be imposed on all past due accounts. Equipment shall be invoiced separately from other services and shall be payable in advance of those services and project completion. Retainage not accepted. Payment terms: By credit card, VISA, MasterCard, or American Express (All fields must match to process credit card payment). A 2.5% PROCESSING FEE WILL BE ADDED TO ALL CREDIT CARD ORDERS. Card Type: __________ Card Number: ___________________________________________________________ Expiration Date: ______/________ Security Code: _________ Name on Card: __________________________________________________________ Billing Address 1: ________________________________________________________ Billing Address 2: ________________________________________________________ Billing City: ____________________________________ Billing State: ___________ Billing Zip: ______________ Authorized Cardholder Signature: ________________________________________ Payment terms: Payment in full, check submitted with order. Shipment: Order shall ship within 10-14 weeks after GameTime's receipt and acceptance of your purchase order, color selections, approved submittals, and receipt of deposit, if required. Installation: Shall be by a Certified GameTime Installer. Customer shall be responsible for scheduling coordination and site preparation. Site should be level and permit installation equipment access. Purchaser shall be responsible for unknown conditions such as buried utilities, tree stumps, bedrock or any concealed materials or conditions that may result in additional labor or material costs. Payment terms for installation is Net 10 Days. NOTE: PRICING DOES NOT INCLUDE ANY DAVIS BACON OR PREVAILING WAGE RATES UNLESS SPECIFICALLY IDENTIFIED ABOVE IN QUOTE. THERE WILL BE A BACKCHARGE FOR THE INSTALLATION TO BE DONE THROUGH FELT, PEASTONE, SURFACING, OR WOODCHIPS, UNLESS SPECIFICALLY LISTED IN ABOVE QUOTE. Submittals: Our design proposal reflects the spirit and intent of the project plans and specifications. While some variations may exist between our quotation and the project design, the differences do not materially affect the intended use. GameTime designs and specifications are unique and not intended to be identical in all respects to other manufacturers. We shall submit for review and approval by the owner's representative detailed drawings depicting the equipment to be furnished accompanied by specifications describing materials. Once approved, these drawings and specifications shall constitute the final documents for the project and shall take precedence over all other requirements. Page 2 of 3 Page 13 of 18 Agenda Item #6.B GameTime c/o Sinclair Recreation 11/01/2023 176 E Lakewood Blvd Quote # Holland, MI 49424 105275-01-01 Ph: 800-444-4954 Fax: 616-392-8634 Dundee - West Side Park and Waterworks Park - Swings Exclusions: Unless specifically included, this quotation excludes all site work and landscaping; removal of existing equipment; acceptance of equipment and off-loading; storage of goods prior to installation; equipment assembly and installation; safety surfacing; borders, drainage provisions, or any local/municipal permits or paperwork that may be required. Acceptance of quotation: Accepted By (printed): ______________________________ P.O. No: ______________________________________ Please make P.O.s out to GameTime C/O Sinclair Recreation Signature: ___________________________________________ Title: ________________________________________________ Date: ________________________________________ Facsimile: ____________________________________________ Phone: _______________________________________ Email: _______________________________________________ Purchase Amount: $15,549.21 REQUIRED ORDER INFORMATION: Bill To: _______________________________________________ Ship To: ____________________________________ Contact: _____________________________________________ Contact: _____________________________________ Address: _____________________________________________ Address: _____________________________________ Address: _____________________________________________ Address: _____________________________________ City, State, Zip: _______________________________________ City, State, Zip: ___________________________________ Tel: ___________________________________________________ Tel: ________________________________________ (For Accounts Payable) (To call before delivery) Email: ________________________________________________ Email: _______________________________________ COLOR SELECTIONS: _______________________________________________________________________________________ SALES TAX EXEMPTION CERTIFICATE #: ____________________________________ (PLEASE PROVIDE A COPY OF CERTIFICATE) NOTE: IF INSTALLATION IS BEING QUOTED, THERE WILL BE A BACKCHARGE FOR THE INSTALLATION TO BE DONE THROUGH FELT, PEASTONE, SURFACING, OR WOODCHIPS. PRICING VALID FOR 30 DAYS FROM THE DATE OF QUOTATION UNLESS OTHERWISE NOTED. ANY MODIFICATIONS TO AN ACCEPTED QUOTATION MUST BE DOCUMENTED IN WRITING OR WITH A NEW OR SEPARATE QUOTE. VERBAL MODIFICATIONS TO PREVIOUSLY SIGNED QUOTES WILL NOT BE ACCEPTED. Page 3 of 3 Page 14 of 18 Agenda Item #6.B Page 15 of 18 Agenda Item #6.B Page 16 of 18  N 13.84 Agenda Item #6.B ET EOTE 81'_5 9/2,, Q_A -mZ_<_>_ 20:0” 50:0” 11’— 5}{2”i 5 1o9_5}/81¢ 1o’ 9’— STORAGE |1no| VESTIBULE |104| 9 2m: IUL IL 17s_5}/299 “Ann. 2 16’-0’ T 11,_ CORRIDOR [f‘\\_ A 1?Q Z” “D00 ma 53 em: U7: 02 am. 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N I Agenda Item #6.D 350 Monroe Street Dundee, Michigan 48131 734-529-3430 2024 Parks and Recreation Commission Meeting Dates Second Thursday of each month Thursday, January 11, 2024 Thursday, February 8, 2024 Thursday, March 14, 2024 Thursday, April 11, 2024 Thursday, May 9, 2024 Thursday, June 13, 2024 Thursday, July 11, 2024 Thursday, August 8, 2024 Thursday, September 12, 2024 Thursday, October 10, 2024 Thursday, November 14, 2024 Thursday, December 12, 2024 1 Page 18 of 18