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HomeMy WebLinkAboutPARKS & REC 2016-09-07 REGULAR M I N U T E S th 756 REGULAR MEETING PARKS AND RECREATION COMMISSION CITY OF LIVONIA On September 7, 2016 the above meeting of the Parks and Recreation Commission of the City of Livonia was held in the Livonia Community Recreation Center conference room, 15100 Hubbard, Livonia, Michigan. Mark Johnson, Chairperson of the Commission, called the meeting to order at 7:00 p.m. Members present: Paul Condon, Kevin Summers, Cathy Kevra, Roger Walklin and, Mark Johnson Members absent: None Also present: Ted Davis, Superintendent Tom Murphy, Facility Manager Tom Welsh, T.J.W. Terry Welsh, T.J.W. Ryan Yoder, T.J.W. Doug Ware, City of Livonia Golf Division Terri Kerr, Resident Tom and Ilene Suchora, Residents Joe and Elaine Himmel, Residents Billy Moffett, Resident Sue Shannon, Resident Ray Matthes, Resident Becky Sullivan, Tail Waggers Laura Zain, Tail Waggers Judy Marinetti, Tail Waggers Paul Seewald, LJAL Dennis Wright, Mayor Dave Varga, City of Livonia Upon a motion made by Mr. Summers seconded by Mr. Walklin, it was th #3520-16 RESOLVED, that the Commission waive the reading of the minutes of the 755 Regular Meeting of the Commission held on August 3, 2016 and that the minutes be approved as submitted. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Summers, Walklin and Johnson ABSTAIN: Kevra The Chairperson declared the resolution adopted Upon a motion made by Mr. Condon seconded by Mrs. Kevra, it was #3521-16 RESOLVED, that the Commission Move Old Business 5 and New Business 3 and 5 to the front of the agenda. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Summers, Walklin and Johnson ABSENT: None Commission Meeting 2 September 7, 2016 The Chairperson declared the resolution adopted Mr. Johnson said we will take these items in the reverse order. Letter submitted by Edward Davis Re: Dog Park – Mr. Davis said the Commission has been provided with a packet that includes proposed dog park rules, applications, registration check list and an aerial view of the proposed dog park at the north end of Bien Park. He said this is something the last two Mayors have been in favor of and mentioned several other parks that had been considered. Mr. Davis said it was determined Bien Park was the best option within the City with minimal disturbance to surrounding homes. He used the aerial view to point out the area in regards to the homes surrounding it. He said some homes in the north section would have some impact. He said letters were hand delivered to homes directly abutting the park so residents could voice their concerns. He said the residents that did contact him were not in favor of the dog park and their concerns were, obstruction of view, privacy and an unsanitary dog park would lessen their property value. Mr. Summers asked if each area would be fenced? Mr. Davis said yes with a nice black rubber cyclone fence that would be 6 feet high. Mr. Condon asked about the water line and who would pay for it. Mr. Davis said a water line has to be run and said it hasn’t yet been determined who would pay for it. Mr. Johnson asked about the distance from the homes. Mr. Davis said we wanted to stay within the existing walking path. He explained more about the distance from some homes. Ms. Zain from Tail Waggers said the rotating area is hardly used and said the large dog area is furthest away from homes. Mr. Condon asked if they have looked at what the usage is of other dog parks this size. Ms. Zain said they have done several field trips and haven’t seen more than ten dogs in the parks at one time. Mr. Summers asked how the square footage was determined. Mr. Davis said we were conforming to the park and said three of the Hines Park dog parks could fit inside this one. He explained the Novi park and said this would have three sections to give the opportunity to rest an area and to rotate when areas are muddy or being maintained. Mr. Johnson asked the difference between large or small dogs. Mr. Davis said 22lbs. but it would also be up to the individual owner. Mr. Johnson asked if Greenmead had been considered as no residents would be affected. Mr. Davis said Greenmead is in the far northwest corner and it is simply a location issue. He said Bien Park is centered between north and south. Mr. Johnson asked how the park would be monitored. Ms. Zain said a committee of volunteers called Park Pals would be developed to monitor and the schedule would be up to the committee. Mr. Johnson asked how complaints would be handled. Mr. Davis said it would go to Tail Waggers. Ms. Zain said it would depend on the nature of the complaint. She said members would be vigilant. Mr. Johnson