HomeMy WebLinkAboutPark Board Minutes 09.01.2016 ��� U � |
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Park Board minutes
Thursday September 1, 2016
In attendance were Iry Wilke, Chuck Dickerson,Amy Pollock,Scot Stokes, LuAnne Engh and Gretchen
Paulson. Absent was Bruce McGee. Called to order at 5:31 pm.
Others in attendance: Kurt Markegard, Public Works; Mark Mace, Mayor.
Additional items for Tuesday City Council workshop from the Park Board:
• Iry recommended to allow the Public Works department to apply for the matching funds
grant through Montana Tourism Grant Program. Also,the Park Board requests Budget&
Finance committee to approve needed funds for the matching grant program and forward
to a council workshop for discussion then to a council business meeting for final approval.
Chuck seconded motion. All in favor, no opposed.
1. Public comment
None.
2. Discuss combining committees with Park Board,Cemetery Commission and Tree Board
Keep item on the agenda
Council wants the combination of committees to happen to reduce the meetings the council members
are required to attend.
Kurt suggested, if we do not know how to move forward, ask those who have done it. Billings,for
example, has a combined Parks&Cemetery. This newly combined group would need to have new rules
and regulations if the boards combine.
• Gretchen will go to the Billings city website and find the ordinances that describe what they
do.
• Mayor Mace will ask a Billings Park&Cemetery board person to attend one of our meetings.
3. Lease negotiations—Discussion with Mayor,CAO or city attorney
The CAO and the city attorney did not attend.
Email from Heidi Jenson,CAO,read at meeting,see attached. She has"no problem with you takeing the
lead" in negotiating leases. "Please know that anything you negotiate will need to be looked at by the
City Attorney and I," Heidi said.
• Knowing this,this Laurel Rifle Club will submit to the Park Board their previous lease and the
suggested items for lease terms as discussed at the January and February 2015 Park Board
meetings will be used as a starting point for discussion of lease terms.
• Laurel Rod &Gun Club building gifting—waiting on the City Attorney. Reports and testing on
how to clean up the building were submitted to the CAO and attorney. Waiting on their
response.
4. Kurt suggested that if the Park Board starts negotiating lease terms,then that meeting should
include only that item on the agenda. Invite the lessee group to be part of the discussion.
Decide on items for discussion,terms,etc. Give a deadline for item adjustments,then give to
city staff for review and sending to city council. If not hear update on lease terms in a timely
manner,then follow up.
5. Riverside Park priorities for improvement
Vault toilets:
Jonathan from Great West Engineering came to Riverside Park in August. He and Kurt reviewed the trap
range area or near the old caretaker building for the vault location. It can be done,just need to confirm
it is above base flood elevation and can building required ramping for ADA accessibility.
If the old bathroom building is torn down, then a new light pole would need to go up to support the
lighting and power.
Kurt sent an email out to the Park Board regarding a grant program that Great West suggested. It is the
Montana Tourism Grant Program. It is a matching funds grant program that helps to develop Park
Master Plans that strengthen Montana's economy/tourism. Given the Riverside Park location and
potential for prime tourism location,it should earn an award. If the Master Plan is developed,then
other grants are more readily available and Riverside Park could qualify. This could include sidewalk
improvements to Riverside Park from the MT Department of Transportation,tourism grants for adding
playgrounds and camping space,etc. See attached paperwork and email from Kurt&Great West.
• Iry recommended to allow the Public Works department to apply for the matching funds grant
through Montana Tourism Grant Program. Also,the Park Board requests Budget&Finance
committee to approve needed funds for the matching grant program and forward to a council
workshop for discussion then to a council business meeting for final approval. Chuck seconded
motion. All in favor,no opposed.
The attached Scope of Work would cover all of the grant money. This listing includes the creating of a
Citizen's advisory committee to provide guidance to Great West on the development of the plan. This
committee should include the Chamber of Commerce, Rotary and other business and community
members.
Permitting process:
Kurt to get with Great West Engineering on creating a Task Order for the vault toilet permitting process.
He also suggests contacting Fish,Wildlife and Parks(FWP)to help pay for the vaults since the boat ramp
is a draw for tourism.
6. Ideas for park activities- hold for October meeting
7. Other items.
LuAnne will ask Shirley Ewan for the details of the pool revenue and attendance. She will report for the
October meeting.
Iry will contact Mike Whitaker of the Billings Parks& Rec department about how their group runs both
the parks and cemetery.
Priority list of improvements requested by the Park Board for permitting:
1. Install vault toilets&ADA ramping
2. Open campground—(Jaycees to manage)Add bbq pits, upgrade tables,add fire pits and
shelter(similar to Thomson park shelter).
3. Add playground equipment—flow through materials,tables and/or benches
4. American Legion building improvements—septic tank and drain field work and fix
bathrooms.
