HomeMy WebLinkAboutPRMinutes_2023_03_13Parks and Recreation Advisory Board Notes
Monday, March 13, 2023 5:30 PM
Call to Order
Co-Chair Steve Berseth called meeting to order at 5:32 PM. Present: Steve Berseth, Jay Larsen, John Maynes,
Andrea Hogie, Doug Smith, Lindsay Borer (via GoTo phone) & City Staff: Interim PRF Dir Jake Meshke, Interim Assistant
PRF Dir Josh Bauman, Al Kruse, Greg Redenius, Stacy Claussen, Darren Hoff, & Ronda May. Absent: Board members
Erika Saunders, Isaac Schulte, & Ashley Ragsdale & City Mgr Paul Briseno. Guest: Mondell Keck & Robin Buterbaugh
(Sustainability Commission).
Approval of Agenda
Add No Mow May to New Business as H. Jake asked to move up Urban Food Forest as Old Business A. John requested
3 other additions. Old Business: Proposed Rec Center as F, Park & Rec Board Overview as G, & New Business: add
G to now be Disposition of Remaining Donated Dollars for Maintenance at Nature Park, & I to be Ash Borer Discussion.
Motion to approve amended agenda by Doug Smith, 2nd by Jay Larsen; motion carried.
Approval of Minutes
Jay asked to amend minutes: Old Bus D – 1. Last paragraph after discussion “Jay stated his disappointment that the
bandshell repair has taken over 4+ years, & most recently in December Board meeting with no drawings & grant
applications for the next monthly meeting (January was cancelled and no drawings or grant application review in
February). Motion to approve amended minutes by Jay Larsen, 2nd by Andrea Hogie; motion carried.
Staff Highlights
Jake reported that he’ll be out Wed until Mar 28th so Josh acting director-contact him w/urgent matters. Board needs
to decide at April meeting if participating in Mayor’s Awards so will add as formal agenda item. State Hockey
Tourney–big kudos to Josh & Bill deBlonk, Al & his staff. High praise was received on the event. Total of 11 games
over 3 days. Association finalizing their tallies (gate funds) & attendance positive. Accepted 3 Parks Techs & 1
Forestry Tech position & hoping to start end of March. Paul Laleman promoted to Parks Supervisor. In process of
bringing on new Office Assistant later this month. Interviews for Senior Services Supervisor & backfilling Josh’s
supervisor position on an interim basis. Ronda has accepted a position in the Police Dept. Urban Forest Initiative
(annual tree rebate program)-changed start date to Earth Day–Apr 22nd. Request from resident to add fruit trees in
private property only. Jake thanked Stacy for doing great job updating all part-time job descriptions in ADP. Tile
floors cleaned in Edgebrook & servicing equipment. Getting 2 mowers for Parks Shop.
John–why 3 Park Techs? Jake-Ryan moved to Forestry, Brett to Airport, & Paul Laleman’s promotion. And Forestry
Tech in addition. Jay–Urban Forest Initiative, asked if could get pine trees? Yes, Al said in yard. Doug–do we have
flyers? Ronda-no but have handouts in office. Doug–new database, all done & working? Yes. Doug–include golf
course too? No.
Old Business: commented by Jake Meshke unless otherwise stated
A. Urban Food Forest: Robin Buterbaugh–Brookings Community Food Forest. Have couple of locations as best
choices. First is Dakota Nature Park–a lot of amenities & access but not within City’s center for walkability. But
has indoor/outdoor space for education & workshops. May not align w/Nat Park theme but a lot of native plants
& perennials. Community members come in & pick/harvest. Community Gardens another option–both have water,
bathrooms, parking. Comm Gardens has compost & could have complimentary plants in other areas. Not central
to community. These are 2 locations Sustainability Commission looking at right now. John–Comm Gardens –area
currently used for Gardens? No, off E gardens, off Hwy 14. Doug–put up fence to protect trees? Al–yes & wrap
trees. Doug–deer? Al–yes but mainly rub on them. Doug–more of problem at Nat Center? Possibly. Steve–would
prefer inside City limits? Yes, but not possible & most prefer Nat Park over Comm Gardens. John–who’s gardening
& maintaining? Sustainability Commission will oversee establishment & then working w/volunteer structure & over
time less maintenance needed so possibly sign-up days get established. Doug–Larson Park? Al–not best w/disc
golf there. Steve asked about Hillcrest where current school at & w/new building, anything there? Jake said
looked at several options. Doug said really fits in well w/Comm Garden space. Jay–Sexauer Park? Robin said
w/prevalent flooding there not best spot. Robin not sure if talked about Hillcrest? John–other area is S of airport,
S of 8th St. Al said discussed it but Jake said sensitive due to airport. Josh said could bring in more animals at
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airport. Josh said other areas not good for mowers & aesthetics. John–get more people out to Nat Park the
better. Doug–thought fine but without enclosure to have it not look like a Nat Park. Robin–would have pockets
for fruit tree plantings along w/native plantings. Jake said Robin’s looking at grants – Fruit Tree Found Grant
which donates labor for original planting, SD Dept of Ag has a grant available next fall ($5,000-10,000), USDA
has grant available. Darren–how much will project cost? Robin–not a lot of funding but can get 50-60 trees the
City has talked about providing for project & use grants to get add’l trees. John Maynes motioned to advise
Park Director of approval of Nat Park site for the Urban Food Forest. Jake–asks Board if they feel comfortable
making this but if doesn’t work out then to Comm Gardens? John–not enthused w/Comm Gardens as out in N 40.
