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HomeMy WebLinkAbout2011(DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD February 15, 2011 The Parks and Recreation Advisory Board met for their regular meeting 5:30 p.m. on February 15, 2011 at the new Shawnee Park Center. Board Members Present: Danny Essner, Chairman Bari Neff, Board Member Troy Vaughn, Board Member Pat Elfrink, Board Member Robert Harris, Jr., Board Member Percy Huston, Board Member Dana Deisher, Board Member Board Members Absent: Beverly Evans, Vice -Chairman Craig Bilimeyer, Secretary Lee Millman, Board Member Kim Proffer, Board Member APPROVAL OF THE MINUTES Staff Dan Muser, Director of Parks & Recreation Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Brock Davis, Park Division Manager Marcia Stone, Administrative Coordinator Guest: Chairman Danny Essner requested the approval of the January 11, 2010 minutes. Dana Deisher made a motion; seconded by Bari Neff to approve the minutes as mailed. Motion passed. OLD BUSINESS A. Parks and Recreation/Storm Water Projects Director Maser reported that the Shawnee Park Center is nearing completion, which allowed the Parks and Recreation Advisory Board to hold their meeting there tonight. Ile also reported that they have enough funds to complete the asphalt paving for Shawnee Park Center and the West End Boulevard entrance. Scott Williams added that they will also have funds fora marquee entrance sign, a public address system and the City of Cape Girardeau Employee donation fund will contribute over $10,000 toward a playground structure at the Shawnee Park Center. The remaining funds will also provide a nice landscape on the corner of Hwy 74 and West End Boulevard. Director Moser reported that Central Municipal Pool Renovation bid was published in the Southeast Missourian this past Sunday. The staff would like to see the project started by April and completed by mid -lune. The new bid specifications include new private cubicles in the shower areas, surface improvements and the entrance flow into the pool will be centralized so non -swimmers will not have to go through the shower/dressing areas to enter the pool area. The new bubble and air handling System has been a large improvement over the system that was used last year. The pool was also painted and additional long lane lines were added. The public school system will be paying for 50% of the cost of the bubble and air handling system. Dana Deisher suoaestcd that the staff check the gutter rails at Central Pool to sec if the fiberglass needs to be refinished. Parks and Recreation Advisory Board February 15, 2011 Page 2 Chairman Fssner and Director Moser explained that the school board has renewed their contract with the city for the use of Central Municipal Pool. A joint committee appointed by the school superintendent and city manager will review any futtne capital improvements. A dedication ceremony will be held the week of March 7" for the new playground at Dennis Scivally Park. B. Capaha Park Planning Troy Vaughn reported that the disc golf equipment has been bid out. There will be ten signs for each hole and one for the whole course located at Capaha Park. Director Moser reported that the bid for the demolition of Capaha Municipal Pool will be going out soon with the expected completion to be by lune. All concrete and debris will be removed and the land will be contoured, sloped and seeded. The board members added that restroom facilities would need to be one of the first amenities needed at the park since the pool restraints would be gone and additional restroonrs are needed close to the Capaha Baseball Field. Director Moser suggested that we could use Markey & Associates to draw up a conceptual plan for Capaha Park after we provide the parameters. NEW BUSINESS A. Liaison Appointment for Capaha Field Improvement Committee Dan suggested that a board member be appointed to serve as a voting member on the Capaha Field Improvement Committee. Percy Huston stated that he would be interested in the appointment. Dana Deisher made a motion, seconded by Robert Harris that Percy Huston serve as the board's liaison on the Capaha Field Improvement Committee. Motion passed. REPORT'S Scott Williams reported that 150 children participated in the Super Kids Race at SEMO Recreation Center. This was an increase over last year. The girls' softball and boys' baseball signups are currently being taken. The Cape Youth Baseball Board Members will serve as an advisory committee for the city league. The opening day for the baseball league will be on April 20" with all age groups playing one game at Shawnee Park Complex. Scott added that a new event this year will be co-sponsored with Southeast Health on Saturday, March 2"d from 1 I a.m.-3 p.m. for all youth sports. Representatives from Cape Area Youth Soccer, Cape Youth "I-ackle Football, Cape Swim Team, etc., will bring literature and signup applications for enrollments. There will be fun things for the families to do, health screenings and healthy cooking with Raina Childers. The Fourth Annual Father/Daughter Dance will be held on Saturday, March 5" at the A. C. Brase Arena and the First Annual Mother/Son Game Night will be held on Saturday, March 26" at the Osage Centre. (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD January 11, 2011 The Parks and Recreation Advisory Board met for their regular meeting 5:30 p.m. on January 11, 2011 at Osage Centre. Board Members Present: Staff Danny Essner, Chairman Scott Williams, Recreation Division Manager Beverly Evans, Vice -Chairman Penny Williams, Recreation Division Manager Kim Proffer, Board Member Tony Weatherby, Recreation Coordinator Pat Elfrink, Board Member Brian Schlichting, Recreation Coordinator Robert Harris, Jr., Board Member Marcia Stone, Administrative Coordinator Percy Huston, Board Member Dana Deisher, Board Member Troy Vaughn, Board Member Lee Hillman, Board Member Board Members Absent: Guest: Craig Billmeyer, Secretary Bari Neff, Board Member APPROVAL OF THE MIN[TTES Chairman Danny Essner requested the approval of the December 13, 2010 minutes. Dana Deisher made a motion; seconded by Beverly Evans to approve the minutes as mailed. Motion passed. STAFF INTRODUCTION New Recreation Coordinators Brian Schlichting and Tony Weatherby were introduced to the board members. Brian has worked at the City of DePew Parks & Recreation, Anheuser Busch and originated from Altenberg, Missouri. Tony Weatherby was one of the first Recreation Programmers our department had over 20 years ago. He ventured out to various other positions over the years and found his way back where his heart has always been. He was hired last year as the Shawnee Park Sports Complex Crew Leader and transferred to Recreation Coordinator when there was an opening. Brian and Tony will bring a wide diverse of experience as they join the Parks and Recreation team. OLD BUSINESS A. Parks and Recreation/Storm Water Projects Director Moser reported that he and Danny Essner would be presenting the Parks and Recreation Tangible Results at the City Council Meeting scheduled on Monday, January 25a. Dan reported that the construction company is installing the dry wall, tape and mud on the Shawnee Park Center, the exterior is just about finished and both concession buildings me completed. He suggested the board tow the center mid concession buildings at the next month's board meeting. The facility is scheduled to open the end of February. The Arena Park Athletic Field Improvements Phase II will begin construction this summer. Central Municipal Pool will be completed this summer and the staff will be preparing the bid within the next couple of months. The shelter at Dennis Scivally Park is pretty well finished. Scott Williams reported that they have a five-day pool tournament booked at Shawnee Park Center in September and a wedding inquiry for October 2011 They are tentatively scheduling basketball games Parks and Recreation Advisory Board January 11, 2011 Page 2 on February 22 at the Shawnee Park Center. The staff will be doing the concrete work for the facility. The staff has applied for a matching grant for an after-school program. They will be approaching other agencies to help fund the city's portion of the grant. B. Capaha Park Disc Golf Course Troy Vaughn reported that the bid documents have been completed and turned in for Capaha Disc Golf They will be purchasing the supplies next month and he has been discussing the signage that is needed with Scott Williams and Brock Davis. NEW BUSINESS A. Isle of Capri Commitments Dan Moser reported that Isle of Capri has committed funds towards improvements to Broadway and other improvements within the city. The complete list will be c -mailed to the board members. REPORTS Scott Williams reported that they have over 200 teams/5 leagues currently playing basketball and volleyball. The Parks and Recreation will have their first Mother/Son Game Night at the Osage Centre main floor and meetings rooms. The Cardinal Caravan will be at Osage Centre Monday, January 17' with St. Louis Cardinal Coby Rasmus as one of the Cardinal players that will be present. On March 12' Southeast Health and Parks and Recreation Department will host an All Sport Day where all sport entities in the area will be at the Osage Centre for registration and information on their various sports. Southeast Health will have various children's screenings set up during the event. Chairman Essner wanted to know