Louisburg Park & Tree Board Meeting

Monday, March 11, 2019 at 6:30P.M.

City Council Meeting Room

215 South Broadway

AGENDA

Item 1: PLEDGE OF ALLEGIANCE

Item 2: ADOPTION OF THE AGENDA:

Item 3: APPROVAL OF THE MINUTES:

Minutes from the February 11, 2019 Meeting

Item 4: PUBLIC COMMENTS: Persons who wish to address the Park Board regarding items not on the agenda may do so at this

time. Speakers will be limited to three (3) minutes. Any presentation is for informational

purposes only. No action will be taken.

NEW BUSINESS ITEMS:

Item 5: Annual Selection of Park and Tree Board Chairman and Vice-Chairman. Also, the

Chairperson shall appointment Park Liaison’s and Forest Manager positions in accordance with City

Ordinance 1035.

OLD BUSINESS:

Item 6: A discussion concerning the need to install a fence or benches near the play equipment

along South 4th

Street in City Park.

Item 7: A discussion concerning the Master Parks Plan to include the establishment of an all-

inclusive park reservation policy and a priority list of projects/improvements in the parks system.

REPORTS:

Item 8: Individual area of responsibility updates:

Bob Bazin (Chairperson)

David Maddax (Aquatic Center)

Ernie Rhinhart (City Park)

Wayne Knop (Ron Weers Park)

Jack Kline (Forestry Manager)

Michael McClellan (Lewis-Young Park)

Diana Moore (Louisburg Rec Commission)

City Administrator

Item 9: Adjournment

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LOUISBURG PARK AND TREE BOARD

MEETING MINUTES

Monday, February 11, 2019

The Park Board of Louisburg, Kansas met at 6:30p.m. in the City Hall Council Chambers with

Acting Chairperson Bob Bazin presiding.

ATTENDANCE

Board Members: Wayne Knop, Ernie Reinhart, Michael McClellan

and Jack Kline (Departed 8:06pm)

City Administrator: Nathan Law

City Council: Steve Town

City Staff: Jean Carder

Rec. Commission: Greg Prettyman

Recording Secretary: Rusty Whitham

Visitors: Holly McLain and Dusty Travis

Item 1: PLEDGE OF ALLEGIANCE

Item 2: ADOPTION OF THE AGENDA:

A motion was made by Ernie Reinhart to approve the agenda. The motion was seconded by

Jack Kline. Motion passed 5-0.

Item 3: APPROVAL OF THE MINUTES:

A motion was made by Wayne Knop to approve the minutes from the January 14, 2019 Park and

Tree Board meeting. The motion was seconded by Jack Kline. Motion carried 4-0-1 Bob Bazin

abstained.

Item 4: PUBLIC COMMENTS: Persons who wish to address the Park Board regarding items not on the agenda may do so at this

time. Speakers will be limited to three (3) minutes. Any presentation is for informational

purposes only. No action will be taken. None.

NEW BUSINESS ITEMS:

Item 5: A discussion with Holly McLain from the Louisburg Library concerning “Summer Bash

2019” schedule of events.

Holly McLain provided a brief description of the three library events that will occur at City Park:

Saturday June 8, 2019 (7-9pm) – Music in the Park

Saturday June 15, 2019 (9pm-Midnight) – Movie in the Park

Saturday June 22, 2019 (9pm-Midnight) – Movie in the Park

Wayne Knop asked if one porta-potty is sufficient for these events. Holly McLain replied with

yes.

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Ernie Reinhart asked if other food trucks can attend Summer Bash 2019. Reinhart noticed that

Papa Scott’s Street Eats Food Truck is scheduled to be at the Music in the Park event on June 8,

2019. No other food venders were listed on the event flyer. Holly McLain stated that other food

trucks can attend these events. She went on by saying that Scott’s Street Eats Food Truck owner

agreed not to charge to the library any fees to attend Summer Bash 2019. While other food truck

companies that McLain has contacted require a fee to attend. Staff reminded everyone that a

license is required for all food trucks operating within city limits. Food licenses can be obtained

through the City Clerk. The fee for a food license is $10 a day.