asked how barking dogs would be handled and how would excessive barking be evaluated. Ms. Zain said they would consider the dog and the situation and that dogs in the park mostly play. She said there are already barking dogs on the walking path. Mr. Johnson said that is occasional but a dog park will attract multiple dogs to the area. Mr. Summers asked where the printed material came from. Ms. Zain said from a compilation of multiple dog parks and that it is a draft. Mr. Condon explained that this is just the beginning of the process and the first time it has come before the Commission. Mr. Walklin said the concept is tremendous but this area is not conducive for a dog park. He said Greenmead could be made into a nice park as there is plenty of area and water. Mrs. Kevra said she loves the idea but is concerned that we will get complaints about traffic as we have gotten at other parks. She said people will travel to any area if they want to use a dog park. There was a discussion of other dog parks. Mr. Johnson asked the residents in attendance for their input. Ms. Kerr said her backyard is the park and is concerned for the value of her house and that her own dog will bark excessively at the dogs in the park. Mr. and Mrs. Suchora said they didn’t get the letter but found out from a neighbor and their concerns are traffic, the trees, rats, dog feces and odor. They use the dog park in Northville and have seen 25-30 dogs there at one time. They are also concerned about neighbor’s dogs barking excessively. Ms. Shannon said she is concerned her dog will bark excessively. Mr. and Mrs. Himmel said they are concerned for their house value, the cost of maintenance, mowing, parking lot and trash pick-up and also about the safety of the children walking to school. They wondered why people need a dog park since most residents have back yards. Mr. Moffet said he doesn’t want a dog park behind his house. Mr. Matthes said the chain Commission Meeting 3 September 7, 2016 link fence will look ugly and he is concerned it won’t be properly maintained. He is also concerned about the odor. He asked if there will be a vote by taxpayers. Mr. Johnson said the Commission will make the decision after a thorough evaluation of this location and other locations. He said all of these comments will be taken into consideration. There was a discussion of using Rotary Park. Mr. Johnson said we will leave this on the agenda as Old Business until it is resolved and that anyone can attend Commission meetings which are held on the first Wednesday of every month. Mr. Davis said if this is approved at any location the issue will go to the City Council next. The following people left the meeting at 7:40 p.m.: Terri Kerr, Tom & Ilene Suchora, Joe & Elaine Himmel, Becky Sullivan, Laura Zain, Judy Marinetti, Dave Varga, Billy Moffett, Sue Shannon, Ray Matthes. Representative from LJAL Re: Sponsorship for 2016-17 Basketball and 2017 Baseball seasons – Mr. Seewald gave details of their baseball and basketball programs and said everything is going very well but basketball is down a little. He said all four football units are full and cheerleading is going strong. Mrs. Kevra asked if any girls have signed up for football. Mr. Seewald said one. Mr. Davis said the Parks and Recreation logo will be on their baseball and basketball uniforms since we sponsor them. Mr. Seewald said they are more than happy to also put signage up. He said they are working with the schools on making updates to the Bentley track and th field. Mr. Seewald said next year is their 60 anniversary and they would like to have a little ceremony. Mr. Walklin said the staff report mentions holding off paying LJAL their sponsorship money until they pay us. Mr. Davis said that’s been taken care of. Mr. Walklin asked what LJAL has to do with The Wild. Mr. Seewald said they are somewhat supported by us. Upon a motion made by Mr. Walklin seconded by Mr. Summers, it was #3522-16 RESOLVED, that the Commission approve sponsorship for the Livonia Junior Athletic League 2016-2017 basketball season as follows: 1. Sponsorship will be divided among all approved groups and based upon the number of Livonia residents each group registers as a percentage of the whole of all residents registered for that sport. 2. Basketball: a. We will provide up to 725 hours of total gym time and any additional time may be purchased if available. b. We will reimburse for some officials costs; we cap total spending at $11,000.00. c. An original invoice with your tax I.D. number must be submitted to the Department of Parks and Recreation, 15100 Hubbard, Livonia 48154 for reimbursement after your season of play has ended and no later than September 1. d. All gym time is based upon availability and any additional time, if available, can be reserved on a fee basis. 