HomeMy WebLinkAboutPRMinutes_2019_08_05Parks and Recreation Advisory Board
August 5, 2019
The Parks and Recreation Advisory Board met on Monday, August 5, 2019 at 5:30 PM at the Brookings City County
Government Center, Rm 300 with the following board members present: Steve Berseth, Doug Smith, Erika Saunders, John
Maynes, Sean Binker, Jay Larsen, Carson Cody, and Brittany Kleinsasser. Board members absent: a high school student as
it is vacant. Others present included: Dusty Rodiek (Parks, Rec & Forestry Director), Darren Hoff (Recreation Manager),
Stacy Claussen (Recreation Manager), and Ronda May (Parks & Rec Office Manager).
1. Call Meeting to Order: Chairperson Brittany Kleinsasser called meeting to order at 5:30 PM. Dusty gave his introduction
as Park & Rec Director and gave a little background. Board members gave brief introductions.
2. Approval of Agenda & Minutes: Motion by Sean Binker to approve minutes, 2nd by John Maynes; motion carried.
3. Staff Highlights:
• Darren: Rec programs pretty much winding down with summer programs done last week. Pool, golf course, &
DNP still open. A lot of baseball tourneys, golf slow start w/wet spring but picking up, and Forestry is behind due
to weather and wetness. Darren thought it was a quick summer but everything went well for rec programs – had
enough life guards. Having lessons outside really didn’t cause too many problems for very many people, and our
staff enjoyed having off the week of July 4th. Maybe that will be the trend we go with Mon – Friday, who knows.
Weather is biggest thing for us & having to decide if we have lessons, etc., and parent calls.
• Stacy: We hosted a couple of swim meets this year with normally having one. We had the big storm during the
2nd meet which slowed them down about hr but got caught up. Opened pool after that meet. DNP programs still
picking up so had a lot of fun programs and fun staff who were interested in helping. Steve asked if we have
lightning detections at sites or depend on staff? For most part, we watch the weather in the office and staff onsite.
Darren mentioned the City has Weather Underground but Darren likes Weather Bug. Brittany mentioned we get
notices out via social media so that helps. Steve said last year at this time we were discussing the SDSU student
employees who were ending their employment with us. This year isn’t an issue as Stacy mentioned the incentive
City began this year. Our employees have done well with the required 8 inservices. This year has been great
so far. Doug asked about DNP and volunteers opening building. Yes, 8 AM – Noon they open and monitor but
not rent out equipment. It’s getting busier in the mornings with people stopping by. Doug then asked about Sr
Games – we were down in numbers Stacy said but not sure why. Doug thought maybe because some events at
Wellness Center? Doug asked how many for golf? Stacy thought 6 total but think will get better. Only 1 bowled
but will try again next year, and we’re adding disc golf next year. Doug asked about playgrounds – Dusty said
both pretty much done with sidewalk extension at Pioneer getting done this weekend. Forms need to come off.
Owner of company will be up tomorrow to help with remainder at Southside. Installer who was to do Pioneer –
this was his last job as had less time to freelance to finish our project. The owner of Crouch Rec came up here
& worked at Pioneer day before Arts Festival to get done. Dusty called him (Eric Crouch) and said not acceptable
project wasn’t finished. They’re using new installer at Southside to get it in, installed, and get out hopefully first
part of September. John asked where Southside is located so Darren filled him in. Sean asked about fence
replacement – Dusty thought this week and finishing taking some things off backstop. Shrinking the field – to
make more of a fastpitch field as too short for baseball and too big for fastpitch.
4. Old Business:
a. LIC: Dusty said project moving forward w/floors poured 1st & 3rd of July and let it cure for 21 days before it
hardens. No activity for a month. There are some high & low spots so they’re grinding now to make everything
perfectly level which is going well. Ice making equipment in next week and also bringing in temp cooling
equipment for the piping for the permanent machinery to chill floors to get the hockey boards installed. They
need to be chilled to contract so everything fits properly. Made that mistake when Dusty was in Mitchell.
Scheduled to begin testing/making ice Aug 26 w/intention of having ice on red rink Sept 15, blue rink Oct 11.
John asked if on-schedule? Dusty would say yes as they built some flex into their schedule. Part of their contract
is to clean-up the site as it looks like a construction site which it is. Once they’re done we’ll get staff in to also
clean. Brittany said we’re cutting it close as thought the hiccups would have happened during the first phase.
Dusty said as long as equipment comes we’re sitting pretty good. Darren said we have ice scheduled
w/reopening of the rink Oct 11 on a Friday with no school. Learn-to-skate should start the following Monday.
