the park board meeting to order Miller here Sandy here schaer SHP here Miller uh here again Burns here oh yeah
there tce yeah yes all right Pledge of Allegiance V today I pledge allegiance to the flag of the United States of America and to the Republic for which it stands one nation God indivisible with liberty and justice for
all all right can I get an approval of the agenda motion to approve the agenda second motion and a second any discussion all those in favor say I I oppose same sign motion
passes moving on to the consent calendar uh notice to the public all matters listed are considered routine by the board and will all be enacted by one motion there will be no separate discussion of these items unless good cause is shown prior to the time of the board votes on the motion to be adopted by roll
call we have a motion for the consent calendar I'll make a motion to approve the consent calendar second we have a motion in a second all right roll call vote please Miller yes Sandy yes sh
shrip yes Burns yes motion passes moving on to number six presentations do we have any presentations today that were not on the agenda no okay and uh we'll go on to unfinished
business uh 7 a pickle ball agreement yes thank you Mr President where the City attorney has completed his uh assess our review of both this uh agreement and also with the other agreements that we have and the pickle
ball agreement is we are moving into an agreement and this they would need to complete their fundraising for this to move forward you asked me to reach out to other tennis individuals in the community and I have done that and we have recorded who we reached out
to um Ellen she is the previous High School coach at Brainard here I reached out to her talked to her and uh she understands the direction of of uh removing some tennis courts for pickall and even because the main reason is at
the high school there's eight courts there there's a middle school in Baxter with some tennis courts and this would help uh leviate the the pickle ball uh Community um I also talked to the current High School coach um at Brainard that is his name is Garrett and he is in
he understands a process he wasn't in favor of it but he is just understanding the process that we need more professional pickle ball courts here in the brainer Lakes area and then the last individual that I spoke to is Jean Larson she is in the community she forms
a lot of tennis uh um activity and she also understands that this movement is a Across the Nation and brainer Lakes needs to have a representation of this new amenity and this is a solution when we can have a group such as this pickleball um Association come to us and
raise funds to help save our city dollars and taxpayer dollars they're going to privately go out and uh solicit sponsorships for this new uh amenity here at Gregory Park so um I've done my
due diligence we might have some comments in in the audience and uh but we're as long as they're raising the funds and when they complete the raising their funds that's when we were planning to move forward with that uh switch and that um putting the pickle ball courts
in there so any I can take any questions at this time do we have any questions or comments for staff Andrew um in terms of sharing the maintenance and upkeep was there a more detailed discussion of City St St would
do X la pa would do y um just regarding after I told to pick a ball before and after you get done clean it up and they were like absolutely and after that would be on us regarding the resurfacing the Nets themselves and uh we can you
know work on those I left it like that because um it sweeping is just they need to do that anyway you're before you play any you know Court activity you need to sweep and they that they would just do that for their own best interest cool I guess they're already
doing enough um as far as raising funds this is not going to be um you know this is not going to be cheap and so I really when someone is going to do that amount of work raise that amount of money to
improve a amenity and um it's uh I think will be a a big huge win for the city of reard thanks a question did we um has there been any any indication on what the price tag is no they are hoping to put
eight courts in there I reminded them about uh you know runoff you need you know you can't have the lines right next to one another especially when you're because the main reason for this is professional Play We want to players want to get ranked we want to have sanctioned tournaments here and you just
can't have portable Nets um and when you're talking about sanction tournaments there's strict guidelines for that and to have these professional you know courts here in Brainard will be a huge feather in our hat so it's uh but we're going to be looking at the design
they have a professional firm in mind and so I've indicated to them they want to wait before they don't do any uh uh footwork um and I totally agree with that so first they need to get this approved of and again they have to raise the funds before we can you know offic
approve this to move forward so but they're pretty optimistic that they will raise the funds um that was going to be another one of my questions so related to the design and things um you kind of indicated that they have a firm that is
um that it'll be like a actual set of drawings specs and things and we'll be following the national standards for pickleball courts and when you have a sanctioned uh play there's there's uh national standards for runoff you know
is it 4T 5T for that Court we're going to need to have at least one Court being that professional you know championship game is going to be played on and and that will have a little bit larger runoff than the other other courts that have that right and I'm just thinking
more from like a long-term maintenance standpoint you know thinking about the subsurface under the courts what is the condition of that is this just a resurfacing project has there been any investigation as to the subsurface underneath I know that becomes an issue
and tennis courts and things over time and so I just wanted to make sure that there's a professional on board that's able to do those investigations and that we're not missing anything um kind of pursuing a project that we don't know the full scope or extent of the actual
work that should be done when we're when we're doing this and that we're kind of going in eyes wide open and I know with your construction background uh you after you re remove that surface now you have to treat the concrete you know epoxy any cracks now get a clean surface
sanding any uneven areas if they're settling in one area or not make sure that it's with you know level and so forth so that will be part of the scope when I when I do that um because cleaning the the surface after we remove
the existing surface is is very critical even examining how the what the existing surface looks like I know right you know um we're going through this with the city of East skull Lake right now their underlying asphalt surfacing is deteriorated to the point where they can't resurface it anymore so that's the
kind of things that we need to be aware of when this is going on that we're not you know just resurfacing putting lipstick on a pig right um I don't know how old those courts are and when the last time they got resurfaced but generally that degradation is happening from the bottom up corre and um the
underlying surface is really the most important part of that that moving forward so so that will be a part of the uh scope is to improve the concrete surface itself before the pick a ball surface is is applied that will if it's found to be in a state that
isn't accepting of a new Surface what is kind of the thought process behind that a large contingency Budget on their part when we go to uh design when they they have to have a
line item in their budget for resurfacing Improvement for the concrete you need to have a line item for that and then a nice healthy contingency budget okay uh for that so I know contingency budgets and change orders