if there were plans for additions or improvements to Cape Splash for the summer. Director Muser reported that this upcoming year the department would be purchasing more chairs and lockers. They will also be adding additional walk areas with stepping stones and security cameras. Future improvements could include an additional slide when funding is available. In a final comment, Director Muser informed the board that he would be retiring in March. He has worked for the city for twenty-five years, serving as Director for twenty-one years. There being no further business, Dana Deisher made a motion, seconded by Beverly Evans to adjourn. Motion passed. Reesppee�c`ctttiiivvee'y submitted, Y19rcia Ston �� Recording Secretary Parks and Recreation Advisory Board February 15, 2011 Page 3 Special Olympics District Basketball Tournament will be held this weekend with 100 teams booked at the hotels. The Special Olympics Spring Games will be held at SEMO Recreation Center on April 9r'. Scott also reported that Southeast Athletic Department and the Parks and Recreation Department would be co -sponsoring the Women's Want.. As a trade off, the athletic department will provide instructors for an expanded Fundamentals of Volleyball, Fundamentals of Softball, Fundamentals of Soccer, etc. throughout the year for us. We will also be partnering with the university to promote the Red Hawks Kid's Club. Brock announced that the annual Friends of the Parks Day will be on Saturday, April 16°, Scott Williams reminded the board members that the City Employees Reception for Dan Moser's Retirement would be held on Thursday, March 10, Osage Centre from 3:00 p.m. — 4:30 p.m. and the public reception will be from 5:00 p.m. -7:15 p.m. at the A. C. Brase Arena. There being no further business, Dana Deisher made a motion, seconded by Bari Neff to adjourn the meeting to tour the new Shawnee Park Center. Motion passed. Respectively submitted, Marcia Stone Recording Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD March 14, 2011 The Parks and Recreation Advisory Board met for their regular meeting on March 14, 2011 at Osage Centre at 5:30 p.m. Board Members Present: Danny Essner, Chairman Beverly Evans, Vice -Chairman Lee Hillman, Board Member Bari Neff, Board Member Pat Elfrink, Board Member Robert Harris, Jr., Board Member Dana Deisher, Board Member Percy Huston, Board Member Board Members Absent Craig Billmeyer, Secretary Kim Proffer, Board Member 'troy Vaughn, Board Member Staff Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Brock Davis, Parks Division Manager Kaed Horsell, Recreation Supervisor Marcia Stone, Administrative Coordinator/Recording Secretary Guest: City Manager Scott Meyer Public Works Director Tim Gramling GUES'T'S: CITY MANAGER SCOTT MEYER & PUBLIC WORKS DIRECTOR TIM GRAMLING City Manager Scott Meyer and Public Works Director Tim Gramling gave a Wastewater Treatment Plant Presentation that will be on the April 5°i ballot as a 1/40 Capital Improvement Sales 'I Extension and Bond Issue. They answered the board members' questions on the tax proposal and encouraged the members to get the word out that it is important to vote yes to keep their monthly sewer rate at the lowest cost possible. APPROVAL OF THE MINUTES Chainnan Danny Essuer opened the Parks & Recreation Advisory Board meeting requesting the approval of the February 15, 2011 minutes. liana Deisher made a motion; seconded by Percy Huston to approve lite minutes. Motion passed. OLD BUSINESS A. Parks and Recreation/Storm Water Projects Scott Williams reported that the Shawnee Park Center would be opening on Monday, March 28°i at 6:00 a.m. The ribbon cutting will be held on Friday, March 25°i or Monday, March 28"'. The fitness equipment will be delivered tomorrow and the architect and contractor are working on the punch list this week. Scott reported that there are two wedding receptions scheduled at the facility for this fall. Penny Williams reported that the bid for Central Municipal Pool was opened on March V and Penzel Construction was awarded the contract. The base bid and two add -alternates for the contract is $507,317.00. The renovation demolition will start on April 18°i and the bubble removed on May 4"'. The school facility will be available for the swim teams during the renovation so they can continue utilizing the pool as long as possible. The substantial completion date is scheduled for June 101h Brock Davis reported that there was a ribbon cutting ceremony at Dennis Scivally Park dedicating the new playground structure to Melvin Gateley. There will be continued park development of shelters, restrooms and playgrounds over the next five years through the Parks and Stormwater Tax. The staff met with Shawnee Park Center Architect, Mitch Malone and he has agreed to provide the drawings for future shelter/restroom or shelter/storage building combinations so that the staff can construct the facilities in-house. Parks & Recreation Advisory Board March 14, 2011 Page 2 Recreation Division Manager Penny Williams presented a proposal prepared by David Markey to create a master plan for Capaha Park. The proposal includes the initial planning/design charrette trip -for a day and half to two (lays, sketches and alternatives, site photos and evaluation of existing conditions. The master planning would include 24" x 36" colored drawing, 2-3 details sketches where appropriate. The second trip would include presentation of the plan and preliminary cost figures. The revisions and final master plan would include a colored final plan and bound copy of narrative and costs. Cost includes all travel expenses and drawings and presentation materials for $5,500.00. An alternate cost of 3'a trip would be $1,500.00 if deemed necessary. The staff will present a preliminary list of ideas that the board can eliminate and prioritize at the April meeting. The staff will present the list to City Manager Scott Meyer for his input on how they should proceed. NEW BUSINESS A. Director of Parks and Recreation Advertisement Recreation Division Manager Scott Williams- announced that thejob announcement for the Director of Parks and Recreation has been advertised in the Missouri Parks and Recreation and National Recreation and Parks websites, publications and locally. 'Phe closing date for applicants is March 25"i. The city administration would like to have the position filled by the end of June or first of.luly. B. Cold Medal Award Westport Pools and Markey & Associates received the Gold Medal Award for their design of Cape Splash by incorporating the existing rock landscape into the design of the aquatic center. Chairman Essner suggested that the staff send in an article to the Parks and Recreation Magazine of all our accomplishments. REPOR"PS fhe staff presented their first edition of the Staff Briefs, which is a highlight of activities and events within the department. The Staff Briefs will be presented at each meeting as part of the staff reports. (Attached) Scott reported that a mailing list is being created for the residents surrounding the Shawnee Park Center to let them know about the facility's opening date. Brock Davis announced that the Parks and Recreation Foundation would be sponsoring the Minor's Game on May 7i' at 7 p.m. Robert Harris voiced his concern of the Main Street Garden if the Flood Buy -Out Property was sold to the Isle of Capri. The staff will try to keep the board members updated on any information they may obtain on the property. There being no further discussion, Dana Deisher made a motion, seconded by Percy Huston to adjourn the meeting. Motion passed. Respectively submitted, Marcia Stone Recording Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD April 11, 2011 The Parks and Recreation Advisory Board met for their regular meeting on April 11, 2011 at Osage Centre at 5:30 P.m. Board Members Present: Danny Essner, Chairman Beverly Evans, Vice -Chairman Craig Billmeyer, Secretary Bari Neff, Board Member Pat Elfrink, Board Member Robert Harris, Jr., Board Member Dana Deisher, Board Member Percy Huston, Board Member Lee Hillman, Board Member Kim Proffer, Board Member Troy Vaughn, Board Member Board Members Absent: Staff Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Brock Davis, Parks Division Manager Kaed Horrell, Recreation Supervisor Marcia Stone, Administrative Coordinator/Recording Secretary Guest: Kevin Ford, Grad Student SEMO—Capaha Baseball Park Chris Hutson, Skatepark GUEST: KEVIN FORD, GRAD STUDENT SEMO — CAPAIIA BASEBALL PARK Kevin Ford, Graduate Human Environment Student- Design Studies would like to be involved with the design a clubhouse and better spectator areas for Capaha Park Ballfield for his thesis which is scheduled to be completed by December 2011. In his presentation he revealed his envision utilizing the Capaha Pool arca or an extension of the present Capaha Field grandstand to add a clubhouse. 