Park and Recreation Committee

OFFICIAL MEETING PACKET OF THE PARKS AND RECREATION COMMITTEE CHAIRPERSON/TRUSTEE JAMIE WEILAND 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 4747 Camp Phillips Road, Weston, on MONDAY, AUGUST 28, 2023, at 5:00 p.m.  Village of Weston, Wisconsin ATTENTION – NOTICE OF PUBLIC MEETING Meeting: PARK AND RECREATION COMMITTEE Members: Clark, Corvino, Ermeling (VC), Esker, Weiland (C) Ex-Officio: Maloney Staff: Osterbrink, Falkowski Date/Time: Monday, August 28th, 2023, at 5:00 p.m. Location: Weston Municipal Center, 4747 Camp Phillips Road, Weston, WI 54476 Agenda: The Agenda Packet will be sent out on Wednesday, August 23rd. 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 8/22/2023 @ 2:00 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 WEILAND 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, August 28, 2023 @ 5:00 p.m., in the Village Board Room at the Weston Municipal Center, 4747 Camp Phillips Road, 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. If not able to attend in person interested persons may also attend via the zoom link or by phone. 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 Chair Weiland. 2. Pledge of Allegiance to the Flag. 3. Roll Call by Recording Secretary. a. Clark b. Corvino c. Ermeling (VC) d. Esker e. Weiland (C) 4. Approval of minutes from previous meeting: July 24, 2023. 5. Public Comments. Parks and Recreation Committee Meeting – Agenda 8/28/23 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. 6. Update on Park Projects, Signage, Master Plans, Comprehensive Outdoor Recreation Plan POLICY ISSUES – DISCUSSIONS/RECOMMENDATONS. 7. Discussion and possible action request to use Skate Park for music video. FUTURE ITEMS 8. Possible next meeting date: September 25, 2023. 9. Topics for future meetings: a. Comprehensive Outdoor Recreation Plan Update and Park Master Plans. b. Playground Equipment Concepts and Cost Estimates. 10. Remarks from Staff. 11. Remarks from Committee Members. 12. Announcements. 13. Adjourn. Parks and Recreation Committee Meeting – Agenda 7/24/23 Prepared by: Shawn Osterbrink, Director of Parks, Recreation & Forestry  Village of Weston, Wisconsin MEETING MINUTES OF THE PARK & RECREATION COMMITTEE MEETING Monday, July 24, 2023, 5:00 p.m. AGENDA ITEMS 1. Meeting called to order by Chair Weiland @ 5:00 P.M. 2. Roll Call by Recording Secretary: Jessica Falkowski Member Present Clark, Katrina YES Corvino, Dino YES Ermeling, Barb (VC) YES Esker, Roger YES Weiland, Jamie (C) YES Village Staff in attendance: Falkowski (Clerk), Donner (Zoom), Osterbrink, and Wodalski. 3. Approval of minutes from previous meeting: March 27, 2023. *M/S/P Esker/Ermeling: to approve the March 27, 2023, minutes. Yes Vote: 5 No Vote: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb YES Esker, Roger YES Weiland, Jamie YES 4. Public Comments. None Village of Weston Parks and Recreation Committee Meeting July 24, 2023 EDUCATIONAL PRESENTATIONS & REPORTS 5. Update on Park Projects, Master Plans, Comprehensive Outdoor Recreation Plan Osterbrink presented a slide showing the newly designed park identification signs and two directional signs from Sign Forge. All park identification signs are 4ft x 4ft and the two directionals signs are 42inches x 30inches. Osterbrink expects the signs to be installed within the next month or so. Sign Forge is also going to repaint the rock signs on the Eau Claire River Trail. Osterbrink updated the Committee on the Master Plans and the Comprehensive Outdoor Recreation Plan (CORP). Rettler is working on concept designs for Kennedy and Prohaska Parks. Osterbrink provided Rettler with the following additional information: pictures of the Conservancy, 2015 designed Master Plans of Yellowbanks and Kellyland Parks, wetland delineation of Prohaska Park, and the playground concept designs for all the parks. Rettler is currently working on the last chapter of the CORP Plan. POLICY ISSUES – DISCUSSIONS/RECOMMENDATIONS 6. Discussion and possible action Playground Proposals. Osterbrink stated that a representative from Lee Recreation was on site and viewed all the playground features at all the parks. Osterbrink received a layout design for every park except Machmueller. Lee Recreation designed concepts for each park based on usage and play equipment estimates manufactured from Burke, a Wisconsin manufacturer. Lee Recreation is the representative of Burke. The cost estimates ranging $57,000 to $120,000, which do not include excavation, purchasing and installing engineered wood fiber, and restoration. Committee and staff discussed adding a second play structure at Yellowbanks near shelter number two. Osterbrink stated that the Board of Trustees directed him to get cost estimates for new play structures at all the parks. The Board of Trustees may possibly use ARPA funds to purchase and install new play structures at the parks because this expenditure of funds would benefit the whole community. ARPA funds need to be spent by 2026. The Committee would like Osterbrink to contact Landscape Structures for a second estimate. Corvino would