5. Clean up metal at old dump in back of Riverside Park—previous estimate sent to Kurt
Markegard from Billings metal company to come and do clean up work.
October 6 at 5:30pm Agenda items:
• Lease negotiations—
• Should there be a lease for use of the LRC(Laurel Rifle Club) building? Review existing
items discussed in 2015 and invite LRC to a future meeting for discussion on terms.
• Next steps for gifting building to Laurel Rod & Gun Club?
• Riverside Park Priorities for Improvement
• Vault toilets—Was the cost estimate/task order passed onto council for approval?
• Riverside Park permitting process
• Ideas for park activities and recreation (i.e. movie night in the park)
• Discuss combining committees with Park Board—Cemetery and Tree Board
Adjourn at 6:47pm
Gretchen Paulson
Park Board member
Kurt Markegard
From: Craig Erickson <cerickson@greatwesteng.com>
Sent: Tuesday,August 16,2016 2:08 PM
To: Kurt Markegard
Cc: Heidi Jensen; City Clerk;Chad Hanson;Craig Erickson
Subject: Re: Riverside Park Scope of Work
Hello, Kurt:
I agree,$50,000 is a lot of money; however,I believe the$25,000 invested by the City matched with$25,000 from the
Big Sky Trust Fund has real potential for returning hundreds of thousands of grant dollars to improve Riverside
Park. Experience has taught me that winning grants come from good preparation and the Master Plan will demonstrate
public involvement,thoughtful planning,and potential for economic development to justify the investment of grant funds
from several programs, including the Tourism Infrastructure Grant Program(Mt.Dept. of Commerce),Transportation
Alternatives Program (MT. Dept. of Transportation),and Land, Water,and Conservation Fund Program(MT Fish,
Wildlife, and Parks). With the appropriate projects,the Master Plan could also justify the State's investment of funding
from the Recreational Trails Program and possibly,the Renewable Resource Grant Programs. Also,with a bit of research
I'm confident that we will identify other sources of funding to help finance improvements to the park.
I am on the road today, but please call me if you have further questions at ik19-010-l.
Thank you,
Craig R. Erickson I Grants Manager
Great West Engineering,Inc.
Direct: 4(16 495 o l.89
Mobile: 406 399
0104
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On Aug 15,2016, at 4:29 PM, Kurt Markegard<kmarkegrdt alaurei,mt.;ov>wrote:
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From:Craig Erickson [11),111to:cc ricksonttb arra
Sent: Monday,August 15, 2016 4:14 PM
To: Kurt Markegard<k Ai kegard@laurel.rnt cv>
Cc: Heidi Jensen<n4erlsei Olatrrei.mt g,ov>;Craig Erickson<cerirk on cr;;r0atwo tenc;.ec:rn>
Subject: RE: Riverside Park Scope of Work
No, the cost will be split 50/50 with$25,000 from the Big Sky Trust Fund and $25,000 from the City.
Craig R. Erickson
Great West Engineering, Inc.
www. i eatwesien .ctrl"i
1)0, -
From: Kurt Markegard Et iiailto.kmarke.Ral pit ov]
Sent: Monday,August 15, 2016 4:10 PM
To:Craig Erickson<cer �rsurns,&?greatwestef ,:oill>
Cc: Heidi Jensen<hiensen(a>laurel.rnt.gov>
Subject: RE: Riverside Park Scope of Work
, 11),• r<itit i`,al(lu` IVIi`,ti'f p1,111 ,11i iay
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From:Craig Erickson Em illo:cer a k'ciri(e)g'e iiweiteng con!)
]
Sent: Monday,August 15, 2016 4:07 PM
To: Heidi Jensen<1 nsen2iaurel.rnt.,zov>; Kurt Markegard <k r;irkeLar.y ttla.,rel,rr“.,gov>
Cc:Craig Erickson<cerick,orrf@. reatweAeite coin>
Subject: Riverside Park Scope of Work
Good Afternoon, Heidi and Kurt:
Any thoughts on the proposed scope of work for the Riverside Park Master Plan project?
Craig R. Erickson
Great West Engineering, Inc.
'I- . ?_
www greatwesteng.corn
,.Is111;?I)11r.rhtp
2
Scope of Work
Riverside Park Master Plan
November 2016—August 2017
Task Estimated
Responsibility Hours for Estimate Estimated
Tasks Great West Completion Cost
KICK-OFF MEETING.Conduct a kickoff meeting with the
to discuss the purpose of the master plan and the desired outcomes of
the project and to identify initial opportunities and issues that Laurel
residents would like to address. The City Council may appoint a City of Laurel and 20 November $2,140
citizen's advisory committee to provide guidance to Great West Great West , 2016
Engineering on the development of the master plan outside of public Engineering
meetings. The City of Laurel's website and Facebook page will be
utilized to assist with communication and distribution of draft
documents.
