HomeMy WebLinkAboutPRMinutes_2022_12_05Parks and Recreation Advisory Board Notes
Monday, December 5, 2022 5:30 PM
Call to Order
Chairperson Erika Saunders called meeting to order at 5:31 PM. Present: Steve Berseth, Doug Smith, Jay Larsen, Erika
Saunders, John Maynes, & City Staff: Interim PRF Director Jake Meshke, Al Kruse, Greg Redenius, Stacy Claussen, Darren
Hoff, & Ronda May. Absent: Isaac Schulte, Lindsay Borer, Ashley Ragsdale, Andrea Hogie, and City Mgr Paul Briseno. Guests:
Mondell Keck & Chris Buus
Approval of Agenda
Add New Business Item D – Organizational Chart. Motion to approve amended agenda by Jay Larsen, 2nd by John Maynes;
motion carried.
Approval of Minutes
Motion to approve minutes by Doug Smith, 2nd by John Maynes; motion carried.
Staff Highlights
Stacy-quite busy w/rentals at DNP & from Dec 16-18 will be closed to wax floors. Different hrs during Christmas break due
to staffing. Open Mon-Fri after school’s out. Changed out some lights & XC ski trails ready with more walking paths than
last year. Hope to keep walkers off the ski trail w/added trails.
Darren–conversion over to Sportsman for rec software. Pilot for this is Session II for Learn-to-Skate but waiting on credit
card info. LIC– BISA tourney started Nov 25th.
Al–Christmas lights up. iPads–we have 8 & when they go out snow moving, push button, & connects to City info so live time.
Aaron, GIS, put all on maps & guys love it. Doug–use for clean-up wk? Yes. Should save a lot of time & will be great! Doug
asked if would work at golf for irrigation? Greg–app on iPhone but range isn’t as close as it said would be as 12’ difference
instead of 2-3 ft. Doug said it would be nice to figure out time saved cost savings. Can be worked into tree inventory, Tree
Works. Irrigation heads will be mapped out soon. Sweepers & blowers on & ready for snow. Temp not staying cool enough
for outdoor ice rinks. Doug–do we always do outdoor Christmas lights? Yes & borrow BMU bucket truck & they’ll fix what
they can. John–ice rink issues? Al-dehumidification working better than what it was & new system in 2023. Heater problems
& boiler here for locker room. Jake said started on Fri & couple more parts this week. Amp Elec working on outdoor parking
lots at LIC. John–is dehumidification in CIP? Yes, for one, Al said, but would like to get blue rink done but need to redo duct
work.
Greg–closed Nov 7, plugged greens & covered w/sand, & working on equipment. Did LED light conversion in parking lot &
put bunch of lights around maintenance area. Erika–on all night or sensors? Greg–on sensors.
Old Business: commented by Jake Meshke unless otherwise stated
A. Project Updates:
1) Parks & Rec Director Update: Jake introduced himself. Conducted nation-wide search w/40 apps w/director
experience in similar/larger size communities than Brookings. Had 9 phone, 5 in-person interviews. Parks staff got
to meet applicants, hope to offer this week, & staff know more going forward. Doug thinks good process in finding
people & really well qualified people. John agrees w/Doug’s comments & enjoyed process.
2) Budget Update: 2023 has been adopted & staff working on full budget book which will be available online &
internally. Highlights: full budget anticipated to be posted online by first of year. Operating – day-to-day, smaller
purchases, smaller maint items, etc. increased $450,000 & driven by inflation. Increase of cost of insurance
(liability, property, climate), budgeted & approval for add’l parks tech, & number of smaller projects & equipment
(under $25,000). Pioneer BB court renovation, Bob Shelden water fountain, & horseshoe court fence replacement
projects included in operating budget/General Fund. CIP increase over 2 million dollars. $450,000 budgeted for LIC
dehumidification system, & blue rink doesn’t have duct work. Jared Thomas, chief bldg official working w/Johnson
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Controls for design & cost estimate. Equipment, bandshell improvements, Little Tykes equipment @ 4 sites,
resurfacing Hillcrest parking lot, tree planting program, & trail funds set aside in CIP.
