1. Roll Call

Present - McDonald, Molski, Somers, Freckmann, Glodosky, Okonek, Nealis, Phillips, Aldinger, Curtis
Absent Unexcused - West
Also Present - Dennis Tlachac, Alderperson Sevenich, Filipiak, Sowieja, Cathy Dugan, Tom Schrader, Carole Francel, Barb Martin

Index of these Minutes:

2. Approval of March 6, 2002 Minutes
3. Review and Recommendation on Concession Agreements; Goerke Softball, Willett Arena and Mancheski Field
4. Annual Bike/Ped Update
5. Recommendation on Bandshell Addition
6. Request to Operate Canoe Rental Business on Park Property (Dennis Tlachac)
7. Request to Use Bandshell for Special Event (Sally Richter)
8. Director's Report

2. Approval of the March 6, 2002 Minutes

Motion was made by Molski, seconded by Phillips to approve the Minutes of the March 6, 2002 Meeting.

Ayes; all, Nays; none. Motion carried.

3. Review and Recommendation on Concession Agreements; Goerke Softball, Willett Arena and Mancheski Field

Schrader suggested that we have all three agreements start and end at the same time. This would make it a lot simpler on staff, when keeping track of expiration dates of agreements. He also mentioned that SPSA rolls over automatically. In regards to P.C.Y.O.I. rental agreement, he thought that there was a mistake in the last contract. Schrader asked if it was the Commissions intent for item 31 to read; "… 20% or more from the year previous (2001-2002 season) to the signing of this agreement ..."

The Commission agreed with the wording.

Phillips asked if there was any soliciting for other users/companies to operate the Concession Area. Schrader responded that there was not.

McDonald questioned if the west satellite concession in the Willett was for hockey games only. Schrader responded that it is to be open during any large events that happen during the season. That staff will be having a discussion with P.C.Y.O.I. about making sure the area is open during large events. That several times the area wasn't open when it needed to be. If P.C.Y.O.I. doesn't want to staff the area during these events in the future, we will offer this area to another group.

Motion was made by Phillips, seconded by McDonald to approve the above recommendation, with the changes noted by Schrader.

Ayes; all, Nays; none. Motion carried.

4. Annual Bike/Ped Update

Schrader mentioned the following as new projects:

• Three foot paved shoulders on both sides of Green Ave. (Hwy. 10 to Hwy. 66)
• Three foot paved shoulders on both sides of Old Highway 18 (Hwy. 10 to Brilowski Rd.)
• Ludwig Subdivision (Reserve St.) 8 foot wide blacktop path on east side of Reserve St. from subdivision entrance to SentryWorld.

McDonald asked if we could have more bike racks as they are always full and Schrader said that the Downtown Action Group is looking into this.

Curtis asked if this was three feet in addition to the vehicle travel lanes and Schrader said yes.

Nealis asked about installing sidewalks in sub divisions or if not sidewalks, at least widen the blacktop travel lanes on both sides of the roads in new subdivisions. That we should also consider going back and installing these wider roadways in existing subdivisions. Schrader said that curb and gutter would be necessary for sidewalks and very costly.

Phillips liked the idea of widening roadways in new subdivisions to accommodate walkers/bikers, but didn't think it is feasible to go back and redo existing subdivisions. He asked that this item be put on next months Agenda, for discussion and recommendation.

Aldinger felt that the 3 feet added on the road (Brilowski Rd) reduced the road and the cars are really close.

Cathy Dugan, a certified cyclist, presented the Commissioners with her knowledge of biking along with numerous pamphlets on safe biking . She recommends 4 feet added on to the road and said that the striping does help. She requested that more signage and literature get out to the public on biking through town and Schrader said that 20 signs have been ordered and will be put up soon.

Sevenich acknowledged the narrowed travel lanes on Clark and Main and that was to make more room for bike traffic.

Sowieja liked the updated report and said it was easier for bikers to get around.

Motion was made by Phillips, seconded by Glodosky to place report on file.
Ayes; all, Nays; none. Motion carried.

5. Recommendation on Bandshell Addition

Schrader explained that the bids for the renovation of the Bandshell came in at $103,485.00. The Room Tax Committee estimated the project to cost $85,000.00. Of this cost, the city budgeted $50,000.00 and it was estimated that private funds totaling $35,000.00, could be raised. To date, approximately $7,700.00 have been raised. The Room Tax Committee, when preparing their final report, had $140,000.00 that was not allocated. The Committee recommended that these funds could be used for any new projects that may develop after the Long Range Plan was adopted or to cover overages on projects that were adopted. The committee realized that without hiring architects/consultants, to estimate the costs of projects, their estimates may be incorrect.

Comparing the bid and the current budgeted/raised funds, the project is short approximately $45,785.00. This shortage of funds is due to two major factors. The shortage of private donations through proposed grants and an unanticipated expense needed to make the Bandshell ADA compliant.

