Park and Recreation Committee

Village of Weston, Wisconsin MEETING MINUTES OF THE PARK & RECREATION COMMITTEE MEETING Monday, October 30th, 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) ABSENT, EXCUSED Esker, Roger YES Weiland, Jamie (C) YES Village Staff in attendance: Falkowski (Clerk), Higgins, Osterbrink, Wodalski, Trustee Pinsonneault (Zoom), and Trustee Zeyghami. 4. Approval of minutes from previous meeting: September 25, 2023. *M/S/P Esker/Corvino: to approve the September 25, 2023, minutes. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb ----- Esker, Roger YES Weiland, Jamie YES 5. Public Comments. Ryan Gardner from D.C. Everest Youth Hockey (DCEYH) commented that the organization would like to partner with the Village to possibly build an outdoor ice facility that the Hockey organization would have exclusive use of with a financial commitment from the organization. Village of Weston Parks and Recreation Committee Meeting October 30, 2023  The Village has the only full-sized outdoor hockey rink in the area. Gardner’s thoughts are to have a concrete base and overhead cover. The organization would be interested in hosting tournaments. Corvino asked Gardner if there is a layout or an organization that he thinks has done well and that Gardner would recommend. Gardner recommended the Eagle River Pond Hockey tournament that is held every year but, to keep the tournament at youth level. EDUCATIONAL PRESENTATIONS & REPORTS 6. Presentation from Rettler Corporation Ross and Rebecca from Rettler Corporation presented the draft of the Comprehensive Outdoor Recreation Plan (CORP). Ross stated that the CORP plan is a formal document designed to assist communities in planning and developing parks and open space. The CORP: establishes park related goals and objectives, inventories existing park and recreational facilities, updates demographic information, analyzes parkland and recreational needs, integrates community input, prioritizes projects into the Capital Improvements Plan (CIP) for completion, identifies lists of potential funding programs and grant opportunities, and the approval of the CORP is required for a municipality to apply for and receive State and Federal Grants. The CORP is part of the Village’s Comprehensive Plan and is split into two sections. The Village of Weston Comprehensive Plan Volume 1: Conditions and Issues Chapter 9: Parks and Recreation include: Overview, Parkland Inventory, Parkland Analysis, Needs Assessment, Implementation Strategies, and References. The Village of Weston Comprehensive Plan Volume 2: Vision and Directions Chapter 7: Parks and Recreation include: Introduction and Recommendations. Listed below are selected highlights of we received from the public through on-line surveys, public, user group, and staff meetings, email, comment sheets, and group discussions at meetings. • Most Used Parks: Kennedy, Machmueller, Yellowbanks, and Kellyland Parks, followed by the Dog Park. • 66% are “Satisfied” or “Very Satisfied” with park system. • Top 5 Most Important Park Amenities: aquatic facility, paved trails, park signage, parking lots, and unpaved trails. • Top 5 Most Important Park Amenities: restrooms, aquatic facility, playground equipment, trails (paved), trails (unpaved) • Top 3 Most Requested Amenities/Additional Amenities: restrooms, playground equipment, trails (paved and unpaved). • About half of the general comments included compliments to the Parks Department. • Facilities used in other communities: trails, playgrounds, pickleball/tennis courts, and aquatic facilities. Village of Weston Parks and Recreation Committee Meeting October 30, 2023  Osterbrink stated he received a few comments Trustees Pinsonneault and Zeyghami. Zeyghami pointed out that the estimate for installing pickleball courts at Machmueller Park shows 6 instead of 16 and the concept plan does not show an additional restroom facility or provide shade near the courts. Also, the concept shows 12 courts not 16. Weiland stated that the concept for Kellyland shows pickleball courts and Osterbrink responded that the staff and Committee recommended removing the courts from Kellyland. Osterbrink stated that there is more funding/grants for passive use items like trails, restrooms and shade structures versus active use items like pickleball courts. Trustee Pinsonneault would like to know the maintenance cost for all the parks. Osterbrink responded that the yearly Parks budget is a little over $400,000 and that includes staff and current maintenance allowance. Osterbrink stated that the budget does not include future expansion or maintenance costs of parks. Pinsonneault would like Osterbrink to include future costs and Osterbrink responded that currently the CORP provides concepts and plans which are not set in stone. Also, any future expansions or maintenance costs would be presented to the Committees and Board for recommendations and approval before the projects are implemented. Weiland would like to add more solar lights and shade area at the dog park. Rettler received the recommended changes from staff, Committee, and Board members before the meeting and made the changes to the document. POLICY ISSUES – DISCUSSIONS/RECOMMENDATIONS 7. Discussion and possible action Comprehensive Outdoor Recreation Plan. Discussion was held at the end of Rettler’s presentation and noted above. Zeyghami asked how many parking stalls are currently at Machmueller Park and Osterbrink responded 150. Zeyghami would also like Rettler to add shade area to the west side of the courts and propose a north/south court layout and east/west gate entrance. Zeyghami would like the updated project cost of installing the pickleball courts at Machmueller Park sent to him. Pinsonneault stated he would like Rettler to add irrigation, watering, and staff time in the current and proposed maintenance estimates. *M/S/P Corvino/Esker: to recommend approval of the Comprehensive Outdoor Recreation Plan with changes to the Board of Trustees. Village of Weston Parks and Recreation Committee Meeting October 30, 2023  Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb ----- Esker, Roger YES Weiland, Jamie YES 8. Discussion and possible action Kennedy Park Master Plan. Rettler presented the proposed master concept plan of Kennedy Park. Through discussions with staff, Committee, user, and public groups the master plan was created. The plan favors the installation of baseball/softball complex as the main attraction. The parking lot was expanded on the West side of the park to accommodate the complex and provide access to the soft surface playground that was added to that side of the park. Six batting cages were added just outside of the Northeast corner of the Aquatic Center fence. The plan proposes two large baseball fields with one infield being turf and three little league/softball fields with two having turf infields. The design of the complex includes a concession/restroom/scoring area in the middle. The South little league/softball field is designed into the hill having the spectator area placed behind and higher than the field which is a unique design. The bullpens that are located on the big fields can also serve as batting cages. Osterbrink explained that the layout and design of the ball complex was picked because the fields can be installed in phases without interrupting play. Fields 4, 5, and most of 2 can be built right now. The proposed changes to the Aquatic Center include a new soft surface playground, replacing the old sand play area, removing the volleyball court, and adding an additional shade structure along the north side of the pool deck. The volleyball court, #22 on the plan, is suggested to be relocated where the existing restroom is located near the shelter. The new proposed shelter will have a restroom attached. The plan shows a small addition to the north end of the skatepark. This area will be flat and accommodate beginner level skaters. The east parking lot has been expanded to provide 154 parking stalls. This will provide parking for the skatepark, shelter and playground area, and additional parking for baseball/softball. Trustee Pinsonneault asked if access to the turf fields will be restricted. The Committee’s response is yes, the turf fields will be restricted to the public, but not the other fields. The Northwest corner of the park will be redeveloped by removing the existing park buildings. The area is designed with a new building that will house the well, provide park storage and Village of Weston Parks and Recreation Committee Meeting October 30, 2023  serve as a warming house with restrooms. Tee-ball fields, hockey and open rinks will also be in this area. A suggestion from Ryan Gardner, representative from D.C.Everest Youth Hockey, is to build the hockey rink with a concrete pad and shelter roof. The rink will then be usable year-round, ice hockey in the winter months and roller ball the rest of the year. By making this change, two of the tee-ball fields will need to be relocated near the garbage enclosure and shed just south of the proposed soft surface playground. Trustee Pinsonneault asked if there will be user fees to offset the maintenance costs. Osterbrink stated that baseball has invested in Kennedy Park over the years by upgrading the fields, installing irrigation, lighting, scoreboards, fencing, etc. In the future the Village will meet with the user groups and consider constructing a maintenance agreement plan. *M/S/P Corvino/Esker: to recommend approval of the Kennedy Park Master Plan with changes to the Board of Trustees. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb ----- Esker, Roger YES Weiland, Jamie YES 9. Discussion and possible action Prohaska Park Master Plan. Rettler presented the proposed master concept plan of Prohaska Park. Through discussions with staff, committee, user, and public groups the master plan was created. The main entrance of the park is from Weston Ave with keeping a staff maintenance entrance from Ryan St. The restroom was moved south from the original location to accommodate the disc golf and camping areas and allow the sewer to gravity flow to Weston Avenue versus installing a grinder pump/lift station. There are 12 RV sites proposed that will have sewer and water hook ups. The plan shows a gazebo installed near one of the ponds, a path coming from the playground/shelter area to a pond with a fishing pier, and multiple walking trails throughout the park. An 18-hole disc golf course is proposed in the Southeast corner of the park. Weiland suggested adding stationary games like bag toss and Gaga ball pits. This will provide more options for campers besides walking the trails. Weiland would also like to add Village of Weston Parks and Recreation Committee Meeting October 30, 2023  an additional fishing pier on the larger pond. Clark and Trustee Pinsonneault asked if there are tent sites. Osterbrink said the proposed sites can accommodate RV’s or tents. *M/S/P Esker/Corvino: to recommend approval of the Prohaska Park Master Plan with changes to the Board of Trustees. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb ----- Esker, Roger YES Weiland, Jamie YES 10. Discussion and possible action Playground Proposals. Osterbrink received playground proposals from Burke, Gametime, and Landscape Structures. Osterbrink presented a spreadsheet with the following estimates for: individual structures, concrete borders, engineered wood fiber and a total cost estimate for each playground structure from all three companies. Recommendation from Rettler Corporation is to install a 12-inch wide by 12-inch concrete border because the concrete holds up well and then you will know when to add wood fiber. Due to the heights of the structures, it is a requirement to have a 12-inch depth of safety fall zone material. Also, the concrete is flush with the ground making mowing easier. Wodalski asked if the roof structures on some of the playground equipment proposed by Burke are solid or fabric. And if fabric does it have to be removed. Osterbrink will follow up with Lee Recreation, representative of Burke. Osterbrink stated that Burke is limited due to their production schedule. If the Committee chooses Burke a decision will have to be made before Thanksgiving week otherwise structures would not be installed in 2024. He also stated that ARPA contracts need to be signed by the end of 2024 and projects completed by the end of 2026. Gametime has a price increase coming. The current quote is good until the third week of November. All the proposed structures are for ages 5-12 years old. Gametime and Landscape Structures went off the footprint of Burkes proposal because Burke was the only manufacturer that sent a proposal back in July. Village of Weston Parks and Recreation Committee Meeting October 30, 2023 The Committee would like to add a play structure at Prohaska Park and an additional playground structure at Yellowbanks Park. Weiland asked what the Village was going to do with the old playground structures and if they could be donated to a small community or campground. Osterbrink responded; due to the age of the equipment the structures may not be in good enough condition. Corvino asked if it is necessary to replace the play structure at Kennedy because of the master plan design for that park. Osterbrink responded; the new structure will be replacing the current structure in the same location. This will not have any impact on the master concept plan of Kennedy Park. Osterbrink explained to the Committee that they should pick a manufacturer and how many structures to replace or add. Corvino asked if Osterbrink has worked with any of the vendors in the past. Osterbrink mentioned that the Village has worked with Lee Recreation, representative of Burke. Lee Recreation installed the playground structure at Machmueller Park and were great to work with. Weiland asked if the Committee went with Burke, would the Village contract out the installation of the concrete border. Osterbrink stated that the Village would probably contract out the concrete border regardless of the company the Committee recommends. Village staff would install the engineered wood fiber. Weiland would like handicap swings installed at community parks – Kennedy, Kellyland, Machmueller, and Kennedy. Weiland suggested adding an obstacle course at Yellowbanks as the second structure. Weiland also likes the traditional carousel. Osterbrink stated Village staff would remove the current play structures and complete the excavation for the installation of the new structures. *M/S/P Corvino/Clark: to recommend to the Board of Trustees to install 7 play structures in 2024 and use Burke Manufacturing. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb ----- Esker, Roger YES Weiland, Jamie YES Village of Weston Parks and Recreation Committee Meeting October 30, 2023 FUTURE ITEMS 11. Next meeting date: November 27, 2023 at 5:00 pm. 12. Topics for future meetings. a. Changes for play structures after approval of dollar amount from Finance Committee and Board of Trustees 13. Remarks from Staff Osterbrink stated his report is in the packet and Sign Forge has completed the installation of park and directional signs. 14. Remarks from Committee Members None 15. Announcements. None 16. Adjournment. *M/S/P Esker/Corvino: motion to adjourn the meeting at 7:45p.m. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb ----- Esker, Roger YES Weiland, Jamie YES Jessica Falkowski, Recording Secretary Village of Weston Parks and Recreation Committee Meeting October 30, 2023