Parks and Recreation Commission

CITY OF SHAWANO PARKS AND RECREATION COMMISSION AGENDA WEDNESDAY, MAY 21, 2025 5:30 PM 620 S. MAIN STREET SUITE B SHAWANO, WI 1) CALL TO ORDER 2) PLEDGE OF ALLEGIANCE 3) ROLL CALL OF MEMBERS 4) APPROVAL OF AGENDA 5) APPROVAL OF PRIOR PARKS AND RECREATION COMMISSION MEETING MINUTES 6) CORRESPONDENCE 7) PUBLIC COMMENT If anyone is present and wishes to speak during public comment, they shall state their name and address for the record. Public comment participants shall be limited to 3 minutes of time to speak/present. Please note that Committee/Commission members do not typically engage with participants during this portion of the meeting. 8) TOUR OF THE MOUNTAIN BAY TRAIL HEAD CENTER 9) CONSIDER/APPROVE ACTION ITEMS a) Update on Recreation Center, Flexible Facilities Program project b) Review/Discussion on Memorial Park Field Fund Program c) Update on Parks and Programs 10) FUTURE AGENDA ITEMS At this time, Committee/Commission members may request to have items placed on the next meeting's agenda for discussion and/or action. 11) ADJOURNMENT * NEXT MEETING DATE: JUNE 18, 2025 @ 5:30 PM Page 1 of 5 DISABLED ACCESSIBLE (Contact City Clerk prior to meeting if require additional services.) It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above-stated meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. OPEN MEETING LAW COMPLIANCE This agenda was posted in 3 public places (City Hall, Premier Community Bank and the Shawano Library) as well as sent to local news media. Therefore, all laws regarding posting of agendas for open meeting law compliance have been met. Page 2 of 5  PARK AND RECREATION COMMISSION MINUTES April 2, 2025 5:30 PM Shawano City Hall, 127 S. Sawyer Street, Shawano CALL TO ORDER • Chairperson Seth Mailahn called the Parks and Recreation Commission meeting to order on Wednesday, April 2, 2025 at 5:30 PM at City Hall. PLEDGE OF ALLEGIANCE ROLL CALL OF MEMBERS • Roll Call showed members present: Bill Krenger, Nickiann Meyers, Seth Mailahn, John Stang, Alderperson Kevin Barkow, and Alderperson Jim Hauer. • Also present: Parks and Recreation Director Matt Hendricks, City Administrator Eddie Sheppard, and Deputy Clerk Leah Pierquet. • Others Present: Media. APPROVAL OF AGENDA • Motion by Krenger to approve the agenda, seconded by Meyers . Motion carried by voice vote 6-0. APPROVAL OF PRIOR PARKS AND RECREATION COMMISSION MEETING MINUTES • Motion by Krenger to approve the February 19, 2025, Park and Recreation Commission minutes, seconded Meyers by . Motion carried by voice vote 6-0. CORRESPONDENCE • None. PUBLIC COMMENT • None. CONSIDER/APPROVE ACTION ITEMS • Discussion/Action regarding the Recreation Center bids for Flexible Facilities grant project (FFP):  Five (5) bids were received and opened publicly on March 26, 2025.  Base bids are listed below:  8 Pine, Inc. $4,681,833.80 (lowest bidder)  SMA Construction Services, LLC $5,036,812  Milbach Construction Services, LLC $5,278,340  Scherrer Construction Co. $5,347,538  Miron Construction Co., Inc. $5,500,00  The breakdown of project costs is listed below:  $310,132 - previously approved engineering, architecture, and grant administration with MSA.  $4,681,833.80 - base construction cost from the lowest bid, 8 Pine, Inc., including contingency funds.  $401,333 for accepting alternates: 1. pool deck, 2. racquetball courts, 3. deduction for removing the curved reception desk, and 6. pool ceiling painting.  $50,000 (approximately) - additional direct purchase costs for required technology upgrades.  $200,000 (approximately) - in savings from value engineering estimates.  Racquetball Court is recommended as an alternate. This was originally part of phase two, but was moved to phase one because of the unknown timeline of phase two.  The total project cost equals $5.25 million. Page 1 of 3 Page 3 of 5   8 Pine is a new company located here in Shawano, Wisconsin, in the BMO Building.  Landscaping was pulled out of the budget because city staff can do the landscaping for the recreation center.  The grant for this project is for $4.25 million. The city has reallocated $275,000 from the 2025 CIP budget to this project, with most city projects already being bid out for the year and coming in under budget.  