Park and Recreation Committee

PARKS & RECREATION COMMITTEE Sharon Jaeger, Chair Scott Berger Tina Kollmansberger Roger Esker Joe Abt Meeting Packet Thursday, November 14th @ 5:00 pm  OFFICIAL MEETING NOTICE & AGENDA of a Village Board, Commission, Committee, Agency, Corporation, Quasi-Municipal Corporation, or Sub-unit thereof Meeting: PARK & RECREATION COMMITTEE Members: S Jaeger {c}, S Berger, J Abt, R Esker, T Kollmansberger Location: Village Hall (5500 Schofield Ave) Time: Thursday, November 14, 2013 @ 5:00 P.M. AGENDA ITEMS FOR CONSIDERATION (All items listed may be action upon) 1. Call to Order 1.1 Roll Call of Attendance 1.2 Approval of Agenda 2. Public Comment/Correspondence 3. Consent Items for Consideration 3.1 Approval of Previous Meeting Minutes from October 10, 2013 4. Business Items for Consideration 4.1 Discussion regarding Sec. 58.103 Prohibiting Dogs in certain Public Parks (Disc Golf Course) 4.2 Discussion and recommendation regarding Aquatic Center management in 2014 and beyond 4.3 Discussion and recommendation regarding Aquatic Center pricing proposal for 2014 4.4 Discussion and recommendation regarding Aquatic Center opening date and special events for 2014 4.5 Discussion regarding the Park and Recreation Committee regular meeting date 4.6 Discussion regarding landscape banners 5. Reports from Staff 5.1 Monthly Report from Park Superintendent Shawn Osterbrink 5.2 Monthly Report from Administrator Daniel Guild 6. Remarks from the Parks & Recreation Committee members. 7. Adjourn This Notice was posted at Village Hall and faxed to the Daily Herald newsroom on Monday, 11/11/2013 @ 4:30 p.m. Please note that, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids & services. For information or to request this service, contact the Village Clerk at (715) 359-6114.  PARK & REC COMMITTEE 11/14/13 Agenda Item #3.1 Previous meeting minutes From October 10, 2013 Meeting of the: PARK & RECREATION COMMITTEE Date/Time: Thursday, October 10, 2013 @ 4:00 P.M Thursday, October 10, 2013 @ 5:00 P.M Location: Yellow Banks Disc Golf Course (Camp Phillips Rd.) Village Hall (5500 Schofield Ave.) MINUTES Chairperson Jaeger called the meeting to order at 4:00 p.m. Members in attendance included Joe Abt, Scott Berger, and Roger Esker. Park Superintendent Osterbrink and Jon Daniels the Snowmobile/ATV Coordinator for Marathon County were also in attendance. 1) The committee continued discussion regarding Marathon County Snowmobile Trail Coordinator’s request to redirect the current snowmobile trail through the Weston Disc Golf course during the 2013-2014 snow/winter season. This item was referred back to the Park & Rec Committee by the Board of Trustees following their original recommendation on Thursday, 9/26. Discussion included:  Current situation – difficulty of snowmobilers being able to use the culvert area  The impact on the disc golf course by snowmobilers  Lack of alternatives of locating the trail to another site in the area  Grooming of the trail  Possible conflicts between snowmobilers and disc golf people – opinion is minimal The committee members and Daniels walked the disc golf course and observed the holes and noted possible conflicts. Pipeline – Daniels stated that approval will have to be received from Trans Canada for the trail to go over the pipeline easement. There is grooming access to the majority of the trail section. 2) Recessed Jaeger recessed the meeting at 4:40 P.M Chairperson Jaeger called the meeting to order at 5:00 p.m. Members in attendance included Joe Abt, Scott Berger and Roger Esker. Park Superintendent Osterbrink and Recording Secretary Heather Meliska were also in attendance. Committee member Tina Kollmansberger was absent and excused. There were 5 people in the audience. 1) Approval of Agenda *M/S/P Esker/Abt: to approve the agenda. 2) Public Comment/Correspondence a) Presentation regarding Mountain Biking Opportunities in Weston  Matthew Block from the Central Wisconsin Off-Road Cycling Coalition gave a presentation about the different opportunities and benefits of having Mountain Bike trails in Weston. Block discussed the different options and locations where tracks could go. The committee also mentioned other options that may be available. 