2. MINUTES OF PREVIOUS MEETINGS a. Approving September 25, 2013 Special Park & Recreation Committee Minutes

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1 Meeting: Special Park & Recreation Committee Place: Town Hall 1293 Washington Avenue Date/Time: October 30, :00 PM Web Page: Posted: October 28, 2013 Chairperson David Salvaggio Town Administrator Jim Culotta Committee Member Carol Boettcher Town Attorney Brad Hoeft Committee Member Matt Geszvain Director of Public Works Adam Monticelli Committee Member John Bishop Town Clerk Debra Otto Committee Member Thomas Esser Town Treasurer Charles Pretty Deputy Town Clerk Bonnie Erickson Assistant Administrator Eric Ryer 1. CALL TO ORDER/PLEDGE OF ALLEGIANCE 2. MINUTES OF PREVIOUS MEETINGS a. Approving September 25, 2013 Special Park & Recreation Committee Minutes 3. OLD BUSINESS a. Update, discussion, and possible motion on Town recreation programs & Town parks b. Discussion and possible recommendation on OHOW rental fee c. Discussion on a possible winter event at Pleasant Valley Park and Trails 4. NEW BUSINESS a. Discussion and possible recommendation on the 2014 Parks budget b. Discussion and possible recommendation on purchasing backstop padding for OHOW fields c. Discussion and possible direction on an update to the Comprehensive Park Plan d. Discussion on future meetings 5. ADJOURNMENT Notes: A quorum of Town Plan Commission and Town Board of Supervisors may be present at this meeting for the purpose of gathering information and possible discussion on items listed on this agenda. However, unless otherwise noted in this agenda, no official action by the Plan Commission or Town Board will be taken at this meeting.

2 TOWN OF CEDARBURG SPECIAL PARK & RECREATION COMMITTEE MINUTES September 25, 2013 TOWN OF CEDARBURG SPECIAL PARK & RECREATION COMMITTEE MINUTES Pleasant Valley Park & Trails September 25, 2013 Present: Also Present: Chairman David Salvaggio, Carol Boettcher, Matt Geszvain, Thomas Esser, John Bishop Town Administrator, Jim Culotta, Assistant Administrator, Eric Ryer 1. CALL TO ORDER/PLEDGE OF ALLEGIANCE: Chairman Salvaggio called the meeting to order at 5:10 p.m. The meeting began with the Pledge of Allegiance. Chairman Salvaggio then commented on the success of Trails Day that was held September 21 st at Pleasant Valley Park and Trails, thanking all that were involved in the event. 2. MINUTES OF PREVIOUS MEETINGS: a. Approving August 28, 2013 Special Park & Recreation Committee Minutes Carol Boettcher moved to approve the minutes from the special meeting on August 28, Matt Geszvain seconded, and the motion passed unanimously. 3. OLD BUSINESS a. Update, discussion, and possible motion on Town recreation programs & Town parks Assistant Administrator Ryer addressed Town recreation programming. The flag football season is now in its fifth week of the season. The Concordia mini-camp was held on September 9th at the Concordia University turf football field. There was a great turnout for this free event. The players and coaches led skills and drills for the kids. Tom Esser suggested attempting to have a Packer or Wisconsin Badger player attend the event next year. The flag season now has three weeks remaining. The season will then conclude with championship games for each division at Concordia University on Saturday, October 19 th ; trophies and medals have been ordered. Staff continues to budget for the 2014 recreation seasons. We are also obtaining pricing on some needed equipment that can be purchased with surplus 2013 monies. The fall season of deep water toning continues. Registration has increased to 35 participants, making the program more than self-supporting for the fall. The fall season of pickle ball is now underway and will run through December 17th on Tuesday nights from 6:30-8:30pm at Thorson Elementary. Total fundraising stands at $32,795 with all money collected. b. Update on Trails Day on September 21st Assistant Administrator Ryer explained Trails Day, which took place on September 21 st at Pleasant Valley Park and Trails, was a success. Jim Hinze of the Ozaukee County Mountain Bikers Club (OCMB) noted that between people attended the event, many of them younger kids. The Five Corners Lions Club sold out of concessions before the event was over. Administrator Culotta noted the News Graphic had a nice three-quarter page photo spread covering the event. c. Discussion on a possible fall/winter event at Pleasant Valley Park and Trails The Parks Committee previously discussed this item at their June and August meetings. Chairman Salvaggio suggested the Ozaukee County Mountain Bikers be involved in a ride in the winter months. Matt Geszvain said the Monticello Snowmobile Club would be interested in helping out with the event and would groom trails and a sledding hill. Mr. Geszvain suggested the event be 1

