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SAUK CENTRE PARK BOARD MINUTES 2005 SAUK CENTRE PARK BOARD MINUTES JANUARY 4, 2005 5:00 PM CALL TO ORDER Pledge of Allegiance Roll Call Dana Boschee called the regular meeting of the Sauk Centre Park Board to order at 5:00 PM on Tuesday, January 4, 2005, with members Mary Lawinger, Steve Peterson and Tony Rowe present. Member Mark Rachey was absent. Also present were Public Works Department Director Harold “Butch” Wessel and City Administrator Steve Bloom. Agenda Amendments Boschee requested the following agenda amendments:
With no objections, the agenda was amended to include III. D and E ANNOUNCEMENT OF COUNCIL APPOINTEES TO PARK BOARD Boschee announced that Mary Lawinger and Steve Peterson were reappointed to the Park Board for an additional two year term, while Tony Rowe was appointed as a new member. SWEARING IN OF NEW MEMBER – TONY ROWE Tony Rowe was officially sworn in as a member of the Sauk Centre Park Board. ELECTION OF CHAIRPERSON Boschee noted that both Rachey and he would decline the Chairperson’s position. Lawinger made a motion, with a second by Tony Rowe, to Nominate Steve Peterson for Park Board Chairperson Position. The motion failed 3-1, with Peterson, Rowe and Boschee voting against and Lawinger in favor thereof. Peterson made a motion, with a second by Rowe, to Nominate Mary Lawinger for the Park Board Chairperson Position. The motion was approved 3-0, with Peterson, Rowe and Boschee in favor thereof, while Lawinger abstained. Lawinger immediately assumed the duties of the Park Board Chairperson. ELECTION OF VICE CHAIR- PERSON Peterson made a motion, with a second by Boschee, to Nominate Mark Rachey for the Park Board Vice-Chairperson’s Position. The motion was approved 4-0, with all present voting in favor thereof. ELECTION OF SECRETARY The Board chose to delay action on the election of the Secretary’s position until review of the By-Laws. OTHER/MISCELLANEOUS By Laws Review and Update Peterson made a motion, with a second by Rowe, to Recommend Approval of the Sauk Centre Park Board By-Laws, With the Following Revisions:
APPROVAL OF MINUTES Boschee made a motion, with a second by Peterson, to Approve the Minutes of the December 7, 2004 Sauk Centre Park Board Meeting as Presented. The motion was approved 4-0, with all voting in favor thereof. PARKS/TRAILS 2005 DNR Grant Application Round Discussion followed concerning
the language of the draft copy of the Local Area Trail CentrePoint Energy Grant Application Wessel presented the Board with a draft copy of the CentrePoint Energy grant application for 2005. Discussion followed concerning the options for use of the money, and Wessel pointed out that any additional funding would add to the equipment placed on the skate park pad in Sinclair Lewis Multi-Purpose Field. Boschee made a motion, with a second by Peterson, to Recommend Approval of the Submission of the 2005 CentrePoint Energy Grant Application. The motion was approved 4-0, with all present voting in favor thereof. Master Park Plan Review and Update The Master Park Plan was presented to the Park Board for review. Rowe suggested that the City attempt to sell a few lots in Brown’s Park. Bloom stated that the deed language would dictate whether or not park dedication lands could be marketed. Discussion followed concerning Brown’s Park development. Staff pointed out that the Master Park Plan is a tool designed to aid the Park Board in its decisions on parks and trails. Wessel suggested that the board members bring the Master Park Plan to each meeting and refer to it when contemplating park, trail and open space development or reconstruction. No action was taken. Hickman Park/James B. Hendryx Addition Park Boschee stated that at the December meeting, the Park Board voted to accept park dedication in the proposed James B. Hendryx Plat 5 Addition. Boschee made a motion, with a second by Peterson, to Rescind the Motion of December 7, 2004 Concerning the Park Dedication Recommendation for James B. Hendryx Plat 5 Addition. Discussion followed concerning the park needs of that section of the community. Boschee and Rowe pointed out that Hickman Park is an underdeveloped park within walking distance of the Hendryx development. Rowe suggested that the City investigate selling Hickman Park, while Boschee suggested using the funds from the Park Dedication of Hendryx for development of Hickman. Further discussion ensued whereupon Boschee restated his motion to include a Recommendation to Accept 10% Cash in Lieu of Park Dedication Land for James B. Hendryx Plat 5 Addition. The motion was approved 4-0, with all present voting in favor thereof. Skate Park Committee Boschee made a motion, with a second by Peterson, to Form a