'the extension of the present grandstand would be his first choice because it would be utilized by the city better than the old pool site. The new clubhouse would have lockers, showers, restrooms, equipment storage that would set into the hillside. His study would include drawings and cost estimates for the expansion. He would dike to give his presentation to SEMO Athletic Director and the Capaha Field Improvement Committee to include their suggestions on his project. Percy Huston suggested that Kevin give his presentation to the Capaha Field Improvement Committee at their next meeting. Scott Williams reminded the board that the expansion of the Capaha ball field facilities was in the original parks & Reereation/Stonnwater Tax Initiative, but was one of the projects cut. Chairman Essner stated that Kevin's interest in Capaha Park has come at a good time since the board is currently developing the Master Plan for Capaha Park. GUEST: CHRIS HUTSON— SKATE PARK Chris Hutson came before the board expressing the need for a skate park. He wants the city to be aware of the need for a skate park for kids located in a safe environment. His family has taken trips to communities that have skate parks and he has pictures from these parks to use as a reference source for Cape. He has been working with McDonald's local owner Shannon Davis on getting a Ronald McDonald Charity Grant for skate park equipment. 'fhe cost of a half pike is $15,000. He stated that this purchase and moving the existing pieces would be a good start on the park. He would like it to be a multi -use park for skate, roller blades and bike users. The decision on the grant will be made in December. Chris has also been working with Park Division Manager Brock Davis on a location for the skate park. He is partial to the Capaha Pool basin for the park location since it is already there. Ile added that Farmington did a good job converting the pool into a skate park. The ideal size would be eight tennis courts, but not necessarily a rectangular or square site. A good area in Arena Park is located between BallHeld's #10 & I 1 and near the trail. Southeast Missouri District Fair Association owns the property and President Pete Poe will be presenting the usage request to the Fairboard. Parks & Recreation Advisory Board April 11, 2011 Page 2 Chris will be returning to the board with a PowerPoint of the different community skate parks he has visited. APPROVAL OF THE MINUTES Chairman Danny Essner requesting the approval of the March 14, 2011 minutes. Dana Deisher made a motion; seconded by Craig Billmeyer to approve the minutes. Motion passed. OLD BUSINESS A. Parks and Recreation/Storm Water Projects Brock Davis reported that the bid for Capaha Pool Demolition was opened on April 4"'. Kevin Williams had the apparent low bid. The concrete will be removed from the site and the area will be tiered, leveled oft -and seeded. The specifications include repair of asphalt if needed alter the completion of the project. Penny Williams reported that the fencing work at the Central Pool is being done in-house. 'fhe staff is painting the fence post and the new fabric should be coining in soon. The actual construction will begin on April 18i'. They have obtained temporary use of the school restrooms during the construction. The construction will begin the day after the Gator's Swim Meet, Scott Williams reported that 2400 residents received a postcard of the Shawnee Park Center opening. The daily attendance has averaged 40 per night. There have been three rentals since the center opened and several basketball rentals. The gym admission and rental revenue has exceeded the staff's estimates. The city asphalt bid is scheduled for April or May. if the City has an overlay program scheduled this year, we will piggyback to asphalt the parking lot at the Shawnee Park Center. The overlay usually occurs in June or July. 'the staff has been working with the Engineering Department on a cost estimate for an entrance off West End Boulevard and one-half block from Walnut. Scott will check if the Walnut Street and West And Blvd. sidewalks has been moved up on the 114 list of projects. Kaed Hornell reported that the staff is continuing seeding, fertilizing and dirt work on the new fields and the fields arc in use. The Ribbon Cutting for the Shawnee Park Sports Complex will be within the next month. Penny Williams reported that the staff is currently working on the drainage at Cape Splash and will be seeding and sodding the exterior areas where needed. The staff will have extended hours May 1 I-13 from 8 a.m" to 8 p.m. and Saturday, May 14"' open from 9 a.m. — 5 p.m. for Cape Splash Passes. KPVS will be promoting —'Welcome to Summer' by revealing Cape Splash's I" umbrella will be going up on May 5"' and each day another urnbrella will -e displayed to the opening day May 28i'. Cape Splash will be another satellite work area for Friends of the Parks Day. B. Capaha Park Planning Penny Williams reported that an aerial photo of Capaha Park would be e-mailed to Markey Associates consultant. NEW BUSINESS A. Shawnee Park Center Precinct Robert Harris suggested to Kara Clark that Shawnee Park Center should be the precinct for that community. Scott relayed that lie spoke to Kara also and agreed to give them a spot at the facility at each election. It could be the lobby, meeting room or activity room. Robert appreciated the agreement that was made and expressed that it will tic into the resident's needs and will entice them to want to come out to vote. Parks & Recreation Advisory Board April 11, 2011 Page 3 Robert also expressed his appreciation of the comments made by Chairman Essner and Troy Vaughn in the recent newspaper article that he was highlighted. fhe board members discussed the need for the CTA to include Shawnee Park Center and Osage Centre on their routes throughout the city. Scott Williams reported that the department would be purchasing their second 14 passenger bus this summer. They will be used to transport children for a variety of programs or Geld trips. Chairman Essner suggested having Tom Mogelnicki as a guest speaker to discuss the city's transportation system. The Staff Brief's was distributed and discussed with the board members to highlight the recent and upcoming events in the department. (See attached) Chairman Essner reported that the process has started for the new director and there are some great candidates. There being no further business, the meeting was adjourned by a motion from Dana Deisher and seconded by Craig Billmeyer. Motion passed. Respectively submitted, Craig Billmeyer Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD May 9, 2011 The Parks and Recreation Advisory Board met for their regular meeting on May 9, 2011 at Osage Centre at 5:30 p.m. Board Members Present: Danny Essner, Chairman Beverly Evans, Vice -Chairman Craig Billmcyer, Secretary Kim Proffer, Board Member Pat Elfrink, Board Member Robert Harris, Jr., Board Member Dana Deisher, Board Member Board Members Absent: Bari Neff, Board Member Percy Huston, Board Member Troy Vaughn, Board Member Lee Hillman, Board Member A. Guest Chris Hutson — Skate Park Staff Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manger Brock Davis, Parks Division Manager Marcia Stone, Administrative Coordinator/Recording Secretary Guest: Chris Hutson and Skate Park Users Jess Bolen, Capella Field Improvement Committee Chris Hutson presented a slideshow of various skate parks that he and his family has visited on the past few years. Farmington, Missouri is one of their favorite parks. It is a well-designed concrete park with a coated metal edging that was originally created from the city's old pool. They expanded the park and it is user friendly for skateboards, bikes, roller blades and scooters for all levels of skill and is free The facility has camera monitors, skate shop and cafd next door. All the outdoor facilities operations were generally dusk to dawn. The park is less than ten years old and has no signs of wear. The park at Perryville, Missouri was not as popular because it did not have the coated metal edging on their concrete ramps to give the smooth transition needed and the over-all design was not as good as Farmington. Mills Park at Gatlinburg, I ennessee was another favorite outdoor park. Mills Park requires each user to complete an application, pay a user fee and wear a wristband while using the facility. The park is monitored well and any violators are asked to leave. The Mega Park at Louisville, Kentucky was constructed for more advanced skaters and also highly monitored and fenced. If any graffiti appears the park is shut down. Mr. Hutson also showed several indoor/outdoor skate parks that they had visited in SL Louis, Mills Mall and Vans Skate Park in Orlando. Ile is still working on a grant for the skate park and will contact Farmington and Louisville for any additional information he can get and keep the board updated on his findings. B. Guest Jess Bolen, Capaha Field Capella Field Improvement Chairman came before the board with information on the Capaha Field improvements that have been made over the last 25 years. fie reported that they have one project that they need to work on in the near future The Field surface and playing field needs to be redone. There is an 18" height difference from the left to right field. The irrigation on the field will need to be addressed in the near future. Ills recommendation for the resurfacing would be the following priority: L Install artificial field turf with proper drainage, as this is a major problem with water. 2. Install artificial field turf on infield only, leaving outfield natural grass. 1'o do this, outfield must be leveled and drainage system installed with new watering system for outfield. 