3 TOWN OF CEDARBURG SPECIAL PARK & RECREATION COMMITTEE MINUTES September 25, 2013 held in February to avoid other events and provide the best chance for snowpack. Jim Hinze (OCMB) said the group would be interested in the event and could work with ZuZu Pedals in Port Washington to get some fat tire snow bike rentals out for an event. They would caution use of the trails if the snow has thawed (don t want to rut the trails), but would favor an event if there is snow cover and the trails are frozen. Mr. Hinze also suggested the addition of one pole light in the parking lot at Pleasant Valley Park and Trails. 4. NEW BUSINESS a. Discussion and possible recommendation on declaring pitching machines surplus property Assistant Administrator Ryer explained the Town purchased three First Pitch baseline model pitching machines in 2011 for the Little League program and used them during the 2011, 2012, and half of the 2013 seasons. The machines were purchased for under $700 each, and were an economical way to provide several machines for the new program. This past season two new JUGS brand pitching machines were donated to the program ($1,400 each). The JUGS brand is seen as the standard in the industry. Coaches much preferred the JUGS machines which are sturdier, more reliable, and easier to use. Staff plans on purchasing an additional JUGS machine yet in 2013 with surplus Little League funds (bringing our total then to three of the JUGS machines). This would allow us to retire the three First Pitch models, which would no longer be needed. Staff is requesting the Park and Recreation Committee make a recommendation to the Town Board to declare the three First Pitch model machines as surplus property to be sold. Tom Esser then moved the Park & Recreation Committee recommend the Town Board declare the three First Pitch machines be declared surplus property for sale, so long as funds made off of any sale be reinvested into the Little League program. Carol Boettcher seconded, and the motion passed unanimously. b. Discussion on future meetings The next meeting will be held on October 30th, 2013, at 5pm at Town Hall. 5. ADJOURNMENT Carol Boettcher moved to adjourn the meeting. John Bishop seconded, the motion carried unanimously, and the meeting adjourned at 5:31 p.m. Respectfully submitted, Eric Ryer Assistant Administrator 2

4 Meeting Date: 10/30/13 Agenda Item: # 3a SPECIAL PARK & RECREATION COMMITTEE MEMORANDUM TO: David Salvaggio, Chairman Park & Recreation Committee, Town Board FROM: Eric Ryer, Assistant Administrator MEMO WRITTEN: October 23, 2013 SUBJECT: Agenda Item # 3a: Update, discussion, and possible motion on Town recreation programs & Town parks Cedarburg Flag Football League The season wrapped up last Saturday, October 19 th, when championship games were played for the Pee Wee, High School, and College divisions on the Concordia University turf football field (picture at right). The weather was great for the second year in a row. We had a very successful season in 2013 with record registration at 142 participants. Staff ed out an online survey on October 25 th to gather feedback from the parents on their impressions of the season and to understand preferences to help with planning the program in Cedarburg Little League / Fields The recreation budget was reviewed by the Finance Committee at their meeting on October 23 rd. The 2014 budget will shift recreation finances out of the general fund into separate accounts for each program within a newly created Recreation fund. Staff has been evaluating an option for the construction of a culvert and driveway connecting the Town Hall parcel to the OHOW fields parcel. This will make accessing the parcels by equipment and vehicles efficient and safe. The work would include a recycled culvert and free clean fill from a local project. Costs would include labor and a small amount of gravel top dressing. Deep Water Toning / Community Pool The fall season of deep water toning continues. Registration now stands at 38 participants, making the program more than self-supporting for the fall. The season will run through December. The Cedarburg School district has cleared meeting dates for the spring; registration for this early 2014 season will open in December. As with flag football, staff ed a link to an online survey to fall participants to gather feedback on the program. Pickle Ball The fall season continues, and runs through December 17 th on Tuesday nights from 6:30-8:30pm at Thorson Elementary. Fundraising Total fundraising held steady this week at a total of $32,795 with all $32,795 collected. 1