Michael McClellan asked if the Library has coordinated their events with the First Baptist

Church. McClellan wants to avoid scheduling conflicts that will result in overcrowding and

congested parking along the streets. Holly McLain stated that the Library works with the church

every year for this event. The church has indicated that there are no issues with the schedule.

After a brief discussion, a motion was made by Ernie Reinhart to approve the Summer Bash

2019 schedule of events. Michael McClellan seconded the motion. The motion passed 5-0.

This motion will be forwarded to the City Council on February 18, 2019 for additional

consideration.

Item 7: A discussion concerning a proposal to host “Tiny Home Fest” in L/Y Park. The event

organizer has requested June 8-9 as the potential event dates. Additional information for this

event can be found at: www.tinyfestmidwest.com

Administrator Nathan Law mentioned that the event organizer has decided to hold “Tiny Home

Fest” at the Cider Mill this year. It was also mentioned that staff used the special events

procedures outlined in City Ordinance 988 when working with the organizer. The special events

procedures maybe something that should be considered when discussing an all-inclusive park

reservation policy item 10 of this meeting.

No further discussion occurred on the topic.

OLD BUSINESS:

Item 8: A staff update concerning the replacement of the rails on the pavilion and the relocation

of two pieces of play equipment with monument markers at City Park.

Staff mentioned that the City Council approved the expenditure of $8,125.00 for the replacement

of safety rails the pavilion in City Park. The contractor, DL Machine, has been contacted to

schedule the work.

Staff mentioned that the City Council approved the expenditure of $2000.00 to relocate two

pieces of play equipment and two-monument marker in City Park. The contractor, Acton

Construction, has been contacted to schedule the work.

No further discussion occurred on the topic.

Item 9: A discussion concerning the need to install a fence near the play equipment in City Park.

A fence was recommended by City Council to prevent children from running into the street.

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After a brief discussion, it was requested that Staff obtain quotes to install a 4’ chain-link fence

along the Northside of the park to prevent children from entering the street. The chain-link fence

must be coated with either rubber or plastic to prevent injury.

Dusty Travis suggested that the benches located near the play equipment be repositioned to

create a barrier between the road and play equipment. Repositioning the benches will encourage

parents to actively monitor their children. The benches are currently facing away from the play

equipment.

No further discussion occurred on the topic.

Item 10: A discussion concerning the Master Parks Plan to include the establishment of an all-

inclusive park reservation policy and a priority list of projects/improvements in the parks system.

Staff recommended that the Park and Tree Board prioritize the list park improvements outlined

the Draft Master Parks Plan. It was explained that a single comprehensive priority list of projects

that includes all the parks is vital for future development of the parks system. This list should

take into account community needs and available resources. In the long term, this list will be

used to make improvements using the annual budgetary process. In the short term, this list will

be used to make improvements using available end of year funds (less expensive low hanging

fruit projects). As a first step in creating an all-inclusive priority list, it was agreed that each park

representative prioritize in their projects in their individual parks:

Ernie Reinhart prioritized the projects in City Park as follows:

1. Picnic Shelter

2. Asphalt Walkways/Path

3. Landscaping and Park Signage (2ea)

4. Screening for Porta-potty

Michael McClellan prioritized the projects in Lewis-Young Park as follows:

1. Four-plex Ballfields

2. Pave Gravel Parking

3. Jogging/Walking Trails – Asphalt Connecting Ballfields and Soccer Fields

4. Replace Aging Play Equipment

5. Additional Play Equipment

6. Outdoor Stage

7. Rec Building – Convert Powell Observatory into a Rec Office/Building (When Available)

8. Batting Cage – Netted Area without Machines

9. Tennis Courts

10. Frisbee Golf - Bob Bazin mentioned that a Frisbee Golf Course will be constructed this year

Wayne Knop prioritized the projects in Ron Weers Park as follows:

1. Trail Lighting

2. Expanded Parking Areas

3. Replace Aging Play Equipment, and install additional Play/Exercise Equipment

4. Fishing Dock

5. Sledding Area (Inexpensive – Complete As Funds Are Available)

6. Tree and Plant Identification Markers (Inexpensive – Complete As Funds Are Available)

7. Lake Aeration System (Complete When Grant Money Is made Available)

Item 6: A discussion concerning the need to install a fence or benches near the

play equipment along South 4th Street in City Park.

Carnival 8' Bench - Vertical Strap Cost: $1,056.94 Concrete Anchors: $10.05 Shipping Freight 1 Bench $170.00 Freight for 3 Benches $310.00 Concrete Pad: $200-$320 Color: Lexington Green to match new play equipment Pros: Welded one piece no assembly. Commercial Grade Cons: Expense

Gramercy 8' Bench - Vertical Strap – Cost: $1,099.94 Concrete Anchors $10.05 Shipping Freight for 1 Bench $170.00 Freight for 3 Benches $280.00 Concrete Pad: $200-$320 Color: Lexington Green to match new play equipment Pros: Bolted some assembly. Commercial Grade Cons: Expense

Gramercy 8' Bench - Rod Cost: $1,366.54 Concrete Anchors: $10.05 Shipping Freight for 1 Bench $190.00 Freight for 3 Benches $460.00 Concrete Pad: $200-$320 Color: Lexington Green to match new play equipment Pros: Bolted some assembly. Commercial Grade Cons: Expense

140 foot of coated chain link fence 4 foot tall will cost $2000-$2500

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Field Rental & Parks Reservation Policies City of Louisburg, KS

DRAFT 2019

City of Louisburg Field and Parks Reservation Policies 2

Ball Field Rental Policy and Fees

Thank you for your interest in renting one of the City’s ball fields. The goal is to make your

rental activity as successful and enjoyable as possible. To assist you in this regard, please

familiarize yourself with the following policies.

You are welcome to utilize the City’s ball fields located at Lewis-Young Park for increments

of 1 ½ hours from 6 am to 10 pm, without charge or reservation, on a first-come, first-

served basis unless a permit has been secured for a reservation or a special event.

APPLICATION PROCESS

Applications will be approved according to the following priority:

1. City Partnership Activities – activities approved by the Louisburg Park & Tree Board

and/or the City Council; and USD 416 sporting events.

2. Recreational Activities - activities originated by the Louisburg Recreation

Commission to benefit youth and/or adults in the Louisburg community;

3. General Public Activities – activities by non-profit groups, clubs, organizations and

individuals other than set forth above. In the event of a scheduling conflict, General

Public Activity uses of ball fields will be prioritized by the organization’s number of

participants living in the USD 416 school district. Those groups that have 50 (or

other #) percent or greater membership residing in the local school district will

have priority scheduling over other groups. Sports teams must provide a roster with

each coach’s name, address and telephone number as well as name and address of

each player on the team.

A permit can be denied if: 1) The ball field is not available; 2) the applicant has an

unsatisfactory use record; 3) the rental does not meet applicable laws/rules; or 4) the

rental could be detrimental to the best interest of the City, as determined by the City

Administrator.

Each applicant shall be at least 21 years of age and act or designate one person to act

as the coordinator of all rental matters.

Each permit must contain complete information, since City staff will not be

responsible to supply any equipment, utilities or additional services not listed on the

approved application.

City of Louisburg Field and Parks Reservation Policies 3

FEE SCHEDULE

Park Type Hourly Fee

Baseball/Softball (rate applies if used by football) $30

Soccer $20

Football $20

Light Fee (any field) $15

All fees are due upon and as a condition of approval. Fields will not be reserved

without payment. Fees are subject to change, unless paid in full, prior to the

effective date of a fee change.