Doug–Larson Holding Barn–anything budgeted? Not in 2023 budget. The City Council has currently identified $850K
in City Council Priority Projects Funding with the understanding that project will cost significantly more.
Consideration could be provided to engage donors to make up the difference in funds. Doug–feedback from
Banner’s? Jake–yes, high level but not funding authorized. Doug asked if we could discuss at next meeting? Jake-
yes, & will provide initial drawings & cost estimate. Jay–any geothermal investigated, especially w/dehumidifier?
Jake–haven’t talked specifically but could explore & put on radar. Might have to retrofit some systems if not
designed for geothermal. John–dehumidification for both rinks, one replaced in 2023? We currently do not have
anything in blue rink. Doug-never had anything in blue rink? Al–correct but don’t have ice in that rink as long as red
& would be nice to have it someday. Doug–no problems with ice? No, but scare last yr, Al said, but control panel
wasn’t wired right & valve wasn’t on. John–in course of interview process are we moving parks tech to forestry?
Jake–Ryan got moved to Forestry Supervisor so Al said we’re missing ballfield guy & position to fill as all-around
worker. Then new park tech will go into ballfield. One position open right now & then new position in 2023 Jake
explained. Al said another Parks Supervisor will be retiring in Jan so that position to fill (ballfield). Jake–Paul
(Briseno) tasks us to do analysis on each position as they open to look at structure. Steve–job description? Jake–
yes & looking at dept as whole & ask if this is the greatest need in dept? Steve–in reality when hire, do we find out
skill set as such & cross over? Jake, yes.
a. Parks Tech Position: previously discussed.
3) Bandshell: Revised 11-1 Review: do have money budgeted to repair bandshell & Historic Preservation said good-
to-go. Then wanted to extend stage 8’ so Dusty took back to Hist Pres & they said we’d need more technical
drawings & specifications. Angie Boersma, local architect, contacted by Jake but hasn’t heard back due to her busy
schedule but willing to help us out & navigate process. Hopefully in Jan. have revised sketches. Jake does have
other drafts people in mind if Angie unable to help us due to our timeline. Jay–frustrating as taking 4 yrs plus. A lot
of entities taking a lot of interest in this & needs to be done. Jake–Darren looking at grant oppt, & Jake working
w/budget numbers as well. Get better idea further into design. Steve–nice to see getting towards end of it. Al–will
be nice to see cost numbers. Jake reminded us a lot of work to be done at this point. John–is $100,000 arbitrary?
No, Al had someone look at it. Jake–future item might be to do just repair and/or extension so wait & see.
4) Prairie Hills Trail: Phase 1 Construction: Al called Prussman’s & had to have box culvert made to go over wet area.
They called Sioux Falls & pretty much done so going to try & put it in this week w/as much dirt work as they could to
get set. If can get culvert in, engineers putting where it goes, & then next spring can put sidewalk/trail over it. We’re
okay w/frost yet this week.
5) Golf Course Water Source: Greg–did 2 more test wells but not finding much more. Maybe can go down 3 more ft but
still not enough. Gravel quality better going south. There isn’t enough water there, need to go deeper to get volume.
Jake–changing approach after having Lacey doing test wells. We’ve engaged our public works director & trying to
get much more detailed logs on their test wells so get more technical & have engineer look at it. Going towards
more of getting hydrologist on board for technical specifications, costs, etc. East Dakota Water Dev District
contacted as starting point so review what Lacey provides & give us direction. Agent has other consultants if he
can’t do himself. John–have we resourced personnel at BMU with their wells? They must have analysis? Jake–most
of well heads directed N–NE of City but we can engage that resource. Doug–Mark Washechek thought E Dakota
Water Dev Dist did study of this area. Greg said we’re doing test wells in same areas as tested before but just found
out. Two test wells we did were new ground as lot line changed w/interchange so we acquired more property so
went further south. John–referenced Paul’s statement about water cost would be Parks fund. Jake doesn’t know
context on it but guessing we want to budget into PRF. John–what do we do if low water? Greg–save for greens &
made it through season this yr. Doug–water new tee boxes? Yes. Jake–need to develop options & solutions to
solve issue.