Site Visit Spend a half a day visiting Riverside Park to collect
information and photographs about the important features and assets Great West November
of the Park. The survey would occur during the initial trip to Laurel for Engineering • 4 2016 $428
the Kick-Off Meeting.
Infrastructure&Facility Analysis. 1)Assess existing uses,
functionality,and essential improvements to park facilities;2)Analyze
vehicle parking and the traffic flow coming off Highway 310 in order to November—
provide vehicle access to the facility more efficiently and safely:3) Great West 110 December
Evaluate the water and sewer services serving the Park and determine Engineering i $11,770
the feasibility of year-round water and sewer services to the area:4) 2016
Evaluate pedestrian and bike access to and within the park.
PUBLIC WORKSHOP-IDENTIFYING OPPORTUNITIES,ISSUES City of Laurel and January—
AND NEEDS. Great West Engineering and the City will facilitate a 1 Great West 34 February
public workshop to gather public input and guidance about the $3.638
opportunities,issues and needs that the residents of Laurel feel are Engineering 2017
important. Great West will develop an electronic survey,such as
Survey Monkey,for distribution via email to gather public input. Great
West En.ineerin.will com.ile the results of the meetin. and surve s
INTERVIEWS WITH KEY STAKEHOLDERS.Spend a day
interviewing key stakeholders 11111110111116M)to gather Great West8 November
information on existing opportunities.and needs at the park. Engineering 2016 $856
DEVELOP COMMUNITY GOALS AND OBJECTIVES.Based on
public input,and with assistance from Great West Engineering,the City of Laurel and
advisory committee will develop a list of community goals,objectives, Great West 34 January— $3.638
and policies for the master plan. The advisory committee will Engineering February
communicate the list of goals and objectives to Great West 2017
Engineering via a conference call and email.
IMPLEMENTATION STEPS. Implementation steps for achieving the
draft goals&objectives will be provided by the advisory committee.
Great West will develop these steps into a description of the proposed City of Laurel and
improvements,cost estimates,and potential sources of funding. The Great West January-
NIMEMMINEINEMERMIn list of preferred Engineering 34 February $3,638
implementation measures to Great West Engineering via a conference 201Ff
Call and email. 77
DRAFTING MASTER PLAN Prepare a draft master plan that includes
an executive summary,description of the existing conditions,goals and
objectives,maps,charts,photos and implementation measures. Great West February—
estimated costs and •.tential fundin. sources. The draft plan shall be 75 March $8,025
distributed to the `:..• i '? 'r , ,. Engineering 201
for review and input. The draft will also be
posted on the project website for access by the public.
COMMUNITY WORKSHOP. Conduct a public workshop with the City City of Laurel and
to discuss the draft master plan with both the ,-,, ,-.:-... i-.,'.;,'.' 20 $2,140 March
..4,,` 1:. ' 4 - ,. di ,'; . "'and the public. Great West 201
Great West will facilitate the meeting and document the comments. Engineering
EDITING OF DRAFT DOCUMENT. Based on the input from workshop I Great West '
participants.the document will be revised. Engineering 28 April 201w $2,996
PUBLIC DISTRIBUTION OF REVISED DRAFT. The draft master plan
will be made available to the public for review and comment. City of Laurel and
p p done in an electronic format for the public,and hard Great West
Distribution will be �7
copies will be provided to the °t .,:,1,41•,,,`,1,-. Engineering 8 April 2019 $856
L'. 1 ,2,,,,',;;.,; i2 " and Beartooth RCD.
PUBLIC HEARING ON MASTER PLAN POLICY. The draft master i City of Laurel and
plan will be formally presented to the public at a hearing of the City Great West ! i
Council. Great West Engineering staff will attend the meeting,answer Engineering 18 May
questions and assist with documenting public comment. 9 9 2016 $1,926
FINAL DRAFT.Based on the input received at the public hearing on
the draft,a final report will be prepared for the review and approval of Great West
the city council.( )Hard copies and 1 electronic copy of the final
document will be supplied.Additional copies will be printed as directed. Engineering 28 June 2017 $2,996
The cost for additional copies will be the actual cost of production.
CITY COUNCIL ADOPTION OF THE MASTER PLAN. The final draft City of Laurel and ~
master plan will be formally adopted by the City Council. Great West July-August
Engineering staff will attend the meeting and answer questions Great West I 1$ 20187 $1,926
regarding the document. Engineering 1 1
Misce0aneous Project Costs
Printing Master plan. Great West
Engineering $250
$500
Mileage.(4 trips to Laurel)2,020 miles x.65 $1,252
L._
Lodging(2 people).4 nights'x$100 $800
Per Diem(2 people).4 breakfasts.2 lunches,4 dinners i $284
Hours of Labor
439 $46,973
,Total Estimated
Cost of Project $50,000 _-- Commented[JW1J:I think it adds up to
$50,059...maybe that's close enough.