Light Key Deposit: A $25 (per key) cash deposit is required for rentals that require

keys to operate field lighting at Lewis-Young Park. The key(s) must be returned

within 24 hours of the last rental date to receive a refund. Use of lights for

Louisburg Recreation Commission activities will be administered through the LRC

Director.

GENERAL POLICIES

All renters are required to abide by the following general policies. Failure to abide by these

conditions may result in the revocation of current permits and denial of future field

requests.

Rental Hours: Ball fields may be reserved each day from 6 a.m. to 10 p.m. Reserved

hours include time to enter and prepare field for use, remove or secure equipment,

and vacate the field. Other users may be scheduled immediately prior to and

following a reservation. For light use of General Public Activities the applicant will

need to pay a light key deposit as specified in the above Fee Schedule.

Applicant shall abide by all applicable laws, including the prohibition of smoking and

alcohol.

The City is not responsible for personal injuries or for damaged or stolen property.

The City does not provide portable mounds, bases, other sports equipment, or

additional field maintenance (in-field dragging, watering or line placement) beyond

routine maintenance.

Insurance requirements: All organizations, clubs, tournaments and commercial

groups renting a ball field must provide $1 million of liability insurance coverage for

the permitted dates. A certificate of liability insurance and an endorsement letter

naming the City of Louisburg as additionally insured must be submitted at least two

weeks in advance of the first rental date. Renters that cannot provide the correct

insurance documents will have their reservation revoked.

Notice of Non Use of Fields: Any organization that has been allocated field space

and does not intend to use it per the permit issued shall notify the City Clerk so the

City of Louisburg Field and Parks Reservation Policies 4

field may be re-allocated. Users may not sublease fields under any circumstance,

nor allow shared or drop-in use by others during their permitted time unless prior

approval is granted. For LRC teams, coaches should notify the LRC Director of non

use of fields.

The City does not provide storage at parks for individual teams. Property and

supplies are the responsibility of the applicant. The City is not responsible for lost,

stolen or damaged equipment.

Vehicles are not permitted to drive on City fields without prior approval. This rule

applies to coaches and other program administrators who want to unload game

equipment or supplies for the program.

Stages, Tents, Bounce Houses: Small tents (10’x10’) are approved for set-up in

appropriate areas which do not cause trip hazards to the participants or general

public. Stages, bleachers, bounce houses and other prop displays must be approved

separately through the Special Events permit, which may include separate

conditions and fees.

Banners shall not be hung on fences with the exception of LRC-approved banners.

All banners must be no more than 3 ft. x 4 ft. and must include wind slits.

When fields must be closed due to rain or other inclement weather or for any

damage due to vandalism or other conditions requiring immediate attentions,

applicants may be refunded or rescheduled if other dates are available and agreed

upon by both parties. It is the applicant’s responsibility to notify their participants

and coaches to stay off the fields until notification. Unplanned closures will be

posted by sign at the field’s dugout location and on the City’s Facebook page:

www.facebook.com/louisburgks

Scoreboard use is allowed for organized games only with prior approval. A

scoreboard training session will be conducted prior to each season for those fields

with scoreboards. The scoreboard operator will also be trained on how to turn field

lights on and off.

CANCELLATIONS AND CHANGES TO APPROVED APPLICATIONS

All cancellations and changes must be submitted in writing before any request will

be considered.

A $25 processing fee will be charged for cancellations or changes made after permit

has been approved.

The City reserves the right to cancel an approved permit in the unlikely event that

the field cannot be used or there is a conflicting activity.

The City reserves the right to terminate an activity, without refund, if it is considered

necessary by a City designee or by a Police Officer for the safety and welfare of the

public and City. This would include the need to clear a park in the event of a weather

or emergency situation.

City of Louisburg Field and Parks Reservation Policies 5

QUESTIONS OR NEED ASSISTANCE WITH BALL FIELD RENTAL?

