Park and Recreation Committee

OFFICIAL MEETING PACKET OF THE PARKS AND RECREATION COMMITTEE CHAIRPERSON/TRUSTEE YEE LENG XIONG PRESIDING DIRECTOR OF PARKS AND RECREATION SHAWN OSTERBRINK; STAFF ADVISOR A meeting of the Parks and Recreation Committee, composed of five (5) appointed members, will convene at Weston Municipal Center, which is located at 5500 Schofield Avenue, Weston, on MONDAY, NOVEMBER 22, 2021, at 4:30 p.m.  Village of Weston, Wisconsin ATTENTION – NOTICE OF PUBLIC MEETING Meeting: PARK AND RECREATION COMMITTEE Members: Clark, Corvino, Esker, Xiong (c), Zeyghami (vc) Ex-Officio: Maloney Staff: Osterbrink, Falkowski Date/Time: Monday, November 22nd, 2021, at 4:30 p.m. Location: Weston Municipal Center, 5500 Schofield Avenue, Weston, WI 54476 Agenda: The Agenda Packet will be sent out on Friday, November 19th. Attendance: Parks and Recreation Committee Members please indicate if you will or will not be attending so we may determine in advance if there will be a quorum. Questions: Shawn Osterbrink Jessica Falkowski sosterbrink@westonwi.gov jfalkowski@westonwi.gov (715) 359-9988 (715) 359-9988 PLEASE NOTE THE FOLLOWING INFORMATION: This notice was posted at the Municipal Center, and on the Village’s website at www.westonwi.gov, and was emailed to local media outlets (Print, TV, and Radio) on 11/16/2021 @ 3:00 p.m. Any posted agenda is subject to change up until 24 hours prior to the date and time of the meeting. A quorum of members from other Village governmental bodies (boards, commissions, and committees) may attend the above-noticed meeting to gather information. Should a quorum be other government bodies are present, this would constitute a meeting pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993). Wisconsin State Statutes require all agendas for Committee, Commission, or Board meetings be posted in final form, 24 hours prior to the meeting. Any person who has a qualifying disability, as defined by the Americans with Disabilities Act, requiring that meeting or material to be in an accessible location or format, must contact the Weston Municipal Center at 715-359-6114, so any necessary arrangements can be made to accommodate each request.  VILLAGE OF WESTON, WISCONSIN OFFICIAL MEETING AGENDA OF THE PARKS AND RECREATION COMMITTEE TO THE HONORABLE TRUSTEE YEE LENG XIONG AND FOUR (4) APPOINTED MEMBERS OF THE COMMITTEE: The following items were listed on the agenda in the Village Clerk’s Office, in accordance with Chapter 2 of the Village’s Municipal Code and will be ready for your consideration at the regular meeting of the Parks and Recreation Committee on Monday, November 22, 2021 @ 4:30 p.m., in the Village Board Room at the Weston Municipal Center, 5500 Schofield Avenue, Weston, WI. 54476. A quorum of members from other Village governmental bodies (boards, commissions, and committees) may/might attend the above-noticed meeting to gather information. Should a quorum of other government bodies be present, this would constitute a meeting pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993). No official actions other than those of the Parks and Recreation Committee shall take place. Wisconsin State Statutes require all agendas for Committee, Commission, or Board meetings be posted in final form, 24 hours prior to the meeting. Any posted agenda is subject to change up until 24 hours prior to the date and time of the meeting. All items listed on this agenda may be acted upon by the Park Committee. Due to physical distancing recommendations and room size, in person attendance by the public is limited. Interested persons are encouraged to attend the meeting via the zoom link. Join Zoom Meeting by Computer: https://zoom.us/j/5445915099 Join Zoom Meeting by Phone: +1 312 626 6799 US (Chicago) Meeting ID: 5445915099 AGENGA ITEMS. 1. Meeting called to order by Chairman Xiong. 2. Roll Call by Recording Secretary: a. Clark b. Corvino c. Esker d. Xiong (C) e. Zeyghami (VC) 3. Approval of minutes from previous meeting: October 25, 2021. 4. Public Comments. Parks and Recreation Committee Meeting – Agenda 11/22/21 Prepared by: Shawn Osterbrink, Director of Parks, Recreation and Forestry  VILLAGE OF WESTON, WISCONSIN OFFICIAL MEETING AGENDA OF THE PARKS AND RECREATION COMMITTEE EDUCATIONAL PRESENTATIONS & REPORTS. POLICY ISSUES – DISCUSSIONS/RECOMMENDATONS. 5. Discussion and possible action Aquatic Center Prices, 6. Discussion and possible action Aquatic Center and Park Reservation Software. 7. Discussion and possible action Grant from League of Municipalities. 8. Discussion and possible action Grooming of Eau Claire River Trail. FUTURE ITEMS 9. Next meeting dates: No December Meeting? 10. Topics for future meetings: a. Aquatic Center Filter System Engineering Proposals b. Concession Stand Floor c. Proposed CIP Projects 11. Remarks from Staff. 12. Remarks from Committee Members. 13. Announcements. 