Skate Park Committee to Create an Equipment Plan and Present it to the Park Board at the March 2005 Meeting for Approval. The motion was approved 4-0, with all present voting in favor thereof. Boschee volunteered to sit on the committee, as did Rowe. Rowe asked if Mid-Continent Asphalt will stand behind the paving work on the skate pad as it looks quite rough. Wessel stated that he would investigate the situation in the spring. CAMPGROUND Campground Managers Hired Wessel pointed out that the Council approved the hiring, and Vernon and Marlene Porter have accepted. Wessel noted that the final details, including wages will be worked out soon. No action was necessary. ARENA Arena Manager’s Update The Arena Manager provided a documents concerning scheduling at the Sauk Centre Civic Arena. No action was taken, as this was presented for informational purposes only. Arena Schedule The Board was presented with a calendar of Arena events for review. No action was taken. OTHER/MISCELLANEOUS Council/Staff Action on Previous Park Board Recommendations The Board was presented with information on items previously before the Park Board. No action was necessary. Selling Hickman Park Option Boschee made a motion, with a second by Rowe, to Direct Staff to Investigate the Legality of Selling the Hickman Park Property. Discussion followed, whereby, the motion was approved 4-0, with all present voting in favor thereof. ADJOURNMENT With no further business to come before the Sauk Centre City Council, Lawinger adjourned the meeting at 6:38 PM. Respectfully submitted, Recording Secretary Deb Zehrer
SAUK CENTRE PARK BOARD MINUTES SPECIAL MEETING TUESDAY, JANUARY 18, 2005 5:00 PM CALL TO ORDER Pledge of Allegiance Roll Call Chairperson Mary Lawinger called the Special Meeting of the Sauk Centre Park Board to order at 5:00 PM on January 18, 2005, with members Tony Rowe and Steve Peterson present. Members Mark Rachey and Dana Boschee were absent. Also present were Public Works Director Harold “Butch” Wessel and City Administrator Steve Bloom. Lawinger asked those in attendance to stand and recite the Pledge of Allegiance. PARKS AND TRAILS James B. Hendryx Plat 5 Park Dedication Revisited Lawinger presented the Board with the background information on the plat, noting that one of the requests from the Planning Commission was for the developers of the James B. Hendryx Plat 5 Addition to return to the Park Board to work out the details of the Park Dedication Developer Bob McManus spoke to the Board and stated that that the developers were not aware of that the park dedication was on the January agenda and therefore they were not in attendance at the meeting in which the Park Board rescinded its motion. He reminded the Board that he and his partner were in attendance when the Board made its original recommendation in December. McManus explained that the developers plan to develop the plat in phase and the first phase would probably include only twenty lots in the southern section of the development. He pointed out that they plan to develop each phase as the previous phase’s lots are sold. He noted that the park land will be part of an Outlot and included in the Development Agreement for eventual dedication to the City. Rowe stated that there is the existing Hickman Park is within eight hundred feet of the development and the City would have to use considerable funds to develop that further as well as the other parks within the City. He added that the funds from the planned development would help to ensure the development of the other parks within the community. Rowe pointed out that it seems to be a bad idea to accept this park dedication land without the funds to develop it. Staff pointed out that the developer will hold the property in its possession until the final phases are completed, at which time the park will be dedicated to the City. Further discussion followed concerning the details of this issue. Peterson made a motion, with a second by Lawinger to Rescind the Motion of January 4, Wherein the Park Board Rescinded the Motion of December 7, 2005, Concerning the Park Dedication of the James B. Hendryx Plat 5 Addition, Thereby Recommending Acceptance of Lots 1, 2, 20 and 21 in Block 4, of James B. Hendryx Plat V as Park Dedication and the Remainder in Cash in Lieu of Land, With a Sunset Clause on the Dedication of Eight Years From the Date of the Signed Development Agreement. The motion was approved 2-1, with Peterson and Lawinger in favor thereof and Rowe voting against. ADJOURNMENT With no further business to come before the Sauk Centre Park Board, the meeting of January 18, 2005 was adjourned at 5:40 PM. Respectfully submitted, Recording Secretary Deb Zehrer
