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, MARCH 25, 2024, 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, March 25th, 2024, at 5:00 p.m. Location: Weston Municipal Center, 4747 Camp Phillips Road, Weston, WI 54476 Agenda: The Agenda Packet will be sent out Wednesday or Thursday of this week. 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) 359-6114 (715) 359-6114 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 3/19/2024 @ 1:30 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, March 25, 2024 @ 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 AGENDA 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: February 26, 2024. 5. Public Comments. Parks and Recreation Committee Meeting – Agenda 3/25/24 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. 6. Discussion and possible action Arbor Day Proclamation. 7. Discussion and possible action Authorizing Resolution. 8. Discussion and possible action Development Plan for Kennedy Park. 9. Discussion and possible action Phasing Plan for Kennedy Park. FUTURE ITEMS 10. Possible next meeting date: April 22, 2024. 11. Topics for future meetings: Playground border proposals, Kennedy Park marketing proposals, Kennedy Park construction document proposals. 12. Remarks from Staff. 13. Remarks from Committee Members. 14. Announcements. 15. Adjourn. Parks and Recreation Committee Meeting – Agenda 3/25/24 Prepared by: Shawn Osterbrink, Director of Parks, Recreation & Forestry  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  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 3/25/2024 Description: Arbor Day Proclamation (P-24-001) From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park Committee recommend approving Proclamation P-24-001 designating May 24th, 2024, as Arbor Day in the Village of Weston? Background The Village has celebrated Arbor Day for the past thirteen years by holding an observance and planting trees. Besides the benefits of planting trees, the Arbor Day observance and proclamation are two of the requirements that the Village must complete to be designated as a Tree City. National Arbor Day in 2024 is April 26th but the observance can take place anytime. We have chosen to dedicate Friday, May 24th, 2024, as Arbor Day in the Village. Attached Docs: Proclamation P-24-001 ______________________________________________________________________ Committee Action: No prior review. Fiscal Impact: N/A Recommendation: Staff recommends approval. Recommended Language for Official Action I move to recommend approval of Proclamation P-24-001 designating May 24, 2024, as Arbor Day in the Village of Weston. Or I move to not recommend approval of Proclamation P-24-001. Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION  Arbor Day Proclamation (P-24-001) Whereas, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and Whereas, the holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska, and Whereas, Arbor Day is now observed throughout the nation and the world, and Whereas, trees can reduce the erosion of our precious topsoil by wind and water, lower our heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife, and Whereas, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products, and Whereas, trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community, and Whereas, trees, wherever they are planted, are a source of joy and spiritual renewal, NOW, THEREFORE, I Mark Maloney President of the Village of Weston, do hereby proclaim Friday, May 24, 2024 as Arbor Day in the Village of Weston, and I urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and Woodlands, and Further, I urge all citizens to plant and care for trees to gladden the heart and promote the well-being of this and future generations. Dated this 15th day of April in the year of 2024 President _______________________________________ Attest __________________________________________  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 3/25/2024 Description: Authorizing Resolution (2024-008) From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park Committee recommend approving Resolution 2024-008 authorizing Jessica Falkowski to submit a grant application and complete all necessary paperwork required for a grant? Background The Village approved applying for a grant for improvements at Yellowbanks Park through the Wisconsin Department of Natural Resources at their March meeting. As part of the grant application process, Resolution 2024-008 needs to be approved and submitted with the grant materials as it gives authority to Village staff to submit the grant on behalf of the Village of Weston. Attached Docs: Resolution 2024-008 ______________________________________________________________________ Committee Action: No prior review. Fiscal Impact: Approving the resolution makes the Village eligible for grant funding. Recommendation: Staff recommends approval. Recommended Language for Official Action I move to recommend approval of Resolution 2024-008. Or I move to not recommend approval of Resolution 2024-008. Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION  VILLAGE OF WESTON, WISCONSIN RESOLUTION NO. 2024-008 A RESOLUTION, approving that Jessica Falkowski of the Weston Park Department is authorized to act on behalf of the Village of Weston to submit a grant application, submit reimbursement claims, submit signed documents, and take necessary action to undertake, direct, and complete the approved project. WHEREAS, the Village of Weston is interested in developing lands for public outdoor recreation purposes as described in the application; and WHEREAS, a cost-sharing grant is required to carry out the project; THEREFORE, BE IT RESOLVED that the Village of Weston has budgeted a sum sufficient to complete the project and HEREBY AUTHORIZES Jessica Falkowski, Parks Department, to act on behalf of the Village of Weston to: • Sign an application to the State of Wisconsin Department of Natural Resources for any financial aid that may be available. • Submit reimbursement claims along with necessary supporting documentation within 6 months of project completion date. • Submit signed documents; and • Sign and submit reimbursement claims along with necessary supporting documentation. • Take necessary action to undertake, direct and complete the approved project. BE IT FURTHER RESOLVED that the Village of Weston shall comply with all state and federal rules for the programs; may perform force account work; will maintain the completed project in an attractive, inviting, and safe manner; will keep the facilities open to the general public during reasonable hours consistent with the type of facility; and will obtain from the State of Wisconsin Department of Natural Resources or the National Park Service approval in writing before any change is made in the use of the project site. PASSED BY THE BOARD OF TRUSTEES OF THE VILLAGE OF WESTON, at a regular meeting thereof, this 15 day of the month of April 2024. VILLAGE OF WESTON, a Municipal Corporation of the State of Wisconsin. By: ___________________________ MARK MALONEY, President ATTEST: By: ___________________________ PAMELA BREHM, Clerk  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 3/25/2024 Description: Development Plan for Kennedy Park From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park Committee recommend approving the development steps for the development of Kennedy Park? Background The fundraising and development of Kennedy Park will take place over multiple years in different phases with multiple different individuals in different roles throughout the process. Staff have drafted a document that we believe will help outline the process and the order in which items should take place. This document will also help everyone involved know where we are in the process and when things were completed. Remember this is just a draft outline and we suspect that priorities and the order will be changed throughout this process. Attached Docs: Development Plan ______________________________________________________________________ Committee Action: No prior review. Fiscal Impact: N/A Recommendation: Staff recommends approval. Recommended Language for Official Action I move to recommend approval of the Kennedy Park Development Plan. Or I move to not recommend approval of Kennedy Park Development Plan. Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION  Plan for the Development of Kennedy Park The Plan below was developed as a start of steps forward for the development of Kennedy Park. The Plan is in draft format as steps will likely still need to be added as we begin to move through the development process. The Plan will help to identify where the Parks Committee and user groups are in the process, as the overall development is large and will take years to complete. The dates following each item are when they were completed, recommended, or approved. 1. Develop Master Plan a. Prepare request for proposals for master plan and distribute to qualified consultants. 8/2022 b. Present proposals to Village Park Committee and Board to develop and fund master plan for Kennedy Park. 9/2022, c. Gather input from the public, staff, committee, board, and user groups through meetings and surveys. 4/2023 d. Develop master plan options and refine with additional input from public, staff, committee, board, and user groups. 2023 e. Review, recommend and approve master plan through committee and board. 10/2023, 12/2023 2. Implementing Master Plan and Fundraising a. Receive recommendation and approval from committee and board to move forward with planning to complete improvements. 1/2024 b. Meet with user groups to determine steps moving forward with fundraising. Village to oversee but  groups will be integral in the process as the Village won’t be making the fundraising requests. 2/2024 c. Meet with Community Foundation and set up a pass-through fund so all the groups do not have to combine and set up their own tax-exempt organization. 2/2024 d. Request recommendation/approval to work with a marketing consultant and funding to develop plan, story, strategy, and materials. 2/2024 e. Prepare a request for proposals for marketing plan and distribute to qualified consultants. f. Set goals for fundraising, commitment from the Village of their participation in the development and determine the order of development/phasing plan. g. Meet with potential consultants to assist with services related to the fundraising/marketing plan. h. Review marketing proposals and award. i. Work with approved consultant, staff, committee, board, and user groups to develop our marketing strategy, materials, etc. j. Secure funding for the development of construction documents, bidding services and construction management of project. k. Begin fundraising by completing grant applications, meeting with donors, etc. to meet goals of phasing plan. l. Prepare request for proposals for development of construction documents and distribute them to qualified consultants. m.Meet with potential consultants to assist with the development of the construction documents.  n. Review proposals and award. o. Prepare construction documents. 3. Next Steps a. Determine if construction of phase one can begin once the first fundraising goal is met. b. Prepare bidding documents for development of phase one. c. Advertise and disburse biddings documents. d. Recommend and approve contractor. e. Continue fundraising for the next phase. f. Apply for necessary permits. g. Begin construction.  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 3/25/2024 Description: Phasing Plan for Kennedy Park From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park Committee recommend approving the Phasing Plan for the development of Kennedy Park? Background The development of Kennedy Park will take place over multiple years in different phases. Public Works Director Wodalski put together a phasing plan based on all the input he heard throughout all the meetings regarding this project. He also put together a brief explanation regarding the reasoning for each phase. Which is included below in red. Remember this is just a plan and priorities may change throughout the process that could change the plan. Attached is a shot at a phasing plan for Kennedy Park based on what I believe I’ve heard are priorities from the various user groups. - Phase 1-BB is the southernmost baseball field and the east playground. - Phase 1-H is the hockey portion at the NW corner – this would include then the demolition of the existing buildings and a new multipurpose building as well as the hockey rink. - Phase 2 would be redoing the east parking lot and the shelter/restroom facilities. - Phase 3 would be the skate park, batting cages and then eastern big field and south cloverleaf field (I believe through the construction/design process it’d be possible to get these 2 fields built without having to disturb the existing Jones fields. This would then also include a new restroom on the west side and get the asphalt path connection from west to east. - Phase 4 would then be the northern small field, and this would then officially take the current Big Field out of play and would include the construction of the central bathroom and concessions area with the utility lines. - Phase 5 would be the final field and then the parking lot on the west side. This would take Jones 1 and Jones 2 then out of service. I didn’t phase in the splashpad/playground within the Aquatic Center but figured that’d be done whenever and didn’t need to be tied to a specific phase. Attached Docs: Phasing Plan ______________________________________________________________________ Committee Action: No prior review. REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION Fiscal Impact: N/A Recommendation: Staff recommends approval. Recommended Language for Official Action I move to recommend approval of the Kennedy Park Phasing Plan. Or I move to not recommend approval of Kennedy Park Phasing Plan. Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION PHASE 1 - H PHASE 4 PHASE 5 PHASE 3 PHASE 2 PHASE 1 - BB END OF PACKET