14. Adjourn. Parks and Recreation Committee Meeting – Agenda 11/22/21 Prepared by: Shawn Osterbrink, Director of Parks, Recreation & Forestry  Village of Weston, Wisconsin MEETING MINUTES OF THE PARK & RECREATION COMMITTEE MEETING Monday, October 25, 2021, 4:30 p.m. AGENDA ITEMS 1. Meeting called to order by Chairman Xiong @ 4:30 P.M. 2. Roll Call by Recording Secretary: Leah Romanowski Member Present Xiong, Yee Leng (C) YES Clark, Katrina YES Corvino, Dino YES Esker, Roger YES Zeyghami, Hooshang (VC) NO, EXCUSED Village Staff in attendance: Donner, Romanowski (Clerk), and Osterbrink. 3. Approval of minutes from previous meeting: September 27, 2021. *M/S/P Esker/Clark: to approve the September 27, 2021, minutes. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Member Vote Xiong, Yee Leng YES Clark, Katrina YES Corvino, Dino YES Esker, Roger YES Zeyghami, Hooshang ----- 4. Public Comments. None EDUCATIONAL PRESENTATIONS & REPORTS None POLICY ISSUES – DISCUSSIONS/RECOMMENDATIONS 5. Discussion and possible action Aquatic Center Play Structure. Village of Weston Parks and Recreation Committee Meeting October 25, 2021  Osterbrink presented the two proposals to either replace or restore the current Aquatic Center Play Structure. Osterbrink received quotes from Fischer Brothers for restoring the current structure, $99,350.00 and the cost of a new Water Play Structure installed by Fischer Brothers of $341,405.00 Osterbrink explained the cost difference between the two proposals and what each entailed. *M/S/P Corvino/Clark: motion to recommend to the Board of Trustees to approve restoring the existing play structure. No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Yes Vote: 4 Member Vote Xiong, Yee Leng YES Clark, Katrina YES Corvino, Dino YES Esker, Roger YES Zeyghami, Hooshang ----- 6. Discussion and possible action Aquatic Center Prices, Hours, and Schedule. Osterbrink and Administrator Donner met with the YMCA a couple weeks ago and a few ideas were brought up. Osterbrink explains prices have not changed since 2014 and we have held the current prices for too long. Clark states prices need to increase on pool rentals and swim lessons. Corvino agreed prices need to be increased. *M/S/P Esker/Corvino: motion for Osterbrink to contact The Village of Rothschild and come back with a proposal for price changes. No action on shortening hours and adding additional swim lessons. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Member Vote Xiong, Yee Leng YES Clark, Katrina YES Corvino, Dino YES Esker, Roger YES Zeyghami, Hooshang ----- Village of Weston Parks and Recreation Committee Meeting October 25, 2021  7. Discussion and possible action Fencing on Fields 1 and 2 at Kennedy Park. Osterbrink states the Village has not replaced any fencing on these diamonds since 1982. D.C. Everest Youth Baseball (DCEYB) has paid for recent improvements and a grant from the Wisconsin Department of Natural Resources was used back in the 1980’s to install the current fencing. Osterbrink has put together a few quotes: Quote 1 – Completing all fencing, $63,789 +6,078 contingency. Quote 2 - Completing all fencing with the Village completing the removal, $51,615 + $5,160 contingency. Quote 3 - completing just the backstops with the Village completing removal, $37,189 + $3,718 contingency. Corvino states it is a no brainer to improve the baseball diamonds to make it all around safer for everyone. DCEYB wants to help improve the baseball diamond but don’t have the funds. They are currently planning on investing at Kennedy Park by adding four additional t-ball fields with fencing. *M/S/P Corvino/Esker: motion to recommend to the Board of Trustees to award the approval of Quote 1, $63,789 +6,078 contingency. Yes Vote: 3 No Vote: 0 Abstain: 0 Not Voting: 2 Result: PASS Member Vote Xiong, Yee Leng YES Clark, Katrina ----- Corvino, Dino YES Esker, Roger YES Zeyghami, Hooshang ----- FUTURE ITEMS 8. Meeting date(s) for 2021: All at 4:30 p.m. a. November 22, 2021 at 4:30 p.m. 9. Topics for future meetings. a. Aquatic Center Filter System b. Concession Stand Floor c. Proposed CIP Projects and Budget Village of Weston Parks and Recreation Committee Meeting October 25, 2021 10. Remarks from Staff Osterbrink stated that there will be a discussion for CIP in the future and extending it to five (5) years. The Parks Department is currently down one (1) employee but are almost done winterizing for the year. All the portable restrooms will be pulled by the end of the week. Donner encourages everyone to look at the progress of the new building, physically or at the link on the website that is updated regularly. 11. Remarks from Committee Members. None 12. Announcements. 