like to fundraise to develop a playground like JoJo’s Jungle in the City of Wausau which is an all-inclusive playground. Osterbrink stated that GiGi’s is an active organization that does a lot of fundraising and a possible partner to work on developing a playground like JoJo’s. Village of Weston Parks and Recreation Committee Meeting July 24, 2023  *M/S/P Weiland/Corvino: motion to recommend replacing the six play areas mentioned, possibly adding a second play structure to Yellowbanks Park, and request a proposal from Landscape Structures. Yes Vote: 5 No Vote: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb YES Esker, Roger YES Weiland, Jamie YES 7. Discussion and possible action Proposal for Wetland Delineation at Yellowbanks Disc Golf Course Osterbrink stated he received a quote from Star Environmental for $3,500 to conduct a Wetland Delineation of the Yellowbanks Disc Golf Course after the discussion at the March 27th, 2023 Parks and Recreation Committee meeting. Once completed, a course improvement and management plan can be developed. *M/S/P Ermeling/Esker: motion to recommend a budget transfer from Public Works to Parks for $3,500.00 to have Star Environmental complete a wetland delineation at the Yellowbanks Disc Golf Course. Yes Vote: 5 No Vote: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb YES Esker, Roger YES Weiland, Jamie YES 8. Discussion and possible action Committee Expectations and Goals. Osterbrink stated that Ermeling recommended discussing with the Committee their expectations from staff and Committee goals. The Committee is responsible for making recommendations about policy. Village of Weston Parks and Recreation Committee Meeting July 24, 2023  Osterbrink stated that he is starting to share his monthly reports with the Committee, which includes updates on projects and some daily/weekly tasks. Osterbrink also stated that he will start sending draft agendas to all Committee members. The Committee recommended sending them to at least the Chair and Vice Chair. Corvino would like to be more informed about events/incidents that involve entities that the Village is contracted with, commit to monthly meetings, and be given regular updates on projects. Committee agrees that Osterbrink should continue sharing his monthly reports to improve communication. Donner mentioned that agenda items are usually determined by the Committee Chair and the Department Director it pertains to. If a Committee member has an item they would like to be placed on the agenda they need to contact the Department Director. *M/S/P Corvino/Esker: motion to recommend the Parks and Recreation Committee meet monthly on the 4th Monday at 5pm. Yes Vote: 5 No Vote: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb YES Esker, Roger YES Weiland, Jamie YES FUTURE ITEMS 9. Next meeting date: August 28, 2023 at 5:00 pm. 10. Topics for future meetings. a. Comprehensive Outdoor Recreation Plan Update and Park Master Plans 11. Remarks from Staff Osterbrink stated he should have more information to share by the August 28th meeting about the progress of the CORP Plan and Master Plans. Osterbrink said he will share information about the incident at the pool if he can once he receives advice from legal counsel. Village of Weston Parks and Recreation Committee Meeting July 24, 2023  The Dog Park is being mowed this coming Thursday. 12. Remarks from Committee Members. Ermeling stated that if Osterbrink is allowed to legally share information about the incident at the pool to do it in closed session. Corvino would like more information about the actions taken by YMCA staff on the near drowning incident, Osterbrink’s report he sent to the state and Police report. Ermeling would like staff to fix the Ryan St entrance surface on the Eau Claire River Trail and to mow the blacktop path sides from Callon to J. 13. Announcements. Weiland stated there is a Website meeting next Monday. 14. Adjournment. *M/S/P Esker/Corvino: motion to adjourn the meeting at 6:35p.m. Yes Vote: 5 No Vote: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb YES Esker, Roger YES Zeyghami, Hooshang YES Jessica Falkowski, Recording Secretary Village of Weston Parks and Recreation Committee Meeting July 24, 2023  VIL LAGEOFWESTON COMPREHENSIVEOUTDOORRECREATI ONPL AN 2024-2028UPDAT ESCHEDUL E DRAF T-Cr eat ed03- 24- 2023 T ASK/EVENT DAT ES *S chedul epr esent edi spr eli minar yandt ent ati smaybecombi ve.Event ned,r eschedul ed,added,orcancel l edduet ounf ors eenci rcums tances .  