aren't favorable but again this is construction change orders are part of the process and we don't know what it's going to be looking like when we take up that existing surface so we have to be well prepared with a contingency budget to cover that
May yeah I just I just have a question on you have a line item on here number four that is insurance and it's very vague and I'm just curious what that entails because I don't think we've ever done anything like that before that was the City
attorney uh because we never have you're absolutely right uh he wanted that verbiage in there and he put him in both uh this one and Mo yeah the the braer Baxter baseball he put them both in there uh that insurance
CL what is it specifically entailing because it doesn't even it just says property and liability insurance in the amount approved by the city but for what though for this surface in perpetuity because that's there's there's no it just says that's sorry the
city yeah sorry sorry interrupted it just says approved by the city but it doesn't say should be on the bottom Lori it's is very vague oh yeah is that for the use of the courts yeah because they are going to be granted uh 8:00 to 12:00
usage so during that time frame they will that insurance they have to have their own liability insurance just like when you know right for special events um they have to have that they have to uh put city of Brainard on there as a dentified and that will cover their
requirements that's just for the actual usage not for the surface itself i' I'd like to have that spelled out in here okay just for future purposes when somebody comes back to look at this I want to make sure that there's no confusion because reading that sounds like whatever the city asked for they could need and the city has insurance
for the actual surface itself and maybe we indicate the contractor that does the resurfacing now that's on him it's usually a warranty item right and now a onee fiveyear whatever that is so yeah if I have no problem with it if it's in
regards to the usage of it that Mak sense do that with everything but we spell that out because this is more than that because this is also including the actual building of it and the structure itself I just want to make sure that we're not at some point having confusion between the two I had a question or I guess a
comment related to the usage part and that probably folds in with this insurance conversation is I don't know that we've ever like solely dedicated specific time to a specific entity to solely use thee s um
without going through the reservation process that the city has um I'm a little uncomfortable with that I mean I could probably be swayed either way but you know if it's that we're kind of blocking off this time and that's the
main kind of reason they're trying to get you know people to join lapa and have dedicated time um I just feel like that seven days a week from 8 to noon seems like it's it's a public facility
it's in a public park I I feel like we're kind of getting around the fact that we've made everyone else Reserve spaces um in our parks in the past and go through the process of reserving these times and maybe that's just as simple as you know they come at the
beginning of the year and they reserve the courts four days a week right from 800 to noon or whatever it is and go through that process and then you're required to submit insurance and all that stuff um but I'm just a little uncomfortable with number one the seven
days a week thing from 8 to noon given it's a public park and public use um you know we've had instances where people have funded full improvements for the city and not requested any you know um type of uh consideration like this and
so I don't know what the appropriate number is if there's a meet in the middle maybe it's not the full seven days a week so that you know if somebody wants to go out and play pickle ball at 9:00 a.m. on a Saturday morning that they have that ability sure um I just I
don't know if it's the seven days a week that's getting me or or the whole reservation process and just solely saying that in perpetuity you have this right to go8 to noon seven days a week right totally understand I reached out to uh um our local neighbor
ironon they also have a uh several courts they use the same model um and they have you know that 8 to noon also that model um we can this contract this agreement is just for 10 years we could
reduce that down to five or eight years and we could you know I I think to your point we could do Monday through Friday I think they would you know totally that's a good compromise I think that would be acceptable so I think probably too we look at the number of days and
the number of years that this agreement is um being you know put forth Andrew um I think you said it's for 10 years but the copy we have says it's for five years oh is it okay um whatever is on there then I know we yeah
um yeah just I've been doing so many agreements I forget which one is which uh I think I agree Paul that like seven days a week for that time block feels rough like you know you want to take your kid out to play pockle ball it
can't be from 8 to noon ever at Gregory for the next 5 years years uh which I think is rough I do think like giving them reserved time because they're raising all this money makes a lot of sense and it's a way for us to get investments in our parks that we can't
otherwise raise the capital for right we're struggling to take care what we have but this is a great new amenity so I think giving them that Reserve time is great but if it could be 5 days a week or two days there's other blocks but just so that the public could use this
for May to noon at some point um I didn't want to partially speak on behalf of the the association um their their idea for this 8 to 12th time is more of an open play um where folks rotate in and out you can come from the public
you're not required to have a membership um in order to play during the structured 8 to 12 time and it is actually an encouragement for folks to come in um I know it's not spelled out necessarily in the contract and then my other question I think when it comes to 3A here is is it does speak about it I
guess in the um the agenda item um um direct support to the upkeep of the courts and sustainability of the program so I think if this is I mean to try to help everyone kind of understand the 8 to 12 hours if it could be a little bit more laid out like specifically that
we're not actually just roping off the the courts from 8 to 12 again just that um and again I I'm not a member of the association so I can't can't speak directly to it but the the the design and the the thought process behind this would would that it would be an open
time and you'd come in and say Hey you know okay you don't have a wristband or whatever it might be you know today we're playing you can you can get into rotation it's not a big deal um but you know getting into the the association helps us fund the upkeep of this and and
continues the the programming so um if that could be a little bit more spelled out that the public is again the concept that was pitched to me the public is invited to join in this 8 to 12 hour um but that um again with the uh information on the upkeep and support
that the the association is going to provide by bringing members of the public in and asking them to join the association what are we I mean when we say upkeep and maintenance and you know what are we receiving uh on that end but
a little Clarity on again the the open hour specifically would would help us with that sort of programming would help us I think ease that uh that particular key Point um Access wise like again if there are going to be days they they prefer to
rope off that sort of thing I guess I understand but the way that the concept was pitched to me was that it was more of an open to the public come and play pickle ball promote the game sort of uh mentality than it was hey here's our our people are the only people that get to play on this thing during this time to
this time so um again maybe comment from the association could help but yeah um I I can Echo that it is uh open to the public during that time the only time that it went is that if they call us and reserve and reserve it now pay to
