Park and Recreation Committee

Village of Weston, Wisconsin MEETING MINUTES OF THE PARK & RECREATION COMMITTEE MEETING Monday, April 22, 2024, 6:00 p.m. AGENDA ITEMS 1. Meeting called to order by Chair Weiland @ 6:00 P.M. 2. Pledge Allegiance to the Flag 3. Roll Call by Recording Secretary: Jessica Falkowski Member Present Clark, Katrina YES Corvino, Dino ABSENT, EXCUSED Ermeling, Barb (VC) YES Esker, Roger ABSENT, EXCUSED Weiland, Jamie (C) YES Village Staff in attendance: Falkowski (Clerk), Administrator Gebert, Osterbrink, and Wodalski 4. Approval of minutes from previous meeting: March 25, 2024. *M/S/P Ermeling/Clark: to approve the March 25, 2024, minutes. Yes Vote: 3 No Vote: 0 Abstain: 0 Not Voting: 2 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino ----- Ermeling, Barb YES Esker, Roger ----- Weiland, Jamie YES 5. Public Comments. NONE Village of Weston Parks and Recreation Committee Meeting April 22, 2024 EDUCATIONAL PRESENTATIONS & REPORTS NONE POLICY ISSUES – DISCUSSIONS/RECOMMENDATIONS 6. Discussion and possible action Park Marketing Proposals. Osterbrink stated the RFP was sent out for marketing firms to view and the deadline was April 14, 2024. The Village received two proposals from the following firms: G. Morty & the Makers and Baker Street Consulting Group. G. Morty is ready to conduct a marketing campaign and Baker Street Consulting Group would like to have a feasibility study completed first. The reason they want the feasibility study done is to verify that the goals set for Kennedy Park are feasible for the area. Weiland and Osterbrink received emails from Dino Corvino and Sarah Olafson in support of working with G. Morty & the Makers Firm. Osterbrink stated that the Village has worked with G. Morty in the past. Osterbrink also stated that the Friends of Kennedy Park Renovation Project has a meeting scheduled for May 28th to present materials to the Community Foundation Board. There are only three organizations invited to present in front of the Community Foundation that has submitted funding requests, and the Kennedy Park Group was chosen. They will have 15 minutes to submit their materials for the project. The group would like more information than the current cost estimate and master plan as part of their presentation. Weiland commented that G. Morty has the phases all laid out along with dates. Osterbrink talked with Baker Street Consulting Group stating that the committee doesn’t feel a feasibility study is necessary to be completed for the area. The Village will need to invest in more funds to help accomplish some of the items in the Kennedy Master Plan along with donations from investors. The Village is dedicating $766,000 of ARPA funds towards marketing, construction plans and building of phase 1. *M/S/P Ermeling/Clark: to recommend approval of the proposal from G. Morty & the Makers. Yes Vote: 3 No Vote: 0 Abstain: 0 Not Voting: 2 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino ----- Ermeling, Barb YES Village of Weston Parks and Recreation Committee Meeting April 22, 2024  Esker, Roger ----- Weiland, Jamie YES 7. Discussion and possible action Request for Proposals for Kennedy Park Survey and Engineering Design Services. Osterbrink stated that Wodalski drafted an RFP for the surveying and engineering design for Kennedy Park. Osterbrink mentioned besides the RFP, additional maps will be provided that include water, sewer, and storm facilities in and around the park. There is a timeline to have the construction plans completed so phase 1 can be sent for bids and awarded before the end of 2024 because the Village is using ARPA funds. The work needs to be completed and contractors paid before the end of 2026. Wodalski stated with the phasing that is planned for Kennedy Park it is important to have a detailed set of construction plans that show the correct elevations and locations of parking lots, fields, etc. Osterbrink stated that the footprint of buildings will be included in the plans but not the actual architectural drawings. Osterbrink said the Village did receive a building footprint for the hockey area from DCEYH. The estimate came in just under a million dollars for a concrete building including electricity and lights. Osterbrink provided feedback to the hockey organization on the plans they sent him. The plans don’t include walls. The plans showed hockey boards and glass on the ends. He suggested something for snow removal and to install a wall on the south side to keep the sun off the rink. DCEYH had Findorff draw up the construction plans for their area on the Kennedy Master Plan, so they have a more definitive number to raise funds for. Wodalski stated that once we receive the surveying and engineering design then the Village will have one construction document that everyone will work from and will help with the phasing. *M/S/P Clark/Ermeling: to recommend approval of the RFP. Yes Vote: 3 No Vote: 0 Abstain: 0 Not Voting: 2 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino ----- Ermeling, Barb YES Esker, Roger ----- Weiland, Jamie YES 8. Discussion on Development of Naming Rights/Sponsorship Policy. Village of Weston Parks and Recreation Committee Meeting April 22, 2024 Osterbrink stated that in the March meeting of the Park and Recreation Committee it was discussed that a naming rights/sponsorship policy needs to be developed before fundraising can begin for Kennedy Park. Osterbrink included examples of policies from Wausau/Marathon County, Stevens Point, and River Falls. Osterbrink asked the Committee what parameters they would like to set for the policy for sponsorship and/or naming rights. Examples: • $3,000/year, 3-year commitment - field sponsorships. • Make a certain large dollar donation to receive naming rights. Ermeling supports the idea of having a time limit of commitment for sponsorship. Weiland stated that the policy could provide different tiers of commitment and dollar amount. Osterbrink mentioned that the Village could offer different types of sponsorships, examples: playgrounds, fields, concessions, announcer booth, etc. at different prices. Gebert likes Wausau/Marathon County’s sponsorship/naming rights policy. Gebert likes the annual commitment for 3 years for sponsorship. This will help with the increasing costs of yearly maintenance. Gerbert would like to include that meeting the guidelines does not guarantee approval for sponsorship or naming rights. Recommendations will be made at the Park and Recreation Committee with final approval from the Board of Trustees. Committee and staff discussed sponsorship of a one-time donation towards an amenity to the park. For example, if someone would like to donate a bench with a plaque. Once the bench is installed it becomes Village property. When the amenity has reached the end of its life expectancy the amenity will be removed or possibly replaced with something else. The amenity will not be kept for in perpetuity. Sponsorships for fields or other structures will be based on a first come first served basis once monies are received. Committee and staff discussed naming rights for the sports complex. The park will remain named as Kennedy Park. If the Village receives a large donation towards the development of the sports complex, meets certain criteria, and the Park Committee and Village Board approve the application, then that individual or group will have the naming rights to the complex. Committee and staff addressed the current little league fields named Jones #1 and Jones #2 which are named after Ervin Jones. Ervin Jones was a good man and very involved in youth sports. The Village has no official documentation as to how the fields were named and dedicated in his memory. The Committee and staff discussed constructing a “Wall of Fame” for coaches who have coached for 5 or 10 years plus recognizing them for their dedication to the youth programs. Wodalski asked the Committee if they would like staff or Friends of Kennedy Park Renovation Project to oversee asking for sponsorships. The Committee and staff agreed to have Friends of Kennedy Renovation Project which is made up of the user groups: DCE Youth Baseball, DCE Youth Softball, and DCE Youth Hockey present and ask for sponsorships. Donors are more likely to donate to support youth organizations than Village of Weston Parks and Recreation Committee Meeting April 22, 2024  government. Gebert commented, running the sponsorship contributions through Friends of Kennedy Park Renovation Project are charitable in nature and not charitable if contributed to the Village. Weiland asked staff to contact G. Morty and the Makers to draft a sponsorship form and have it completed for the Friends of Kennedy Park Renovation Project to take to their presentation May 28th to the Community Foundation. Staff will draft a policy for the May meeting. NO ACTION TAKEN. FUTURE ITEMS 9. Next meeting date: May 27, 2024. 10. Topics for future meetings. a. Playground border proposals b. Kennedy Park construction document proposals 11. Remarks from Staff Osterbrink stated the RFP is out for bid on concrete borders for the playgrounds. The remaining 4 playgrounds have been placed on the Wisconsin Surplus Auction site and have a deadline for removal by June 3rd. All playground structures have been manufactured and trucks will be delivering the equipment this week and next. DPW staff started removing the old playground equipment at Kennedy Park and prepping the site. Norcon started the roof repairs at Machmueller Park. Osterbrink and Wodalski are working on the Kennedy Park construction documents RFP. 12. Remarks from Committee Members None 13. Announcements. None 14. Adjournment. *M/S/P Clark/Ermeling: motion to adjourn the meeting at 7:08p.m. Village of Weston Parks and Recreation Committee Meeting April 22, 2024  Yes Vote: 3 No Vote: 0 Abstain: 0 Not Voting: 2 Result: PASS Member Vote Clark, Katrina YES Corvino, Dino ----- Ermeling, Barb YES Esker, Roger ----- Weiland, Jamie YES Jessica Falkowski, Recording Secretary Village of Weston Parks and Recreation Committee Meeting April 22, 2024