3. Forget artificial field turf, but level entire field, install new sprinkler system and drainage system and re -sod entire field. Parks &liecreation Advisory Board May 9, 2011 Page 2 Jess slated that Southeast Missouri State University Athletic Director John Shafer indicated that the university was not interested in a partnership on projects but just wanted to rent the field. Recreation Division Manager Scott Williams suggested that if an ongoing income source could be secured they could possibly get a lease purchase agreement to find the whole project upfront and make payments over an extended loan period. It would be similar to what was done with the A. C. Erase Arena renovations over a decade ago. If not, the next big source of available income would have to come from a renewal of the Parks & Recreation Initiative Tax in 2008, unless funds become available from another source. APPROVAL OF TIIE MINUTES Chairman Danny Essner requesting the approval of the April 11, 2011 minutes. Beverly Evans made a motion; seconded by Dana Deisher to approve the minutes. Motion passed. OLD BUSINESS A. Parks and Recreation/Storm Water Projects Scott Williams reported that there are about four items that need to be completed on the punch list for Shawnee Park Center before Denali Construction Company will receive their final check. The pavement overlay needed for parking lot at Shawnee Park Center will be bid out and projected completion date would be late summer or early fall. Scott met with the city engineering department on the TT4 Street improvement list about development of a new Shawnee Park Center entrance off of West End Boulevard, The Park Division Maintenance Staff will be starting on Phase 11 of the Arena Park Athletic Field Project to re- configure the younger age group's baseball fields off of Hawthorn Drive over the summer. Penny Williams reported that Central Pool bathhouse is totally demolished inside. The construction crew accidentally cut electric lines that were buried underneath the floor surtzee and was not originally installed by code. The deck work was started today. Penny added that the staff discovered discoloration of the bubble fabric when they removed the bubble last week. Arizon took a sample back for testing. Arizon's final payment is on hold waiting for final results of the testing and warranty arrangements. B. Capaha Park Master Plan Penny reported that the demolition of Capaha Pool would start Wednesday. Markey and Associates was awarded the contract for Capaha Park Master Plan. Scott Will iams stated that we would need to look at the big picture for Capaha Park's future. 'This past weekend, Minor's Game had over 500 in attendance. The staff brought over portable bleachers for the event. The spectator's parking is very limited and we don't want to give up green space for parking. Frisbee Golf has already been very popular at Capaha Park for families and university students. The signs for the holes will be installed soon. The staff will be looking at installing an I8-hole disc golf course in Kiwanis Park for the more advanced players in the future. NEW BUSINESS Chairman Essner reported that they would be interviewing the three remaining candidates this week for the director position. Parks & Recreation Advisory Board May 9, 2011 Page 3 OTIIER BUSINESS The Staff Brief s was distributed to the board members to highlight the recent and upcoming events in the department. (See attached) There being no further business, the meeting was adjourned by a motion from Dana Deisher and seconded by Beverly Evans. Motion passed. Respectively submitted, Craig Bilhneyer Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD June 13, 2011 The Parks and Recreation Advisory Board met for their regular meeting on June 13, 2011 at Osage Centre at 5:30 p.nt. Board Members Present: Danny Essner. Chairman Beverly Evans, Vice -Chairman Craig Bilbneyer, Secretary Kirit Proffer, Board Member Lee Hillman, Board Member Pat Elfrink, Board Member Robert Harris, Jr., Board Member Percy Huston, Board Member Troy Vaughn, Board Member Board Members Ahsent: Bari Neff, Board Member Dana Deisher. Board Member APPROVAL OF THE MINUTES Staff Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Block Davis, Parks Division Manager Kaed Hornell, Recreation Supervisor Marcia Stone, Administrative Coordinator/Recording Secretary Guest: Chairman Danny Essner requested the appi oval of the May 8, 2011 minutes. Craig Billmeyer made a motion', seconded by Kim Proffer to approve the minutes. Motion passed. OLD BUSINESS A. Parks and Recreation/Storm Water Projects Scott Williams reported that the Shawnee Park Center, Shawnee Park Sports Complex Concession Buildings' final payment to Denali Construction would go to the City Council for their approval on June 20"'. Penny Williams reported that the staff and contractor would be meeting at the Central Municipal Pool bathhouse to go over the punch list this Wednesday. The contractor is doing the deck work and will be installing the new dive boards. 'fhe bathhouse renovation has made a huge aesthetic improvement that the people will definitely notice. The main pool facelift made the deterioration of the baby pool more noticeable. Penny spoke with the City Finance Director and they will be using remaining funds from Cape Splash to renovate the baby pool. The main pool will open the week of June 20'". Brock Davis reported that all the concrete has been removed from Capaha Pool and the contractor is moving the dirt and will be seeding the area. Scott reported that the Park Division Staff would be clearing the rugby field for the new Arena Park Sports Complex Phase It soon. Scott met with Bowen Engineering and the city will be extending their contract to help with the layout of the complex. Current estimates indicate that there will be room for (2) 140 -150 -foot ball fields and (2) 180 -Coot field. There will be sidewalks and a concession building in the middle. Penny Williams reported that the Golf Course Division Staff'sodded the cast and west hillsides of Cape Splash. Facility Coordinator Lynn Morton has been converting the mulch -covered areas at Cape Splash to decorative rock. The mulch tends to get clogged up in the drains. Brock Davis reported that there would be a ribbon cutting ceremony for the new Dennis Scivally Park Shelter when Lenard Hines can coordinate the date and time with other Evening Optimist Members. Parks & Recreation Advisory Board June 13, 2011 Page 2 B. Capaha Park Master Plan Penny Williams reported that the stall is holding up the contract work with Markey and Associates for Capaha Park Master Plan until the new director is here and can be involved in the planning. She informed the board members that Councilman Loretta Schneider has requested to place a piece of playground equipment or fountain at Capaha Pads in memory of her late husband Dr. John Schneider from the memorial donations that went to the Parks & Recreation Foundation. Chairman Bssner reminded the board members that typically they do not have a meeting in July or August every year because of vacations and summer activities. lie suggested that since our new Director Julia Thompson would be starting next month that the board should not skip a meeting this year. The July meeting will be introductions and the August or September meeting could be a public meeting following the board regular meeting to discuss the future of Capaha Park. OTHER BUSINESS Chairman Bssner distributed two at published from the Missouri Parks and Recreation Association Magazine referring to regional disc golf tournaments and skate parks. Penny Williams reported that the attendance at Cape Splash has been fluctuating this year compared to last year and determined by the weather. The memberships are very comparable to last years. Scott Williams reported that the Parks and Recreation Department has been assisting the family Resource Center by shuttling children back and forth twice a day from the park to the Family Resource Center. Our staff submitted a grant for $300,000 for fitness funding. The grant will be awarded in October and if we were a recipient, we would start the program in January. The staff has been meeting with United Way President Nancy Jernigan in regards to funding for the Boys and Girls Club to be housed at the Shawnee Park Center. Details on program administering are still being worked out. fhe staff will also be working on a proposal for a $50,000 pledge from foundation corporate sponsors to help fund a program for the children in the South Cape area. The June 13, 2011 Parks and Recreation Department Staff Brief's was distributed to the board members to highlight the recent and upcoming events in the department. (See attached) There being no further business, the meeting was adjourned by a motion from Craig Billmeycr and seconded by Robert Harris. Motion passed. Respectively submitted, Craig Billmeycr Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD July 11, 2011 The Parks and Recreation Advisory Board met for their regular meeting ou July 11, 2011 at Osage Centre at 5:30 p.m. Board Members Present: Staff Danny Essner, Chairman Scott Williams, Recreation Division Manager Beverly Evans, Vice -Chairman Peuny Williams, Recreation Division Manager Craig Billmeycr, Secretary Brock Davis, Parks Division Manager Kim Proffer, Board Member Kaed Howell, Recreation Supervisor Lce Hillman, Board Member Marcia Stone, Administrative Coordinator/Recording Secretary Pat Elfrink, Board Member Robert Harris, Jr., Board Member Bari Neff, Board Member Dana Deisher, Board Member 'troy Vaughn, Board Member Board Members Absent: Guest: Percy Huston. Board Member Bernice Hai is WELCOME: Chairman Danny Essner welcomed the new Parks