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 8/28/2023 Description: Request to use Skate Park From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Village allow the use of the skate park for a music video? Background The Village received a call from Tom Jordan a member of the local band 20-Watt Tombstone that is requesting to use the skate park for a music video. The biggest item they are requesting is they would need to have total control of the skate park during the video shoot. That means they would need to be able to close the gate and not allow anyone else in for 4 to 6 hours. He stated that they would have approximately 11-14 skaters, video producer and crew of 2, the band and then possibly another 1 to 2 people to be by the gate and explain to people what is going on and why the park is closed. The band will not actually be playing the song for the shoot, they will just be playing the song through a sound system and sometimes acting like they are playing or playing softly. There will be no amps or big speakers that you would typically expect when a band is playing. They plan on doing it this fall. The exact date has not been determined due to receiving approval to use the skate park and scheduling of the producer. Attached Docs: None. ______________________________________________________________________ Committee Action: No previous review. Fiscal Impact: None Recommendation: None Recommended Language for Official Action I move to recommend approving the use of the skate park, Or I move to recommend not approving the use of the skate park, Or Something else. REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION  VILLAGE OF WESTON, WISCONSIN SHAWN OSTERBRINK, PARK DIRECTOR MONTHLY DEPARTMENT REPORT TO THE BOARD OF TRUSTEES #2023-8 FOR JULY 2023 1.ITEMS OF SPECIAL NOTE 1. Board Agenda A. Wetland Delineation of Yellowbanks Disc Golf Course 2. WORK PLAN PROJECTS 1. Filtration system at the aquatic center – Will be returning to this project as soon as time allows. 2. Security Camera Systems – All new cameras were installed at the aquatic center and one at the skate park. Village staff has installed the new pole by the skate park parking lot and installed electricity and data to the pole. Staff also ran electricity to the pole by the baseball field. Camera Corner Connecting Point was going to contact Nate the week of August 14th to let us know when they will return to complete the installation. Once that is done then we will be able to have remote access and get the staff at Everest Metro trained in how to use the system. 3. Comprehensive Outdoor Recreation Plan (CORP) Update and Master Plans – Rettler continues to work on these projects. They stated they are working on the final chapter of the CORP. They have also been working on concept plans for Prohaska and Kennedy. They have requested some additional information and staff is working on getting it to them. 4. New Park Signage – Sign Forge is currently waiting for the custom sign blanks to be made. They will then be able to produce the new signs. The Village is also working with Sign Forge on 5 other signs that should be completed in the next couple of weeks. 5. Playgrounds – The Village met with Lee Recreation to discuss upgrading the playgrounds at all parks except for Machmueller. They provided concepts and cost estimates for 6 new playgrounds, which were shared at the July Park meeting. The committee recommended moving forward with the project but to get other concepts and cost estimates from another manufacturer. The committee also recommended adding a second structure to Yellowbanks Park. Staff met with Doug from Gerber Leisure who is the representative for Landscape Structures last week. He was going to complete site visits of all the parks last Friday to determine playground sizes, structure sizes and other amenities. They will then develop concepts and cost estimates. We hope to see those in the next couple of weeks. 3. IDENTIFIED NEEDS 4. MISCELLANOUS COMMENTS / ISSUES • Park Work – Mowing picked up tremendously in July. Staff has been weeding and spraying, mow and prepare baseball fields at Kennedy for youth baseball and two tournaments, watering of flowers and trees, line painting, various repairs at the aquatic center, equipment maintenance, garbage pick-up and restroom cleaning. • Aquatic Center Update • The final session of swim lessons ended on Thursday, August 10th. • The aquatic center closed for the season on Sunday, August 20th. • The July invoice from YMCA has been received. • Groups that visited in July have been billed. • Accident – Two bollards on Weston Avenue at Camp Phillips were destroyed due to an automobile incident on August 10th. We have received a cost estimate for the bollards but are waiting for the police report. • DC Everest Youth Baseball – The DC Everest Youth Baseball season and tournaments are now done. They will be hosting travel baseball tryouts on September 10th and will more than likely have fall baseball. Youth Baseball has been in discussions with the DC Everest School District and the Village on how our entities can work together. Currently the school district is short a softball field due to the construction of the Greenheck/Turner Center, youth baseball is looking to expand the infield on diamond 1 at Kennedy and of course it is a Village field. The question is would it be possible for all 3 entities to work together to remove the grass infield on diamond 1 at Kennedy, expand the baselines, move the mound, and install new infield material to make this field useable for both softball and baseball? We are currently trying to put some numbers together for a preliminary cost on completing this work. END OF PACKET