13. Adjournment. *M/S/P Esker/Corvino: motion to adjourn the meeting at 5:35 p.m. Yes Vote: 3 No Vote: 0 Abstain: 0 Not Voting:2 Result: PASS Member Vote Xiong, Yee Leng YES Clark, Katrina ----- Corvino, Dino YES Esker, Roger YES Zeyghami, Hooshang ----- Leah Romanowski, Recording Secretary Village of Weston Parks and Recreation Committee Meeting October 25, 2021  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 11/22/2021 Description: Aquatic Center Prices, Hours and Schedule From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park and Recreation Committee recommend that the Board of Trustees approve changes to the prices, hours and/or schedule at the Aquatic Center for the 2022 season? Background During our meeting with the YMCA when we discussed the 2021 and 2022 seasons the YMCA brought up some ideas regarding making possible changes at the Aquatic Center. Some of the items we discussed were changing prices, adjusting the hours of operation, swim breaks and possibly adding more swim lessons. Aquatic Center prices have been at the same level since 2014. This is the first year that we partnered with Rothschild/Schofield and we tried to align our prices as closely as possible so we were not completing with each other. The only prices we have changed since 2014 was in 2017 when we increased the swim lesson prices by $10 each, which took them up to $25 for residents and $30 for non-residents. The Aquatic Center is open from 11:00 to 7:45 Monday through Saturday and from 1:00 to 7:45 on Sundays. Would we want to open an hour later or close an hour earlier? If we were to close an hour earlier each day, it would trim labor expenses by approximately $8,000. If we opened an hour later except for Sundays, since we already open two hours later, we would save about $7,000. Besides saving expenses it shouldn’t affect our revenue too significantly as the last hour of the day is typically not that busy. If we opened an hour later, which it is sometimes busy between 11:00 and 12:00 and sometimes it’s not it could affect our revenue. The YMCA observed that we were not that busy during that time. If we would decide to open later, it would also provide us the opportunity to offer two sessions of swim lessons each day instead of just one. This would increase our expenses due to still having to staff between 11:00 and 12:00 but it’s typically only 5 or 6 people versus 9 or 10 when open to the public. This would also increase our revenue. Swim lesson prices would need to be adjusted to make sure we are covering our expenses. The other option for adding more swim lessons as they are in high demand would be to add a fourth session and not have any off weeks during the summer. Currently we have a week off between sessions for make-up days. The final item we discussed is would we want to change or remove one of our swim breaks. Currently we have 3 swim breaks Monday through Saturday and 2 on Sundays. Breaks are at 12:45, 2:45, 5:45 and one at 2:45 and 5:45 on Sundays. REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION These breaks are used to for swimmers to take a break, so they don’t get too tired from swimming, it also offers adults 15-minutes in the pool without everyone else in the pool and it has also proven to be the busiest time for concession sales. Typically, a 15-minute break causes the concession stand to be busy for at least a half an hour. This item is also being brought into the discussion in the event the hours of operation are changed. Staff has talked to Rothschild regarding changing prices, and they stated that they would like us to just go through the process of reviewing and possibly approving them. They will then review the changes and decide if they want to adjust their prices. Attached Docs: Price comparison for Weston, R/S, Marshfield, Merrill, and Wisconsin Rapids. Recommended price increases for 2022. ______________________________________________________________________ Committee Action: No Previous Review. Fiscal Impact: Raising the daily fee by $1.00 could potentially increase revenue by almost $25,000. Increasing the pass prices by $10 would potentially increase revenue around $2,000. Increasing swim lessons by $10 could potentially increase revenue by $1,000. Recommendation: Staff recommends making changes to prices as suggested. Recommended Language for Official Action Recommend changes to the prices at the Aquatic Center, Or Recommend making changes to the operating hours and swim breaks, Or Recommend making changes to swim lessons, Or Recommend making no changes at the Aquatic Center, Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION Proposed Rates are highlighted Daily Weston R/S Marshfield Merrill W. Rapids Hours 11:00 to 7:45 M-S 11:00 to 7:00 M-S 12-4:30 & 6-7:30 M-F 12-7:00 Not Wed 12-6:00 M-Th 1:00 to 7:45 Sun 1:00 to 7:00 Sun 11-4:00 & 5:30-7 Sa,Sun 9-7:00 Wed. 10-6:00 F, Sa 12-5:00 Sun 59 ¼ hrs. wk. 54 hrs. wk. 43 hrs. wk. 52 hrs. wk. 45 hrs. wk. Free Under 1 Free Under 1 Free Under 2 Free Under 2 Free Under 2 Free Daily $4.00 $4.00 M,T,Th,F,Sa $4 Res, $6 Non. $4.00 $7.00 $5.00 $2.00 W,Sun Seniors $2.00 (62+) Free (62+) $3 Res, $4.50 Non.