and Recreation Director Julia Thompson. The Board Members introduced themselves and Julia gave her parks and recreation background and she expressed her excitement to use her experience for the betterment of Cape Girardeau. APPROVAL OF THE MINUTES Chairman Danny Essner requested the approval of the June 13, 2011 minutes. Beverly Evans made a motion; seconded by Robert Harris to approve the minutes. Motion passed. OLD BUSINESS A. Parks and Recreation/Storm Water Projects Pcnny Williams reported that the revenue is down from last summer for Cape Splash. They had several days where they didn't open or low attendance due to storms or unusual cool temperatures. Last year they didn't close at all and the weather was perfect for the first year of operation. But now as the weather is cooperating, the attendance at the pool is comparable to the very busy days we had last year. The board members commented that Cape Splash's In year exceeded everyone's expectations and they realized that the second year would not be quite as profitable. Penny Williams updated the board members on the Central Municipal Pool renovation. "the pool opened to the public June 22nd. The bathhouse is complete with the exception of additional stalls being added on the women's side. The pool had new deck work and diving boards. The baby pool area has new drainage and concrete work and is schedule for painting next week. Ribbon cutting ceremony will be scheduled after the baby pool is complete. Scott Williams reported that the final payment to Denali Cons4'uction was made for the Shawnee Park Center and Shawnee Park Sports Complex Concession Buildings. Bowen Engineering has been contracted to design specifications for the Shawnee Park Center parking lot paving. The fiber installation for Shawnee Park Center and Shawnee Park Sports Complex will cost approximately $70,000. This will enable the complex to network with the other Parks and Recreation facilities to give them the capability to use the Class Software for registration, leagues and facility rentals. Parks & Recreation Advisory Board .July 11, 2011 Page 2 Scott Williams presented a map showing the approximate location the new entrance to Shawnee Park Center will come in off of West End Boulevard and scheduled for 2013 in the I IT Program. The staff will be focusing on increase caution signage for children accessing the entrance off of West End Boulevard. Shawnee Park Sports Complex Staff will be seeding and straw ing around the concession buildings when conditions are favorable. Now bleacheis were installed and a new ticket booth was built in-house. The ribbon cutting ceremony will be scheduled the last week of July for the new softball concession building. The popularity of Disc Golf continues strong at Capaha Park. Brock Davis reported that par signs will be going up soon. Brock Davis also reported that he will be setting up a meeting with Architect Mitch Malone and Director Thompson regarding the preliminary plans for the shelter/restroom designs for the in-house future park construction. The Evening Optimist Club donated the playground equipment at Dennis Scivally Park so the funds allocated for Dennis Scivally can be used in another park. The ribbon cutting ceremony for the shelter at Dennis Scivally will be scheduled soon. Scott Williams reported that the Arena Park Sports Complex Phase II will begin late summer or early fall to redesign and relocate Arena Ballfields H11-14. The rugby team has been notified that they will be relocated to Osage Park for their fall season. B. Capaha Park Planning Director Thompson discussed her thought process for the Capaha Park Master Plan to make the park the city's showcase. She and staff will walk the park and do a serious evaluation of areas that need to be improved and explore all possibilities that could enhance the park. Then she would like to do the same with the board members to develop several dream visions for the park before they meet with the architect. She feels that we will have better use of data for the mrohiteet when she is pulled in to do the plan_ Julia will develop a project time frame for the project to show how it can be done in phases. NEW BUSINESS There was no new business to report at this time. OTHER BUSINESS Scott Williams reported that the staff will be meeting this Friday with The Family Resource Center, Boys and Girls Club and United Way regarding South Cape Programming. We should find out this month if we received the grant that will help fund the afterschool program. If awarded, the program would start in January. The Fall Program would need to bejointly funded with the United Way. Danny Essner reported the Poplar Bluffjust received a $450,000 grant, matched with $250,000 from the city for a skate park. Chairman Essner presented a thank you note ]}out Melvin Gateley for the Playground Dedication at Dennis Scivally Park and the other good deeds the department does in the city. Parks and Recreation Advisory, Board July 11, 2011 Page 3 The July 11, 2011 Parks and Recreation Department Staff Brief's was distributed to the board members to highlight the recent and upcoming events in the department. (Sec attached) There being no further b ISHICSS, the meeting was adjourned by a motion from Dana Deisher and seconded by Kim Proffer. Motion passed. Respectively submitted, Craig Billmevcr Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD August 8, 2011 The Parks and Recreation Advisory Board met for their regular meeting on August 8, 2011 at Osage Centre at 5:30 p.m. Board Members Prevent: Danny Essner, Chairman Beverly Evans, Vice -Chairman Craig Billmeyer, Secretary Kim Proffer, Board Member Troy Vaughn, Board Member Bari Neff, Board Member Dana Deisher, Board Member Pat Elfiink, Board Member Robert Harris, Jr., Board Member Percy Iluston, Board Member Board Members Absent: Lee Hillman, Board Member APPROVAL OF TILE MINUTES Staff Julia Thompson, Parks and Recreation Director Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Brock Davis, Parks Division Manager Kaed Horrell, Recreation Supervisor Amy Roth, Recreation Supervisor Heather Davis, Shawnee Park Facility Manager Marcia Stone, Administrative Coordinator/Recording Secretary Guest: Chairman Danny Essner requested the approval of the July 11, 2011 minutes. Dana Deisher made a motion: seconded by Kim Proffer to approve the minutes as mailed. Motion passed. OLD BUSINESS A. Parks and Recreation/Storni Water Projects Penny Williams reported that the Central Municipal Pool Ribbon Cutting will be held on August 22, 2011. Penzel Constr action will finish up the project with a counter top and glass window installation. Scott Williams reported that Shawnee Park Sports Complex held their Ribbon Cutting on July 25"', 2011. There were approximately 60 in attendance. It was a unique celebration with Past Director Dan Moser and new Director of Parks & Recreation Julia Thompson. Bowen Engineering is working on the specifications for the Shawnee Park Center detention basin and parking lot to be bid out. I lie staff will be constnmting a concrete pad at the overhead door at the center that will also serve as a basketball court. Brock Davis reported that as pan of the detention basin construction Big River Resources will be hydroseeding to help with erosion. Scott Williams stated that Bowen Engineering is working on the field layout design for the Arena Athletic Fields. Bowen will try to leave room for a concession and restroom facilities. The staff will start construction on the fields this fall and projected that teams should be able to use the new fields by summer 2013. They will use the existing fields next year. Percy Huston requested a comparison of rounds played at the Jaycee Municipal Golf Course since the renovation. Julia Thompson relayed to the board members that she requested feedback from the staff on Capaha Park amenities that they liked and disliked, what annual events are held at the park and their ideal visions for the park's future. She gave out a similar handout questionnaire to the board members as a homework assignment to bring back at the next board meeting. Parks & Recreation Advisory Board August 8, 2011 Page 2 B. Capaha Park Planting She commented that she is looking at the feasibility of using the same architect that is working on the new Broadway corridor design to tie in the same theme at Capaha Pmt. NEW BUSINESS A. Special Olympics Missouri Outdoor Championships Penny Williams gave out handouts for the two-day Special Olympics Missouri Outdoor Championships event that will be held on August 13"and 141' in Cape Girardeau. This is the second year of four that the state games will be held in Cape Girardeau. The next two years will be fall events. Troy Vaughn, for the second year, has served as the Management Chairman for the event. Troy Vaughn reported that as of today they have 84% of their volunteers for the event. Any additional volunteers can go to website SOMO.com. Troy added that the softball competition of the event will be aired live with 1220 ESPN when the athletes compete at Shawnee Park Sports Complex Friday, August 12, 2011. B. Shawnee Park Center Update Director Thompson handed out a summary of the Shawnee Park Center updates that she and Heather Davis presented to the City Council. The summary included the current usage of fitness classes, leagues, rentals and daily court and fitness at the facility. The goals for this next year are aggressive marketing plan, new afterschool