reserve it and now it's theirs it they would get a permit from our staff and now they can have exclusive play during that time whatever it is they have a tournament but they'd have to pay for that on top of that this agreement is just during that time um so 100% I can
uh add those the insurance uh regarding the the actual usage uh during during the play and then also from 8 to 12 it's open to the public I I again I think they just have a specific like if they could kind of elaborate on the
programming that they they like to move forward that involves the public um again because again I'm kind I'm not don't think I'm completely talking out of my butt here but the um if they could elaborate on that particular programming as it pertains to the public joining in
um I think that would alleviate some of that CU again yeah in the in the wording um to Paul's Point um it does say specifically lap members on daily during in the in the contract so I just again want to make sure that uh that that
concept is um elaborated on for the comfort especially of the other the other board members here because again I I I also don't necessarily approve of roping off uh 5 years 3 65 days of 4our blocks for
members only um I understand again napkin math in it just one court for 4 hours for 365 days for 5 years runs Us $292,000 in Revenue so um that's and that's just one court so again if it's
the promotion and promotion of the usage and the public can be involved in this programming absolute slam dunk but um if it's if it is as the contract l out a member's only sort of experience um not
nearly not very comfortable so and if I can just build on that I think even if it was just certain courts from 8 to noon like right let's say they have six three of the courts are reserved for those members I would feel better about that um because there's still place for
the public to come and play if they use all six right it's public so that would be maybe another option to go back to them with is hey you get half the courts for that 8 to 12 for just you and if you want the public to play great but they're 100% okay it's open to the
public they want public to come there because they want it to grow and and just trying to speak to the programming like I said they just kind of rotate folks in and Off the Bench and stuff so like if they're they're doing the programming as well and kind of mediating that and making it a good experience if that was again if that's
my understanding of that particular programming I think that's outstanding because it just allows you to to go in and then hey if you want to go and bring your buddies and play Pickleball afternoon during this organized open hour you know or open Period I guess um then maybe it's kind of a different deal
but I think you know the programming to me really struck me as like this is organized the they're going to promote it you know that sort of thing um uh really fills the courts up and and gets people involved in the the structure and programming um I like that a ton but yeah to your point I mean I think we
need to definitely be a little bit more specific 3A so right 100% would we like to reduce the number of days down to Monday through Friday only I I think it for me specifically it only depend it depends
strictly on the programming right like if they are if this is a fully like hey the public can come in we're not going to be you know beating people with a baton because they're playing in our you know our open hour and they're not members 7 days a week if they're providing the programming for that for 5
years and see how goes and you're going to drop what could be a ton of money I don't necessarily think that's all bad if if the public can can join in on this programming again I think it needs to be just a little bit clearer on the programming specifically that's my
sentiment on it so um I I like the idea of five of the seven days of you know they get it they get all the courts for five days weekends are tend to be more where people can do as they please um to a point uh the other option I also liked Andrew's idea of reserving like
two-thirds of those courts so if they're six you know they get four of the six seven days a week because maybe someone that comes in doesn't want to play with them maybe they're very new or they came with their own group and they just want to do their own thing they there's still two courts available to the general
public and if they want to join in with them and get some pointers or help them I mean have at it right but that that's my idea I don't like the seven days a week 100% exclusive it but I'm open to other ideas I think um also getting back to
the maintenance portion I think we should flesh that out a little more in here um and kind of state it that you know if the city's on the hook for the structural replacement at of this at some point in the future if it's solely that the pickle ball Association is for
sweeping and um trash pickup and things daily um I think we need to spell out you know uh in a little more detail as far as maintenance because that's really what this board is concerned with right is programming and maintenance are the two
big things and um making sure that that's evidently clear in here about who's responsible for what long term right got it one final comment if I may uh we do have additional pickle ball courts um in
a different Park as well so I just didn't want to point that out I mean again if somebody wants to play in a group whatever we do have we do have other non Community funded pickle ball courts that folks will be able to play on from 8 to 12 uh Monday through Sunday so um again not not
argument for or against but um you know to your uh to your point we we will have other other options for folks to uh to uh go to if they don't want to be a part of the open hour during this 5year period so so to reiterate would the
board like Monday through Sunday limit to you know 8 to 12 and then two Courts open to the public and even though the others are open to the public but this is where the the sanctioned players would be playing so we have two courts
100% just available for the public and the other courts available for the pick ball uh Club is that what I'm would you like that very specifically laid out I think it's either the days or the number of Courts I think it's either or in my in my mind
there yeah the only thing I don't want to see happen is we've got three courts being used and two are just sitting there waiting for someone to be using so I if they're using them that's fine I just the availability you know if it's if someone comes scoot on over I'm okay with that but if we're just going to leave two courts sitting there all the
time that it's counterproductive so then the days would be more of the better option probably potentially yeah I mean that that's the only issue with that scenario is how do you justify that and I really don't want courts just sitting there while people are there because we're afraid that somebody might show up um but we have I mean this type of thing
you know just to comment back on on a previous comment we this type of thing is very similar to what we've done with the ski loons it's very similar to what we've done with the baseball programs that we have run you know we do block off certain parts of our um of our amenities at certain times for certain
organizations so this is not uh outside of bounds my one question to you is I'd like to see us Quicken this process a little bit so what I don't want to see happen is we we ask for these changes and then you guys wait another month I'd like to see this move a little bit quicker now because I think you're just down to the find details so right so
maybe we could have again I'd just like Clarity on the number of days do we want to go Monday through Friday and it's totally open and mayor if we did do those two courts 100% open for the public it would be on the caveat if if no one's there they can use them if
someone does come in they could move on over to allow them to play I could write it either way um I sort of like keeping it very clean Monday through Friday because they are very genuinely they are there and it's going to be in the contract that it's open to the public and they can be part of that process but