5 Meeting Date: Agenda Item: # 3b SPECIAL PARK & RECREATION COMMITTEE MEETING MEMORANDUM TO: David Salvaggio, Chairman Park & Recreation Committee, Town Board FROM: Eric Ryer, Assistant Administrator MEMO WRITTEN: October 23, 2013 SUBJECT: Agenda Item # 3b: Discussion and possible recommendation on OHOW rental fee BACKGROUND Cedarburg Little League utilizes the OHOW fields the majority of days from late April through the beginning of August, including Saturdays and Sundays which are popular for coaches looking to pick up extra practice time. Earlier in 2013, the Park & Recreation Committee, Plan Commission, and Town Board considered the merits of establishing a rental fee, policy, and amending the Town Code to ensure any such rental is fairly governed and to protect the Town facilities. These efforts resulted in the Town Board approving a policy, hold harmless and indemnification agreement, and facility agreement that address different scenarios of usage including ballfield rental as well as rental of the other portions of the park not including the ballfields. This action was then followed up with Ordinance amending the Town Code and an update to the Town Fee Schedule to establish fees. UPDATE The Town has received its first request for field rental in The request comes from a youth baseball team for Saturdays (8-11am) and Sundays (3-6pm) weekly from April 5 th July 31. Staff is bringing this item before the Park & Recreation Committee because this request would take away the availability of field time that is popular among Little League coaches during the season for practices. More importantly, their application is for the total park with no mowing or prep; this would result in no fees being charged for significant field usage. Staff recommends the Committee revisit the fee structure to establish an hourly usage rate that would ensure a fee would be charged for use of the park and/or ballfields by organized groups. It is staff s opinion that any time taken away from the Little League program must be compensated to the Town. The table below shows the current and suggested fee structures. Staff recommends a range of $30-$50/hour for the hourly rate earmarked below. Current Fee Suggested Fee Park + One Field Prepped $115 + security deposit $115 + hourly + security deposit Park + Two Fields Prepped $140 + security deposit $140 + hourly + security deposit Park w/no mowing & no $0 + security deposit $hourly + security deposit ballfields Park w/mowing but no ballfields $30 + security deposit $30 + hourly + security deposit Hitting Tunnel $0 (+ security deposit if reserved) $hourly (+ security deposit if reserved) ACTION REQUESTED Staff requests the Park & Recreation Committee discuss updating the ballfield/park usage fees by establishing an hourly usage rate for the OHOW facilities. If the Committee recommends updating the Fee Schedule, this would be brought before the Town Board through a resolution. ATTACHMENTS I. Facility Use Policy, Hold Harmless and Indemnification Agreement, Facility Use Application 1

6 Orthopaedic Hospital of Wisconsin Fields Reservation Application A $200 deposit is required for all reservations, and every applicant shall provide a Certificate of Insurance for comprehensive general liability insurance denominated not less than $1,000,000 in the aggregate and not less than $500,000 for any single occurrence. Applicant/Group Name: Applicant Address: Applicant Phone: Facility Requested: Date of Reservation: Time of Reservation: Total grounds and one field prepped = $115 + $200 security deposit Total grounds and two fields prepped = $140 + $200 security deposit Total park with no mowing or prep = $0 + $200 security deposit Total park with mowing/no ballfield prep = $30 + $200 security dep. Hitting Tunnel = $0 ($200 security deposit if you want to reserve it) From: to Number of People Attending: Proposed Use: Equipment On-Site: FOR OFFICE USE ONLY Reservation Fee: $ Deposit Fee: $ Receipt#: 2

