PROPOSED MINUTES LAKETOWN TOWNSHIP PARKS & RECREATION COMMISSION AT TOWNSHIP HALL October 20, 2010 ARTICLE I. CALL TO ORDER Chairperson Linda Howell called the regular Parks & Recreation Commission meeting to order at 7:00 P.M. MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: Linda Howell, Michelle Sall, Bill Snyder, Chuck Strabbing Karen Simmons Al Meshkin Township Manager Diane Ybarra Recording Secretary ARTICLE II. CITIZEN COMMENTS/COMMUNICATION RECEIVED - None ARTICLE III. CONSENT AGENDA a. Approval of Minutes 9-15-2010 b. Township Board Report A motion was made by Chuck Strabbing and seconded by Michelle Sall to approve the Consent Agenda. ARTICLE IV. TREASURER S REPORT Chairperson Linda Howell reviewed the bills to be paid as of September 2010. Maintenance: Advantage Building Maintenance - $110.00, Veldhof Septic - $375.00, Heavener Property Services - $5222.00, Contracted Services: Joyce Teusink - $155.00; Supplies: Joyce Teusink - $6.75; Salaries: Nick Otting - $1,300.00; Electricity: $69.66. Following discussion, a motion was made by Michelle Sall and seconded by Bill Snyder to approve the Treasurer s Report as submitted. Treasurer Chuck Strabbing noted that the budget is at 44% and no other items to report. 1
ARTICLE V. TOWNSHIP REPORTS a. Township Manager Al Meshkin i. Final accounting on Blueberry Jam Al Meshkin provided a written synopsis of the expenditures and gross revenue from the event. There was net revenue of approximately $1,634.00 which includes the $1,500 donation made for the bench. Chuck Strabbing questioned if the Chef Container fee was included. Linda Howell asked if there were additional staff hours required for the preparation of the event. Al Meshkin responded that any additional hours were probably attributed to the gazebo construction. It was noted the $120 charge for the food service license should have been deducted from the revenue. Linda asked that Al give the expenses one final review and report back next month. ii. Huyser bench Al Meshkin reported that the bench has been ordered and it has a lead-time of approximately 12 weeks. iii. Sanctuary port o potty foundation There is no update at this point. Chuck Strabbing stated that it would be easier to build a new foundation. iv. Dog leash signs No update. v. Invasive species control (Huyser and Sanctuary) Al Meshkin noted that the Land Conservancy has grant money to spend for the invasive species control so they are looking for projects. vi. Praxis Al provided a letter submitted by Pat McKown the owner of Praxis, now Green Starts concerning some difficulties he is experiencing with his business and his health. He will however provide a shipment of species for a fall application along with an invoice accordingly. Mr. McKown stated that he will not increase pricing for current customers who remain in the program with no interruptions. Al will move forward with ordering the species and provide a deposit if necessary. b. Maintenance Report Nick Otting was not present to provide updates. i. Huyser broken windows and barn roof repair/tree removal ii. Trail maintenance iii. Wolters Woods iv. Husyer gazebo punch list v. Sanctuary Woods fallen tree 2
Al Meshkin reported that he will work with Nick Otting to get updates on the above issues. He also invited Linda Howell to speak to Nick as well. Bill Snyder will contact someone who may be interested in addressing the fallen tree at Sanctuary Woods. Michelle Sall confirmed that Nick is supposed to be doing approximately 13-15 hours per week in the parks. Al stated that he has received detailed time sheets from Nick on a biweekly basis. ARTICLE VI. NEW BUSINESS a. Ice Rink/drinking fountain i. Estimates for ice rink (temporary liner ~ $1500 to $2000; install/removal ~ $500) Al Meshkin had initially suggested caulking the joints of the basketball court and possibly using pool paint to seal it. The cost of this is prohibitive compared to the price of a liner. He is now suggesting purchasing a more expensive liner to increase its longevity. Bill Snyder asked if we should pursue this. Chuck Strabbing suggested waiting to see how successful the new rink in the City of Holland is this upcoming season. Michelle Sall feels that the Township has made enough attempts at providing a rink but its use does not justify the expense. Chuck Strabbing stated that he has not seen much use during the times that he has been at the mansion. Bill Snyder noted that we would have to commit maintenance support if this might be successful. He also asked if there is still consideration given to running a water line out to the basketball court. Chuck stated that at one time there was a water line and hydrant near the old 80-man prison building. Following discussion, a motion was made by Chuck Strabbing and seconded by Bill Snyder to table this item until next year. Al Meshkin stated that he will ask Nick Otting to continue to finish the caulking and then flood the court to see if it holds. ii. Informal estimate for water line for fountain ~ $3000 Linda Howell asked if Al will continue to pursue quotes for installing the line and also checking the functionality of the current lines in the ground. Michelle Sall asked if the Gibson Church is moved to the mansion grounds, would it be plumbed. Al stated that it would be and the church would be located between the parking lot and the basketball court somewhat adjacent to the stairway on the west side of the mansion. He stated that there is currently $10,000 in the bank toward this project and a decision will be made early next year as to whether or not this project will be pursued. Linda asked where the dividing line is between the mansion and the park. Al responded that the division is approximately in line with the ridge however it is one continuous parcel. 3