3) Consideration of previous meeting minutes *M/S/P Esker/Abt: to approve the minutes of 09/26/2013 4) New Business a) Discussion & Recommendation re: Reconsider snowmobile trail redirect request *M/S/P Jaeger/Berger to reconsider allowing the proposed snowmobile trail through the Weston Disc Golf Course during the 2013-2014 snowmobile season. The committee discussed if something goes wrong they have the right to immediately close the route. *M/S/P Berger/Esker to re affirm the proposed route through the Disc Golf Course during the 2013-2014 snow/winter season. b) Discussion & Recommendation re: Vandalism at Kennedy Park (referred back from Public Safety Committee 09/26/2013) Public Safety referred this vandalism issue at Kennedy Park to the Park & Rec committee. Public Safety had discussed that they think posting signs that say “cameras are in use” may reduce the amount of vandalism. There was discussion on different security options. The option of purchasing a trail camera may be the best bet as it can be moved and used in different locations if necessary. *M/S/P Berger/Esker to proceed to get a trail camera for this year and then talk/discuss options for next year with the EMPD. c) Discussion & Recommendation re: Management of Weston Aquatic Center Concession Stand in 2015 & beyond (tabled at the 09/26/2013 meeting) *M/S/P Berger/Esker to place the item back on the table for discussion. Guild discussed that some places have a private business that come in and run the concession stand. Guild mentioned maybe a local restaurant or grocery store. Osterbrink stated that there could be issues with the idea of a local restaurant or grocery store running the concession. The business could run it for a year and fail, then we do not know what we would be stuck with and what to do for the following year. Guild mentioned to go through the Chamber to get a data list and help distribute a RFP. *M/S/P Esker/Abt to proceed with the RFP and work with the Chamber and come back to the committee with the results. d) Discussion & Recommendation re: Aquatic Center management for 2014 Osterbrink stated that he has a current employee and a past employee that would be interested and qualified for the position. The committee asked if the two could come into the next Park & Rec meeting or have a Skype call. Osterbrink stated he will have both applicants apply for the position so the committee can review all of their past experience, ect. There was consensus by the committee that they would like to hire someone internally for the position if possible. e) Discussion & Recommendation re: Village Comprehensive Outdoor Recreation Plan  Guild discussed …DNR admin code states: in order to be eligible for state and federal funds for Park or Recreation facilities you must have a CORP on file with the WDNR. Guild would like to get permission to go out and hire our current consultant to complete an update to our CORP. *M/S/P Esker/Abt to approve the request for proposal. f) Discussion & Recommendation re: Development of task forces for special events and bike/pedestrian issues Guild had stated that the growth of special events in our community is taxing resources not only here at the Village, but also over at EMPD. Guild asked who may be a good stake holder for these task forces. The committee discussed if you know someone talk to them and contact Guild within two weeks. Implement this and come back with information at next meeting. g) Convene into closed session under Wisconsin State Statutes 19.85(1)(c) to consider and review the performance evaluation data of public, seasonal employees at the Weston Aquatic Center, over which the Weston Park & Recreation Committee has jurisdiction. *M/S/P Berger/Esker to convene into closed session. Roll Call Vote: Abt – yes, Berger – yes, Esker – yes and Jaeger – yes. h) Convene into closed session under Wisconsin State Statutes 19.85(1)(e) to deliberate on whether to purchase park property, and deliberate over matters regarding the purchase of publically-owned park property wherein competitive or bargaining reasons require a closed session. *M/S/P Berger/Esker to convene into closed session. Roll Call Vote: Abt – yes, Berger – yes, Esker – yes and Jaeger – yes. i) Reconvene into open session and take action on matters discussed in the previous two separate closed session agenda items. *M/S/P Esker/Abt to reconvene into open session. Roll Call Vote: Abt – yes, Berger – yes, Esker – yes and Jaeger – yes. 5) Reports from Staff a) Reports from the Park & Recreation Superintendent Osterbrink  The little Library at Kennedy Park has now been installed.  