(60+) $2.00 + 62+,Military N/A After 6:00 $2.00 (All) $2.00 (All) N/A N/A N/A Non-Swimmer $4.00 $4.00 $4 Res, $6 Non. $2.00 $2 Res, $4 Non. $2.00 Groups Group Rate $2.00, 50 or more $2.00 no min. N/A $2.00, 50 or more $5.00, 20 or more $3.00 Swim Lesson Swim Lessons $25 Res, $30 Non. N/A N/A N/A $11 Res, $17 Non 10 Lessons, 45 Min. 4 Lessons, 30 Min. $35 Res, $40 Non. Private 15 Min, $6 Res, Currently we average about $88 in revenue per hour and have about $57.50 in wage only expenses. $9 Non YMCA $35 Member, $56 Non. Stages A/B, 1 and 2 are 30 min. and Stages 3-5 are 45 min. 7 Lessons Season Passes Weston R/S Marshfield Merrill W. Rapids All family season passes for Weston and/or Rothschild Schofield are $20 less if purchased prior to two weeks before the season. Res. Individual $59 $59 N/A $50 $60 Non. Individual $79 $79 N/A $80 $120 Res. Senior $25 Free N/A N/A $30 Non. Senior $50 Free N/A N/A N/A Res. Family $120 up to 5 ppl. $120 up to 5 ppl. N/A $100 up to 4 ppl. $120 up to 4 ppl. $10 each additional $10 each additional N/A $15 each additional $10 each additional Increase by $10 to $130.00 Non. Family $140 up to 5 ppl. $140 up to 5 ppl. N/A $130 up to 4 ppl. $240 up to 4 ppl. $10 each additional $10 each additional $15 each additional $10 each additional Increase by $10 to $150.00 Mid-Season Fam. $65 $65 N/A N/A N/A Increase by $5 to $70.00 Joint Res. Ind. $79 $79 Joint Non. Ind. $99 $99 Joint Res. Fam. $160 up to 5 ppl. $160 up to 5 ppl. $10 each additional $10 each additional Increase by $10 to $170.00 Joint Non. Fam. $180 $180 $10 each additional $10 each additional Increase by $10 to $190.00 Joint Mid-Season Fam. $85 $85 Increase by $5 to $90 B-day Parties/Rentals Weston R/S Marshfield Merrill W. Rapids B-Day Package $7.00 $8.00 $4.00 to concessions $3.00 to village $8.00, $5.00 to concessions and $3.00 to village Hourly Rentals 1-50 ppl. $125, 8 staff N/A N/A $125 N/A Increase by $25 to $150 51—75 $150, 9 staff N/A N/A $150 N/A Increase by $25 to $175 76-100 $175, 9 staff N/A N/A $175 N/A Increase by $25 to $200 101 + $1 per person/hr. N/A N/A $1 per person/hr. N/A $2 per person/hr. 137-236 people (10 staff), 237-336 people (11 staff), 337-436 people (12 staff), 437 – Max. Capacity (13 staff) Currently we have about $92.00 in wage expenses for a group of 1-50 ppl. and about $103.50 in wage expenses for groups up to 136 ppl. Does not cover any of our other operating expenses and we may also have one more additional staff member to monitor the building while all the other staff are lifeguards, which would add another $11.50 per hour to our wage expense.  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 11/22/2021 Description: Aquatic Center and Park Reservation Software From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park and Recreation Committee recommend that the Board of Trustees approve purchasing a new software for the Aquatic Center and for taking online park reservations? Background Currently the Village uses a software called Book King to allow us to sell aquatic center passes online along with operating our Point of Sale at this site. We initially purchased this software as Greenheck Fieldhouse uses it and we thought having someone in the immediate area that has a lot of experience with this software would be helpful in the event we had issues. This software also allowed us to share information with the Rothschild/Schofield Aquatic Center regarding joint season passes. Initially, we just shuffled around paper copies and emails to track passes between the two facilities, which did not work out so we decided a recreation-based software would be the way to go. This software also allowed us to accept credit/debit cards, apple pay and various other forms of payment. Over the past few years, we (along with the YMCA) have struggled with the Book King software. During the entire 2021 season we discussed switching software providers with the YMCA to find something that fits our needs better. It is quite complicated to navigate and has not been very efficient. The cost for Book King is also quite high for the amount we use it (cost is around $3,500 a year). The other big issue with this software is that we are forced to use Open Edge as our credit card processor, and this is the only location we have that uses this processor. The Village has two other companies we use to process other payments. The biggest issue with Open Edge is their transaction fees and monthly fees are quite high. Just over the past two seasons we have paid almost $12,000 (2020 - $5,221 and 2021 - $6,584) in fees. Nate Crowe began researching providers following the 2021 season and participated in demos with several different providers. After participating in all the demos, he whittled down the list to one preferred provider that meets all our needs, and the