programming and completing the aesthetics of the facility. The staff has been meeting with the Family Resource Center, United Way and Boys and Girls Club representatives on the development of a afteischool program. The staff should have notification this next month if we have been awarded a health grant that could help subsidize (he program C. Dennis Scivally Park Shelter Ribbon Cutting Brock Davis announced that the Ribbon Cutting Ceremony for the Dennis Scivally Park Shelter will be held on August 24" at 12 noon. The Mayor, City Manager, Evening Optimist Officers and Members will be present. D. Centrad Municipal Pool Ribbon Cutting Penny Williams reminded the board that the Ribbon Cutting Ceremony for Central Municipal Pool will be held on August 22, 2011 at 11:30 a.m. OTHER BUSINESS The Staff Briefs, Parks and Recreation/Storm Water Newsletter were distributed to the board. Percy Huston reported that the transition of the private management to the city management of the bays' baseball was very positive and no concerns were conveyed by the public. Troy Vaughn relayed the same message with the transition now in year two for the girls' league. The teams are evenly skill distributed and the organization has improved 110% from the privately run league. He projected a huge spike in the participation in the girl's league in the next few years. The All-Star Gaines were a huge success with the All-Star shirts included in the event. Percy Huston commented that there is a growing trend of boys traveling teams migrating from the recreation teams. However the city is able to assist these teams through field rentals. Penny Williams reported that Parks and Rec Day was held on July 15" and was again a big family day success Parks & Recreation Advisory Board August 8, 2011 Page 3 Cape Splash had a fabulous July with revenue exceeding July 2010. The after hour parties have really been successful this year with only one date open. With the anticipation that revenue will be dropping when students return to school, Amy Roth has developed an adult swim and pre-school days that will allow her to keep the aquatic center open with reduced staff supervising hours and smaller areas for the facility. Cape Splash August Calendar I lours of Operation and revenue/attendance reports were distributed to the board. Julia handed out her first month's goals list and related meetings that she attended to obtain tier goals-. Brock Davis reported that the trail to the Nature Center is on hold. 'I hey are working with MO DOT on extending the trail from the soccer field to Shawnee Park Center and downtown with on road, off road and sidewalks. Troy Vaughn commended Kaed Harrell, Scott Williams and Penny Williams for their diligent assistance to promote the Cape Youth Tackle Football League by allowing registrations at Osage, reserved practice areas, advertisement and development of their own field. They currently have 60 registered for the 2011 season and will easily end up with 140. They have about seven parents that aro very dedicated and excited now that they have their own field. It has been a huge asset for the program. There being no further business, the meeting was adjourned by a motion from Dana Deisher and seconded by Kim Proffer. Motion passed. Respectively submitted, Craig Billmeyer Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD September 12, 2011 The Parks and Recreation Advisory Board met for their regular meeting on September 12, 2011 at Osage Centre at 5:30 p.m. Board Members Present: Danny Essner, Chairman Beverly Evans, Vice -Chairman Craig Billmeyer, Secretary Robert Harris, Jr., Board Member Lee Hillman, Board Member Bari Neff, Board Member Dana Deisher, Board Member Percy Huston, Board Member Board Members Absent: Troy Vaughn, Board Member Pat Elfrink, Board Member Kim Proffer, Board Member 1. GUEST: Staff Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Brock Davis, Parks Division Manager Kaed Harrell, Recreation Supervisor Amy Roth, Recreation Supervisor Heather Davis, Shawnee Park Facility Manager Marcia Stone, Administrative Coordinator/Recording Secretary Guest: Mike Sheehan, West End Boulevard Resident Mr. Mike Sheehan was welcomed and introduced to the board. Mr. Sheehan is a resident that lives across the street from Capaha Park and was interested in the board's discussion of the future of the park. 2. APPROVAL OF THE MINUTES Chairman Danny Essner requested the approval of the August 8, 2011 minutes. Dana Deisher made a motion; seconded by Bari Neff to approve the minutes as mailed. Motion passed. 3. OLD BUSINESS A. Special Olympics Missouri Outdoor Championships Penny Williams reported that the evaluations from the recent Special Olympics Missouri Outdoor Championships had good compliments on the facilities, opening ceremony and employees. Suggestions for next year will be better signage, decorations for Victory Village and accessible information for volunteers. Next year the Championships will be held on October 12-14, 2012 with Golf, Soccer, Flag Football and Tennis as the focusing events. This year's event brought in over $400,000.00 in economic impact for the city. B. Shawnee Park Center Update Scott Williams reported that the Shawnee Park Center rentals have picked up. The Shawnee Rising Stars After School Program; ajoint coalition including our department, Boys & Girls Club of Cape Girardeau and United Way of Southeast Missouri, has been underway for a month with average daily attendance in the low 60's. C. Capaha Park Planning Director Thompson presented a video on a community park design from Florida to give the board members ideas of unique structures that are placed in parks to identify that community. She suggested that the board members e-mail pictures of park features in other communities that they would like to see at Capaha Park. D. Homework Assignment (additional information summarized and available) I. The board discussed their likes and dislikes of Capaha Park: Likes - Green space, topography, lagoon, large trees, location, peaceful, family friendly, ball field, history, free concerts. Dislikes - Improvements of lagoon, new shelters, restrooms and playground, handicap access and internal trails from parking areas to interior park areas, curbing at Cherry Hill and Rose Garden improvements. 2. Features that would not be desirable in Capaha Park: Skate Park or any major facility that would require more parking. Parks & Recreation Advisory Board September 12, 2011 Page 2 3. Board members's wish list for Capaha Park: New amphitheatre, themed splash pads that would enhance the existing park features, marquee revealing upcoming events and artificial rock climbing features. The bid opening for the park designer is projected for December or January and March or April the awarded designer should have a conceptual drawing by March or April. The Broadway Corridor design bid open is scheduled for October and the Casino in December. 4. NEW BUSINESS A. Golf Course Rounds Brock Davis reported that the Jaycee Municipal Golf Course had 23,120 rounds this past fiscal year compared to 20,348 in 2008/09 fiscal year. The winter play increased from 47 in 2009 to 157 in 2011 with the new Bent Grass greens extending the golf season for the players. B. Capaha Field and Improvement Committee Update Director Thompson reported that she met with Jess Bolen and Southeast Missouri University Coach Mark Hogan on the committee's request to review the city's consideration of taking over Capaha Field's maintenance. Next summer the staff will be raising the irrigation heads and top dressing the field. The staff will be putting together a budget to keep the field in optimal playing condition. Julia stated that her short term goal is to make the field playable and safe this next year, then they will be looking at long term plans. C. Armin Park Ball Field Design Scott Williams reported that Arena Park Ball Fields 45-8 are in the floodplain so they would not be able to construct a permanent structure with plumbing and sewer. The staff is considering a portable building that could be removed yearly. They will also look in the future at the feasibility of constructing a facility on the west side of the new complex that is out of the floodplain. D. Discussion on Parks and Recreation Sub -Committees Julia suggested to initiate the sub -committees again and that possibly they meet, separately, quarterly or as needed, for planning sessions for fixture projects. The October meeting the board will have a workshop to discuss a list of projects and priority. Julia stated that an ad hoc committee is needed to make a recommendation on the future sanctioning league of the Cape Girardeau Little League. The committee will meet with Chris Berry, President and Rick Gross, District Commissioner to discuss their league. The committee will need to decide what the league is to accomplish, fees, history and scoring system. Recommendations will need to be made at the Park and Recreation Advisory Board November meeting. Lee Hillman, Percy Huston, Beverly Evans and Craig Billmeyer volunteered to serve on the committee. The league will need to be sanctioned by February 2012. 5. REPORTS The Staff Briefs was distributed highlighting division activities and upcoming events within the department. 6. OTHER BUSINESS The next board meeting will be held on October 10, 2011, 5:30 p.m. at the Osage Centre. 