Darren–his concern is we have people paying to rent plots so would need good signage saying only that particular
area is available & not garden plots as we already know we have people taking produce. Steve–if drive in
from S, land to W of parking lot, is this the area? Yes. John-no interference w/septic system? Al-no. Steve
called the motion & Ronda read it. Doug Smith seconded motion. Jay–not including Comm Gardens? No. Motion
carried.
B. Parks, Recreation & Forestry Director Update: Closes Mar 26 & apps rolling in. Need 2 Park Board members.
Doug & John were on previous committee.
C. Project/Program Updates:
1) Pioneer Bandshell: Jake–thanking Jay engaging users of bandshell. What Jake saw in feedback from them
is if we’re moving away from the 8’ extension that we’re restoring in positive manner. $115,000 to cover
floor, front wall, & stairs. Through further conversation, we have issues w/roof leaking, stucco in different states
of disrepair, & electrical work needing to be done. 2nd reading of budget amendment to approve add’l
$100,000 so would be $200,000 to include all repairs. Josh working w/Chief Bldg Official Jared Thomas &
doing great job. Trying to have initial drawings done, engage w/engineering firm, & can now look at
Deadwood Grants & others to see where funding will get us. There may be a little less structural work than
what thought so might have some savings. Josh–scope of work put together as well as drawings to take
forward to engineering firm. John–is $100,000 coming from other places in PRF budget? No, from 2022
surplus funds. Jay–user groups will appreciate the add’l $100,000 to help w/other repairs. Can’t apply for
grants once project has started. Jake said Deadwood Grant due in April so staff can put something together.
Jay thanked City for moving forward, & Jake thanked Jay for his work w/user groups.
2) Golf Course Water Source: Jake thanks Josh & Greg for their work along w/Jay from E Dakota Water
District. Charlie Richter also brought in & engaged consultant ISG working on storm water master plan.
Worked w/them for scope of work, they’re proposing coming on-site. Next step-cost estimates to complete
analysis, & Jake will bring back to Board at April’s meeting. Likely utilize golf reserves to find appropriate
solutions. Doug–what do we have for reserves? $280,000 Jake said but not sure what’s all included. Doug
-how did we get reserves? Jake said last few years very positive. John–Dusty told us for couple of years
that funds being set aside for water issues. Doug asked if new well possible. Jake thinks unlikely solution so
need to wait for their analysis & long-term solution suggestions.
3) Larson Ice Center Repairs: Facility in really good shape right now. Dehumidification holding up great. Jared
& Josh moving forward w/larger dehumidification project. Current is 12,000 cfms & preliminary shows we
need 17,000 cfms w/cost estimate of $495,000 to replace system. Requested add’l $50,000 in budget
amendment & taking bid from Johnson Controls on March 28 for dehumidification system update.
D. Edgebrook Golf Course:
1) Short Course Rates: Jake talked w/Gary about this & as so close to starting new season, will look at this for
next year. Keep Par 3 same for now. Cart situation at golf course–have 42 carts. Did peer analysis on number
of carts & appears to ne 50-55. Our carts have high hours & Gary’s been asking for add’l carts. Looked back
at last 3 years of golf cart rentals & we exceeded budget. Could rent 5 add’l carts in peak season (May–August)
for $4,000. Decided to do as pilot program.
Doug asked if we could get all LIC expenses brought forward. Jake mentioned what we spent for flooring, etc.
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E. Skate Park: $75,000 budgeted in 2025 for Skate Park. Jake’s initial reaction is this won’t be enough to replace
some equipment. Jake asked Park Board for their open discussion. John-Al said graffiti is a problem, how often?
