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Home My WebLink AboutPRMinutes_2021_02_08Parks and Recreation Advisory Board Minutes Monday, February 8, 2021 5:30 PM Call to Order Steve called GoTo meeting to order at 5:34 PM. Verbal Roll Call - present: Steve Berseth, Andrea Hogie, John Maynes, Carson Cody, Doug Smith, Jay Larsen, Erika Saunders; & City Staff Dusty Rodiek, Al Kruse, Greg Redenius, Darren Hoff, & Ronda May. Not present: Board member Isaac Schulte & vacancy, Rec Manager Stacy Claussen, & City Mgr Paul Briseno. Approval of Agenda Doug asked to add Open Gym to agenda–5D. Motion to approve revised agenda by John Maynes, seconded by Doug Smith; motion carried. Approval of Minutes John would like his point from last meeting added to the minutes: City of Aberdeen subsidizes their course 150,000 dollars. Motion to approve amended minutes by John Maynes, seconded by Doug Smith; motion carried. Staff Highlights Dusty: referenced sent highlights. Doug asked about mini golf – Dusty said ordered & awaiting delivery. Outdoor skating rinks going prior to cold snap which will help preserve but cross country skiing hard w/little snow. Lots going on between Rink & programs utilizing 5th Street Gym. Old Business: Reported by Dusty Rodiek unless otherwise noted A. Bob Shelden Field Update: Crews here from grandstand manufacturer & completed roofing on it as well as some of the railings. Punch list type meeting will be scheduled w/engineers, anticipate w/in next week or two. Two stage process. Jay – rental on Bob Shelden field, did we as group decide on who can rent & what charges? Dusty thought so & can bring that back next meeting. Essentially FOB, Brookings Baseball w/adults charged per game rental fee, as well as SDSU/other entities interested in using field (other colleges will pay substantially higher fee). Jay asked if fee for practice times or just games? Darren thought fee the same regardless for practice or game. Jay would like us to support our local teams & not charge practice. John – FOB had firm commitment doing artificial turf, understood funding by outside financial organization, & now City financing? Dusty – FOB has solid commitment & were asked to sign Promissory Note payable June 1st for their portion of that project as per direction of Chief Finance Officer. John asked if they had firm commitment, why didn’t they come up with money? They took out loan from financial institution so Dusty asked Erick when we wanted payment. FOB paying in full June 1st at conclusion of project. Doug – new press box, did they take care of it? Yes, materials have been ordered & Clark Drew will be repairing it. B. Parks Master Plan: Since last mtg, staff worked w/consultants back & forth developing survey. First part is a Statistically Valid Survey sent to specific number of Brookings households hitting all demographics & responses from mail out is 5% error factor. Mailed to random sampling. After that’s out, then overall general survey (which is same) will be distributed through social media, website, paper copies mailed upon request. They calculate those results differently. First one gives true representation, 2nd allows everyone’s input but not flooding the results by specific user group. Survey in hands of survey company & should be going out within the week. Doug – on general survey, can they do a bulk mailing? If through social media to request, some don’t have computers, etc. Dusty said that would be fairly expensive & not in the budget. We’re going to do a lot of PR & have those surveys available. Steve – gets Doug’s point but could there be notice on radio stations/newspaper? Yes, all media platforms not just social media Dusty said. C. Native Plant Landscaping – SDSU: Basically 3 types of projects they’re looking it – ecological, rain garden, & large design project/case study. Referenced sent out attachment. Dusty met w/Robin Butterbaugh (also on Sustainability Comm.). Looking at retention area by new parking lot which will be a good location/visibility. We’ve allowed them to use a garden plot for test plants & maybe look for a case study area (no mow area at Fishback or Nature Park?) Dusty would like to incorporate out at Fishback Soccer Complex – if we can capture an audience not looking specifically at nature, would be good. Erika – masters or PhD level project? Yes. How many years? At least 2 years. Will we have tangible results going forward? That is Dusty’s intention. Erika hopes we can incorporate all 3 of their planned activities. Steve mentioned a major drop off from Page 2 pollinators. Could this be extended to homeowners? Dusty thinks would be natural offspring from this project. D. Open Gym: Doug – do we have open gym? Darren – court rentals on Wed & Thur evenings & Sunday afternoons. Doug thought we had at BHS from 1 -5 PM on Sundays? No, we only received permission from BHS to use 5th Street. Dusty said in the past we have had open gym on Sundays but due to COVID we do not this year. Dusty asked if Doug contacted Boys & Girls Club? Yes, they’re always open to anything that involves more kids but Doug’s looking for weekends & holidays. They don’t staff on weekends/holidays but could be if we compensated them. Dusty said we do have access to 5th Street Gym & interested if opportunity arises to acquire it but Dusty hasn’t heard much since that discussion. Staff went over to look it over … if acquired it would help solve a few things. Doug referenced family using 5th St & said not a very workable thing with court rental with volleyball next to basketball with interference. Doug agreed with Dusty that we reach out to Boys & Girls Club on this possibility. E. Edgebrook drainage fees – Doug checked with Erick - $17,500 left on that loan. Started at $182,074 w/ balance of $94,000 so in 2025 should be paid off. He hopes we can get cart paths before then. Dusty had conversation with Erick today. As we move forward, if have oppt if covering our costs & surplus, Dusty would like to create a reserve fund for capital projects. This has to be run by Paul. New Business: Reported by Dusty Rodiek unless otherwise noted A. New Member – Ashley Ragsdale: With Brittany’s resignation, we went through the process of filling her term so Ashley Ragsdale (Brookings Arts Council Director) filling term & will bring art perspective. B. Event Requests: FYI – Brookings Car Club requested use of Pioneer Park for annual car show – 2nd Sunday in June & utilize it similarly as in past. Dusty doesn’t see a problem with it right now. Arts Festival folks expressed interest in doing Festival again in July. Any concerns? Doug asked if planning on festival this year? Yes. We’re involved in all phases as we have staff on their planning committee so will work through any restrictions. Motion to allow Car Club & Arts Fest Comm to use park on dates as requested by Andrea Hogie, seconded by Doug Smith. John asked what liabilities does City carry for these events? These other groups carry their own liability insurance & Darren verified. Steve’s a little skeptical on where we’ll be for Arts Festival due to number of vaccines available. Dusty appreciates that. They understand that just because we approve doesn’t mean it’s set in stone. Doug Smith amended motion that if in agreement with City guidelines, Andrea Hogie seconded. Verbal vote: Doug yes, Erika yes, Steve yes, Andrea yes, and John yes as Carson & Jay gone from the meeting due to other commitments. C. Spring Ice Season: Darren said we’re going to switch ice season a little – normally thru April for ice skating show but Amateur Hockey Assn asked if we’d have until May 16th. Brookings Youth Hockey Assn agreed to pay for 15 hours of ice up until May 15-16 to help out. Ice in red rink through May 16th & will ready, skate able again on July 12th. Doug asked if amateur event was in Brookings? Yes. Revenue generated in that? Yes, we’ll charge them rental Darren said – 2 long days, approx. $2500 revenue for those 2 days. D. Eagle Scout Projects: Dusty meeting w/Scout on Wed – bluebird houses on grassland area south of town. Inquiry also on building kayak rack at Nature Park. We had Scout do bike rack at Larson Park last year & another do benches adjacent to Lions Park outside rink. Doug asked if we finance materials? No. Part of their project is going to service clubs, etc. to come up with materials. E. BISA Additions: Hockey Assn has developed plans for possible addition on N side of existing ice arena, & they’d be doing 100% financing. Had meeting w/Assn president & will have another meeting. Wanted addition to host a Blizzard type team but don’t think that’s their priority anymore. Youth Assn has looked at it & they’d like to do some fundraising for office, classroom, & workout space for skills development, etc. Budget approx.. 1 million dollars, committed to raise that, & we’d give them independent planning. Erika – what is their timeline? Dusty said haven’t started official fundraising campaign so timeline based on when they can raise necessary funds. They’re not 100% committed to design yet. Upcoming Programs & Events: A. March Meeting Date: Mar 1, 2021 - Dusty said we’ll do an election of officers. Looking at some trail funding options. Page 3 Adjournment: Motion to adjourn at 6:18 PM by John Maynes, seconded by Doug Smith; motion carried. Submitted, Ronda A May Ronda A May, Park & Rec Office Manager