7. ADJOURNMENT There being no further business, the meeting was adjourned with a motion from Dana Deisher and seconded by Craig Billmeyer. Motion passed. Respectively submitted, Craig Billmeyer Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD October 10, 2011 The Parks and Recreation Advisory Board met for their regular meeting on October 10, 2011 at Osage Centre at 5:30 p.m. Board Members Present: Danny Essner, Chairman Beverly Evans, Vice -Chairman Craig Bilhneyer, Secretary Robert Harris, Jr., Board Member Lce Hillman, Board Member Bari Neff, Board Member Dana Deisher, Board Member Percy Huston, Board Member Troy Vaughn, Board Member Pat Elfrink, Board Member Kim Proffer, Board Member Board Members Absent: 1. APPROVAL OF THE MINUTES Staff Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Brock Davis, Parks Division Manager Kaed Home[[, Recreation Supervisor Marcia Stone, Administrative Coordinator/Recording Secretary Guest Chairman Danny Essner requested the approval of the August 8, 2011 minutes. Director Thompson said clarification is needed on the previous minutes regarding the RPP due dales as October 27°i with Iwo (o three firms being selected for a long term contract for park design services. Dana Deisher made a motion; seconded by Beverly Evans to approve the minutes as corrected. Motion passed. 2. OLD BUSINESS A. Sub- Committees Director Thompson requested that the board members e-mail (heir sub -committee that they would like to serve on to Marcia: The three sub -committees to choose from are: Passive Parks, Trails, or Facilities. B. Sanctioned Boys League Scott Williams reported that Percy, Beverly, Craig and Lee will be meeting with Little League and Cal Ripken representatives on November 14 1h as they give their presentation for the committee to decide which league the city will be affiliated with this next year. C. Parks & Recreation Foundation Spaghetti Day The staff distributed the Spaghetti Day fliers, sponsor forms, volunteer assignments and dessert signup sheets for the board members. Chairman Essner suggested that next year we put the sponsor's level on the board member's sponsor list. Director Thompson informed the members that we will have Jerry Ford Band and Southeast University drama acts as part of the entertainment. The staff is also considering serving wine in the evening and a VIP area on back balcony with pictures taken with a gondola. Scott Blank has made a challenge to the board members that he will give a $100 Mobile gas card for anyone that sells the most tickets. Craig Billmeyer informed the board members that the foundation will be meeting twice a year now. Julia reported that we will have a Parks and Recreation Annual Financial Report to the board after the first of the year. D. Presentation to Danny Essner Chairman Danny Essner was presented a plaque for his nine years of service on the Parks and Recreation Advisory Board. Danny served three full terms which was the maximum that he could serve on the board. Mr. Essner has been Chairman of the Board for three years; served as the Treasurer on the Yes April 8i6 Campaign Parks & Recreation Advisory Board October 12, 2011 Page 2 for the Parks & Recreation Storm Water Initiative Committee which he served as Chairman. Mr. Essner will be greatly missed. E. Interim Chairman Director Thompson suggested that Vice Chairman Beverly Evans serve as Interim Chairman through December when elections are normally held. Troy Vaughn made a motion, seconded by Percy Huston for Beverly Evans to serve as Interim Chairman. Motion passed. REPORTS The Parks Division is resurfacing the basketball court in Arena Park. Cape Splash is shutting down for the winter and paving is scheduled for Shawnee Park Center parking lot. The Park Division Staff will be renovating City Hall interior and Phase Two of the Arena Athletic Field will be started with the new fencing done in-house. The electric has been run to Shawnee Complex Fields 13 & 14 Cape Youth Tackle Football for a portable storage building that will be used for a concession stand. The Cape Youth Tackle Football bought players benches for the field. Penny Williams reported that our preliminary report showed that Cape Splash had a net gain of $144,876.00 this year, the second year of operation. Scott Williams reported that the Kolhfeld Scorpions Rugby 'ream will be playing their games at Osage Park. The trail bank in Arena Park is being rebuilt in two locations where FEMA will be providing re-imbursement however there is third area where the bank has erosion which is actually worse. Parks is working with Public Works to find a remedy. Director Thompson reported that she attended the Missouri Trails Summit offered through Missouri Parks and Recreation where she was able to build a network of relationships of 40-50 MPRA colleagues and toured several parks in the area along with obtaining grant information for trails. The Haunted Hall of Horror will have a special night for the younger children on October 30" called Light Fright Night. The lights will be left on and the cast will notjump out to scare the children. The staff will be handing out fliers at preschools to advertise the new event. The board members were encouraged to solicit good candidates for the board opening that is being vacated by Mr. Essma's tett limit. The Staff Briefs was distributed highlighting division activities and upcoming events within the department. 6. OTHER BUSINESS The next board meeting will be held on November 12, 2011, 5:30 p.m. at the Osage Centre. 7. ADJOURNMENT There being no further business, the meeting was adjourned with a motion from Dana Deisher and seconded by Kimberly Proffer. Motion passed. Respectively submitted, Craig Billmeyer Secretary CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD November 14, 2011 The Parks and Recreation Advisory Board met for their regular meeting on November 14, 2011 at Osage Centre at 5'.30 P.m. Board Members Present: Beverly Evans, Interim Chairman Craig Billmeyer, Secretary Pat Elfrink, Board Member Troy Vaughn, Board Member Dana Deisher, Board Member Lee Hillman, Board Member Bari Neff, Board Member Steve Taylor, Board Member Board Members Absent: Percy Huston, Board Member Robert Harris, Jr., Board Member Kim Proffer, Board Member Staff: Julia Thompson, Parks & Recreation Director Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Brock Davis, Parks Division Manager Marcia Stone, Administrative Coordinator/Recording Secretary Guest: 1. Welcome/Introductions: The board members and staff welcomed and gave introductions to new Board Member Steve Taylor. Mr. Taylor gave a brief summary of his interest in serving on the board. 2. Approval of Minutes: Interim Chairman Beverly Evans requested the approval of the October 30, 2011 minutes. Dana Deisher made a motion; seconded by Bari Neff to approve the minutes with one change regarding the date listed for the meeting. Motion passed. 3. Old Business a. Park Design Firm Update Director Thompson informed the board members that 35 RFP letters were sent out and 10 submittals were received for review by the committee for the Park Design Firms. A city staff committee of six evaluated the proposals and narrowed the selection down to the top two design firms that will be working on the remainder of our Parks and Recreation/Storm Water Projects. The staff will announce the design firms at the December meeting. b. Sub -Committee Workshop Director Thompson combined the Passive Parks and Trails into one committee. The Facilities Committee and Passive Parks/Trails Committee board member listing was distributed. Ms. Thompson's homework assignment is for the board members to visit one park a month. The staff will update and e-mail the park list with locations and map of the parks. c. League Sanctioning Ad Hoc Committee Recommendation Update Scott Williams reported that Percy, Beverly, Craig and Lee met with Little League and Cal Ripken representatives on November 14 1h as they give their presentation for the committee to decide which league the city will be affiliated with this next year. The committee did not feel that the Little League presentation answered their questions adequately. There will be another Little League representative out of Williamsburg that will be speaking to the committee the last week of November to make sure they are getting the correct facts from both organizations before they make their final decision. Director Thompson thanked the committee for their time that they have spent on making their recommendation. 