Paulson, Gretchen
From: gretchenpaulson@yahoo.com
Sent: Tuesday, August 30,2016 5:59 PM
To: Paulson, Gretchen
Subject: Fwd: Park Board Leases
Attachments: Copy of Current Leases with the City 2014-2015 - Cindy 07-25-2016.pdf
Sent from my y iPad
Begin forwarded message:
From: Heidi Jensen <Illensen e laurel.lnt. m>
Date: July 26, 2016 at 3:22:17 PM MDT
To: Cindy Allen <edien r( LaLu1tLmia;o\>, Amy Pollock <<unvpirlltichcaea'ntiil.cc�in>, Ward 213
l lutel.lilt.^��'>, Ward 3A <\\ 11.d3.t;a kiur l.ntt.' to\>, City Mayor
<citaimi:l,nil oo\>, "(-Gretchen Paulson (eretchenpaulsonayahou.Loin)"
< Jeiehc.imp rulson ( \ alt000.Loni>, Iry Wilke <-n L\aLl<< 't(i_wn,til <&jni>, "Kurt Markegard"
<kntarket!ard a-I !ui I mu t.�Hv , "LuAnne Engh " duan e:a_northlandeoriosion.co I>, Matt
Wheeler < nt\\liceicr << I iur l.nit stn> "Scot Stokes" < cut,g laurellord nct>, Ward 3B
"5111,1 ((tilor1ip'ui1pit111terl.1\V'.Lnlll" <'irinj1''thtIrlipson \alnterl;lV\.com>
Subject: Park Board Leases
Park Board Members
I have talked to the Mayor and the Park Board is more than welcome to take hack the lease negotiations
for the City of Laurel. The leases were given to the City Attorney and I under a different Mayor and we
are happy to assist the Park Board but have no problems with you taking the lead. I have attached a
current spreadsheet of where the City leases stand. Please know that anything you negotiate will need
to be looked at by the City Attorney and I prior to being placed on an agenda. If you have any questions
please let me know.
Thanks
Heidi
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Ins Termination Lease Termination
Lessees Name Building Status Approved Ins Cert Date Exp Date Term of Lease Rental Fee Purpose of Lease Resolution No.
American Legion Useabe 2/21/2012 City Insures 7/1/2017 2/2112017 S Years $1 00/year Sned at Cemetery used by Legion Resolution No.512-12
laurel Rod&Gun Club 1,4oidy,not useable 5/7/2313 Current 5/23/2017 5/7/2018 5 years 525/year Bu:iding n Riverside Park Resolution No.513-25
acre!Jaycees New furnace i.ri 2015 1/5/2016 Current 6/5/2017 1/5/2021 5 Years 5500/year Jaycee Hall at Riverside Resolution No.816.03
LVPO-I ne Company Ok.No city access. 8/19/2003 Current 7/1/2017 Auto Renewal 2 years $1.90/year Portion cf PAP 8uiding/Renews Automatically Resolution No.R03-82
$'_.00/year lease
Laurel Rife Club Not useable 5/16/2006 Not current 5/16/20__ Expired S Years 52.00/year Laurel Rifle Club Building/Urinhabitab_e at this time Resolution No.P06.54
5/10/2011
American Legion Baseba.i(todge^s) Baseball fields 3/17/2015 Current 3/16/2017 3/17/2020 Summer lease 5%Sn/S7so/Ssoc;Ssx.59x Baseball fields at Thomson Park. Reso'ut ion No,515-17
laurel Gtt'e League Baseball fields Current 1/1/2017 3/17/2010 Ssx/55oc1575c/5750/575e Concession stand at Thomson Park
Dodgers/Litt'e League Concession stand / 1lSVevar(ronression sand
Laurel late League 10/16/2012 None A9t d None Stated None Baseball Field N of Soccer Field-Ponderosa Park .Resonation No.P12-89
No lease agreement.Preliminary constructor of basebal field.
Chamber of Commerce Bidg Roof replaced 2014 11/17/2015 Current 6/28/2017 11/17/2020 5 years $100/year Chamber Building/Firerren's Park Resolution No.R15-10
Gutters replaced 2016
Painted 2016
Formerly the Acrerican Legion Building Could be restored. Entire Bldg known as the American Legion-Riverside
Cub meets at laurel Senior Center now
Building is uninhabitable at this time.
Laurel Horse Shoe Club Club owns building; 12/1/1992 None No ns 11/30/1997 5years 51.00;year EntireBidgknowrasHorseShoeClcb-Riversice Resolution Na 2620
Contact Nick Kich;no members No lease Cub sill owns building/No ciub
Pay S601year/electricity
Caretaker's residence Uninhabitable;
Toxic mold
West 9th Street(6.9 acres)