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 July 22, 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, July 22, 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 next 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 7/12/2024 @ 2:00 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.  AMENDED 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, July 22, 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: June 3, 2024. 5. Public Comments. Parks and Recreation Committee Meeting – Agenda 7/22/24 Prepared by: Shawn Osterbrink, Director of Parks, Recreation and Forestry  AMENDED VILLAGE OF WESTON, WISCONSIN OFFICIAL MEETING AGENDA OF THE PARKS AND RECREATION COMMITTEE EDUCATIONAL PRESENTATIONS & REPORTS. POLICY ISSUES – DISCUSSIONS/RECOMMENDATONS. 6. Discussion on Marketing Campaign for Kennedy Park. 7. Discussion and possible action Naming Rights Policy. 8. Pickleball court update* FUTURE ITEMS 9. Possible next meeting date: August 26, 2024. 10. Topics for future meetings: 11. Remarks from Staff. 12. Remarks from Committee Members. 13. Announcements. 14. Adjourn. *Amended agenda item Parks and Recreation Committee Meeting – Agenda 7/22/24 Prepared by: Shawn Osterbrink, Director of Parks, Recreation & Forestry  Village of Weston, Wisconsin MEETING MINUTES OF THE PARK & RECREATION COMMITTEE MEETING Monday, June 3rd, 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 YES Ermeling, Barb (VC) YES Esker, Roger YES Weiland, Jamie (C) YES Village Staff in attendance: Falkowski (Clerk), Administrator Gebert, Osterbrink, Trustee Pinsonneault, Wodalski, and Trustee Zeyghami. 4. Approval of minutes from previous meeting: April 22, 2024. *M/S/P Ermeling/Esker: to approve the April 22, 2024, 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 June 3rd, 2024 EDUCATIONAL PRESENTATIONS & REPORTS NONE POLICY ISSUES – DISCUSSIONS/RECOMMENDATIONS 6. Discussion and possible action Friends of Kennedy Logo. Osterbrink explained that part of the marketing tools for Kennedy Park renovation was to design a logo for the Friends of Kennedy Park to use when fundraising. G. Morty developed 2 versions of a logo: one version is Friends of Kennedy Park Renovation with two trees on the logo and the second version is Friends of Kennedy Park with one tree. Both logos have squares forming a half-moon over friends. The logos can be used interchangeably depending on the group presenting and to whom. Corvino has two concerns: 1. What is the official name of the group. Osterbrink stated that Friends of Kennedy Park is unofficially the name the group decided on. 2. The Village of Weston logo is incorporated into the two versions of Friends of Kennedy Park logos that G. Morty designed. Corvino states that the logos may confuse people into thinking that the information is coming from the Village. Corvino states that the group is a separate entity from the Village and that no part of the Village logo should be associated with the Friends of Kennedy. Osterbrink stated that yes, the Friends of Kennedy Park logos are like the Village of Weston logo, but feels that the group would be ones presenting, and no Village staff would be associated or present to cause confusion. Gebert stated that a disclaimer, “affiliated with but not directly corresponding to the Village of Weston,” would be included in the material presented. Gebert also stated that incorporating part of the Village logo into the Friends of Kennedy Park makes sense because the project is taking place in the Village of Weston and needs approval from the Board of Trustees. Corvino responded yes, but the roles of Friends of Kennedy Park and the Village of Weston are unclear. Corvino is concerned about an outside entity having the role of seeking donations and fundraising. Village of Weston Parks and Recreation Committee Meeting June 3rd, 2024  Committee and staff discussed: • Add features that represent the groups in the squares of the half moon part of the logo - picture of home plate, skate board, hockey puck or sticks are some examples • G.Morty sent staff a customized logo for baseball that incorporated the logo onto a picture of home plate. G. Morty could customize the logos for the other groups. The half moon made up of squares would be removed. *M/S/P Ermeling/Esker: to recommend approval to remove the Village logo and allow the Friends of Kennedy Park to insert the sport logo that they choose. 