Some Parks and Recreation projects have been postponed to future years, such as baseball diamond lighting and Kuckuk Park trail repavement, and the funds are being reallocated to fund this project in the amount of $525,000.  The city will change the borrowing amounts for the two upcoming borrowing cycles. In 2025/2026, the city will borrow $4.7 million; in 2027/2028, the city will borrow $4.5 million. The city is flipping the amounts borrowed to fund this project. Administrator Sheppard stated that strict requirements must be met to meet grant requirements. Also, the city can fund this project without significantly cutting back on other projects throughout all departments. City staff believe this is the best plan to fund this project. Alderperson Barkow stated he agrees with moving the racquetball court to phase one. Stang asked what would happen if the project came under cost, and where the money saved would go? Hendricks responded that this is a tight budget based on known costs. Hendricks does not see the cost changing significantly for this project. Administrator Sheppard stated that the timeline for this project and next year's budget line up well, and staff should know where the city is financially on this project while preparing the 2026 budget. We can reinvest the money into the 2026 CIP budget. Alderperson Barkow asked what would happen in the event of a change order. Hendricks stated that is why we have a contingency fund in place in the event that something like that would happen. Motion by Stang to accept the city staff recommendation to approve the 8 Pine construction bid for the work outlined by MSA Professional Services, specifically to include the base bid and alternates 1, 2, 3, and 6, seconded by Barkow. The motion carried by roll call vote 6-0. • Discussion/Action on Ski Shark request regarding storage at Smalley Park Hendricks stated this is regarding the request to close the bottom of the shelter at Smalley Park. No representative from the Ski Sharks could be at this meeting to bring in any visuals for their plans. Mailahn stated that he does not favor closing the bottom of the Smalley Park shelter for storage and would like to avoid allowing nonprofit groups to have storage facilities in city parks. Mailahn stated the commission would happily have Dave Passehl return with plans for the commission to review. Commission members agree with Milahn. Krenger stated that we must have the same rules for all nonprofit groups. Meyers said there are many growing groups in the community and suggested having a trailer to bring things back and forth to the park. Stang stated no one would want to ruin the views from the park or the look of the park. Hendricks stated that there is storage at all parks, but it is minimal and not ideal; however, every park does have some storage available. Hendricks will put a letter together to send to Dave informing him of the commission's thoughts. No action was taken at this time. • Inform and share 2025 summer program flyer  Hendrick passed out the summer program flyers to the commission and gave an overview of some of the offered programs. The flyers will be available in schools next week, and registration for all Page 2 of 3 Page 4 of 5  programs will be open a week from today. • Inform and share the major project ranking document.  Hendricks stated that Clerk Nemetz is working on updating the website. The Parks and Recreation page will be updated and more user-friendly.  Hendricks reviewed the rankings from the last meeting; the top priority was phase two of the recreation center, and the lowest-ranking item was an ice skating rink. Discussion followed. • Discussion/Action regarding Kuckuk Park repavement project  Hendricks recommended that this project has been postponed to allocate the funds to the recreation center project. No action needed at this time. FUTURE AGENDA ITEMS • None. ADJOURNMENT • Motion by Krenger to adjourn, seconded by Stang. Motion carried by voice vote 6-0. Meeting adjourned at 6:25 PM. Respectfully submitted, Leah Pierquet, Deputy Clerk NEXT MEETING DATE: MAY 21, 2025 Page 3 of 3 Page 5 of 5