iii. Huyser Farmhouse Linda Howell would like to get actual bids on the restoration of the main house to bring it up to code. Al Meshkin stated that actual specifications of what the Commission wants would be needed also noting that it would require a new well and septic system. Linda Howell stated that she would be willing to do a rough draft of a plan to bring it to residential standards. Linda would like to see a 40-hour per week person for park maintenance. Bill Snyder suggested using such a person for mowing and plowing, although the equipment would have to be provided. Al feels he somewhat has a maintenance person in Glen Heavener on a contract basis. Linda would like to get reasonable quotes on a remodel of the house. The house would have to be taken down to its studs and totally remodeled. Right now she feels it is a non-performing asset. She has pulled bids for commercial size equipment that might be used for maintenance work throughout the Township. Al stated that Glen Heavener has recently purchased new heavy equipment to handle some of the larger maintenance projects. Linda suggested getting quotes from other providers for maintenance in the Township prior to renewing a contract with Glen Heavener. Bill Snyder stated that he would be willing to draft a scope of the work that might be necessary for the Huyser farmhouse. iv. Reservation Policy/Rental Policy for Parks Michelle Sall suggested that we consider creating a reservation or rental policy for structures in the parks. As the park activity increases, it may be beneficial to require residents and non-residents the usage of the facilities for exclusive use. She has researched this process in several townships and the City of Holland. Linda Howell noted that the golf league uses the disc golf course for specific events. If there is a private group using a park exclusively, we should have something in place to address it other than the first come first serve with the right of exclusion. Al questioned how such a policy or method would be supported as the Township does not have adequate staff to do so. Al noted that for the Rock the Felt event, the Friends of the Felt rented the mansion as a paying client. He clarified the uses of the park for that particular week-end. Michelle stated that other private groups might want to exclusively use one of our parks. Linda suggested putting a generic policy in place explaining the parks are first come first serve and for special events, the Township office must be contacted at least 60 days prior to the requested date. If such a policy is drafted, the idea of rentals and admission fees might be considered for future opportunities. Al responded that he feels parks should be free to the public. Michelle will draft a policy to be reviewed at a future meeting. ARTICLE VII. OLD BUSINESS a. Day of Caring 4
Michelle Sall shared pictures from the Day of Caring. The landscaping around the Huyser Farm gazebo turned out very nice. The Farview Park project also went well. b. Huyser hunt update No update c. Grant updates Deb Apostol from the Michigan DNRE paid a visit to Al to discuss the grants submitted. He talked her through a lot of what was submitted relative to the Township Sports Complex and the acquisition at Wolters Woods. This year the trust fund has approximately $70-$80 million for grant dispersion. Next fiscal year it is anticipated that the fund will reach its $500 million cap which is the threshold for allowing only the earned interest to be applied to future grant requests. The excess was due to an increase in revenues from gas and oil taxes. Al suggested that the Township pursue lakefront property which is often funded by these State grants. ARTICLE VIII. ADJOURNMENT The meeting was adjourned at 8:02 P.M. The next meeting will be held at the Township Hall on Wednesday, November 17, 2010 at 7:00 P.M. Assignments: Al 1. Final review of the Blueberry Jam expenditures to be reported at the November meeting. 2. Order fall application of nematodes from Green Starts. 3. Research water line capabilities and expenses at Shore Acres Park. Bill 1. Contact individual to remove tree at Sanctuary Woods. 2. Begin work on Huyser Farmhouse remodel/renovation specifications. Michelle 1. Draft a policy to be used for private/exclusive park reservations. 5