3. Youth group presidents are responsible for compliance with conditions of sponsorship. As a condition of sponsorship, the Youth Organization shall: 1. Request for sponsorship to the Parks and Recreation Commission 90 days prior to the season. 2. Provide a copy of an appropriate insurance certificate. 3. Provide a copy of bylaws every year, if there are changes, and assurance that the league will enforce them. 4. Update officers contact list every year. 5. Submit a copy of league rules and assurance that league will enforce them. 6. Have the Department of Parks and Recreation approve all flyers 90 days prior to the start of the season. 8. Submit a copy of an annual report to State of Michigan yearly. 9. Submit tax id number and completed W-9 form filled out and submitted to our Department. Commission Meeting 4 September 7, 2016 7. Submit rosters of all teams with addresses and phone numbers. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Summers, Walklin and Johnson ABSENT: None The Chairperson declared the resolution adopted Mr. Seewald left the meeting at 7:45 p.m. Review of CR#3518-16 Re: Idyl Wyld Golf Course Hole #10 Proposal – Mr. Welsh introduced everyone present from the golf courses. He said it is a team effort and with it being a large operation it takes everyone to pull it together. Mrs. Kevra said two of her neighbors have commented how nice the courses are. Mr. Welsh said we have talked of a long term plan for Idyl Wyld as it is 100 years old and needs a facelift. He said he has been talking to a golf course architect who is interested in keeping old golf courses viable. He said they have always invested money in the courses and hope to maximize the return the City gets. Mr. Welsh said Ted wanted them to put together a 5 year plan. He explained that usually they purchase equipment a piece at a time and pay cash for it and a lot of it is 2/3 past its useful life. He has talked to the Finance Department who are a little more open to leasing some equipment. He said there have been discussions with Commission on utilizing the 409 account to invest in the courses. He passed out some information with three options regarding equipment costs. He explained some costs that are currently paid from 409. There was a discussion regarding the options of purchasing versus leasing, the average life of equipment and the type of equipment needed. Mr. Johnson said it is a 5 year lease with a $1.00 buyout at the end of the lease. He said given the reduced costs for the lease programs versus what you pay today, overall it will be significantly less expensive to lease the property because at the end of one year, even though the total lease payments are less, you buy it out for one dollar and then we own that equipment and generally the life of that equipment is going to exceed that 5 years for a good period of time. Mr. Walklin said the purpose of 409 was to fill in for the City for labor, material and equipment that DPW could not provide. It is a means to put money back into the courses but not to save the golf course account for emergencies. He said it should be for anything that they need to maintain the courses. Mr. Walklin said to go for it. Mr. Condon asked what the repair budget would drop down to if they got everything on their wish list. Mr. Yoder said less than half. Mr. Welsh said we would get better equipment and be more efficient with it. Mr. Condon said Mr. Walklin has a valid point and asked if there is a 409 account set up for the community center. Mr. Davis said the City is self-insured and there is a fund balance. Mr. Condon said the 409 is not an insurance policy. He said if there was an emergency the money would come from the general fund. There was a discussion about funds and the courses being self-sufficient. Mr. Welsh said we want to look at a plan for #10 hole at Idyl Wyld to make it safer for traffic on Five Mile Road. He said Mr. Hearns was going to come up with 3 different plans for it. Mr. Walklin asked what would the increase be if you take all the equipment in the purchase column and put it into a lease package. Mr. Ware said a lot more because we are getting a discount on all the equipment we would lease. Mr. Yoder said $130,000. Mr. Welsh said we are just getting started but need permission to keep looking. Mr. Johnson said the consensus is to move forward. Mr. Walklin said he would like to tie this together with Idyl Wyld. Mrs. Kevra said if this lease package needs to start in 2017, when would they need a decision? Mr. Davis said we have time, we need to get specifications together and go out for bid. Mr. Ware said the lease can start any