Osterbrink met with the School District and contacted the DNR about the warming house. The three options that we have with this facility are to turn it over to the school, change the use of it, or do a land swap and demolish it. The school first said they had no interest, but once Osterbrink met with them they said that they do have a couple of ideas on how they could use the building. Osterbrink stated that we would more than likely not do anything with the building till next year in the event that the village would reconsider re-opening this facility in the future. b) Reports from Administrator Guild  Guild stated he sent the MCPD a letter of support for their application to the County to get funding to pave the rail right away along the Mountain Bay Trail from Ryan Street all the way to Camp Phillips. It is a project that the County is working on and has asked the Village about cost sharing on the project. Guild told them no. 6) Reports from the Park & Recreation Committee members No comments from committee members. 7) Adjourn Jaeger adjourned the meeting at 6:33 P.M Sincerely, Heather Meliska Recording Secretary  PARK & REC COMMITTEE 11/14/13 Agenda Item #4.1 Prohibiting Dogs in certain Public Parks  Meeting Date: 11/14/13 Agenda Item: 4.1 STAFF REPORT REPORT FOR: Park & Recreation Committee REPORT PREPARER: Shawn Osterbrink, Park Superintendent ITEM DESCRIPTION: Prohibiting Dogs in certain Public Parks STAFF'S COMMENT: This item is being presented to the Park & Recreation Committee to discuss adding a new section to the Park & Recreation section of the code to prohibit dogs at the Disc Golf Course. ACTION ITEM: ____ Ordinance ____ Resolution _x_ Motion ____ File DATE OF REPORT: Fri, November 8, 2013 DATE OF MEETING: Thu, November 14, 2013 FISCAL SUMMARY: STATUTORY REFERENCE: Budget Line Item: Wisconsin Statue: Budget Line Item: Administrative Code: Budgeted Expenditure: Municipal Code: Budgeted Revenue: Judicial Ruling: Policy Question / Issue: Should the Park & Recreation Committee recommend adding the proposed draft to the Park & Recreation section of the code to prohibit dogs at the Yellowbanks Disc Golf Course? Background: The Park & Recreation Committee, Public Safety Committee and Village Board have already approved not permitting dogs at the Disc Golf Course at previous meetings. I have drafted a new section to add to the Park & Recreation section of our code to make this an enforceable rule at the Disc Golf Course. Recommendation from Task Force: N/A Recommendation following Staff Review: Staff recommends approval of the draft 58.103 section and to add it to the Park & Recreation section of the Village Code. 1 Purpose: The purpose of this recommendation is to prohibit dogs at the Yellowbanks Disc Golf Course and make it a safe and clean environment for users of this park. Policy Alternatives: 1) Suggest changes to the draft section 58.103 2) Not approve the draft of section 58.103 Future Deliverables: N/A Additional Items: 1) Draft of Section 58.103 Prohibiting Dogs from certain Public Parks 2 Sec. 58.103. Prohibiting Dogs in certain Public Parks (a) It shall be unlawful for any person having immediate custody, care or control of a dog to enter any portion of the Yellowbanks Disc Golf Course, except assistance dogs or animals being used or trained to assist emergency services workers or as authorized by the Park Committee and Village Board. Any person violating the provisions of this section shall be penalized as provided in section 1.111 (1) Definitions. The following terms shall have the meanings indicated: Assistance dog: Any dog that has been or is being trained as a guide dog, hearing dog, or service dog. Such terms are further defined as follows: Guide dog: Any dog that has been or is being specially trained to aid a particular blind or visually impaired person. Hearing dog: Any dog that has been or is being specially trained to aid a particular deaf or hard of hearing person. Service dog: Any dog that has been or is being specially trained to aid a person with a disability other than sight or hearing. PARK & REC COMMITTEE 11/14/13 Agenda Item #4.2 Aquatic Center Management  Meeting Date: 11/14/13 Agenda Item: 4.2 STAFF REPORT REPORT FOR: Park & Recreation Committee REPORT PREPARER: Shawn Osterbrink, Park Superintendent ITEM DESCRIPTION: Aquatic Center Management in 2014 and beyond STAFF'S