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full agenda JANESVILLE YOUTH SPORTS COALITION TH TUESDAY, APRIL 14, 2009 4:45 PM 18 N. JACKSON STREET LEISURE SERVICES CONFERENCE ROOM ST 1 FLOOR - use Wall Street Entrance A G E N D A 1. Call to Order/Roll Call th 2. Minutes March 10, 2009 Meeting 3. Request to Use Youth Sports Complex for Fourth of July Activities 4. Club Reports 5. Matters Not on the Agenda 6. Adjourn IF YOU ARE UNABLE TO ATTEND, PLEASE CONTACT Rebecca Smith AT smithr@ci.janesville.wi.us OR AT 755-3104 JANESVILLE YOUTH SPORTS COALITION MEETING MINUTES TH TUESDAY, MARCH 10, 2009 LEISURE SERVICES CONFERENCE ROOM Members Present: Scott Lipker, Steve Ellis, Sue Wesson, Bob Weilbrenner, Dave Ellis, Craig Schuenke, Trevor Wallace, and Dave Javan Staff Present: Rebecca Smith The meeting was called to order at 4:50 by Chairperson Sue Wesson in the Leisure Services Conference Room. Minutes September 9, 2008 Meeting th The minutes of the September 9, 2008 meeting were approved unanimously on a motion by Craig Schuenke and Dave Ellis. Steve Ellis inquired about the Hispanic soccer league using the Rock Soccer fields over the Labor Day weekend. Bob Weilbrenner explained the problem was addressed immediately and no other issues have been experienced. Staffing Update Rebecca Smith introduced herself to the group and explained she would be the new city contact for this committee. Club Reports Dave Ellis explained JYB graded all but one field before winter. Infield mix will go in before the ground defrosts. JYB recently met the City Manager and will providing an update to the Council in May. At the end of April 2009 they will begin public fundraising. Practice begins March 31. Trevor Wallace explained that YMCA soccer practice begins March 30. Rebecca Smith will make sure the gate is unlocked and the bathrooms are open by then, as well as have the garbage disposal turned on. Bob Weilbrenner shared that Rock Soccer practice has already started. Games begin the third week of April. Sue Wesson mentioned that football registration takes place in May. Matters Not on the Agenda Bob Weilbrenner stated that they would like to have a second water meter installed at the Sports Complex to track the water consumption used for the Rock Soccer irrigation system. Rebecca Smith will provide an updated quote to install an additional meter. Bob Weilbrenner asked whether a timer could be set on the lights at the building near the Y and soccer fields. He also mentioned a pipe may be leaking at the storage shed behind the bathroom. He also needs sprinkler box keys for the groundskeeper by the next meeting. Rebecca Smith will follow up on these items. The committee asked for an update on Fourth of July and whether it will be at the Sports Complex. Rebecca Smith shared that she didn’t believe any official paperwork has come in requesting a special event permit, but will follow up with the group at the next meeting. The group asked if a playground will be installed at the complex. Rebecca Smith will check into this question. There being no further business, the meeting adjourned at 5:25 PM by Sue Wesson. th The next meeting is scheduled for Tuesday, April 14, 2009 in the Leisure Services Conference Room. Submitted By: Rebecca Smith, City Representative LEISURE SERVICES DEPARTMENT MEMORANDUM April 7, 2009 TO: Youth Sports Complex Coalition FROM: Rebecca Smith, Management Assistant SUBJECT: Request to use Youth Sports Complex for Fourth of July Activities Request The Independent Order of Oddfellows organization has requested use of the Youth Sports Complex for their 2009 Fourth of July activities. Background The Oddfellows would like their event to take place from July 2-4, 2009 at the Youth Sports Complex. Originally they requested Traxler Park for their event. Due to the recent high water levels, the grass seed planted last fall following last year’s flooding at Traxler likely will not germinate and those areas will need to once again be prepared and seeded. Thus, if wet weather and high ground water continues participants would be walking on less than mature lawn areas or possibly even bare ground. Additionally, the Public Works Department will be completing construction activities at the intersection of Washington and Memorial as part of a larger street reconstruction project during the summer months. Taking into consideration the lack of grass for spectators and carnival activities and nearby construction activities, the Oddfellows updated their request to indicate a preference for the Youth Sports Complex. The Oddfellows are planning to have a full, large carnival similar to what the Jaycees had until 2008 (larger than the 2008 carnival). They expect 1,000-4,000 attendees. They are planning for Thursday to be an alcohol-free family night with activities geared toward families and children. They have booked Shawn Sharp (Elvis impersonator), a DJ, Mr. G (Karate America) and have solicited participation from Boy Scouts, Girl Scouts, YMCA, Leisure Services and 4-H to provide family and child-friendly activities. They have not yet considered the layout for the event using the YSC and would be willing to hear any suggestions. I have attached the layout from the 2008 event for your reference. They expect to need all of the space as last year, plus probably more due to the larger carnival. There will be no animals present for the event (no pony rides). While the Oddfellows have made their request, they have not yet been approved to hold their financial gain activity on city property or at this location. Because this is a first time event for this organization, their request for financial gain on city property must be 1 approved by the City Council. Recreation Division staff expects this request to come forward at the May 11 Council meeting. Staff believes the Oddfellows see this location as beneficial for several reasons: ? Provides vast open space suitable for fireworks and carnival rides; ? Good access and parking available; and ? Electrical requirements available. April 14 meeting During the April 14 meeting, staff would like to discuss with the Coalition the possibility of having this event at the Complex. Several questions come to mind for the discussion: ? How does the Coalition feel about having the event at the Complex? ? Is there anything the Oddfellows could do to alleviate concerns from the Coalition? ? Are their actions the Coalition wishes to take prior to the event to alleviate concerns? ? Would Coalition member groups be interested in participating in some way during the event? (having a concession stand, for example) Recreation Director Bonnie Davis and I will be present at the April 14 meeting and would like to brainstorm with the Coalition ways to make the Complex a solution for this year’s Fourth of July activities for the Oddfellows, while meeting the goals of the Coalition. Staff would be happy to hold additional meetings with the Coalition or perhaps with the Coalition and Oddfellows representatives should they be needed. Cc: Bonnie Davis, Recreation Director 2 March Meeting follow up Water meter Bob stated that they would like to have a second water meter installed at the Sports Complex to track the water consumption used for the Rock Soccer irrigation system. I checked with the water utility and the plumbing inspector. If you wish to have another meter installed, please contact a private plumber to make an installation plan. The plan should be shared with Jim Karow, the city’s plumbing inspector (755-3064). Once approved, the permit would be $50 and the meter would be free (because it is a revenue generating meter). Installation costs would be the responsibility of Rock Soccer. Soccer practice needs Trevor explained that YMCA soccer practice begins March 30. Rebecca will make sure the gate is unlocked and the bathrooms are open by then, as well as have the garbage disposal turned on. Parks opened the gates March 24. Based on weather, water may not be available until early April. Building follow up Bob asked whether a timer could be set on the lights at the building near the Y and soccer fields. He also mentioned a pipe may be leaking at the storage shed behind the bathroom. He also needs sprinkler box keys for the groundskeeper by the next meeting. Tech Services adjusted the timer and installed an over-ride button. If the lights do not turn on, simply click the over-ride switch and the lights will turn on. If you continue to have problems, let me know. The Water Utility was asked to check on the pipe when they turned on the water. Keys will be given to Bob at the April 14 meeting. Playground The group asked if a playground will be installed at the complex. The remaining pieces will be installed and some sand will be put in place in early May.