4. New Business a. Call for Nomination of Officers Interim Chairman Evans requested suggestions for the slate of officers for 2012. Bari Neff volunteered to serve as Secretary. Beverly Evans volunteered to serve as an officer in some capacity. Lee Hillman suggested that Troy Vaughn serve as Chairman. Nominations will remain open until the December 12`h meeting. b. Capaha Field Improvement Committee Update Director Thompson reported that the Capaha Field Improvement Committee had requested that our department investigate assuming maintenance responsibilities of the Capaha ball field. The staff developed a budget with the Parks & Recreation Advisory Board November 14, 2011 Page 2 committee's treasurer and met with professional turf and grounds maintenance companies to review field conditions. Julia requested that the Parks Board review the budget and opened up the floor for questions. Currently there would be an estimated $30,000+ deficit of which the difference could be made up through several avenues including additional field rentals, additional funds provided by the University, fundraising and more. Julia reported that she will be working with the University, the City Manager and the Field Committee to move towards a final recommendation. c. 2011 Spaghetti Day Marcia Stone reported that the Parks and Recreation Foundation goal of $20,000 for the 2011 Spaghetti Day is very obtainable and she encouraged board members to continue soliciting sponsors. Director Thompson added that we will have entertainment provided by Jerry Ford Band in the evening and wine tasting provided in two areas of the facility. There will be a V.I.P. area located on the back balcony that will have a wine tasting, dessert and drink area. 5. Reports The November Parks & Recreation Staff Briefs was distributed to the members. The highlights of the report revealed the economic impact that Central Municipal Pool provided early this month with the Boys Conference Swim Meet and the Gators Great Times Invitational which combined had over 525 swimmers and 462 spectators from three states. The Haunted Hall of Horror brought in $28,240 in revenue. The Light Fright Night for the younger age groups was a huge success this year. The restroom on Hole #16 at the Jaycee Municipal Golf Course is complete and the tee box on #15 is being moved for a better approach to the green. The first Fall Family Festival will be held at Shawnee Park on Friday, November 181b. The cost is only $1.00 for each activity/food item. Outdoor activities include: hayride, bonfire with smores, hotdogs and hot chocolate. Indoor activities include: Dance Revolution and Guitar Hero. Shawnee Park Sports Complex will be getting speed bumps to reduce the speed of automobiles driving in the complex. Patrick Elfrink inquired on the success of the cart pass that was offered this past year. The staff will report at the December meeting. 6. Other Business a. January 2012 Meeting Date Change The board members present agreed to meet on Tuesday, January 10, 2012 due to City Council meeting date conflict with our regular scheduled meeting. This date change will not count against the board members attendance if they are absent. b. Next Board Meeting —December 12, 2011, 5:30 p.m. Director Thompson requested that everyone bring a holiday ornament that relates to Parks & Recreation for a gift exchange. 7. Adjournment There being no further business, the meeting was adjourned with a motion from Dana Deisher and seconded by Bari Neff. Motion passed. Respectively submitted, Craig Billmeyer Secretary (DRAFT) CITY OF CAPE GIRARDEAU, MISSOURI PARKS AND RECREATION ADVISORY BOARD December 12, 2011 The Parks and Recreation Advisory Board met for their regular meeting on December 12, 2011 at Osage Centre at 5:30 p.m. Board Members Present: Beverly Evans, Interim Chairman Craig Wllmeyer, Secretary Pat Elfrink, Board Member Troy Vaughn, Board Member Dana Deisher, Board Member Lee Hillman, Board Member Bari Neff, Board Member Steve Taylor, Board Member Percy Huston, Board Member Robert Harris, Jr., Board Member Kim Proffer, Board Member Staff: Julia Thompson, Parks & Recreation Director Scott Williams, Recreation Division Manager Penny Williams, Recreation Division Manager Brock Davis, Parks Division Manager Marcia Stone, Administrative Coordinator/Recording Secretary Board Members Absent: Guest: Danny Essner, Past Parks & Recreation Advisory Board Member 1. Welcome/Introductions: Past Board Member Danny Essner was welcomed to the meeting. 2. Approval of Minutes: Interim Chairman Beverly Evans requested the approval of the November 12, 2011 minutes. Dana Deisher made a motion; seconded by Troy Vaughn to approve the minutes as presented. Motion passed. 3. Old Business a. Park Design Firm Update Director Thompson informed the board members that two firms have been selected for our park projects. S.W.I is currently under the Broadway Corridor contract and will be enhancing the upcoming Carrara Park improvements to compliment the two projects. Planning Design Studio will be working on our trails and has a strong background in environmental conservation. The request to hire both firms will be presented to the City Council in January. b. League Affiliation- Ad Hoc Committee Recommendation The League Affiliation - Ad Hoc Committee consisting of Scott Williams, Reed Harrell, Beverly Evans, Percy Huston and Lee Hillman reported on the second conference call meeting with the Williamsburg's Little League representative to make sure they were clear on the answers to their questions. The committee felt that the second conference call was not much better. The Little League still seemed unorganized and the Cal Ripken League had a better edge with the rules and regulations and the city's probability of hosting annual district and state tournaments. Lee Hillman made a recommendation that the Cape Girardeau Parks & Recreation Department stay with Cal Ripken League affiliation in 2012 and staff will re-evaluate at the end of the season. Troy Vaughn made a motion; seconded by Dana Deisher to approve the Ad Hoc Committee's recommendation. Motion passed 4. NEW BUSINESS a. Election of Officers Interim Chairperson Beverly Evans requested if there were any further nominations for officers. The following 2012 slate of officers was approved with no opposition: Troy Vaughn - Chairman, Beverly Evans - Vice -Chairman and Bari Neff -Secretary. b. Spaghetti Day Scott Williams reported that the revenue for 2012 Spaghetti Day was $20,391, which exceeded our goal by $391.00. The Jerry Ford Orchestra and Wine Tasting were well received. There were 88 board and staff members that volunteered at the fundraiser and they were commended for their hard work. Director Thompson presented and Danny Essner the $100 Mobile gift card that he earned by raising the most funds through his sponsor campaign. Parks & Recreation Advisory Board December 12, 2011 Page 2 S. Reports A. Capaha Field Improvement Committee Percy Huston reported that the Capaha Field Improvement Committee is currently in a transition. phase as the city fs making preparations for possibly maintaining the field starting in July. Director Thompson Informed the members that she met with Southeast Missouri State University Coach Hogan and Interim Athletic Director Cindy Gannon and they are very interested in staying in Capaha Park. The history, traditions and the perfect location just makes sense for them to keep Capaha as their home field. Ms. Thompson assured the university representatives that the city would maintain the field at a collegiate level. B. Tree Advisory Board City Engineer Casey Brunke was the guest speaker at the December Tree Board meeting. She gave a presentation on the $3.85 million Broadway Streetscape project that will encompass Pacific Street to Water Street. Brock Davis reported that the Arbor Day for 2012 will be held on April 6"'. The staff is planning to plant more trees on Friends of the Parks Day which will be held on Saturday, April 28`0, The 2012 officers for the Tree Board will be Dan Grimm- Chairman and Robert Harris will serve as Vice -Chairman. Julia Thompson reported that they are currently reapplying for the Tree City USA affiliation. C. Red House Interpretive Committee Beverly Evans reported that the Red House Interpretive Committee will sponsor Lecture on the New Madrid Earthquakes and Cape Girardeau in 1811-12 that will be held at tile Public Library on Sunday, February 26t0 at 2 P.M. The lecture will be in conjunction with a series of events that will be leading up to Lewis Lormaer's bf-centennial death that will be recognized in lune 2012. The committee recently successfully hosted their Annual Fall Frolic which showcased the historical era with children events. M Other Staff Reports - The December Staff Briefs with the upcoming events was distributed to the board members. The Breakfast with Santa had over 2S0 attending at Osage Centre_ The .staff recognized and extended their thanks to Bari Neff that volunteered and provided her antique sleigh for Santa. Recreation Division Manager Scott Williams reported that he has been meeting with CAYSA President Ryan Davis, who has indicated that their organization is considering turning over the operation of their league next fall to the city, Cape Area Youth Soccer Association has a Spring and Fall season and two large tournaments. CAYSA directors will be meeting next Tuesday to confirm that is what they wit tit to do and Scott will update the board members at the January meeting. This coming spring the Shawnee Park Sports Complex staff will be shadowing the CAYSA coordinators to familiarize themselves with their registration and tournament process, Cape Select and SSMCTraveling Teams would continue and would be working with the Parks and Recreation Department The acquisition of the targe youth league will make a huge impact to our budget and Scott wanted the board members to be aware of the possibility prior to the January Meeting. The 2012 Winter/Spring Program Guide will be available on Friday, January 6, 2012 at the A. C. Busse Arena, Osage Centre and Shawnee Park Center and in the Southeast Missourian. 6. other Business The next Parks and Recreation Advisory Board Meeting will be held on Tuesday, January 1015:30 p.m. at the Osage Centre, 7. Adjournment There being no further business, the meetingwas adjourned with a motion from Dana Deisher and seconded by Troy Vaughn. Motion passed. Respectively submitted, Craig Diffrac er Secretary