COMMENT: This item is being presented to the Park & Recreation Committee to discuss managing the Aquatic Center in the future ACTION ITEM: ____ Ordinance ____ Resolution __ Motion ____ File DATE OF REPORT: Fri, November 8, 2013 DATE OF MEETING: Thu, November 14, 2013 FISCAL SUMMARY: STATUTORY REFERENCE: Budget Line Item: Wisconsin Statue: Budget Line Item: Administrative Code: Budgeted Expenditure: Municipal Code: Budgeted Revenue: Judicial Ruling: Policy Question / Issue: Should the Park & Recreation Committee recommend changing the current management structure of the Aquatic Center? Background: The Park & Recreation Committee recommended at our last meeting that we bring in potential candidates for interviews for the manager position. Since that meeting we have discussed another option that we believe needs additional consideration and may serve the Aquatic Center better in the future. Recommendation from Task Force: N/A Recommendation following Staff Review: Staff recommends considering this option as it will allow more control and could lead to additional opportunities in the future and would serve us better as it would allow us more stability in the organization. 1 Purpose: The purpose of this recommendation is to prepare for the future and take some of the challenges out of the operation of this facility and continuous change over at our facility. Policy Alternatives: 1) Continue with interviewing our two potential candidates. 2) Advertise for the available position Future Deliverables: N/A Additional Items: N/A 2  PARK & REC COMMITTEE 11/14/13 Agenda Item #4.3 Aquatic Center pricing  Meeting Date: 11/14/13 Agenda Item: 4.3 STAFF REPORT REPORT FOR: Park & Recreation Committee REPORT PREPARER: Shawn Osterbrink, Park Superintendent ITEM DESCRIPTION: Aquatic Center 2014 proposed pricing structure STAFF'S COMMENT: This item is being presented to the Park & Recreation Committee to discuss the proposed pricing structure for 2014 at the Aquatic Center ACTION ITEM: ____ Ordinance ____ Resolution _x_ Motion ____ File DATE OF REPORT: Fri, November 8, 2013 DATE OF MEETING: Thu, November 14, 2013 FISCAL SUMMARY: STATUTORY REFERENCE: Budget Line Item: Wisconsin Statue: Budget Line Item: Administrative Code: Budgeted Expenditure: Municipal Code: Budgeted Revenue: Judicial Ruling: Policy Question / Issue: Should the Park & Recreation Committee recommend approval of the proposed changes to the pricing structure for 2014? Background: The Park & Recreation Committee has recommended moving forward with discussions with the R/S Pool Commission to develop a joint pass for 2014. Along with the joint season pass we would also like to develop a similar pricing structure so we are not competing with each other. The pricing structure has been discussed with the R/S Pool Commission and they have suggested a couple of changes and have decided to continue with some of their current offerings. We also discussed how the sale of passes would be taken care of and what would be done with the revenue from these pass sales. Recommendation from Task Force: N/A 1 Recommendation following Staff Review: Staff recommends approval of the proposed pricing structure and to forward on to the Village Board for approval. Purpose: The purpose of this recommendation is to offer the patrons of our facilities with additional opportunities and forge a working relationship with the R/S Aquatic Center. Policy Alternatives: 1) Make changes to the proposed pricing structure 2) Not offer joint season passes in 2014 Future Deliverables: N/A Additional Items: 1) Proposed pricing structure 2) Proposed pricing structure with suggested changes from R/S Pool Commission 2  2014 PROPOSED RATES ROTHSCHILD/SCHOFIELD/WESTON AQUATIC CENTERS WITH CHANGES SUGGESTED BY R/S POOL COMMISSION Daily Youth/Adult $4.00 Senior (62 +) $2.00 Rothschild is going to continue offering free admission to After 6:00 p.m. $2.00 all seniors and reduced admission on Wed. and Sun. of Day Care/Group Rate (50+) $2.50 $2.00 Resident Season Pass Fees Individual (Weston or R/S) $59.00 Individual (Weston and R/S) $79.00 Family (Weston or R/S) (6) $120.00 Purchased early $100.00 Change to (5) ppl. Family (Weston and R/S) (6) $160.00 Purchased early $140.00 Change to (5) ppl. Additional $10.00 per person Senior (Weston or R/S) $25.00 Not applicable at R/S Senior (Weston and R/S) $45.00 Not applicable at R/S Non-Resident Season Pass