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 7. Discussion and possible action Friends of Kennedy Park Agreement with the Community Foundation of Central Wisconsin. Osterbrink stated that D.C.Everest Youth Baseball, a non-profit entity representing Friends of Kennedy Park, presented to the Community Foundation discussing the potential for donors and their services of being the location of a pass-through fund for the Friends of Kennedy Park. Meaning, all donated funds would go to the Community Foundation who would in turn pay all the bills during the construction, tax filing, etc. The Community Foundation would retain 5% of the funds donated for overseeing the project. The Community Foundation Board will review the presentation and will determine if funding will be provided for the four projects that were presented. Corvino stated that the agreement is between D.C.Everest Youth Baseball and the Community Foundation. Osterbrink confirmed that yes, the agreement is between the two entities and not the Village. Village of Weston Parks and Recreation Committee Meeting June 3rd, 2024  *M/S/P Weiland/Clark: to recommend approval of the agreement with the Community Foundation of Central Wisconsin. 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 8. Discussion and possible action Kennedy Park Engineering Proposals Osterbrink stated that the Village received engineering proposals from Rettler, REI, and Point of Beginning. Staff reviewed each proposal and contacted a representative from each firm to confirm that they each understood what the Village was asking and that they each included all five phases in their designs. Staff recommends REI. *M/S/P Ermeling/Esker: to recommend awarding the Kennedy Park Engineering contract to REI. 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 9. Discussion on Development of Naming Rights/Sponsorship Policy. Osterbrink drafted a Naming Rights Policy only at this time. If a donation covers a minimum of 51% of the construction cost per said area that person, group, or business will have the naming rights for that area for a minimum of 30 years. Committee and staff discussed the benefits of having a Naming Rights Policy in place for Village of Weston Parks and Recreation Committee Meeting June 3rd, 2024  Friends of Kennedy Park fundraising and future projects. The Parks and Recreation Committee will make recommendations on the naming rights as they are received, and the Village Board will make the final decision. NO ACTION TAKEN 10. Discussion and possible action Development of Pickleball Court Design Request for Proposals. Osterbrink stated that the master plan and CORP were approved in December of 2023 and since then discussion of moving forward with adding pickleball courts at Machmueller Park has taken place. The local pickleball group is requesting an RFP to be completed and distributed to consultants for design and cost estimates of the courts. This will help provide a more accurate cost for fundraising. *M/S/P Corvino/Esker: motion to recommend developing an RFP and distributing it to potential consultants. 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 FUTURE ITEMS 11. Next meeting date: June 17, 2024. 12. Topics for future meetings. a. Updates – playground equipment, Kennedy Park construction, pool, work done by G. Morty Village of Weston Parks and Recreation Committee Meeting June 3rd, 2024 13. Remarks from Staff None 14. Remarks from Committee Members None 15. Announcements. None 16. Adjournment. *M/S/P Esker/Ermeling: motion to adjourn the meeting at 6:53p.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 Weiland, Jamie YES Jessica Falkowski, Recording Secretary Village of Weston Parks and Recreation Committee Meeting June 3rd, 2024  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 7/22/2024 Description: Marketing Campaign for Kennedy Park From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Background Friends of Kennedy Park and G. Morty & the Makers will be at the meeting on Monday to discuss the Marketing Campaign materials, etc. for this project and get feedback from everyone. Attached Docs: Draft Brief ______________________________________________________________________ Committee Action: No previous review. Fiscal Impact: None Recommendation: None Recommended Language for Official Action ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION  Creative Brief DATE July 9, 2024 BRAND Friends of Kennedy Park Renovation A multi-year capital campaign funding project for the What is the product? renovation to Kennedy Park in Weston. Approximately $14.5M is needed to be raised to make this What is the issue? renovation project a success. Create a multi-channel campaign -video, social, etc.