Park and Recreation Committee

Village of Weston, Wisconsin MEETING MINUTES OF THE PARK & RECREATION COMMITTEE MEETING Monday, February 26th, 2024, 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), Administrator Gebert, Osterbrink, Wodalski, and Trustee Zeyghami. 4. Approval of minutes from previous meeting: January 29th, 2024. *M/S/P Esker/Corvino: to approve the January 29th, 2024, 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. NONE. Village of Weston Parks and Recreation Committee Meeting February 26, 2024 EDUCATIONAL PRESENTATIONS & REPORTS 6. Discussion and possible action improvements at Yellowbanks Park. Osterbrink stated at the February Park and Recreation meeting, Dan Higginbotham presented improvements for the canoe/kayak access along with adding a parking area closer in proximity to the access at Yellowbanks. The committee stated that Higginbotham should continue working on this project. Staff verified that current improvement plans for Yellowbanks listed in the Comprehensive Outdoor Recreation Plan (CORP) are sufficient to make the project eligible for federal and/or state grants. Higginbotham contacted Bill Bertram from Wausau/Marathon County Parks and Recreation Foundation because Yellowbanks is officially a part of the Great Pinery Heritage Waterway, making the project eligible for funding. Funds are handled by the Community Foundation of North Central Wisconsin. Osterbrink explained some bank improvements were made to Yellowbanks in 2015-2016 for easier access but more improvements could be made. The two existing parking lots at Yellowbanks are located on the east and west sides of the park and the launch access is in the middle. Osterbrink stated this section of river is the most accessible during all seasons. Users do not have to deal with the low water levels like other sections of this river. The City of Schofield has taken care of the downed trees that blocked the passageway further downstream. Higginbotham also contacted the Wisconsin Department of Natural Resources (WDNR) and sent them information on this project. The WDNR has various 50/50 matching grants that this project could meet the requirements and the Village could apply for. Osterbrink stated grant applications are due by May 1st, 2024. Higginbotham has prepared a site plan and partial cost estimate for the project. The Village would be responsible for 50% of the full cost of the grant. Village contribution could be labor, material, and equipment expense, not necessarily direct money contribution. Labor, material, and equipment will have to be logged and monthly reports sent in. Osterbrink emphasized by receiving federal and state monies the Village is tied to this project in perpetuity meaning we cannot back out and/or not maintain it. It is a lengthy and difficult process to change the use or exchange property with the WDNR requirements. Higginbotham added the Yellowbanks launch is the upper reach of the Great Pinery Heritage Waterway Trail which is a state trail, and the group is trying for national recognition. The landing is currently not required to be updated but is part of the attractiveness when applying for federal and state grants. Bill Bertram from the Wausau/Marathon County Parks and Recreation Foundation plans on placing signage at the launch indicating name and distance/mileage to next launch. The WDNR grant coordinator contacted the Village wanting to schedule a meeting to discuss the project before any applications are filled out. The grant applications dates for the Wausau/Marathon County Parks and Recreation Foundation is July 1 - July 31 and they award grants twice a year. State and federal grants applications are due May 1 and are awarded in late summer/early fall, so work on this project Village of Weston Parks and Recreation Committee Meeting February 26, 2024  would not begin till 2025. Corvino asked how much staff time will be invested in this project. Osterbrink responded, it depends on if the Village uses monies for contracting the project out or having Village staff do some of the work. Osterbrink stated the estimated cost for the project is $120,000. This includes installation of an easy dock, grading and site preparation, and paving of the parking lot. *M/S/P Corvino/Esker: to recommend moving forward with applying for grant funds to complete a parking area and improvements to the access at Yellowbanks Park. 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 POLICY ISSUES – DISCUSSIONS/RECOMMENDATIONS 7. Discussion and possible action improvements at Machmueller Park. Osterbrink mentioned the Village approved the sewer main extension traveling through the north end of Machmueller Park to Kramer Lane in 2026. Adding additional restrooms on the north end of the park is proposed in the CORP. An opportunity for cost savings on installation could occur during the construction of extending the water and sewer lines. The 1-5 year short term goals for Machmueller Park is to install 16 pickleball courts with viewing areas and the 6-10 year plan is to construct a restroom/shelter with a drinking fountain. The current restroom location is on the south end of the park due to the closest sewer and water connections from Quentin Street. The closest sewer connection is 750ft from the restroom in which the Village had to install a grinder station lift pump. Osterbrink stated there is a need for pickleball courts in the area. Osterbrink met with Trustee Zeyghami and discussed the cost estimate in the CORP, $745,000 for the installation of 16 pickleball courts and $545,000 for restroom/shelter area. Osterbrink also conversed with Village of Weston Parks and Recreation Committee Meeting February 26, 2024 Administrator Gebert who received a quote of $50,000 per pickleball court in the Town of Rome, no specs were included. Trustee Zeyghami prepared a more precise estimate because he believes the estimate listed in the CORP is low. Osterbrink stated a cost savings could occur if all 16 courts are installed at once. Zeyghami explained that the courts can be installed using blacktop, concrete, or tile. The tile option is the most expensive, blacktop the least expensive, and concrete is the most recommended. If concrete is used a special surface must be installed on top of the concrete for cushion and before the court is painted. Zeyghami estimates the total cost to be $1.5 million. This includes restroom/shelter, water, and sewer, 16 courts, shade, storage, and fencing. Zeyghami stated that the Pickleball Association will help with fundraising but will need a commitment from the Village to contribute