Park and Recreation Committee

Village of Weston, Wisconsin MEETING MINUTES OF THE PARK & RECREATION COMMITTEE MEETING Monday, September 25, 2023, 5:00 p.m. AGENDA ITEMS 1. Meeting called to order by Chair Weiland @ 5:00 P.M. 2. Pledge Allegiance to the Flag 3. 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), Osterbrink, Wodalski, and Trustee Zeyghami. 4. Approval of minutes from previous meeting: August 28, 2023. *M/S/P Esker/Ermeling: to approve the August 28, 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 5. Public Comments. None Village of Weston Parks and Recreation Committee Meeting September 25, 2023 EDUCATIONAL PRESENTATIONS & REPORTS 6. Update on Park Projects Osterbrink stated Sign Forge repainted the boulder signs on the Eau Claire River Trail and will begin installing the rest of the park signs this week. Staff replaced trail material on the trail in washed out areas and fixed bridge approaches. Advanced, the contractor working on the water and sewer river crossing project, replaced the trail surface from the Ryan Street entrance down the trail to the corner. They originally used small granite rocks which made it hard for walking and biking. The small rocks were replaced with crushed granite. Advanced installed a post but still need to install the gate at the entrance. The Village plans to blacktop the parking lot at the Ryan Street entrance of the Eau Claire River Trail. A resident cut the brush around the windmill located near the pond at the Tricia Ave entrance on the Eau Claire River Trail. Staff hauled the material to the recycling yard. 7. Update on 2023 and 2024 Budgets Osterbrink explained how the budget is impacted by the increasing costs of materials and labor. Osterbrink gave examples of 2023 line items, Machinery Repairs and Contracted Services. Osterbrink budgeted $4,000 and currently spent $5,047 in Machinery Repairs and stated the Skate Park needs concrete, caulking, and stone repairs completed still this year. This will meet or slightly go over budget on Contracted Services. Even though some budget line items are over budget, there are other line items that fall below budget making the Parks budget overall under on expenditures. Osterbrink explained to the Committee that certain line items for the park budget will need to be increased for the 2024 budget because of cost increases. The Aquatic Center budget is over on Contracted Services because of the wages the Village has paid for pool staff. The Aquatic Center had a good year and was open more than was estimated. The YMCA plans to increase lifeguard wages $0.75/hour 2024 season. This will bring the starting wage for a lifeguard to $12.50/hour. The Village needs to increase Contracted Services by $10,000 to cover the $3,000 shortfall in 2023 and cover the wage increases for 2024. The Village needs to consider raising pass prices or finding an additional funding source to cover the increases in 2024. The pool budget is partially funded from Property Tax Levy and Room Taxes. Each fund currently provides $40,000 of revenue for the Aquatic Center. Ermeling asked what the current daily pass price is, and Osterbrink responded $5. Osterbrink explained that the Weston Aquatic Center prices are comparable to other surrounding Village of Weston Parks and Recreation Committee Meeting September 25, 2023  facilities like Rothschild. The Village did increase the season passes $10/pass and $5/mid- season pass. Weiland and Osterbrink discussed possible marketing strategies to sell more season passes. The Aquatic Center had a great 2023 season for revenue but the increase costs of chemicals, wages, pool and building repairs still outweigh the revenue. The Village will be meeting with Ryan from Rothschild and the YMCA to go over maintenance fees of software expenses and explain the benefits Rothchild could gain if they would purchase the software program themselves and use it to its full potential. Currently, the Village purchases the software program and charges Rothschild maintenance fees for using the software at their facility. This season Rothschild sold 56 of the 187 Joint Season passes sold but the revenue gets split 50/50. The Concessions did well this season in sales. This is partially due to the increase in birthday parties held at the pool. Through an increase in parties and sales the Village received more revenue from the operators than in past years. Next year, 2024, is the last year of the contract with the current operator at the concessions. Osterbrink will be discussing with the Committee early next year whether to renew the concessions contract or look at other options. The Village changed the hours at the Aquatic Center starting 2023 season which lessened the expense of wages. The Finance Committee and the Village Board of Trustees will make the final decisions for funding additional revenue for the pool. POLICY ISSUES – DISCUSSIONS/RECOMMENDATIONS 8. Discussion and possible action Kennedy Park Master Plan Osterbrink presented the two concept plans that the Village received from Rettler. Concept #1, Staff and Committee notes: • Additional storage on each field • Additional batting cages, pitching and warmup areas • Additional garbage containers/enclosure near the batting cage/parking lot eastside of park • Update existing playground, shelter, and both restroom locations • Concrete hockey rink so that it can be used all seasons • Pickle ball courts could be built where a retention pond is proposed between the pool and ball fields. Staff and Committee agree pickleball courts should be built at Machmueller Park Village of Weston Parks and Recreation Committee Meeting September 25, 2023  • Need an area for equipment storage • Connect new parking lot with existing parking lot by shelter area concept #1 • Take retention pond between ball fields and pool and slide it south to make one large retention pond to make room for possible tee ball area • Both plans show the removal of the volleyball court at the Aquatic Center along with adding shade structures and a rubberized surface playground which replaces the existing small children’s sand play area • Small field between pool and skate park can be built now Concept #2, Staff and Committee notes: • Staff liked concept #2 because of all the