- targeted to companies, foundations, families, etc. that results in Address it how? citizens showing pride for their community, while leveraging current Kennedy Park user groups Who are we talking Private donors, prominent companies and individuals, and to? residents in the area This project (and Kennedy Park) is bigger than just baseball, What is the relevant softball, and hockey; this is economic development, family insight? entertainment, safe walking paths, shade and picnic areas, and growth. Single most A community that cares about its kids and gives important thought: back is a great place to live and raise a family • Each sport played at KP teaches children to be respectful citizens and to take pride in their community • User groups from DCE Baseball, fastpitch, softball, Why might they hockey, skateboarding, aquatic center, etc. are believe us? currently enjoy the park’s amenities • Established partnership with the Community Foundation of North Central Wisconsin • The area is already known for projects built for the community by the community (see: GTCC) What tone should the brand strive for? Approachable, engaging, heartwarming, fun Mandatories Friends of Kennedy Park logo, URL (tbd), contact info (tbd) Logos, tagline, video, social content, print content, Deliverables: photography, etc. (Final list TBD)  REQUEST FOR CONSIDERATION Public Mtg/Date: Park & Recreation Committee – 7/22/2024 Description: Naming Rights Policy From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Question: Should the Park Committee recommend approval of the Naming Rights Policy? Background At the April meeting of the Parks and Recreation Committee the recommendation was to move forward with drafting a Naming Rights Policy. We attached a draft version of the policy in the June 3rd meeting packet that staff have been working on. We have also included it for this meeting. Attached Docs: Draft Policy ______________________________________________________________________ Committee Action: No previous review. Fiscal Impact: None Recommendation: None Recommended Language for Official Action Committee - I move to recommend/not recommend the Naming Rights Policy, _, Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION  VILLAGE OF WESTON PUBLIC PARK AND FACILITY NAMING POLICY 1. Purpose To establish a consistent and formal policy and process for naming public parklands, parks, and recreational facilities which the community may accept and readily identify with. 2. Scope It will identify significant historical, geological, and ecological areas located within the community. Also, it would give suitable recognition to individuals who make a sizeable monetary contribution or have contributed to the growth and development of the Village. 3. Responsibility The Parks and Recreation Committee shall be responsible for recommending to the Board of Trustees the naming or change in name for all assigned public Park and Recreation areas in the Village of Weston. However, notwithstanding this provision the Board of Trustees shall not be precluded from naming a park or facility. 4. Objectives and Goals A. The names should be purposeful, suitable, symbolic, and should fall under one of the classifications provided within this policy. B. Names of facilities should be adopted before dedication of a facility or before development begins on a new facility. C. Names will not be for living persons except when substantial donations are offered to the community for park and recreational purposes and when the donor stipulates a name as being a part of that donation or when a living person makes a substantial commitment of time and effort to improve the quality of life in the community. In such cases the Parks and Recreation Committee shall recommend that the Board accept or reject such an offer. D. Names for public officials will not be used without thorough justification and, in most cases, the person should be honored posthumously. E. Names of individuals will be considered only if that person was actively involved in giving unselfishly of herself/himself for the betterment of the community. It will be necessary for this individual to have strong community support. 5. Procedure A. Requests or proposals for adopting a specified name for a particular park or recreation area shall be submitted to the Parks and Recreation Committee in written form along with thorough documentation giving the reasons for the selection of the proposed name. B. For an individual (excluding historically significant individuals) to be considered, that person must have contributed significantly to the acquisition or development of the park or facility or to the park system overall. The recommended name must be accompanied by a biographical sketch which shall provide evidence of contributions to the park, facility, or park system overall. 6. Selection Criteria Park and Recreation areas/facilities may be named: A. For location, such as the name of an adjacent street or the related plat or subdivision. B. For a geologic, geographic, historical, botanical, horticultural or scientific feature inherent to the area. C. To honor a person or groups: 1. When a major donation that exceeds 50% of the cost to develop an area has been made for a park/facility wherein the donor stipulates a name as being a consideration of a donation. The name of these facilities will remain in place for a minimum of 30 years. The Parks and Recreation Committee shall recommend to the Board of Trustees to accept or reject such an offer. 