SAUK CENTRE PARK BOARD MINUTES TUESDAY, FEBRUARY 1, 2005 5:00 PM CALL TO ORDER Pledge of Allegiance Roll Call Chairperson Mary Lawinger called the regular meeting of the Sauk Centre Park Board to order at 5:00 on Tuesday, February 1, 2005, with members Dana Boschee and Steve Peterson present. Members March Rachey and Tony Rowe were absent. Also present were Public Works Department Director Harold “Butch” Wessel and City Administrator Steve Bloom. Lawinger read a letter from Board Member Mark Rachey, indicating his desire to remain on the Park Board, even though he has missed several meetings due to a scheduling conflict. He noted that his term expires at the end of the year and he will not resubmit his nomination for 2006. No action was taken. Agenda Amendments Lawinger requested one amendment:
With no objections, the above item was added to the February 1, 2005 agenda. APPROVAL OF MINUTES Regular Meeting of January 4, 2005 Peterson made a motion, with a second Boschee, to Approve the Minutes of the January 4, 2005 Sauk Centre Park Board Meeting as Submitted by Recording Secretary Deb Zehrer. The motion was approved 3-0, with all present voting in favor thereof. Special Meeting of January 18, 2005 Boschee questioned the authority of the Planning Commission to call a special meeting of the Park Board and Lawinger noted that it was a request that she, as the Chairperson granted. Boschee made a motion, with a second by Peterson, to Approve the Minutes of the January 18, 2005 Special Park Board Meeting as Submitted by Recording Secretary Deb Zehrer. The motion was approved 3-0, with all present voting in favor thereof. Parks/Trails Preliminary Plans for Sinclair Lewis Days The Park Board received a short note from the Chamber of Commerce, outlining the preliminary plans for the 2005 Sinclair Lewis Days Celebration. Boschee questioned which agencies had the authority to close Park Trail and Wessel pointed out that it would be a Council decision. He noted that the 2004 closure was not well planned and it was inconvenient for many pedestrians. No action was taken. Update on Campground Manager Duties Staff noted that the 2005 Campground Managers met with staff to discuss their hiring terms, responsibilities and expectations for the upcoming camping season. Staff pointed out that Vern and Marlene Porter agreed to donate their time from January 19 to April 15, 2005. The Board asked staff to convey their appreciation for the donated time. No formal action was taken. Campground Flyer Update The revised campground flyer was presented for review and no changes were suggested. No action was necessary. OTHER/MISCELLANEOUS Dairyland Peach Grant Letter of Solicitation Staff submitted a letter of solicitation to ECM (Dairyland Peach) in order to secure funding for the proposed skate park in the Sinclair Lewis Multi Purpose Field. By general consensus, the Board approved the application for the Dairyland Peach Grant as submitted by Deb Zehrer. BUDGET/FINANCE 2005 Budget and CIP Spreadsheets Dedicated Funds Lawinger introduced the 2005 budget item for discussion. Staff noted that without the completion of the 2005 budget, it is unclear whether the funding exists to match the funds if awarded from the DNR for the construction of the Sauk River Walk Trail. Discussion followed concerning the possible transfer of funds from the Land and Trails Dedicated Funds to the General Fund to help pay the City’s portion of the proposed $100,000.00 project. Staff noted that DNR manager Tim Mitchel suggested that the City look to changing the surface of the trail to bituminous or other hard surface to accommodate bikers. In-depth discussion followed concerning the availability of funds in the City’s dedicated fund accounts. Boschee made a motion, with a second by Peterson, to Recommend Approval to Transfer $3,000 From the Park Land Dedicated Fund Account to the Park Dedication Fund, Account #228, Earmarked Specifically for the Skate Park Needs, and Further Recommend Approval to Transfer the Remainder of the Funds in the Park Land Dedicated Fund Account to Park Trails Dedicated Fund Account, Specifically For Use in Construction of the Sauk River Walk Trail. The motion was approved 3-0, with all voting in favor thereof. 2005 – 2009 Capital Improvement Plan Spreadsheets Staff Bloom explained that the 2005 Local Government Aid information will not be known until June 2005. Wessel pointed out that the preliminary budget numbers, prepared by former City Administrator Coralee Fox, reflect $45,000.00 in the Park Equipment Fund and $33,500 in the Park Improvements Other Than Buildings Fund, which more than adequately includes the mower and other items listed in the 2005 Park Department Capital Improvement Plan. After much discussion on the matter, Bloom informed the Board that they would be provided with the final numbers for the next Park Board meeting. No action was taken. ADJOURNMENT With no further business to come before the Sauk Centre Park Board, Lawinger adjourned the meeting of February 1, 2005 at 6:00 PM. Respectfully submitted, Deb Zehrer, Recording Secretary