7 TOWN OF CEDARBURG OHOW Fields Facility Use Policy It is the intention of the Town of Cedarburg to make available the use of the Orthopaedic Hospital of Wisconsin (OHOW) Fields park and/or baseball/softball facilities to all interested parties provided usage does not interfere with the normal functions of the Town. 1. Usage of facilities will be prioritized as follows: (a) Town of Cedarburg board, commission, committee, staff and recreation programs. (b) Other governmental units and sub-units of governments. (c) Non-profit organizations based in the Town, first come, first served basis. (d) Non-profit organizations on a first come, first served basis. (e) For-profit organizations on a first come, first served basis. Any alteration to this booking arrangement will be at the discretion of the Town Administrator. 2. An application for use of the OHOW Fields park and/or baseball/softball facilities must be submitted at least five (5) business days prior to the desired date. The application form must be completely filled out and signed before it will be accepted for processing. The Town of Cedarburg reserves the right to cancel rental of the park and/or baseball/softball facilities based on an emergency that would include usage of the park and/or baseball/softball facilities on short notice. 3. The date and time for the use of the park and/or baseball/softball facilities must be during posted hours for the park. 4. Organizations listed under 1(a) and (b) are exempt from fees for usage. Organizations under 1(c) through 1(e) will be subject to rental fees. Organizations listed under (e) shall pay a rental fee based on the following options: Total for grounds prep and one field = $115 + $200 security deposit Total for grounds and two fields = $140 + $200 security deposit Total for park with no mowing or prep = $0 + $200 security deposit Total for park with mowing and cleanup = $30 + $200 security deposit Hitting Tunnel = $0 (with security deposit if desired to reserve it) 5. All organizations shall be required to make a $200 deposit, paid with a separate check along with their application. The check will either be returned after usage of the park and/or baseball/softball facilities or used to reimburse the Town of Cedarburg for damage or custodial costs per item #9. 3

8 6. The required rental fee must be fully paid at least three (3) business days prior to usage of the park and/or baseball/softball facilities. 7. Every applicant shall provide a Certificate of Insurance for comprehensive general liability insurance denominated not less than $1,000,000 in the aggregate and not less than $500,000 for any single occurrence. 8. Every applicant shall sign an Indemnification Agreement holding the Town harmless from all liability associated with the use of the park and or baseball/softball facilities. 9. The applicant shall be responsible for cleanup of trash around the park and/or baseball/softball facilities and for any damage to park and/or baseball/softball facilities incurred during the time the facility is used. If excessive repair of the park and/or baseball/softball facilities is necessary after usage, the actual labor and material costs will be assessed against the applicant. 10. Absolutely no alcoholic beverages are allowed on the premises. 11. No loud audio or loud speaker systems may be set up; and no vehicles can be driven across the outfield areas or any other area outside of the designated parking lot. 12. It is understood that any items found missing from the park and/or baseball/softball facilities immediately following its use shall be replaced by the user. 13. The use of the facilities shall be terminated by the user at dusk or 9pm, whatever comes first. 14. Any views expressed by any group using the facilities are not views of the Town Board or any other unit of the Town of Cedarburg: 15. In all cases the Town Administrator will have the final decision as to who shall be allowed use of the park and/or baseball/softball facilities in accordance with paragraph 1 above. 16. The concessions stand will not be available to outside groups. 4

9 HOLD HARMLESS AND INDEMNIFICATION AGREEMENT In consideration of the use of the Orthopaedic Hospital of Wisconsin park and/or baseball/softball facilities of the Town of Cedarburg, 1220 Five Corners Drive, Cedarburg, Wisconsin by the Town of Cedarburg ("Town"), (the responsible party), their successors and assigns (address of responsible party) agree to indemnify and save and hold the Town, its agents, employees, insurers, successors and assigns, harmless from and against any action, claim, demands, damages, assessment, liability, loss penalty, charge cost or deficiencies including, but not limited to attorney fees and other costs and expenses, remedial actions, proceedings or investigations or the defense of any claim arising out of or resulting from the use of Town meeting room. IN WITNESS WHEREOF, the parties have executed this Agreement, or caused this Agreement to be executed by their respective officers on the day of, 20. APPROVED FOR RESPONSIBLE PARTY APPROVED FOR TOWN OF CEDARBURG Witness: Witness: By: Town Administrator 5