2. An organization, business, or group for whom a park/facility is to be named should meet the following criteria: A. It should not be political or religious in nature unless it has had a unique and important place in the area’s history. B. It should be a local organization, business, or group, unless if a non-local group, it has performed some outstanding service for the area. D. To show gratitude to an individual: When it seems appropriate to name a park/facility in honor of a person, it should be one who has made a major contribution to the community and/or has been instrumental in acquiring the area and will be subject to the discretion of the Parks Committee. E. Classifications - These classifications are in order of priority. Places and Features 1. Natural phenomenon 2. Recognizable area or neighborhood 3. Descriptive 4. Horticultural, zoological, environmental 5. Assumed name (commonly used name) Historic Events 1. Battles 2. Discoveries 3. Explorations 4. Community development Organizations 1. Civic 2. Veterans 3. Fraternal 4. Other Person’s Name 1. Large donors 2. Historical groups 3. Local hero 4. National hero 5. National official 6. State official 7. Local official 8. Local individual(s) Great Ideas or Causes  1. Ecological 2. Friendship 3. Independence 4. Peace 7. Adoption A group may ask to adopt a park or recreation facility for improvement or maintenance purposes, and in return the park or facility could be named after that group. A written agreement should be signed specifically detailing the future responsibilities and length of the agreement with the group adopting the park or facility and any name change must first be approved by the Board of Trustees. 8. Other Naming Alternatives 1. Parks and facilities that are donated to the Village can be named by deed restriction by the donor. The naming and acceptance of land is subject to approval by the Parks and Recreation Committee and Board of Trustees. 2. Special names for new facilities or areas within a park (i.e. playgrounds, shelters, etc.) will be allowed under stated classifications and criteria when donations result in a substantial contribution to the proposed facility. (Generally, 51% or more of the proposed cost of the facility). These names will be recommended to the Board of Trustees for final approval. 9. Frequency, Repetition, Segmentation Generally, individuals and/or groups recognized (named) with one park or facility cannot be recognized with additional parks or facilities. Groups are not allowed to identify parks or facilities by using local chapters, numbers, troops, etc. 10. Renaming 1. The renaming of parks and facilities is strongly discouraged. It is recommended. that efforts to change a name be subject to the most critical examination so as not to diminish the original justification for the name or discount the value of the prior contributors. 2. Only those parks and facilities named for geographic location, outstanding feature or subdivision should be considered for renaming. Parks named by deed restriction cannot be considered for renaming. 3. For a park or facility to be considered for renaming the following must occur: a. The recommended name must qualify according to Section 6 of this policy, and; b. Be accompanied by a petition from the particular park or facility users. 11. Use of Plaques and Markers 1. This means of recognition will be used to honor individuals and organizations for the community or designate the history of a particular property. All plaques, markers, memorials, or monuments placed on parkland must be approved by the Parks and Recreation Committee as to design and placement. 2. All plaques, markers, and memorials are subject to the same naming criteria in Section 6 of this policy. 3. Because of their proneness to vandalism and maintenance, plaques, markers, and memorials should be used sparingly. 4. Designed to blend with and complement the existing Parks and Recreation  Department Signage and must be reviewed and approved by the Committee. 5. A written maintenance agreement for each plaque/marker/memorial shall be developed and signed by the Director of Parks and Recreation and donor individual/organization. Plaques, markers and memorials become the property of the Village. 12. Contests Contests may be used for naming parks or facilities providing they meet the approval of the Parks Committee and Board of Trustees. 13. Groundbreaking and Dedication When a new park is given or a facility constructed and ready for public use, a certain amount of public relations work should accompany the occasion. The purpose is to bring awareness to the public of a new property or facility for public use. Any and/or all available media resources may be used to promote awareness. 14. Grandfather Clause All existing park and recreational facilities named prior to adoption of this policy are under a grandfather clause with respect to this policy. END OF PACKET