uh I think if we say Monday through Friday the courts and then the weekend it's it's totally open but I like the Monday through Friday idea I do too mhm so just to clarify so we're we're looking at 3A just changing
it Monday through Friday from 8 to noon and then um the insurance defining that more clearly right and then the maintenance aspect and I think I have one more comment in 2D with construction it says that lapa
will oversee the renovation process INR ensuring construction to high quality durable um I think there needs to be an aspect of City staff um being involved in oversight of a public facility um to some degree um you know if they have a professional
involved I'm sure that they'll be out there um doing inspection and things ensuring some of the items I talked about at the beginning of this but I think that might need to be kind of spelled out a little bit to say that you know while we agree that lapa should
have a lot of say in how these get done in things I think there needs to be a certain aspect of City oversight when we're talking about Construction in a public park I agree with that I think that was maybe in the agenda Ender request somewhere that City staff would be involved in that but we should put that
in 2D y right what we could do is we could dra do this and then we could email it out so we could ask for approval based on these changes and then I can confirm it with an email to everyone and then it would
move forward potentially yeah if you have to do a special meeting do a special meeting too yeah to the point about the the 2B it could be just as simple as having with approval by exactly plans and specs need to go through engineering
what I don't want to do is have the city you know you know how it works we get involved in price price T Skyrocket so if we're signing off on it that if that language is in that could be just a simple language change right
100% how would you guys like to proceed do you want to go with the changes that we said or do we want to look at a special meeting I think we can do a contingent approval honestly um of making these changes I don't really like the idea of sending an email out to everyone CU that kind of feels like a
Serial meeting but um I think we either if the T the changes I guess I would leave it to staff discretion if you feel like the changes are significant enough um if we make a contingent motion tonight and then um if you feel like the
changes that the City attorney makes or whatever is significant enough then we can organize this special meeting to review it real quick but I think we just go with the contingent motion right now sounds good mayor yeah I have I I have no problem with the email going out but if the email goes out I much like you
would prefer that we're not making decisions based off of that so if it's contingent you can still shoot them an email they can review it and individually if someone has a big enough problem you could call for a special meeting then but no you I I I would prefer we didn't make decisions through
email are you making that motion yeah so I can try to do the best best I can here um so I'll make a motion to approve the pickle ball agreement contingent on a number of changes one being uh 3A lapa
access to the courts that being Monday through Friday and not the seven days a week um being more um deliberative about how we spell Out Future maintenance of this both in the city duties and the lapa duties
um ensuring that uh City staff have the approval of the plans and specifications once they are completed under the city duties and programming rotation uh yep ensuring
that members of the public are indeed allowed on the courts during the block Time Monday through Friday 8 to noon and then um further um asking the City attorney to be be more descriptive on the insurance requirements under item
four seconds we have a motion and a second is there any further discussion seeing none all those in favor say I I I opposed same sign motion passes moving on to 7B Banner
program so the banner program I also spoke to the City attorney and there's a couple couple uh specific things that we uh need to just modify with that and then it'll be ready to roll out um I didn't I wasn't able to get that um uh
completed yet and I can do that I know we don't want to wait till next month um and the big one was just that tax exempt he just was strong in the sense that that verbiage can't be on there um and so it' just be taking that out and
clarifying um there was a couple there was a couple notes on there I have them written down but and again how would we remove the tax exempt uh staff will be installing the banners it he would
like the size of the Banners To Be outlined and they're just up for the season uh whatever season that may be the softball season pick aall season and uh so those are the the asks for the actual our our City
attorney should we ask for a special session so that we can do both of these at the same time or do we know when this will be completed we can probably do this by the end of the week
um when do we typically solicit letters to people interested we already have several individuals requesting I don't know probably should in that case yeah um yeah we we should look at set in
a special meeting then okay I would like to ensure that they are completed by the City attorney before though yeah he was totally comfortable well just Mike just do those and then he
was good with it it's not a um next year he would like us to do a formal policy uh desktop procedures on our Banner program and but for now he is good with as long as we modify this he's good with that uh the big thing like like I
indicated is just that tax exempt it's it's truly not a tax exempt you're getting a service out of that and uh we would just need to remove that if it it could be tax exempt but that it's not our we're not uh tax attorneys
we can't indicate if something is or is not that's not our role as City staff we want to set a special meeting for two weeks March 11th and then that way if he goes what'll pass the end of the week we're
still fine okay yeah I'm free all right um moving on to 7c we have an injury report uh yes do we need to make a motion to set a special meeting would no you don't need a yeah I guess I
could you don't need a motion I don't think we need to if there's consensus we're good I don't believe I know I think so but been a second we haven't set a special meeting in like a year so out of practice every
two weeks before all right 7 C injury report thank you Mr President uh there was an uh accident or injury at our one of our pleasure rinks and uh U um uh girl uh broke her ankle
and we we collected the skates we notified a midle league of of Minnesota cities and they have been reaching out to the uh parents and at this point in time there's no claim he is indicating
that he does not see any fault on our on the skates themselves um just to be very proactive staff have put together some procedures for for our our uh H our hockey rank our pleasure rank attendance to review those skates before they they
issue them out and then also some safety rules while they're while they're skating so we've done some proactive things to so that this doesn't happen in the future um and the league of Minnesota cities was appreciative of our proactive approach with that and so at again at this time we just want to bring
this to your attention and uh the league of Minnesota cities they uh are indicating that they don't see any fault um on the city of Brainard our staff at this time any questions for staff on this okay moving on to 7D brainer Baxter
baseball association agreement so this is another agreement uh a group of so the baseball brainer B Brer Baxter baseball association is uh wanting to do an um an agreement so that they could um
have usage of our our Fields but they would still be uh renting our fields builds uh for tournaments and and play and but they would be putting up the banners on the outside fence and uh there were they are going to be working on the actual uh Replacements of our
scoreboards at several parks and which is a huge expense uh to get um LED scoreboards that are that have an app associated with them to work with from their phones and it's State of-the-art