John asked if we’ve done any quality checks on the piping? Yes, air pressured check them, Dusty said, as they
were installing and before the concrete poured on top. It’s in their best interest to make sure that system is
operational.
b. Bob Shelden Field Update: Dusty said RFP’s went out in June, had 3 submittals, met & had interview with all 3
firms, RDG was selected. They have the most experience for projects like ours and currently at Univ of CT and
did IA State. Doing teleconference as kickoff tomorrow. Important to mention in this project that FOB is going to
be fund raising for synthetic turf on the infield which will increase playability & help with rainfall. Will allow play to
start earlier in the year providing no snow in outfield, should be good system. They’re committed to raise funds
for this. Dusty’s been in discussion w/schools w/right field used for FB field. Spectator experience, player
experience, and then parking lot are 3 main objectives. Schedule – construction not to begin until end of next
baseball season due to design, etc. Hoping to make games end hopefully end of July so can begin then next
year. Worse-case scenario would be parking lot finished the following spring. Doug asked if company selected
is original designer? No, but they did present but chosen company has more experience. Doug asked if design
staying same? Somewhat. Confluence Design did more with landscaping & updating around buildings, creating
playing field w/proper drainage, spectator area, parking lot, and then work on entry way. No more sprinkler
system? No, not in the infield but water to cool turf. John asked what we’re paying RDG for doing this work?
Design - roughly $175,000 to get us to bid docs. Confluence was paid for cost estimate w/separate contracts.
Erika asked how about in 10-15 years for the turf? FOB doing fundraising and hoping to continue for ongoing
costs. Hoping for regular outfield fence w/advertising there and other opportunities to raise revenue for
replacement costs which should be half of original costs. Doug asked if they’ll always get revenue from signage?
Dusty said between user group and advertiser. Can City take over the rights? Yes, Darren said we could have
that. Currently no agreement now but we currently have one with BISA so that would help with future agreements.
Historically Dusty said not a need for an agreement unless they would go build their own ballfields as they’re
using those funds to generate their programs. With initial funding of the turf, they won’t come up with $325,000
overnight. Would likely be a 5-10 year pledge agreement with the City w/so much each year w/City upfronting
the cost with FOB reimbursing City. Jay asked about outfield – stay grass? Yes as thought $1.5 million to do
entire field in turf. BHS will still play football this year on baseball field. John asked if City Mgr & Council are
committed to this project? Yes, as it has been budgeted. Jay asked when this Board can look at design? Dusty
said as soon as he gets it he’ll bring to this meeting. Sean asked if we get any dollars back from Confluence?
No, one time cost and is separate from this. John asked how much – approximately $100,000 Sean thought.
Doug asked about high school tennis courts? John understands Sean’s concern on money as already into it.
Dusty said Confluence was one of the firms for the next step – their cost was slightly higher than RDG’s. Would
we have saved had we gone w/Confluence? No, no credit. Jay thinks we’re going in right direction – attendance
isn’t great.
c. Pickleball Update: Dusty said this will relate to Item A under New Business. The courts were in CIP plan for some
time apparently but w/cuts made to overall budget, courts didn’t make it. However, many of the group came to
visit w/Dusty and what we’ve done in the interim has kept it as identifiable project. Timing was good as resurfacing
HC Tennis Courts, painter made 4 courts on #10 and 2 on #9 with total of 6 new pickleball courts at HC w/nets
and everything. Very happy. Dusty talked w/Randy about BHS tennis courts – possibly parking. Dusty asked if
courts are salvageable and they might not be. If not going to parking lot we would help resurface the courts and
make them dedicated pickleball courts. Might be an opportunity depending on what school does and condition of
courts. Hoping to get stand-alone facility. Doug asked about teener field – Darren said it’s part of Bob Shelden
update but could be pulled if cost too high. John asked if all courts resurfaced? Yes. Compliments on them from
John! Brittany said nice brainstorm to possibly put at high school due to noise and parking.
d. Cyclo-Cross Bike Race Update: Darren was going to call John but didn’t. Last conversation they had was a plan
for the layout. Event is to happen in 2-3 weeks so Darren will track down John. Brittany said race put on in
Madison has been advertised. Steve asked if confident it’s happening? Yes, Brittany has seen it on USA Cycling
site and some advertising.
5. New Business:
a. 2020 Budget: Dusty provided info that he has so far … Last year a deficit budget was passed by Council but this
year we’re presenting a balanced budget but overall City needs to cut $800,000 out of operations and $1-2 million
from CIP requests. Dusty met w/Stacy, Darren, Al, & Bruce and they were tremendous in helping getting things
figured out with cutting $275,000 out of general budget and $500,000 out of CIP. No people cut, Sean asked?
No, mainly machinery. There was close to $200-225,000 that were delays carried over in to 2020. Seasonal
budgets – some pretty high so did some cutting on amounts as significant amount of cushion. Looked for
cushioned areas and equipment – where can we cut, where can we make an existing pieces last a bit longer?
We streamlined where full time staff getting paid out of – Stacy, Darren, & Dusty think from Rec with rest from
Parks. Might roll DNP accounts into Parks. Dusty explained some of the financial handouts (in meeting packet).