some monies toward the project. President of the Pickleball Association reiterated the need of pickleball courts and listed limiting factors. The courts at Marathon Park are used extensively every day during the summer and the Pickleball Association is limited to the size of tournaments they can host. There are 9 pickleball courts at Marathon Park. Constructing 16 courts at Machmueller will allow for more opportunities to play and for the association to host regional tournaments. Corvino asked Zeyghami and the Pickleball Association if there are any infrastructure needs that are not shown on the design in the CORP. Zeyghami responded that everything is shown in the design. Zeyghami stated that the layout and being able to host tournaments will draw people to the Village. Weiland stated that the estimate listed in the CORP of $745,000 for installation of 16 courts and $545,000 for restroom/shelter is not far off the $1.5 million estimate Zeyghami presented. Zeyghami stated that the shelter alone is estimated at $250,000 for a 20ft x 100ft. Corvino asked Zeyghami about sound barriers. Zeyghami responded there are natural tree barriers between the courts and houses and the plan shows for installation of fencing and shade around the courts. Osterbrink added that the fence will have slats and not fabric to deaden the sound. Zeyghami stated that an official detailed plan needs to be constructed to help with the fundraising. Weiland asked how the Village moves forward with a layout so the association can start fundraising. Osterbrink stated that staff could work with Trustee Zeyghami if he chooses to be part of the design team, or the Village will have to hire a consultant which will increase the cost estimate of the project. The Village will need to budget monies in the CIP for design or construction of the project which the Finance Committee and Village Board will have to approve. Zeyghami stated he will help oversee the project. *M/S/P Corvino/Esker: to recommend moving forward with planning for improvements at Machmueller Park. Village of Weston Parks and Recreation Committee Meeting February 26, 2024  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 utilizing a consultant for Kennedy Park fundraising. Osterbrink met with a consultant from a marketing firm that the Village has worked with before about developing a strategy/story to move forward. Having multiple user groups involved, it is important to have a strategy moving forward. The consultant suggested the kids lead the effort in fundraising and not the Village. DCE Youth Baseball, DCE Youth Hockey, and DCE Fastpitch Softball are organizing and preparing to fundraise. Currently, DCE School District and DCE Youth Baseball are helping the Village reconstruct a little league diamond at Kennedy Park to allow for JV Softball to play on. Jim Olafson met with the Community Foundation and set up a pass-through account. Osterbrink mentioned if the committee decides to move forward with using a consultant, then he will contact other firms and take the quotes to Finance and see if there is funding available. Using ARPA Funds and/or Parkland Dedication Funds are possible sources. Osterbrink stated the AI technology that CVB has access to would be able to provide us with statistics about how many people were at Kennedy Park, where they came from and where they stayed during any time period. AI technology is a huge marketing tool. Osterbrink stated that the Village will need to make the initial contribution to get the project started and then determine fundraising amounts and future CIP funds. Corvino stated that the Village needs to put the first dollar in and contact firms to talk about how to fundraise in the future. Invest in the quality of life and make the Village of Weston a destination people want to live, work, and visit. Wodalski stated that support facilities are the Village’s responsibility. For example, the well house and other park buildings in the northwest corner of the park will be updated and or removed. The Village will upgrade the restrooms and parking lots that are proposed in the plan. Village of Weston Parks and Recreation Committee Meeting February 26, 2024  *M/S/P Corvino/Clark: to recommend seeking out and working with a consultant for the fundraising effort for Kennedy Park. 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 replacement roof panels at Sandhill and Machmueller Parks. Osterbrink received a cost estimate of $13,000 in spring of 2023 for replacement roof panels for Sandhill and Machmueller Parks. The estimate did not include installation. Osterbrink included pictures in the packet showing the deterioration of the roof panels. Osterbrink would like to update the cost estimates and contact a contractor who works with masonary and welding. The contractor will also have to supply a crane. One roof panel is 10,000 pounds. Osterbrink wants to contact Norcon, a local contractor, who does masonry work and has a crane for an estimate. Parkland Dedication Funds, $46,000 of which need to be used this year, are a possible funding source along with the $15,000 budgeted in the CIP for this project. *M/S/P Corvino/Esker: to recommend moving forward with the replacement of the roofing panels and repairs and forward to the Finance Committee for a funding recommendation. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: PASS Village of Weston Parks and Recreation Committee Meeting February 26, 2024  Member Vote Clark, Katrina YES Corvino, Dino YES Ermeling, Barb ----- Esker, Roger YES Weiland, Jamie YES FUTURE ITEMS 10. Next meeting date: March 25, 2024 at 5:00 pm. 11. Topics for future meetings. a. Playground border proposals. 12. Remarks from Staff Osterbrink stated he received the measurements for the playground borders Saturday so he can now finish the RFP and send out. Osterbrink also stated that staff went and got 7 dump truck loads of ball diamond material for the infield of diamond one at Kennedy Park. Staff needs to get one more load of material. Youth Hockey is working with Findorff drawing up plans for their facility. Hockey is hoping to have a shovel in the ground this fall. Osterbrink met with Disc Golf; they are wanting to move forward with secondary pin placements at Yellowbanks which was discussed last year as part of the agreement. 13. Remarks from Committee Members None 14. Announcements. None 15. Adjournment. *M/S/P Esker/Clark: motion to adjourn the meeting at 6:00p.m. Village of Weston Parks and Recreation Committee Meeting February 26, 2024  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 February 26, 2024