uh uh equipment and it would also be installed by a local Construction Company um uh so and again we would be monitoring that and we could make sure that that same verbiage that is in there which is not it's not going to be
spelled out like you were indicating um so we could modify this one also so it's very clear regarding the improvements of the construction is over you know the oversight is done by the city and permits and the plans are approved by the by the city one thing
that um I was going to mention under 1B with the competitive bids we might want to investigate Source Wells um procurement contracts to see if this specific model of scoreboard um is available through their
process so that um usually they have better pricing um they have a selected vendor usually a local contractor that supplies them and installs them um that might be something that you know if they secure the funds and Source we
does have these specific scoreboards available or something similar I don't know if we necessarily need to be as um dictative on what the scoreboard model is in the agreement but if they have something similar of the same standard quality available um it might be worth
our time to have the city procure that um have bbba turn the funds to the city and have the city run through that procurement process I I like that idea and Source well then turns around and does a lot of donations for the area as well so if we can go through Source well
I think it'd be beneficial for all parties involved yep I mean if they're really hung up on the model and type you know obviously we're not going to turn down um you know new scoreboards but I think it's just you know let's investigate and see what they have available um let's offer those Services
yep yes yeah as long as we're not guming up the works because again this is something that's been taking quite a few months so as long as this isn't going to slow it down to the point where it's gonna take government Pace or being offered
something once again the government lives to be involved in everything I like the the idea of just offering those services to them not requiring it just offering that ability if they so choose to go that route and I think they have uh a contractor that is willing to do a
lot of the work um pro bono right so that might offset any sourcewell contract savings that you have yes Andrew um I think my only hesitation with this is sort of unlike pickle ball where it's essentially a surface and some Nets
right there's not a lot of there's expense in building those courts but not a ton in maintaining them these are I'm going to assume fairly expensive pieces of of electronics um you know in 10 years when
they break because that's where my brain goes anymore um right do we need to think about increasing our Capital ask from the council to start funding to replace these do want to partner with bbba
to develop a maintenance plan or a replacement fund do we want to similar to solar and rotary say hey when these are end of life you're responsible for removing them um I just want to think about and I don't know what the warranty is like on these scoreboards either you
know if it's a 10 or 15 year warranty I'm less concerned than if it's three or five um so I guess something for us to to think about as part of this agreement what is the current maintenance plan on our current
scoreboards I don't think our scoreboards are on the maintenance plan is I believe they are are they I just looked up their warranty and limitation of liability D detronics warrants its equipment to be free from defects for
one year from date of delivery or substantial completion datonics they are you know the industry standards for professional scoreboards so they're they're picking some great stuff good quality
um and again I think it's it's top so I I would again I have a major issue with this but it will need to be on our maintenance plan the agreement does spell out in onec ongoing maintenance the city will be responsible for maintenance after the
scoreboards are installed so that is something that we would want to plan for in the capital plan because they are such an expensive uh this agreement is for 10 years they'll have the ability to recoup their
funds from from banners being placed on the outdoor F or the out Outfield fence I mean to the point we we are responsible for the currently installed scoreboards as well so I mean this doesn't these are more expensive I imagine and can probably cost a little
more in maintenance than the scoreboards that we have now but the scoreboards we have now we don't maintain as it is anyway and we've started to budget for that so I don't I mean yes to your point we we need a plan for this being a little bit more expensive ensive than what we have but I
mean it's just we're getting new scoreboards for free and we already have maintenance funds set aside for long-term Solutions so I yeah keep the maintenance fund uh same comment on the insurance thing it's the same statement on this
one as it was on the others um this one requires that bbba go through our standard scheduling procedure with staff correct were they require to submit Insurance before when they were using our
Fields I'm not sure just moving forward they're going to be renting our fields for all the their tournament and things so I think more I guess guidance yeah on that would probably this might be another item to
add to our special meeting agenda I don't know though two comments one take one of the scoreboards that we're taking set it aside somewhere in case after a year we lose a scoreboard I don't think we're going to lose every scoreboard there's a
chance one goes set one aside you know put it under put under a nice lean too for us uh secetary when did this become a 10-year contract I thought they were asking for a five-year contract no um when we met with him to recoup that uh
because it's such a larger dollar amount than the pickle ball uh contribution they had it at 10 years we could move it to five but I thought our discussion was 10 that's why we I didn't think it was more money than the pickle ball I thought it was less money than the
pickle ball 10 10 years seems like a lot of time I have been here at the city for less than 10 years and it feels like a lifetime 10 years is a long time for government they would be I think fine with the 5 years
as long as they can recoup their funds I guess we need to know what that price tag is and what the what their anticipated rate of return is on selling banners on our fields and things before I think we can make a a sole decision on
that I'll reach out to yeah yeah further to my point so in my time here with the city we have removed a youth baseball field right we we signed a 10e contract that says we now have that baseball field for 10 years and I'm not saying we won't but I Within my time frame we have
removed a Bronco baseball field so signing a 10year contract that says that we have you know rights on that field puts us in a position where the city then can't make that decision I I just don't know if I'm comfortable with that long of a time frame I'll reach out to him to
confirm we want to add this to the special Mee in on March 11th as well we just move this entire meeting to the special meeting all right well yeah I think we should We'll add this as well I mean five and 10 years is a significant change in in
my honest opinion I mean again we want them to recoup their money but uh five years we don't want to be locked into this agreement for 10 years if it wasn't necessary I I'm with you I I believe I thought this was a like maybe half the cost of what the original pickle ball
estimate was yeah for this so I I don't know if 10 years was was the original plan but yeah when when I initially talked to him it was a 5e and the cost was not and when he presented I I thought I thought it was a fiveyear yeah I and I'm not to say that it can't be
I'm just saying that 10 years is an eternity in government time yes it is yeah I I definitely need yep that one um looking at the minutes from last meeting it does say recommending a 10year agreement and renewed contract in