Doug asked about PAC anonymous donor and the pledges becoming due. Jay asked about 2nd penny tax which
was to go towards wellness of the City – where is that primarily going? Dusty said those monies typically fund
these type of projects that were cut. Sean said that Paul explained that these facilities were built without capital
expenditures figured into costs. Doug & John said we gave $5 million first time and last time $6 million. Brittany
left meeting at 6:35 PM due to prior engagement. John asked about employee increases? Dusty said Council
hasn’t made that determination so those figures are subject to change. Erika asked if we’re considering any
outside sources to help offset? Yes, Dusty has started talking with some grant writers and exploring some
transportational trails. Our capital will be a little learner in next 6-7 years as sales tax revenues flatter than they
anticipated.
b. 2020 Proposed Fees: Last week Dusty met w/John, Doug, & Erika and reviewed the printed out fee schedule (in
meeting packet). Sean asked about golf management contract – through 2022 Dusty said. In a sense we lowered
our fees as some were prohibitive for some groups, and we are looking at a shift in philosophy from preservation
to a conservation model for DNP. We have a tremendous resource out there underutilized by the public. Sean
said DNP originally designed for only nature use. Dusty said we’re probably going to open the center up for
rentals as Stacy said we get usage requests daily. Dusty/Stacy can’t find anything in writing on why we aren’t
using for rentals. Erika thought DNP has made that natural shift. If we can get people to participate in quality
outdoor activities that is our goal. Hockey: with Blizzard vacating, we as City elected to turnover advertising
contracts to BISA so they’ll get revenue generated from those as Blizzard oversaw them. BISA was undercharged
in their usage fee so that is coming more inline. Dusty’s going to do a study this winter, and he thinks we’re pretty
low in fees. Use fees will be looked at going forward. Dusty would like a motion to approve the fee schedule so
Steve asked as recommendation. Jay Larson motioned to recommend to accept the fees, John Maynes 2nd’;
motion carried.
c. Indoor Turf Facility: Dusty said we met a couple weeks ago with a consultant to explore. Sean asked who’s
driving this – soccer, hospital, baseball, Dusty said, and then John asked if they’re looking to put in money for the
design portion of this project? No, not that Dusty is aware of. Sean said usually don’t see upfront fees with design
and expected that City always foots the bill. John asked if City thought we got the $100,000 for Bob Shelden
design? Hard to answer. Could we ask them to help with original design costs? Steve said user groups don’t
usually get into the planning as harder to sell. Dusty said multiple users using this facility so hard to break down
costs. John likes Sean’s idea of asking users to invest in design. Erika’s concerned this might not get any feet
and start going. Erika wants to know there’s a significant funding source before we move forward. Dusty said
soccer is wanting to invest. Dusty showed the drawing of proposed facility. Doug asked who’s spearheading?
Soccer/futbol, baseball, and hospital all interested. Council saw this at their Council retreat, and they’re interested
in budgeting while staying within budget guidelines. Three different sites considered – Bob Shelden area,
Fishback Soccer Complex losing 2 fields, & area attached to N of LIC. Jay & Sean think City should look at
developing an area with expansion possibilities. Erika said sounds a lot like last facility discussion & that we
looked at 2 of these sites. Erika’s very apprehensive we’ll get further this time around without a donor. Dusty
wanted to update the Board, no action needs to be taken, & he appreciates the history.
d. “Stickworks” – DNP: These are the huts in Children’s Museum - going to be de-commissioned as life span ending.
Thought of taking some of those pieces, but not setting them upright, & make an interpretative stop along the
trail. Dusty said creating a brush pile for animals, while extending the art with an interpretative stop. Dusty’s
looking for our ‘blessing’ to see if doable. Doug asked about moving them? Our staff would do the moving. Sean
said Dusty doesn’t need our approval, & Erika said kids who know the history of them will appreciate seeing them
at DNP.
e. Edgebrook Golf Course – Overpass Discussion: Council approved funding to go towards a grant from the State
for an overpass on 20th Street S. Dusty’s understanding would be full interchange which makes a significant
impact on golf course, what happens to it? Could become a 9-hole or we move it somewhere else. Land and
conservation funds helped build the course so Dusty’s aware of these and their requirements. John asked if 3M
owns land to north, would they sell us some property? Erika asked how large current course is; Dusty said a
quarter, 160 acres. John concerned that our dept &, this board hasn’t had any discussions on the golf course.
We as a Board are very concerned about what will happen to the golf course if the bypass goes through and gets
built. What does the Council think will happen to the public golf course? Steve said our golf course is Brookings’
picture window! Doug Smith motioned that we ask the question of the City Council what the plan is for the golf
course if the overpass goes through, what they plan to do with the golf course? John Maynes 2nd; motion carried
with unanimous vote.
6. Upcoming Programs & Events: Mayor Volunteer Reception coming up. Darren said fall brochure going to printer
Thursday. We removed after school programs as they are getting taken up by other organizations so kids will still
have opportunities.
7. Adjourn. Motion to adjourn by Doug Smith at 7:43 PM, Erika Saunders 2nd; motion carried. Meeting adjourned.
Ronda asked when we want to meet again as first Monday in September falls on Labor Day. Steve said in the past, we’ve
done a tour with Council. The next meeting will be determined via email.
Submitted,
Ronda May
Parks & Rec Office Manager