SAUK CENTRE PARK BOARD MINUTES MARCH 1, 2OO5 5:00 PM CALL TO ORDER Roll Call Pledge of Allegiance Chairperson Mary Lawinger called the regular meeting of the Sauk Centre Park Board to order at 5:03 PM on Tuesday, March 1, 2005, with members Dana Boschee, Steve Peterson and March Rachey present. Member Tony Rowe was absent. Also present were Public Works Director Harold “Butch” Wessel and City Administrator Steve Bloom. APPROVAL OF MINUTES February 1, 2005 Boschee made a motion, with a second by Peterson, to Approve the Minutes of the February 1, 2005 Sauk Centre Park Board Meeting as Submitted by Recording Secretary Deb Zehrer. The motion was approved 4-0, with all present voting in favor thereof. PARKS/TRAILS Skate Park Committee Update Boschee reported that the committee chose four skate park pieces for inclusion in the Sinclair Lewis Multi-Purpose Field Skate Park. Discussion followed concerning available funds. Bloom stated that until the auditor’s have completed the 2004 audit, the Park Board will not have a clear definition of available funds in the dedicated fund accounts. Lawinger voiced her concerns that the total budget was not completed and asked Bloom to provide those numbers at the April Park Board meeting. Boschee questioned why the recommendation to transfer funds was not forwarded to the Council and staff noted that information gathered after the meeting led staff and the Park Board Chairperson to delay forwarding the recommendation until the Park Board reviewed the information gathered. Staff noted that without the final 2005 budget numbers available and without discussion the new information with the Park Board, the recommendation to transfer funds was not forwarded to the City Council. Staff agreed to forward the motion to Council at their March 2, 2005 meeting. No formal action was taken. First State Bank 100 Year Celebration in Sinclair Lewis Park The Park Board received preliminary information concerning a request from First State Bank to utilize Sinclair Lewis Park for their 100 Year Celebration in August 2005. There was no discussion and no action on this item as it was presented for information purposes only. ARENA Arena Manager’s Update After reviewing the Arena Staff Report, Rachey requested a breakdown on each individual dry floor event from Arena Manager as soon as they are available. No formal action was taken. BUDGET/FINANCE 2005 Budget and Dedicated Funds Peterson questioned the availability of funds for DNR Grants with a 50/50% match. Bloom stated that a definitive answer could not be presented at this time. Staff noted that without the final 2005 budget numbers available and without discussion the new information with the Park Board, the 2005 DNR Trail Grant Application was not submitted by the February 28, 2005 deadline. Discussion followed, and no action was taken.
OTHER/MISCELLANEOUS City Meeting Calendar – March/April 2005 The Park Board received a copy of the March/April 2005 City Meeting Calendar for review. No action was taken. ADJOURNMENT With no further business to come before the Sauk Centre Park Board, Lawinger adjourned the meeting of March 1, 2005 at 5:26 PM. Respectfully submitted: Recording Secretary Deb Zehrer
SAUK CENTRE PARK BOARD MINUTES APRIL 5, 2005 5:00 PM CALL TO ORDER Roll Call Pledge of Allegiance Chairperson Lawinger called the regular meeting of the Sauk Centre Park Board to order at 5:00 PM on Tuesday, April 5, 2005, with members Dana Boschee, Mark Rachey, Tony Rowe and Steve Peterson present. Also present was Public Works Director Butch Wessel. Lawinger asked those in attendance to stand and recite the Pledge of Allegiance. APPROVAL OF MINUTES March 1, 2005 Boschee made a motion to Request a Change in the Minutes to Reflect That He Admonished Staff and the Park Board Chairperson Not to Repeat Their Actions in Regard to a Recommendation by the Park Board. The motion failed for lack of a second. Peterson made a motion, with a second by Rowe, to Approve the March 1, 1005 Park Board Minutes as Submitted. The motion was approved 4-1, with Peterson, Rowe, Lawinger and Rachey in favor thereof, while Boschee voted against. 