eight years very good I was looking up the price but it just says to request to quote so I can't get a price yeah I think I think that was in the the last agenda like the the cost as well but yeah okay if they wanted 10 years I guess
that's now now the conversation is if that was the original intent do we want a 10e agreement I can reach out out to him just to confirm his numbers are accurate and regarding for 5 years and maybe it's an 8ye we can compromise we're going to
yeah we're going to meet in two weeks anyway so let's yeah let's just adjust her all right moving on to new business 8A consider 2025 agreements for the YMCA and Community Education these are um two agreements
that we did last year they had great success uh with all their program and the Y is asking for their similar um funding and support they are also uh going to be expanding some of their programming just thought of Goodwill and
so I thought that was a huge uh gesture on their part to take on some extra programming without asking for additional funding or resources so again this is something that we did last year and we're just following
suit wait minut questions for staff on the agreements with YMCA and Community Education yes the the ask is not changing at all correct just well they're asking for more Fields oh and the their
new um Youth Lacrosse youth soccer and Youth Flag Football so that's going to be new programming and again they're doing it out of good gesture they're not getting any extra funding dollar amount stayed the same
yes it looks like their their oversight Duties are bigger than they were the last time we asked as well okay I think this is probably a question off subject but do we have a spot for YMCA to go while JC's is being
established and during the Spring of this year especially getting that field yes established they JC the field that we just remodeled will not be uh used for this summer
and oh the G gust gust ofis that uh Park will be used and then there's also at JC Park the like uh I forget this street name the other street name that where JC is there's an open area we can they can also use that Pine so Pine yeah right on
Pine Street YMCA wasn't at JC's last year they were at G last year okay I think the master plan actually has got the SZ a soccer field anyway so just saying this this is t-ball come on
man any further discussion on this I just have one I'm just seeing the bu annual part of this uh where did I see that shall be paid in a bu annual sum I I think it at some point it behooves the city to
re-evaluate all of this and just figure out where we're at cuz the issue for like let's say community ed Community Ed is hoping to get their stuff in place for next year already as well so I think at some point what we need to do is kind of get ahead of ourselves a little bit so that we understand where we're going
to be um if for some reason there's a change I don't want to pull the rug out from any underneath anybody but I think it's always important for us to evaluate and make sure we're you know what's the next steps we have a new person in charge of the department and they may
have ideas of where things can go and I think it's just smart for us to be having those conversations with them so I just want to make sure that we're not signing ourselves into something that is so far ahead that we can't make any type of lateral movements if that makes
sense no Mr President what does that have to do with the by anual because I think if we wanted to make changes we could make changes for the 2026 so start that planning process earlyer you're saying yeah what I'm saying is I just want to make sure that
when when we hand over these agreements that we're having those conversations with them about where we need to start having those conversations about future years now it's kind of like the budget process moving it back and having discussions earlier so we're not at the end of the day yeah CU we are right now
looking at for this year signing these agreements for this year yes so at at this point they've already put themselves budgetary wise in place where they're already in motion so I just want we just need to get ahead of the start talking about this in like June of this
year yes that's what I'm saying didn't we ask them to do that the last time they presented we've asked many things of many people well but they have is my thing Ive gone back a couple of months they're presenting earlier and earlier now for us I mean we just got to figure
out where we want to get our answers like when when do we want our answers done I suppose that that leads into the rec specialist um and and Kayla cuz you know again she's the one that's going to be the go between with these folks so you know
what what's the best I mean and we see these guys two times a year um to do their reports I mean we we requested that they do it twice annually now so I mean it's again we got to just be ready with our questions for these guys and not pull them in to tell us how many people are playing t-ball that that's what I'm
saying right now is the time we're going to sign these agreements now now is the time to start having the discussions about where this goes very good mhm I agree with that Mike regarding such contracts like
this um I will be wanting to have a discussion with the board to see where you want to go in this when we're talking about a a partnership you want the win-win to be on both sides um the YMCA and Community
ad are great organizations right now it is we are providing funding and we're also giving we're waving the fees for our our fields and so that's a both winds are on the other side of the table I'm saying and that when you are
reserving a field it should just be strictly reserving the field just like the baseball association when I met with them he was 100% okay knowing that the win needs to be on both sides of the table that will be something that we'll need to discuss whether the discussions
goes we keep it the same at least we have that discussion to see where the temperament is and then we can go from there um just knowing that in 10 years from now our fields are very costly to maintain the staff they go out there
they maintain them and that Revenue should be coming for to us for when we reserve that field for whatever group it is they're collecting the revenue from the participants they're getting revenue from us they're getting the fields for free again great
relationship love them and 100% support them it's just from a business perspective even though this is government there needs to be some component of a business model followed uh because they are expensive to maintain that's all thank you and I
think part of that conversation to your point is the inclusion of the city logo and the sponsorship of from the city of Brainard I mean we are subsidizing these programs so we we want our name on on on their their stuff we want we want folks to know that the city of Brainard is
kicking the cash in to do this and so that was an inclusion this time in these contracts and really important to me as well mayor yeah that's that's the stuff I'm talking about now is the time to have these conversations you are signing the contract about what these what this is going to look like and I just want to
make sure that we're dangling some of that stuff in front about where some of the changes may come in the future now as we're about to sign over the money instead of waiting until the next request comes in just making sure we're being proactive in that yeah so I think those conversations should
probably start mid this year and maybe we have this agreement in place prior to 2026 and all this stuff gets hashed out over the next you know six to nine months and so that agreement comes to us
and December of 25 I agree with that any other discussion about these agreements n I'll entertain a motion I'd like to make a motion just to approve these um two
agreements motion to a second second okay we have a motion in a second any other discussion all those in favor say I I oppose same sign motion passes you did
something the ice breaker y we did it all right 8B award proposal for Buffalo Hills Lions Park parking lot project thank you Mr President as you know the this is in our master plan and we're going to be removing that circular