For users not affiliated with the Louisburg Recreation Commission, please call City Hall,

837-5371, for questions or assistance. LRC users should contact the LRC Director.

Structure Rental Policy and Fees

CAMPING AT LEWIS-YOUNG PARK (pricing info is what is currently listed on the website)

There are three Scout Camping areas at Lewis-Young Park that may be reserved. Please

contact City Clerk Traci Storey at 913-837-5219 for more information.

Consideration: Is the camping areas limited to local Scouting groups, other youth groups, family

groups, other groups or some combination of the above? If camping is allowed for groups

outside the City and/or school district, should the fee be increased.

A special events permit must be completed to reserve a camping area. A Certificate of

Liability insurance is required. From the above section. Should the wording be the same?? $1

million of liability insurance coverage for the permitted dates. A certificate of liability

insurance and an endorsement letter naming the City of Louisburg as additionally insured

must be submitted at least two weeks in advance of the first rental date.

FEE SCHEDULE

Tier 1 = 50 and under campers No fee

Tier 2 – 51-100 campers $50

Tier 3 = 101-200 campers $100

Tier 4 = 201-300 campers $200

Tier 4 = over 300 campers $300

SHELTER HOUSE RESERVATIONS FOR RON WEERKS PARK, CITY PARK AND LEWIS-

YOUNG PARK

Considerations: Do you want to establish a reservation policy? If yes, which facilities should

the RSVP policy apply to? If yes, do you want to charge different rates for City residents vs

non-City residents? If yes, do you want to charge a different rate for full day vs half day? Do

non-profits get a facility free?

Available shelters include the shelter house at Ron Weers Park, the shelter house north of

the lake at Lewis-Young Park and the bandstand at City Park.

City of Louisburg Field and Parks Reservation Policies 6

Louisburg residents may rent one of the facilities for $XX for a half day or $XX for a full day.

Non-Louisburg residents may rent a facility for $XX for a half day or $XX for a full day.

Ron Weers Park has restroom facilities. The key may be checked out from City Hall during

regular business hours with a $25 deposit, which is returned when the key is returned to

City Hall.

Park and tree Board

Improvement Priority List

Item 7: A discussion concerning the Master Parks Plan to include the establishment of an all-inclusive park reservation policy and a priority list of projects/improvements in the parks system.

City Park

1. Picnic Shelter ($30k - $45k)

2. Asphalt Walkways/Path ($40k - $55k)

3. Landscaping and Park Signage ($20k - $25k)

4. Screening for Porta-potty ($500 - $1.5k)

Ron Weers Park

1. Trail Lighting ($80k - $180k)

2. Expanded Parking Areas ($30k - $45k)

3. Replace Aging Play Equip., additional Equip. ($80k - $145k)

4. Fishing Dock ($20k - $30k)

5. Sledding Area ($10k - $18k)

6. Tree and Plant Identification Markers ($500 - $1.5k)

7. Lake Aeration System (Grant Money)

8. Trail Markers ($500 - $1.5k)

9. Emergency Call Stations ($10k - $30k)

10. Electric Charging Stations (Grant Money)

Lewis-Young

1. Four-plex Ballfields ($210k - $3m)

2. Pave Gravel Parking ($200k - $300k)

3. Jogging/Walking Trails – Asphalt Connecting Ballfields and Soccer Fields ($45k - $65k)

4. Replace Aging Play Equipment ($30k - $45k)

5. Additional Play Equipment ($80k - $125k)

6. Outdoor Stage ($110k - $180k)

7. Rec Building – Convert Powell Observatory into a Rec Office/Building ($30k - $45k)

8. Batting Cage – Netted Area without Machines ($10k - $15k)

9. Tennis Courts ($40k - $55k)

10. Frisbee Golf - Bob Bazin mentioned that a Frisbee Golf Course will be constructed this year