Fees Individual (Weston or R/S) $79.00 Individual (Weston and R/S) $99.00 Family (Weston or R/S) (6) $140.00 Purchased early $120.00 Change to (5) ppl. Family (Weston and R/S) (6) $180.00 Purchased early $160.00 Change to (5) ppl. Additional $10.00 per person Senior (Weston or R/S) $35.00 Not applicable at R/S Senior (Weston and R/S) $55.00 Not applicable at R/S Mid-Season Pass Family (6): After July 14th Change to (5) ppl. Resident and Non-Resident (Weston or R/S) $65.00 (Weston and R/S) $85.00 Pool Rental 1-50 People $125.00 51-75 People $150.00 76-100 People $175.00 Over 100 = $1.00/person per hour Birthday Parties $7.00/person (min. 6) Swim Lessons (Weston Only) Resident $15.00 Non-resident $20.00  PARK & REC COMMITTEE 11/14/13 Agenda Item #4.4 Aquatic Center opening date & special events  Meeting Date: 11/14/13 Agenda Item: 4.4 STAFF REPORT REPORT FOR: Park & Recreation Committee REPORT PREPARER: Shawn Osterbrink, Park Superintendent ITEM DESCRIPTION: Aquatic Center 2014 opening day and special events STAFF'S COMMENT: This item is being presented to the Park & Recreation Committee to discuss the 2014 opening day and special events at the Aquatic Center ACTION ITEM: ____ Ordinance ____ Resolution __ Motion ____ File DATE OF REPORT: Fri, November 8, 2013 DATE OF MEETING: Thu, November 14, 2013 FISCAL SUMMARY: STATUTORY REFERENCE: Budget Line Item: Wisconsin Statue: Budget Line Item: Administrative Code: Budgeted Expenditure: Municipal Code: Budgeted Revenue: Judicial Ruling: Policy Question / Issue: Should the Park & Recreation Committee approve the opening day of Saturday, June 7th and should we continue holding the Teen Dance and Swim nights in 2014? Background: This past year we attempted to open the pool earlier due to several circumstances. After being open for two days we then closed for three days before re-opening to the public. Due to the poor weather we had at the beginning of the season there was no advantage to opening this early. There was also some confusion and complaints by patrons due to the early opening and then closing for the rentals. This year due to school getting out later in both school districts an early opening date will not be necessary or feasible. Staff training can be completed on May 31st and June 1st and rentals can be scheduled the entire week of June 2nd to the 6th. Both school districts have scheduled their last day of school for June 6th. The Teen Dance/Swim nights this past year were once again a challenge for staff. Patron counts at the teen nights dropped off a little this year but issues with the teens continued. The cost that the Aquatic Center incurs to host these teen events exceeds the revenue that we collect. 1 Recommendation from Task Force: N/A Recommendation following Staff Review: Staff recommends that we do not host three Teen Nights in 2014 and limit it to just one and to try and schedule it to coincide with one of our other events next summer. Purpose: The purpose of this recommendation is to continue to offer special events at our facility but to limit these events so we can boost attendance at the one event and limit the losses to the Aquatic Center. I believe we should also look at hosting other events to increase our offerings to the patrons of the Aquatic Center. Policy Alternatives: 1) Continue with three Teen Nights as we have done the past three years 2) Not offer a Teen Night in 2014 Future Deliverables: N/A Additional Items: N/A 2  PARK & REC COMMITTEE 11/14/13 Agenda Item #4.5 Park & Rec Committee regular meeting date  Meeting Date: 11/14/13 Agenda Item: 4.5 STAFF REPORT REPORT FOR: Park & Recreation Committee REPORT PREPARER: Shawn Osterbrink, Park Superintendent ITEM DESCRIPTION: Park & Recreation Committee Meeting Date STAFF'S COMMENT: This item is being presented to the Park & Recreation Committee to consider changing our regular meeting date of the month. Currently we are meeting the fourth Monday of the month which coincides with two other regular meetings of the village (personnel and finance). Due to the constraints of holding that many regular meetings on the same day we are proposing to change the regular meeting date. ACTION ITEM: ____ Ordinance ____ Resolution _ _ Motion ____ File DATE OF REPORT: Fri, November 8, 2013 DATE OF MEETING: Thu, November 14, 2013 FISCAL SUMMARY: STATUTORY REFERENCE: Budget Line Item: Wisconsin Statue: Budget Line Item: Administrative Code: Budgeted Expenditure: Municipal Code: Budgeted Revenue: Judicial Ruling: Policy Question / Issue: Should the Park & Recreation Committee change their regular meeting date from the fourth Monday of the month to a different day of each month? Background: The current day of our meeting has been in place since September of 2010. Prior to changing to the fourth Monday of each month our meeting was held on the third Thursday of the month. The reason for changing our meeting day at that point was partially due to committee member’s schedules and partially due to preparing items for the board agenda. By holding the meeting on the third Thursday sometimes staff has a limited amount of time to prepare minutes and prepare agenda items for the next board meeting. 1 Recommendation from Task Force: N/A Recommendation following Staff Review: It is my recommendation, as Park Superintendent, that the Park & Recreation Committee change their regular meeting date to coincide with availability of committee members along with not interfering with other regular committee meetings. Purpose: The purpose of changing our meeting date is to allow the Park & Recreation Committee and the other committee meetings held on the current night sufficient amount of time to prepare necessary items for the meetings and sufficient amount of meeting time without conflicting with the other meetings. Policy Alternatives: 1. Keep current meeting date Future Deliverables: N/A Additional Items: N/A 2  PARK & REC COMMITTEE 11/14/13 Agenda Item #4.6 Landscape banners  Meeting Date: 11/14/13 Agenda Item: 4.6 STAFF REPORT REPORT FOR: Park & Recreation Committee REPORT PREPARER: Shawn Osterbrink, Park Superintendent ITEM DESCRIPTION: Landscape Banners STAFF'S COMMENT: This item is being presented to the Park & Recreation Committee to discuss the banners that are throughout the landscape areas of the Village. ACTION ITEM: ____ Ordinance ____ Resolution __ Motion ____ File DATE OF REPORT: Fri, November 8, 2013 DATE OF MEETING: Thu, November 14, 2013 FISCAL SUMMARY: STATUTORY REFERENCE: Budget Line Item: Wisconsin Statue: Budget Line Item: Administrative Code: Budgeted Expenditure: Municipal Code: Budgeted Revenue: Judicial Ruling: Policy Question / Issue: Should the Park & Recreation Committee recommend to the Village Board a plan to remove/replace/fund new banners? Background: The Village currently has three different types of banners that are used throughout the landscape at different times of the year. The current set of banners that is used the majority of the year are deteriorating quickly and we barely have enough to complete the installation. As every windstorm goes through we continue to lose banners to tearing. The majority of these banners are eight years old and we continue to have the ones that are repairable sewn if they get torn. I believe that these banners are nearing the end of their useful life and we need to decide if we are going to continue with the current design or update to something different. Cost to replace the entire set of 164 banners is in the range of $17,000 to $20,000. The other two sets of banners continue to hold up reasonably well as they are up for a limited time and are not near as old as the original set of banners. We currently have a complete set of winter banners that is up for approximately 6 or 7 weeks during the winter and a partial set (Schofield Avenue only) of patriotic banners that is up for approximately 6 or 7 weeks. As you can see the current set of 1 banners see approximately 38 weeks a year of exposure plus they are much older than the other sets of banners. Recommendation from Task Force: N/A Recommendation following Staff Review: Staff recommends that we determine if we are going to continue utilizing the current banners and just replace them on an as needed basis or if we are going to purchase an entire new set and just utilize the good ones from the current set as replacements. We could also purchase a new design if it is determined to go route. Purpose: The purpose of this recommendation is to prepare for the replacement of the banners prior to not having a sufficient amount of banners to hang throughout the Village. Policy Alternatives: N/A Future Deliverables: N/A Additional Items: N/A 2  PARK & REC COMMITTEE 11/14/13 Agenda Item #5.1 Report from Park Superintendent PARK & REC COMMITTEE 11/14/13 Agenda Item #5.2 Report from Administrator