The Community Foundation, over the past several years, tried to raise funds through a number of different Foundations, but were unsuccessful. The Junior Women's Club did hold a fund raising event at the Holiday Inn that raised the majority of the funds. We also received funds from Midwest Communication as part of their sponsorship with Riverfront Rendezvous last year. All of these funds are currently in an investment account with the Community Foundation.

When the Committee agreed to add on to the Bandshell, staff worked with two different contractors trying to come up with an estimate. Both estimated the project around $85,000.00. However, this figure didn't include making the stage area accessible. With the current stage being two different levels and the proposed addition not requiring any modification to the existing structure, a ramp was not figured into any estimates. Since the first estimates, we have determined that a ramp would be required. The current bid estimates the ramp to cost around $15,000.00 - $18,000.00 to construct. If you add this additional cost of the ramp to the original cost estimate, it would be about equal to the proposed bid. However, the shortfall in funds would still be a problem that needs to be addressed.

Schrader said that he doesn't believe, in these times, that it will be any easier for groups to raise funds for the project, than it was the last couple of years.

He presented the Commissioners with several options: 1) go ahead with the project and make up the shortage with some of the surplus funds as proposed by the Long Range Room Tax Committee, 2) not do the project or 3) use the funds budgeted to make the necessary repairs to the existing Bandshell (replace siding, repaint, new system, electric upgrade); Schrader favored option 1 or 3.

McDonald questioned whether we could go back to the Long Range Plan and address this issue, and Schrader said no; it has been adopted.

Nealis felt that we need to tighten our belts, look for cutbacks and maybe pull this project. That the Room Tax money may be needed to replace the Shared Revenue lost.

Phillips felt that the private sector should try harder to come up with the money they proposed; we shouldn't let them off the hook.

McDonald felt that this is the most utilized Park in Stevens Point, we have a plan in place, money available so she favors going ahead with the project.

Freckmann agreed that we have heard that times are rough but to date everything is still undecided and we should go ahead with the plan now or we will later on anyway.

Aldinger reminded Commissioners that we are only making a recommendation and we're better off making that recommendation now.

McDonald said to take into consideration that all these groups consist of volunteers trying to help fund the Bandshell; perhaps some type of fund raiser could be promoted for this project.

Molski felt we should at least go with option three, repairs, etc. so it doesn't deteriorate more and see what Finance does with this.

Filipiak thought that perhaps some local bands would consider this as a fund raiser and may be willing to donate their time and talents for this project.

Motion was made by Glodosky, seconded by Curtis to pursue Option 1 to go ahead with project and make up the shortage with some of the surplus Room Tax Funds as proposed by the Long Range Room Tax Committee.

Ayes; Somers, Glodosky, Okonek, Phillips, Curtis, Aldinger, Freckmann, McDonald, Molski
Nays; Nealis
Motion carried.

6. Request to Operate Canoe Rental Business on Park Property (Dennis Tlachac)

Dennis Tlachac appeared before the Commissioners requesting to use the park land behind the Best Western Royale motel, as part of his canoe rental business. Discussion followed as to what extent he would be using the park.

Molski wondered if there would be any erosion from dragging the canoe's and Dennis said no; not where he would be accessing.

Phillips questioned if they need to be charged as we do everyone else that uses the parks and Schrader said that there is a charge only if they collect funds, store equipment, etc. He also asked about garbage generated and Dennis said they would pick up after themselves.

Glodosky said people that canoe are used to taking out whatever they carried in so littering wouldn't be a problem.

Motion was made by McDonald, seconded by Glodosky to allow access only in the Park for Dennis Tlachac's Rental Business and review after one year.

Ayes; Aldinger, Freckmann, Glodosky, McDonald, Molski, Nealis, Okonek, Phillips, Somers
Nays; Curtis
Motion carried.

7. Request to Use Bandshell for Special Event (Sally Richter)

Sally Richter would like the Commissions approval to hold a Special Event at the Bandshell in Pfiffner Pioneer Park on August 3rd (see attached). The event hopes to bring together, in a picnic setting, both able and disabled persons. Our current policy is that all first time events need Commission approval.

Motion was made by Phillips, seconded by Aldinger to honor request to Use Bandshell for Special Event.

Ayes; all, Nays; none. Motion carried.

8. Director's Report

• A group will be putting in a small flower garden by the Arts Center with the understanding that the City will not maintain it and will plant it in grass if left unattended.
• Summer Brochure is at printers with resident registration April 27 - May 3rd and general registration May 4th.
• Parks open May 1st
• E.B. Somers is doing the renovation of the Press box at Goerke.

9. Adjournment

There being no other business to come before the Commissioners, the meeting adjourned at 7:25 p.m.

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