driveway putting in a parking lot and um we our low bid was $38,000 and uh yeah we'd like uh our recommendation is to approve that low bid any questions on this yes I I I mean
I'm not again a professional in this by any means I the the low bid was very vague um and I don't know if that's that was going to be my question is what kind of scope of work did we send did we send them anything when this was getting priced out because the not only the low
bid being so different but the variation between the three right or four is concerning and it doesn't seem like they were bidding Absol like some contractors they submitted exactly what their items are and what they're getting
paid for but like the low bidder just gave us a lumps some amount so I'm wondering on the front end of this did City staff send out like a specific scope of work that they should be considering or was this just like hand them the master plan and just um to
answer your question directly this was our this was handled by the city engineer and I looked at the scope and whether I need to I would need to do more research on that to be honest okay I cannot answer that it's tough to I I
again for the bottom two bids being again one of them very vague and then you know again very detailed and then having it be a close price difference um is nice but then you have two that are
50% and then over 100% more than the low bid I I mean I I get like I said I don't know but it's I would say that you know looking at the biders that's a I would say pretty common you know certainly not an Anderson Brothers and knife Rivers
wheelhouse to go and do a bunch of grading work and you know the gravel side is what Knife River and Anderson brothers are going to be more interested in where pratz and Dantel are more of your grading underground utility dirt guys and so I could see
them having a lower price I just you know I trust in Jesse that he you know scoped this out with everyone equally um and they're all reputable companies they've all done work in the city of Brainard I don't have any issue you know
saying that pratz would be a great contractor for this I just the quotes that we receed back are a little bit vague and I'm that makes me a little concerned which could also mean that the scope of work that Jesse provided was so good that they just said here's our
lumsum cost so I could go both ways on that honestly I know Jesse does great work with that I just didn't question question him with that I didn't get into that minutia I got to trust my city engineer and doing his scope of work and I know that he did so but I can
reconfirm and and bring that back at our special uh our our next meeting yeah even if it's just the scope of work if he sent something out to to the contractor so we could just see that I just want to make sure they were bid on Apples to Apples which I'm sure they
were but yeah yeah I mean it's $66,000 swing was one where I was having a hard time swallowing what I'm going to decide on this between the well bid and high bid right so we can just table this till the next meeting we could even put it on our
special meeting agenda we're so close yeah let's let just W that special meeting up we nearly had it yeah all right well moving on to the public forum this is the time allocated for citizens to bring matters not on the agenda agenda to the attention of the
board uh time limits might beo imposed I am opening up the public forum at :01 PM can you start by stating your name please yeah my name is lar Curr live in I live Street
ofou Monday wedn Friday all ofbody Ackle City I know it's gr obvious I got say I don't think anybody in the tennis world has or about it
except the people that you mention and we know all three of those people and I'm a little disappointed in the fact that tenis and the arum gool gentle and we ar sure either there's no
clear set that says we're going to have an opportunity to play SPS all over the place no there AR you've got five public tennis cours in that's it got a lot more pickle
ball another question I have is the actual cost of building can you tell me you mentioned that you're very familiar with the standards of building pickle ball can you tell me what it would cost no I cannot I would need to scope it
construction costs change yearly so what's the average construction cost would it be we're going to get a design that is going to be national standards get that design and then they will raise funds we'll get with a construction company to
get a u the scope of work an a bid amount to do that and then that will be their target to raise funds that would just be substantially a large dollar amount but I have not researched the six inches of concrete
that it would take to get a good foundation so will there be somebody to address those cler city are you the appr um being in the Parks we would be
the we would be the approving body of of the amenities in the Parks you don't have cityil no we we recommend our budget that's ated To Us by the city council okay and then you know in the master
plan too there are additional tennis courts in the master plan for uh Buffalo Hills Park as well so we're we're not saying we're giving up on tennis but that's that's all budget based I can't speak to that I can speak
to that so there are public courts across the conjoining cities right we don't we have five here in the city of Brainard and in the City of Baxter the the actual City of Baxter Park system they have some as well Forest VI Middle
School is a public is public property as well the S the sum of the the Forest View and and the other courts it total is over 10 School District that's public property restri
of have an agreement between the city and the and the school district to allow publ to be going through the same structured that we do with the seniors Now Greg is that possible I you guys are an
individual organization that can set up whatever agreements with the school district that you want Mr President as public playing we don't Mike and again we've got 20 to 30 people we can't play
single Court single Court don't work any more than it works for pickle Mike yes I I in speaking with Garrett the the coach at Brainard those uh Tennis Courts at the high school are open they are not locked they're not locked about schuling
them Mr Kellerman that sounds like that's an issue that you would probably have to take up with the school board not the brainer Park board so how do we end up being able to okay Mike can you speak that yes you could would just call her office Reserve those courts and they would be yours you
would get a permit for the time that you indicated otherwise they're open to the public but if you want a exclusive use you would reserve them okay thank you you're welcome thank you my name is Chuck
anded par anyway I think people focused on I love don't know found was a disaster there anyway I would sure like to see them bu
new cath if I may uh as a member of the public do you believe that the three courts that we have right now are of good quality uh the three courts we have right now are close to being res absolutely okay I just want to like if I may I just
this is the kind of conversation that we we kind of I think two months ago had looked for from the public right comment and things like that you know and I don't think there's any ill will certainly by any means I think it's just we've we've caught up you know what I mean we've caught up with the
communications finally got to the public and so like I said I appreciate you guys coming in really do and so it's just you know I understand the process a lot probably farther than you might have expected just finding out right but but I I mean and that's the the conversation about government right is that you know
we have moved relatively slow but the communication's gotten to the public a little slower than we certainly would prefer so um like I said I I appreciate your guys' comment um and it's just you know again yeah certainly
without and on a personal level I think there's um a lot of conversation not just as a board member but to find a way for us to make it work um for everyone because cu again an we only we only have anecdotal evidence of play right like it's just conversation with say hey I