cost is less than our current provider. Nate then set up a demo for me, Abby, and Stephanie from the YMCA to go over the new software. Following the demo all four of us feel that this software will be a great solution for the aquatic center. This software will also allow us to accept online park reservations, which is something we have not been able to offer in the past. REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION Attached Docs: Proposal from Sportsman Parks & Recreation Software. ______________________________________________________________________ Committee Action: No Previous Review. Fiscal Impact: Initial implementation cost of $2,200 + $2,040 for ongoing license and service cost for a total of $4,240. Annual renewal will be $2,040, which is almost $1,500 below our current cost and this software will also allow us to process online park reservations. Recommendation: Staff recommends switching to Sportsman Parks and Recreation Software. Recommended Language for Official Action Recommend switching to Sportsman Parks and Recreation Software, Or Recommend making no changes to the existing software, Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 11/22/2021 Description: Grant from the League of Municipalities From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park and Recreation Committee recommend that the Board of Trustees approve utilizing the $3,801 grant the Village received from the League of Municipalities for a specific project? Background In October the Village received notification that we received a $3,801.00 grant from the League of Municipalities Insurance. This grant was not applied for but was provided by the League to support Parks and Recreation. All members of the League are eligible for funding and checks were sent immediately to member. The Village Board at their 11/15/21 meeting recommended forwarding this item to the Park and Recreation Committee for consideration on where to spend these funds. Village staff has not had a lot of time to consider the best use of these funds but thought the committee may consider the request that was received at their September 21st, 2021, meeting by a resident requesting additional areas to sit around Kennedy Park? Also, if there is a project that can not be fully funded by the grant there is also over $38,000 in the Park Fund that could be considered to help fund a larger project. Attached Docs: Announcement of grant and check receipt. ______________________________________________________________________ Committee Action: No Previous Review. Fiscal Impact: Wood benches with galvanized frames and a 5’ x 8’ concrete pad cost approximately $600 each and a steel bench with 5’ x 8’ concrete pad cost approximately $1,750 each. Recommendation: Recommended Language for Official Action Recommend grant from LWMMI be spent on _________________, Or REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION Recommend grant from LWMMI be spent on _______________, along with utilizing funds from Park Fund, Or Recommend no specific project currently and holding funds in Park Fund for a future project, Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 11/22/2021 Description: Grooming of Eau Claire River Trail From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park and Recreation Committee recommend that the Board of Trustees approve building a drag/groomer and allow a resident to groom the Eau Claire River Trail during the winter? Background The Village received a request from a resident that lives near the Eau Claire River Trail and utilizes it on a regular basis. The resident has noticed that the trail gets quite rough during the winter months as people continue to utilize the trail for various activities. This resident is wondering if the Village would be willing to provide some sort of drag that they could utilize behind their ATV to drag the trail and keep it in better condition during the winter months? Previously, the Village had an individual that would roll, drag, and set track on the trail for cross county skiing but due to the size of their equipment they were limited to certain areas of the trail due to the boardwalks. If the Village would allow this individual to drag the trail it would promote more year-round use of this trail and make it safer for users. Attached Docs: N/A ______________________________________________________________________ Committee Action: No Previous Review. Fiscal Impact: Cost to purchase steel to build a drag could be done for under $500.00. We will verify cost before moving forward with building a drag. Recommendation: Recommended Language for Official Action Recommend allowing resident to groom Eau Claire River Trail and have staff build a drag for them to use, Or Recommend not allowing resident to groom Eau Claire River Trail, Or REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION END OF PACKET