walking paths added within the park connecting areas • Remove new proposed playground on eastside of park and upgrade existing playground by shelter area • Weiland noted that concept #2 has no parking lots connecting to the proposed batting cages whereas concept #1 does • Osterbrink responded that maybe the west side of the park near all the parking lots is a better location for the batting cages • Additional 6-8 more batting cages • Jim (DCE Youth Baseball President) commented to add more soft toss areas around batting cages • Clark suggested removing the small playground on the West side and combining resources to make one large playground by the existing shelter area. Osterbrink responded that having a playground on the West side near the ball fields will benefit families with small children that are on that side of the park. Osterbrink also suggested the playground be all access and larger, making it a tourist attraction. • Concept #2 will be easier to phase and build fields while keeping baseball playing without interruption or moving somewhere else. Small field between pool and skate park can be built now and most of the large field on the east side can be constructed. Additional general comments on both concepts: • Will baseball fields be convertible from 60ft to 70ft • Narrowing up foul ball territory to 10ft and possibly shortening the fields • Make fields usable by multiple groups and ages • One large and one small field be turf for baseball and softball • Trustee Zeyghami asked if the number of parking spaces was determined by all the facilities being used and Osterbrink stated that by the amount of parking spots shown he believes the number was determined by all facilities being used. • Ermeling asked if the shelter area is staying, and Osterbrink responded yes because we still need an area for families to enjoy and rent if they would like to host an event. • Audience liked the orientation of the fields in concept 1 over concept 2 • Add lighting to all the fields, allowing for double stacking of games Village of Weston Parks and Recreation Committee Meeting September 25, 2023  • Both concepts could provide extra fields for DCE softball and baseball and are near the junior and high schools. • Keep a couple fields as community fields and open to the public, lock the turf fields • Most southern field will be a showcase field because it will be sunken in the hill. Meaning the spectators will be seated higher than the field of play. • Nick (Fastpitch Preident) asked if there will be a charge to play. Currently, the Village has a no pay to play policy. This is largely due to groups investing in Village fields, which benefits the Village and the groups directly. • Move T-ball to Kennedy Park from Machmueller Park 9. Discussion and possible action Prohaska Park Master Plan. Osterbrink presented the proposed concept that Rettler prepared for the approximately 87- acre park. The proposed plan shows: a handicap accessible fishing pier, walking and biking trails throughout, main park entrance from the South off Weston Ave, a shelter and restroom area, and lighting along the entry way and parking lot. Committee and staff suggestions: • Add a disc golf course • Possible site for pickleball courts • Add an additional parking lot to accommodate for disc golf • Add an urban camping area with 8-10 spots with water and electricity • Wedding gazebo near pond • Move restroom South to lessen the cost of sewer • Add additional playground There is $500,000 budgeted in the CIP through 2028 to use as a possible funding source. 10. Discussion and possible action Comprehensive Outdoor Recreation Plan. Osterbrink stated that staff reviewed and sent changes to Rettler. Staff review: • Updated the Acknowledgements section and sent to Rettler • Referenced Ross Ave, Highway J, and Yellowbanks canoe and kayak launches • Added a pedestrian bridge crossing the Eau Claire River from Ryan St to Trotzer/Apache Ln • Additional park site on the south end of the Village to accommodate residents from the Hinner Springs Subdivision and SC Swiderski multifamily housing. The possible park site is the greenspace located between Hinner Springs Subdivision and Birchwood Highlands. Village of Weston Parks and Recreation Committee Meeting September 25, 2023  • Staff recommends removing the current concept master plans for Kellyland and Yellowbanks parks presented in the current CORP because the plan had no public, staff, or committee input or cost estimates. The plans were based on previous administration’s vision • Removed the Recreational Programming section from the plan. Osterbrink reviewed the highlighted sections in the CORP draft and answered all questions Rettler had. Dan Higginbotham presented a bike path that connects City of Schofield, City of Wausau and Village of Weston at the August Park & Recreation Committee meeting. Dan asked if the Village’s portion of the trail that’s located along Northwestern and through Yellowbanks Park connecting to Camp Phillips pedestrian walking/biking path is in the Corp. Osterbrink responded yes. Zeyghami would like the blacktopped pedestrian path along Schofield Ave/JJ to continue from Ryan St to Camp Phillips Road. Wodalski would like to add in the CORP, a bridge crossing the Eau Claire River at Yellowbanks Park for snowmobiles to cross in the winter. 11. Discussion and possible action Playground Proposals. Osterbrink contacted Gerber Leisure (Landscape Structures) and Minnesota/Wisconsin Playground (Game Time) in addition to Lee Recreation (Burke). Unfortunately, Osterbrink has not received concepts or cost estimates from Gerber Leisure or Minnesota/Wisconsin currently. Osterbrink asked the Committee to defer any action on this item until next month. FUTURE ITEMS 12. Next meeting date: October 23, 2023 at 5:00 pm. 13. Topics for future meetings. a. Comprehensive Outdoor Recreation Plan b. Park Master Plans c. Playground Proposals 14. Remarks from Staff NONE 15. Announcements. Village of Weston Parks and Recreation Committee Meeting September 25, 2023  Keith’s retirement party this Friday at 3pm at the Municipal Center. 16. Adjournment. *M/S/P Ermeling/Esker: motion to adjourn the meeting at 7:54p.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 September 25, 2023