saw somebody doing a thing right right certainly but like you know on a personal level finding a way to alleviate this when you know we we just didn't really know so um but I like I said appreciate your comment and and all
of your concerns so far those are used I think people get really focused I will secret Association at the same people get so focused they don't see the thank you
mle scho I also volunteer let me ask you question onclusion the memorandum of understanding is that we are entering into discussions for them to fund pickle
ball courts with the initial that it would be at there but as you guys have mentioned you know if you raise money and they want to build from the ground up we can address that later on we haven't approved any project plans
we've entered into a memorandum of understanding that they can raise money to resurface these courts as scho aw uh during the Spring of the year put on
CL I'm very familiar I would guess that a good I was here yep I was the engineer well I was assistant engineer at the time and that's I guess my biggest
concern with the resurfacing aspect of this is what are we going to run into underneath it and are they going to is it going to be a much larger project than what anyone had anticipated you know I think an 8qt complex in Walker that just got built for pickle ball was
in excess of 200 grand um and so that you know once we get into the process we might find things that we don't want to put a new Surface on and that's I guess was the impetus of my comments earlier about what kind of oversight are we
going to have on this is resurfacing actually a possibility and are we going to be in a situation like East skull Lake where a court gets resurfaced and it falls apart in two to three years and the contractor doesn't warranty it because the surface
was not adequate so it want seeing no other members of the public I will close the uh public forum at 5:17
p.m. moving on to staff reports the we we had a great um our skating party I don't know if I brought that up last time or not but our skating party was a huge success we had 160 individuals there and that
was just a huge and our sponsors that were there Kayla did an amazing job getting you know dunmers Naughty Pine and Cub Foods they just list went on and on so it really was a great job on staff and a lot of good games that were held
and it was really good we had a snowfall that day uh Parks crew came in they helped out get this the skating ranks cleared and and it just turned out to be a great day um we are also going to be um at our next meeting our special
session we'll have a list of our yearly activities and I know again it might be a little bit behind the power curve but again everyone here is relatively new but we have a very aggressive in my opinion a great plan we are not only
going to be Champion what we're what we did last year but Kayla's got some new program I mean going in there to some tournaments so I'm really excited about that so um other than that that's what we have any other questions any questions for staff on the
staff reports okay cool moving on to board member report uh I was in Buster today I think the the new pavilion's kind of nice I don't know I like the it's less of a weird gazebo and more of a nice concrete
slab for folks to sit on so or stand in it's not too shabby so uh obviously completely muddy and destroyed in there so the dog was covered but uh yeah it was it I I like it um compared to the old one so that'll do it for me um for
me I just want to acknowledge the public that was here and I appreciate you guys being involved and I hope you continue to stay involved and pay attention to what is happening with our uh amenities uh two things for me as the snow's
melting uh or seems to be the owner of one large dog who visits Gregory Park a lot who's decided not to pick up after them all winter and that's just continually disappointing that folks take that on themselves to just not care and keep up after their dog so not not
anything new uh but just a bummer um second the agenda item about the skating injury reminded me of a thought I had last year um during softball we had some severe weather come in and I think some of the players were surprised by it um
so just as softball winds up if we could look at some kind of severe weather warning so that um if Storms Come in we're able to notify folks on the fields um I remember thinking of that last year that like thankfully nobody got hurt even though there were some higher winds
uh so just as we get to that something to think about that's it for me well I can share some thoughts I I would just say about your comments about the dog remains uh we have ordinances within the city Brer that say you must
Pick Up After Your Dog uh I would uh strongly lean on the parkboard to take a strong stance against such things and ask for our uh ordinances to be upheld at the highest level of priority
the mayor is very anti- dog remains so we'll start with that uh secondary we will be meeting uh with councilman Johnson about budgeting here soon before our next meeting hopefully um so we'll try and take that stuff I can't remember the dates do you have the dates in front
of you we sorry yes thank you mayor we're going to be at our special session we'll be bringing forth our recommendations and then we can discuss them and then bring them forth to councilman Johnson after that and what special session our May
our March 11th the special meeting the special meeting okay the meeting that we're just going to be doing to refine our agreements anyways here here's my point good work I appreciate that being proactive in getting those things
started getting those conversations started I know it doesn't seem like it's you know uh or may seem like it's too early but it's not this is the time to do those conversations in to start those things and if we can get the council involved in those discussions early and
we can be at the same table it just helps alleviate issues in the end so I just want to thank you for that for setting those things up so one thing I was going to ask and I think we were kind of talking about it here was do we want to set up a parkboard workshop type of scenario
where we can maybe not in like a forum like this review priorities and things for next year but actually sit down and kind of dive deep into our Capital plan maintenance plan figure out where council's at as far as budget is
concerned and then start our planning process early so we have our priorities identified we have our updated costs and we can figure out what fits and what doesn't I think it'd be prudent of us to start right now um I think historically
we've started in July but I think we end up being a little short on time everyone's schedules get busy during the summer I think right now at least I can speak for myself I have a little extra time before spring and summer actually hit so
that's just my two cents is if we can get a an actual parkboard budget workshop on the books I think it would be prudent to have something like that well and I think the the concept behind this with with sitting down with the chair of the of PNF with personnel and
finance committee for the council is to start getting any indication from them as to what they think and again two years remember not next year what are our priorities for two years because we should already be looking that far ahead so um but no I I I don't disagree I
think the budgeting process for this board has greatly improved in the last handful of years and I think the more we can do those types of conversations and having those things ahead of time the less we'll be running up against it when we get to August
so anything else that um where are we at with the playground for Buffalo Hills I believe that is part of the scope also we're going to be moving that from that back corner moving it forward
and I'll include that in our scope um for our meeting cool okay seeing nothing else I would entertain a motion to adjourn so moved second I have a motion in a second any
discussion all those in favor say I right OPP same sign motion passes