time. Mr. Summers said December would be the right month. Mr. Walklin said when the package is presented for Council’s approval they need to be informed what 409 was designed for and why it is there now. He said he has no problem in going ahead with #10 hole but he wants a 5 year plan for Idyl Wyld to refurbish and then we’ll find the money for it. Mr. Condon verified that the $36,000 is for all 18 holes. Mr. Welsh said yes. Mr. Walklin asked what is the procedure for #10. Mr. Davis said we would need to get 3 quotes. There was a discussion of the options for Idyl Wyld. Mr. Walklin asked if we were to rescind the original resolution for the $6,600 and ask for a master plan instead, what impact would that have on you and Commission Meeting 5 September 7, 2016 your course. Mr. Welsh said we’re not sure what the architect is going to do and don’t want to spend that money if we can’t pull it off. Mayor Wright arrived at 8:30 p.m. Mr. Johnson said we can do the 5 year plan but it wouldn’t necessarily affect the $6,600 expenditure. He verified that what they are looking for is the consensus to move forward with the plan for #10 hole and a potential 5 year plan for the remainder of the golf course. Mr. Johnson said he is good with that. He said Tom and his staff need to be comfortable with what they are doing. Mr. Davis said we’ll stay with the #10 hole resolution and update the 5 year capital plan. Mr. Johnson said you have our OK to move forward. The following people left the meeting at 8:43 p.m.: Tom Welsh, Terry Welsh, Ryan Yoder and Doug Ware. Reports from Staff – Mr. Walklin asked why it will take so long to replace the aquatic coordinator. Mr. Davis explained the process. Mrs. Kevra said she was at Clement Circle Pool and there was a nice crowd that were so happy it has stayed open and it was gorgeous. Mr. Condon asked if there is trouble with the towel vendor. Mr. Davis said no, but we could possibly save $10,000+ per year washing them in-house. Mr. Murphy said stackable washer/dryers will be bid out and would be put in the receiving area. Mr. Condon suggested using Bill & Rod’s and commented they are supporters of the Education Foundation and are very civic minded and do a lot for the school systems. Mr. Murphy said we got our present washer & dryer from them and we would be looking at commercial equipment. Mayor Wright said Bill & Rod’s may have commercial equipment and said they donated 50 mattresses for a halfway house for a human trafficking fundraiser. Mr. Davis said he is off next Monday and Tuesday. Communications Green fee report – August – Mr. Johnson said it is down a little but up over the 5 year average. 409 Report – There were no comments. LCRC Package Totals – August 2016 – Mr. Johnson said it leveled off a little and to keep an eye on it. Mr. Davis said summer memberships will come off next month. There was a discussion of LA Fitness opening nearby. LCRC Code of Conduct August 2016 – Mrs. Kevra asked the difference between disobedience and inappropriate behavior. Mr. Davis said he didn’t know the details of those incidents. Mr. Murphy said it was probably minor and he didn’t know about them. LCRC Comment Card Report – August 2016 – Mr. Walklin asked about the comment regarding the seven machines being down. Mr. Murphy said he and the repair company couldn’t find what they were talking about. Thank you letters from various organizations– Mr. Johnson said these are always nice to see. Commission Meeting 6 September 7, 2016 Old Business Clement Circle Pool – Mr. Johnson said we can remove this from Old Business. Mr. Walklin said this was an outstanding job with staff. Mr. Johnson said the opening was really nice and a big thank you to Leo’s Coney Island. Mr. Davis thanked the Commission for their support. Mr. Condon asked about the bathhouse. Mr. Davis said Botsford will be done first and explained the process. He said it has to be done this year. He said Clement Circle will be done next year. Mr. Condon said keep on top of that. Wolves and Hawks Soccer – Mr. Davis said there is no news. Letters to expired members – Mr. Davis said this was just fixed in etrak and we will restart the program before the next meeting. Lap lane rental fee – Mr. Johnson said we need two motions on this, one to rescind the original and one to accept the new fees. Upon a motion made by Mr. Summers seconded by Mr. Walklin, it was #3523-16 RESOLVED, that the Commission rescind resolution #3499-16. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Summers, Walklin and Johnson ABSENT: None The Chairperson declared the resolution adopted. Upon a motion made by Mr. Condon seconded by Mrs. Kevra, it was #3524-16 RESOLVED, that the Commission approves the following fee increases which will go into effect December 1, 2016. PR# CURRENT RATES PROPOSED RATES 100 Days to Health PH R NR PH R NR Youth (4-18) 3445-15 N/A $35 $40 N/A $40 $45 Adult (19-61) 3445-15 N/A $45 $50 N/A $50 $55 Senior (62-up) 3445-15 N/A $40 $45 N/A $45 $50 Family (up to 6 people) 3445-15 N/A $75 $90 N/A $80 N/C Indoor Swim Lessons $6.75 $7.50 $8.50 $7.00 $8.50 $10.00 :50 per lesson fee Indoor Swim Lessons $5.25 $6.75 $8.00 $5.50 $7.25 $9.00 :30 per lesson fee 25 yard lane rental/hr. N/A $8.75 $13.00 N/A $10.00 $14.00 A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Summers, Walklin and Johnson ABSENT: None The Chairperson declared the resolution adopted New Business Letter submitted by Tom Murphy approved for submission by Edward Davis Re: Activity Room Fee- Commission Meeting 7 September 7, 2016 Mr. Davis said we are now calling the former Game Room the Activity Room. He said all the equipment has been placed around the facility and we haven’t had any issues with that. Mr. Condon asked if this is the same rate as other rooms. Mr. Davis said no, it is based on the size of the room. Upon a motion made by Mrs. Kevra seconded by Mr. Summers, it was #3525-16 RESOLVED, that the Commission approve the following fee for rental of the Activity Room. Residents/Members Non-Residents $54/hour $75/hour A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Summers, Walklin and Johnson ABSENT: None The Chairperson declared the resolution adopted Letter submitted by Edward Davis Re: Job Description Changes – Mr. Davis said this is two changes and one addition. He explained the Gym Supervisor position was created because of issues we thought we were having in the gym with open play. He said it is an area that needs supervision and is budgeted to start the next fiscal year and are going to start hiring as soon as we can. He explained the changes to swim instructor 1 and 2 are necessary because the current requirements make it difficult for someone to advance from Junior Swim Instructor to Swim Instructor 1 and to go from Swim Instructor 1 to Swim Instructor 2. Mr. Condon asked if these are all swim instructor positions and not lifeguards or anything that will affect the well-being of people. Mr. Davis said no, we have seen a decrease in the lesson program tied directly to the decrease in swim instructors. He said we were down about 100 people this session. Upon a motion made by Mr. Walklin seconded by Mr. Summers, it was #3526-16 RESOLVED, that the Commission approves changes to Swim Instructor 1 & 2 requirements and the addition of the Gym Supervisor position as presented. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Summers, Walklin and Johnson ABSENT: None The Chairperson declared the resolution adopted Letter submitted by Edward Davis Re: Inclement Weather Policy – Mr. Johnson asked if this is new. Mr. Davis said there is currently no existing inclement weather policy. He explained it was originally based on keeping the outdoor pools open later and then we started looking at other procedures we do. He said staff had discussions regarding their concerns about heat index and wording and the heat index policy is in line with the Michigan Athletic Association. He said this still gives the coordinator the option to cancel the program. Mayor Wright commented on the procedure for lightening. Mr. Davis said that is included in this. Mr. Johnson said he likes this and asked where the heat index comes from. Mr. Davis said the National Weather Service. Mr. Summers said to make sure this is enforced. Mr. Johnson said all employees should submit a signed acknowledgement they have seen this. Mrs. Kevra asked if LJAL will follow the policy. Mr. Johnson said they should be told of this and we can’t enforce it but they should know we have this Commission Meeting 8 September 7, 2016 policy. Mr. Summers said if we are sponsoring them we should make it a part of sponsorship that they adopt our policy or have one that mirrors ours. Mr. Davis said at our next meeting we are going to have a Community Partnership Expectations sheet. We should expect to be acknowledged as sponsors and it has taken over a year to get LJAL to agree to put our logo on their uniforms. Mr. Condon said it should be made a part of our sponsorship resolution. Mr. Johnson said if our logo is on them, they should adopt our policy. He said we need to come up with some language requiring this policy to be employed by any group that we sponsor. Mr. Davis said he will call Don Knapp. Mr. Johnson said this will go on as Old Business next month. The Chairperson called the meeting adjourned at 9:20 p.m. MARK JOHNSON, CHAIRPERSON PARKS AND RECREATION COMMISSION NEXT MEETING: WEDNESDAY, OCTOBER 5, 2016 AT 7:00 P.M.