10 Meeting Date: 10/30/13 Agenda Item: # 4a SPECIAL PARK & RECREATION COMMITTEE MEMORANDUM TO: David Salvaggio, Chairman Park & Recreation Committee, Town Board FROM: Eric Ryer, Assistant Administrator MEMO WRITTEN: October 24, 2013 SUBJECT: Agenda Item # 4a: Discussion and possible recommendation on the 2014 Parks budget 2013 BUDGET STATUS Below is a summary of the 2013 Parks budget to date PARKS BUDGET ITEM Budget YTD 2013 Projected 1. Electricity $1,800 $1, $1, Park signage $1,500 $2,341 $2, Picnic tables (2) $500 $0 $0 4. Misc. $1,200 $ $325 TOTAL $5,000 $3, $4, EXPENDITURES The 2013 expenditures are anticipated to fall within the budgeted amount. Electricity costs are projected to be similar to 2012, and down significantly from prior years when the bathrooms were not winterized and heated all winter. The ground sign costs were higher than anticipated due to additional engraving work to add a Town of Cedarburg identifier to the lower corner of the stone ground signs at Pleasant Valley, OHOW Fields and Hamilton Park. Additional picnic tables were not purchased, and the amount budgeted for miscellaneous expenses in under budget. Staff is evaluating the potential purchase of new gate for PVPT and possibly some trees at OHOW fields that would decrease the balance remaining in the 2013 Parks account PARKS BUDGET Administrator Culotta and staff have begun putting together the 2014 budget. The amount currently budgeted for the Parks reviewed by the Finance Committee was $2,700, which includes funds for electricity ($1,500) and for miscellaneous expenses ($1,200). Below are the actual expenditures for , and projected for PARKS EXPENDITURES 2009: $2,836 spent of $4,000 budgeted (70.92%) 2010: $4, of $4,700 (94%) 2011: $3, of $4,700 (84%) 2012: $3, of $6,000 (55%) 2013: Projected $4,016 of $5,000 (80%) 1

11 Memo Prepared by: Eric Ryer 2 of 2 October 30, 2013 Meeting The draft 2014 Parks budget below would amount to a decrease of $3,300 from The budget shows expenditures for electricity at Town parks, $900 for the purchase of trees for the OHOW Fields, and $300 for miscellaneous expenses. Staff will be available to field questions on recreation budgeting, however, that budget generally consists of registration fees and sponsorship dollars. At the request of Chairman Salvaggio, staff is including the newly created Recreation Fund for the Parks Committee to review. Proposed 2014 BUDGET ITEM AMOUNT 1. Electricity 1, Trees Misc. (trees) 300 TOTAL $2,700 ACTION REQUESTED Staff requests the Committee review the information provided and make a recommendation to the Town Board on the 2014 Parks budget. ATTACHMENT I Parks account (current) II Proposed Recreation Fund 2

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19 Meeting Date: 10/30/13 Agenda Item: # 4b SPECIAL PARK & RECREATION COMMITTEE MEMORANDUM TO: David Salvaggio, Chairman Park & Recreation Committee, Town Board FROM: Eric Ryer, Assistant Administrator MEMO WRITTEN: October 23, 2013 SUBJECT: Agenda Item # 4b: Discussion and possible recommendation on purchasing backstop padding for OHOW fields BACKGROUND The Little League program has approximately $12,788 remaining after a successful season. Staff identified backstop padding as a necessary improvement to the OHOW fields; we currently have erosion control netting zip-tied to the fence in an effort to keep dust down from when errant pitches hit the ground behind the catcher. There are many potential permanent benefits to the backstop padding: 1. Protects the backstop fencing from being stretched over time from passed balls hitting it. There are already signs of this type of damage. 2. It will knock down the dust and rock that sprays into the bleacher area on a passed ball allowing fans to better utilize the bleachers (parents currently complain about the rock spit). 3. Produce a predictable kick off the padding on passed balls making the playing experience better for the kids. 4. Potential to add graphics providing great identity to the fields and the program. Staff obtained pricing from several different sources on backstop padding. The low price was confirmed by our sales rep at Burghardt Sporting Goods. The purchase of padding would use 2013 surplus funds. Pricing for three options are below and range from plain padding on both fields to graphics on padding at both fields. Option #1: 12 backstop padding for both fields no graphics = ~$600 total including shipping Option #2: same as above + graphics on padding for field #1 = ~$850 total including shipping Option #3: graphics on padding for both fields = ~$1,150 total including shipping ACTION REQUESTED Staff requests a recommendation on the purchase of backstop padding for the OHOW fields. NOTE: if graphics are added that will exceed the $600 originally estimated during the budgeting process and reduce the surplus carry over to However, an Eagle Scout has verbally committed to donating a shed as his Eagle Scout project; this would reduce 2014 budgeted expenses by $1,200, compensating for higher padding expenses. Staff recommends adding graphics to give a great sense of identity to the fields and the program. 1