2005 Park Renovations/Improvements The 2005 Park Capital Improvement Plan was submitted for review. Peterson suggested that the $2,500 designated for a cement table in MorningView Park be used for playground equipment in the same park. Discussion followed with Boschee suggesting that the city use previously dedicated funds and the $2.500 currently dedicated for the cement table to purchase additional equipment and hire an outside firm to place the equipment in the Park. Wessel suggested that the Park Board could recommend using funds from the Park Dedication Funds to place an entire play set in MorningView Park. Discussion followed concerning estimated amounts. Peterson made a motion, with a second by Rowe, to Recommend Altering the 2005 Park Capital Improvement Plan by Changing the $2,500 for a Cement Table in MorningView Park to Playground Equipment for MorningView Park. Boschee disagreed with the motion, stating that there are park dedication funds set aside for MorningView Park and they should be used at this time. Wessel assured the Park Board that there are Park Dedication Funds available to add to the $2,500 to enhance the equipment. Peterson made a motion, with a second by Rachey, to Rescind the Previous Motion. The motion passed 5-0, with all voting in favor thereof. Peterson then made a motion, with a second by Rowe, to Recommend Approval to Go Out for Quotes for Playground Equipment for MorningView Park and Present to Park Board at Next Park Board Meeting. Boschee requested staff provide packet of August or September 2003 pertaining to Park Dedication Funds for MorningView playground equipment. The motion was approved 5-0, with all voting in favor thereof. ARENA Informational Packet Sent to City Council Rachey suggested that there may be ways to decrease the expenditures at the Arena, focusing on labor costs. Discussion followed concerning the report submitted by Berg, with the Board requesting more information on financial information. Deputy Clerk Carol Inderrieden was in the audience and answered some of the financial questions for the Park Board. Rachey questioned the Arena Manager’s ability to promote the Arena and Boschee informed him that the job description of the Arena Manager does not include marketing and promotion of the facility. The Board discussed the presented information further. By General Consent, the Board requested that the informational packet item be added to the May Park Board agenda and further requested the presence of Bill Berg to address the issues contained within the report. Further discussion followed whereby Lawinger requested that the Council make a decision at its April 6, 2005 meeting in regards to the Arena. The outstanding debt was discussed in detail. Skate Park Committee Update Wessel informed the Committee that staff received several layout plans for skate park equipment for Sinclair Lewis Multi-Purpose Field. Boschee made a motion, with a second by Rachey, to Recommend Council Authorization for the Purchase of Skate Park Equipment for Sinclair Lewis Multi-Purpose Field in an Amount Not to Exceed $10,000.00. The motion was approved 5-0, with all voting in favor thereof. Kickball Tournament Staff introduced an application from Jeff Quistorff, on behalf of the Mustang Bar Softball Team, requesting permission to host a kickball tournament at TowerView Park on April 30, 2005. No Action Was Necessary. OTHER/MISCELLANEOUS Council/Staff Update on Park Board Recommendations The Board received information from staff showing that the Council approved the transfer of Park Dedication Funds. No formal action was necessary. Recommend Purchase of New Lawn Mower as Per 2005 Budget Wessel provided information on the need for a new lawn mower for the Park Department. He estimated that the cost after trade-in will be under the budgeted $40,000.00. Discussion followed concerning the specifications on the mower. Peterson made a motion, with a second by Rowe to Recommend Council Authorization for the Purchase of a New Mower Via State Bids, in an Amount Not to Exceed the Budgeted Amount. The motion was approved 5-0, with all voting in favor thereof. Arbor Day Celebration Wessel informed the Board that the Arbor Day Celebration is scheduled for Friday, April 29, 2005. After some discussion on the issue, Rachey made a motion, with a second by Peterson, to Authorize Staff To Purchase a Minimum of Three Trees at a Reasonable Price, to be Planted in MorningView Park. The motion was approved 5-0, with all voting in favor thereof. Tree City USA Award Ceremony Wessel informed the Board that there will be a Tree City USA Award Ceremony on April 22, 2005 at the Arboretum in Chaska, Minnesota. Wessel noted that he may not be available to attend, but Lawinger requested more detailed information in hopes of attending herself. ADJOURNMENT With no further action to come before the Sauk Centre Park Board, Lawinger adjourned the April 4, 2005 meeting at 6:22 PM. Respectfully Submitted, Recording Secretary Deb Zehrer
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