At least 4-6 times/yr, even in the winter, Al said. It’s metal & older system. Doug asked if gets much use? Al
doesn’t know how much. John has seen use. Doug asked if could track usage of Skate Park & other parks? Josh
said maybe sidewalk going up could track? John–could we ask staff to check w/peer communities on their use?
F. Recreation Center/Annex: John noticed when we ran into the issue on bandshell, that this has been identified for
a long period of time but no one’s working & understanding the issue. John asked what do other peer communities
have that we don’t have? Could staff compile this info for Board & then we could be in position to approach user
groups & ask for help? Jake reminded everyone indoor rec space was identified as #1 on Parks Master Plan.
So this helped put away $850,000. John–what happened between Brookings Hospital, City, & Fishback doing a
joint center? Jake said they found an opportunity & took advantage of it. Doug thinks adding 4 courts to Holding
Barn isn’t enough.
G. 2022 Rec Board Overview: John would like to add Brookings Prairie Cleanup. John Maynes motioned to add
Brookings Prairie Cleanup to 2022 Annual Report. Doug Smith 2nd; motion carried.
New Business:
A. Discussion & Possible Action on Park & Rec Board Members: Andrea going off & Board members received apps.
Steve impressed w/applicant who has a lot of park & rec experience. Doug Smith motioned to recommend
Nathaniel Condelli, 2nd by Steve Berseth. As motion approval was close in vote, Steve requested Ronda ask for
individual voice vote with the following results: Steve, Doug, John, Andrea, & Lindsay all yes. Jay–no. Motion
carried. Andrea left the meeting at 6:46 PM.
B. Staff Attendance: Jake said we have high staff attendance at meetings but would like to have staff present to
do formal presentations & here seasonally, not attend every meeting. Would like to add Golf Course Work Plan
for 2023-2025 next month. Seven staff members here tonight, utilizing their time, but need to find balance.
Would like to cut back on staff attending meetings. Municipal Code says ultimately Board provides advice to the
director & w/this many staff attending, blurs this a bit. So Ronda (Office Mgr), Josh (Interim Assistant Dir), & Jake
will always attend. Steve agrees agenda dictates who’s here & Doug agrees.
C. Director Search–Board Member Participation: Jake requests Board to nominate 2 members to participate in next
round of director’s search. Doug volunteers to do it again. Jake asked if Board thought Erika would be interested?
Jake recommend giving others a chance unless no one wants to … John would volunteer if Erika chooses not to.
Steve interested. Jake’s recommendation is having Erika & Steve as recommendations and Doug & John as
alternates. Steve–how far away? Jake imagining 1st round mid-April, late April/early May based on closure
date. Doug-a lot of applicants? Jake isn’t sure.
D. 10 Year Capital Improvement Plan Review: Steve left meeting so lost quorum so now informational from this point
forward. City website: Annual Budget–CIP 2023. Jake went over how it’s broke down, etc. More detailed
discussion on 2024 projects. John mentioned safety netting at golf course. Jake said yes, might need some along
20th St w/new interchange put in.
E. Golf Course Finances: Jake brought up on screen. We budgeted $755,500 for revenue & came in at
$978,519.34. Budgeted expenses for $774,653.26 & came in $818.946.72 so slightly over. Net income of
$159,572.62 that went into reserves. These figures aren’t audited yet. One thing Jake notes is that Gary’s
contract is structured that more revenue brought in, more he gets as incentive so that was overbudget. John asked
about Transfer-In Liquor Fund? Jake–we get $100,000 for operational expenses & transfer in from capital
expenditures for larger projects. Still relying on subsidies yet. Doug–what’s the capital plan? It’s the 2nd penny
improvement fund that transfers funds. John asked if we could send it out? Yes, Jake said along with Banner
Engineering drawing.
F. Parks Master Plan Review: tabled until next meeting.
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Upcoming Programs & Events: (reported by Jake unless otherwise indicated)
A. Next meeting: April 3 at 5:30 PM.
Call for Future Meeting Topics:
Jake said will review Parks Master Plan, look at the donated monies at Dakota Nat Park, Emerald Ash Borer, & No
Mow May. Doug asked how soon will we know about golf course water? Jake hopes to bring back status of their
proposal at April meeting. Jay asked for Bob Shelden rental review & any updates. Greg will present Golf Course
Work Plan at next meeting also.
Adjournment:
Meeting ended at 7:08 PM.
Submitted,
Ronda A May
Ronda May
City of Brookings PRF Office Manager