ITEM 3.3D Parks 1.9.2013 MinutesPARKS AND RECREATION COMMISSION MEETING
OTSEGO PRAIRIE CENTER
JANUARY 9. 2012
x.00 P
Call to Order.
Chair Trrsan! called the meeting to order at 7:03 Pial.
Roll Call: Chair Peter T rr sani; lice -Chair Charles VonBerg; Commissioners; Mike
runt m and Susan Krekel erg{ City Council: Mayor Jessica Stockamp and
un ilrnemb r Doug Schroeder; City Staff: Ross D mart, Parks and Recreation
Manager and Sandy Lindenfelser, Special Licensing.
r Open Forum:
No items
2. Consider Aaenda Approval: Parks and Recreation Manacier em nt r uested to
change the order of Iters 4,2 and 4.1.
CM Rre elberg motioned to approve the agenda as amended. Seconded b
Vice Chair von erg. All in favor, Motion carried.
t Consider the Followinci Minutes:
.1. December 12 2012 Reciular Meetinci Minutes.
Vice Chair VonBerg motioned to approve the minutes as amended. Seconded
by CM Brumm. All in favor, Lotion carried.
. Unfinished Business:
.1. TRSA.Agreement
Parks and Recreation Manager Demant updated the commission n the agreement with
TRSA regarding the construction of a soccer complex noting the original budgeted
amount of $585,000 has been reduced t $342,000 due to modifications to the parking
lot, TRSA has offered to contribute $100,000 towards the construction as part of the
agreement, Parks and Recreation Manager Demant said that we will maintain the
layfiolds during the course of this agreement. CIS Krekol erg asked what the
development schedule was and what the expectations aro. Parks and Recreation
Manager Demant stated that the most optimal date to plant grass would be summer,
around August 15 thand should be able to be scheduled for use by summer 2014.
Steve Zoubek, of TRSA thanked the Parks and Recreation Commission and City Council
for taking the time to approve this agreement.
CM Krekelberg motioned that City Council adopt the agreement between the
City of Otsego and TRSA. Seconded by CM Brumm. All in favor. Motion
carried
4,2 Prairie Center Use Policy*
Parks and Recreation Manager ant presented a draft of the Prairie Center Use
Policy and the Alcohol Use Policy noting that these items will be combined as one
discussion item. Information gathered on requirements for these policies were obtained
from neighboring city policy guidelines. He gent on to state that alcohol is only
allowed to be served under a caterer{s permit if groups are of 100 or more in Monticello
and 80 or more in St. Michael ,they also require a security officer on sight who is able
to card when alcohol is served. Both cities also have language that allows them t
require security as they see fit. Parks and Recreation Manager D rnant went on to say
that rental space in Prairie Center will be prioritized for groups, organizations,
businesses and individuals within the City of Otsego. Rental space available, whether it
is the entire morn, carpet side or the side, will be rented on a case by case situation.
Group rental will be on a specific night chosen by staff with the intent of having the
building staffed during the rental. Reimbursement f payment will not be granted for
inclement weather unless the City closes the building din for that reason. Discussion
f credit card transactions and payments, noting that credit cards will not be charged
until the payment is due. Parks and Recreation Manager D n ant reassured CM
Kr k lb rg that amendments to the policy may be made at any time.
Chair T rr ani Motioned to recommend that City Council approve the Prairie
Center Reservation Policy and Alcohol Use at Prairie Center as proposed.
Seconded by CM Kr#lrg. All in favor. Motion carried.
4. 3, Alcohol Policy for Prairie Center.
New Business.
Field l__licy-
Parks and Recreation Manager [Hunt said that City staff saw the need to revise the
existing Field Use Policy. The changes address the appropriate use of the playing fields
in regards to the sports that use thein. Commission memb rs were concerned about
Section 05.03.02, 3a -3g and 4 of the Park Field Use Policy which refers to priority
scheduling. Chair Trrsani asked if the ball fields would be used if a lacrosse or rugby
tarry asked for flold use. Pars and Recreation Manager Dant stated that he would
try to make every attempt to find an alternate location for teams like rugby or lacrosse
before considering putting therm on the softball/baseball fields. Chi Krllbrg said
section 05.03.02.4 should be changed to say Official athletic programs of K-12 schools
that serve residents of Otsego. CM Brumm asked that if there was something they
could leave open in this policy that when n and if something arises, it could be changed.
Pars and Recreation Manager Demant said the revisions to the policy can be rade at
any time.
Chair T rre ani motioned to recommend that City Council adopt the Park
Field Use Policy with the amendments to Section .a,. a new Sic to state
priority use of ball fields based on donations and to change 4 to say official
athletic programs of K-42 schools that serve Otsego residents. Seconded
By CM Brumm. All in favor. Motion carried.
5.2 Programs for Summer 2013
Parks and Recreation Manager Demant said he talked to the Otsego's Police
Commission about partnering up with the Parks and Recreation n mmis i n to do a
safety program along with the servicing fire departments and Wright County Police
Department and a possible helicopter fly -in. A bike rodeo was also an idea unless
Otsego Elementary has this event planned. Parks and recreation Tanager l errant
asked the Parks and Recreation Commission if they had Jany other suggestions at this
time. The discussion of neighborhood get-togethers, forming neighborhood softball
leagues and races through the different parks was discussed. Parks and recreation
Manager Demant said a possible mud run would be good also, noting that the Roger's
Dance Team did a great job in volunteering for the 5K run and may be interested in
helping if this event materializes, Discussion of having an open house for the new City
Hall and Prairie Center or a new resident picnic in Prairie Park. Parks and Recreation
Manager Demant updated the commission on Otsego events noting Toddler Tot Open
Time has been well attended. Dates for future Parks and Recreation events have been
scheduled for the upcoming year. They are as follow: Easter Egg Hunt is Saturday,
March 23, 2013, Pumpkin Patch is Saturday, October 19, 2013, Santa Day is Saturday
December 13, 2013 and Easter Egg Hunt 2014 is scheduled for Saturday April 12, 2014.
Parks and Recreation,.,.Manager Update.
Parks and [recreation Manager Demant said Holiday Inn Water Park employees are very
excited to have the Parks and Roc Days scheduled for January 21, 2013 and Midwest
Archery was pleased with 23 in attendance for their event. The ice rink at City Hall has
also drawn the attention to quite a few skaters. Commissioner Brumm requested they
add more benches, garbage cans and maybe some cheap red nets for hockey play.
The lights need to be a lithe more angled to cover the rink area more. Parks and
Recreation Manager Demant said maybe next year the department can focus more on a
hockey rink. Parks and Recreation Manager Dernant also noted that they are trying t
get the timing together for the mailing of the Otsego View and the Parks and
Recreation Program as to have one .nailing for both.
. city Council F ep rtsr
He items
81 Adjourn by 10 PM,
CM Krekelberg motioned to adjourn the meeting. Seconded by Vice Grail
v nB r g, All in Favor. Meeting adjourned at 8:59 PMR
Written by Sandy Lindenfelser, Special Licensing