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City of Hastings Parks and Recreation Commission Minutes Parks & Recreation Conference Room April 13, 2010 – 6:00 pm Roll Call at 6 pm 1) : Commissioners Flaten, Schommer, Rohloff, and Smith, Parks & Recreation Director Bernstein, Superintendent Smith, Cory Likes Absent: Commissioners Miller and Vandehoef February and March Minutes 2) : Motion to approve both February and March minutes by Commissioner Smith. Seconded by Commissioner Flaten. Passed unanimously. Setting Agenda 3) : Agenda topics 15 & 18 will be moved to come directly after 10. Departmental Updates 4) : Department updates were passed out to the commissioners. This is Kevin’s last meeting and our newly appointed Parks & Recreation Maintenance Supervisor, Cory Likes, is in attendance tonight. There was a job title change from Superintendent to Supervisor, and Cory will be handling a lot of Kevin’s responsibilities. Kevin’s administrative duties are being shifted to other staff in the department. Six new bikes have been acquired free of charge from the National Parks Service by the City and will be loaned out to residents wishing to use our trail system. Jared Flewellen included an explanation of this year’s field distribution. The department did their best to accommodate all the groups, including the new baseball group addition. Field users have not been happy with the distributions, but to make it as fair as possible, compromises had to be made by all parties. This only includes City fields, not School fields. The main issues come up with the older youth baseball groups, as we don’t have many fields set up to handle this type of usage. Open Seat in the PRC 5) : We have been advertising for the vacancy left by Commissioner Tessmer-Tuck and have had one applicant, Jennifer Garrett. The commissioners reviewed her application at the meeting. MOTION: Motion by Commissioner Rohloff to forward the applicant, Jennifer Garrett, to City Council for appointment to the PRC. Seconded by Commissioner Smith. Passed unanimously. Alcohol Sales at Vets Park 6) : Director Bernstein has developed a permit application form with a fee of $50 per event day. Our current city ordinance only allows 3.2% liquor to be brought into the park. Commissioner Schommer felt that since the Hawks don’t have tournaments, $50 for one game might be pretty steep and we should use a flat fee. Bernstein questioned how to have a flat fee if we have multiple vendors applying? Would it be a floating scale? Commissioner Smith asked if there would only be one vendor per game and was told that yes, that is how the application is written. Currently, there are two vendors interested that we know of, and they would like to split the games right down the middle and have a one-time fee for the season. Schommer felt that it would be wise to lock the two vendors into an agreement for a 12 games and charge them a flat fee for those games, possibly $250. Smith mentioned that with only two vendors interested, that would work this year, but may be more difficult in the future if more vendors want to apply. Some Hawks games are better attended than others, so games would have to be divided fairly based on expected attendance. A couple of other possibilities that were discussed included doing a raffle or putting it up for bid. After discussion, the bid option made the most sense to the PRC. The City would send out a bid notice just like we do for construction projects. The bid will be a “winner take all” scenario and will be for the entire season. The minimum bid amount will be set at $500. Each bid will only be able to be submitted by one vendor (i.e., two vendors can’t combine into one bid) as the business who wins the bid will receive the permit and will have to have a liquor license. This process will only apply for Hawks games at Vets Park. The application will state that vendors must stop alcohol sales by th 9:00 PM or the 7 inning, whichever comes first, and be cleaned up and ready to go by 9:45 PM. MOTION: Commissioner Rohloff motioned to bring the application with the bid process forward to the City Council. Seconded by Commissioner Smith. Passed unanimously. Volleyball Court at Wallin 7) : Staff would like to remove the sand volleyball court at CP Adams which is in poor condition and potentially move it to Wallin Park. People would be able to use it at night in the new location because of the rink lighting that is there. A neighborhood meeting would need to be held to get public input. The original plans for that Wallin Park did call for a volleyball court. This is just a conceptual idea at this point, however a sand court could be made at minimal cost to the City. Commissioner Flaten mentioned he thought a basketball court might be a more popular addition with the neighborhood. Director Bernstein stated that a basketball court would not be feasible right now due to budget constraints. The PRC agreed with the idea of having a neighborhood meeting to discuss this addition. One will be scheduled for early summer. Upgrades at Wallin Park / Raider Nation Baseball Request 8) : The department has received a request from HYAA to allow upgrades to the fields at Wallin Park at HYAA’s expense. The requests are to enclose the fields, have temporary