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6) Update on Larson Ice Center Repairs: Jake thought Al hit most of it. New control board in place for dehumidification
system, humidistat checked this week hopefully, boiler that primarily heats locker room started last Fri, outdoor
lights replaced as well as parking lot lights, 2 faulty heaters ordered, & Al working w/crew on smaller scale repairs–
penalty boxes, door handles, etc. John–boiler in budget? Jake-no but able to identify funds to provide necessary
maint funds & repurposed for boiler, tube heaters, & control board for 2022 yet.
7) 2022 Golf Report: Ronda went over it. Doug asked if still needed subsidy? Jake-yes from Liquor $100,000 & CIP
both. Doug asked about drainage loan? Greg not sure when it ends. Doug–everything Greg did what was budgeted
in CIP this year? Greg said irrigation always goes over. John asked if we could get bottom line w/expenses & Jake
said could but will have to wait for Finance to finalize 2022 expenses.
New Business:
A. Edgebrook Trees: Greg–John sent email asking about getting trees planted at Edgebrook this yr & how many planted
this yr. Ten planted & USGA suggested stop planting trees w/Kevin Norby Designs this spring for tree removal. John-
we still have huge areas that are void of trees & not in field of play & USGA would find objectionable. Greg agreed &
plans do show us moving some around. John–we willing to accept donated trees? Jake recommends deferring until new
Parks Dir onboard & wait to see what plan is for this yr. Jake asked when donor needs answer? John said before end-
of-year so Jake said to wait with it. John disagrees waiting & noted objection. Jake asked if Al has room for any
Ponderosa Pines? Not necessarily. Pines & spruces would be nice to put into Parks Al said. Al said a lot is involved
w/donated trees–labor, planting, water truck, etc. Greg said we would like to move trees. John will let donor know that
City is not interested at this time. Erika suggested letting know we could use possibly in Parks. John said donor only
interested if going into Edgebrook.
B. Edgebrook Punch Cards: Jake worked w/Gary & Greg & finalize Gary’s contract yet this year. Ran into smaller issues in
tracking issue w/punch cards. Conversations sparked Jake’s interest in punch cards used in only current season & non-
transferrable. Being sensitive to folks having punch cards, that we allow existing punch cards be utilized until July 1st.
New policy utilize punch cards season purchased. Doug–how long is league, 15 weeks? He sees problem to buy
membership or green fees. Doug thinks some league players use punch cards strictly for league play. Doug motioned
to have punch cards expire yearly w/old ones grandfathered in until July 1st; John seconded. Jay–other areas have punch
cards (LIC, pool) so uniform? Jake said good area to explore but golf is enterprise fund as others operate as general
fund w/public benefit. Jay–no refund offered? Jake-correct. Steve–people might be more cautious in the future. Doug
said making some changes with league structure so may change things significantly. Trying to get more members into
league play. League rates increasing. Erika called motion–carried.
C. Suggested Meeting Dates: Jan 9, Feb 6, Mar 6, Apr 3, May 1, June 5, no meeting held in July, Aug 7, Sept 11, Oct 2, Nov 6,
& Dec 4th. Summit League is Mar 6 so Steve suggested moving it back to Mar 13th so Ronda will check. Mar 13 is good.
D. Organizational chart: Jake–requested by couple members. Jake brought up current chart so we will update w/names &
positions & bring back improved chart to January meeting. Jake went over w/names. Greg went over golf structure, as
well as Darren & Stacy going over their areas. Al said we have plus or minus 700 acres & then went over each staff
member’s responsibilities & area. Forestry has 10,000 blvd trees plus 5-6,000 Parks trees. And we help Streets in
winter & clean-up week.
Upcoming Programs & Events: (reported by Dusty unless otherwise indicated)
A. Next meeting: Jan 9 at 5:30 PM
Adjournment:
Motion to adjourn meeting by Doug Smith, 2nd by Steve Berseth; motion carried. Meeting adjourned at 7:01 PM.
Submitted, Ronda A May Ronda May, City of Brookings Parks, Rec, & Forestry Office Manager