Recreation Board

Approved: 040218 City of College Park Recreation Board Meeting College Park Community Center 5051 Pierce Avenue Monday, March 5, 2018 6:30 p.m. FINAL MINUTES Members Present Absent 1. Stuart Adams X 2. Sarah Araghi (Jazs) X 3. Janice Bernache-Crocker X 4. Alan Bradford X 5. Jane Hopkins X 6. Bettina McCloud X 7. Judith Oarr X 8. Barbara Pianowski X 9. Christina Toy X Also Present: City Staff: Robert Ryan, Public Services Director Sharon Fletcher, Executive Assistant – Public Services Department M-NCPPC: Eric Smith, Regional Manager Region 3 Northern Area Operations Shontell Wright, College Park Boys and Girls Club Tara Gray, Maryland Stingers Rugby I. Call to Order Mr. Bradford called the meeting to order at 6:35 p.m. II. Membership a. New Member- Janice Bernache-Crocker III. Review and Approval of Agenda  Ms. Fletcher noted an additional Field Use Request was added to Item X IV. Treasurers Report February 2018: Balance remains at $1,698.05 V. Review and Approval of February 5, 2018 Minutes Change prospective members to perspective members and correct the spelling of Ms. Oarr’s name throughout the minutes. Mr. Ryan stated that all Board and Committee appointments are on hiatus. A Council sub-committee was formed to review the Board and Committee appointment process, term lengths, purpose/description and composition of each committee to ensure that the committee is adding value to the purpose of the mission of the City. Santosh Chelliah may continue to attend the Recreation Board meetings as a guest until his appointment is approved. Mr. Chelliah had expressed interest via email in volunteering at the Bunny Brunch. Ms. Fletcher noted that current Board member Stuart Adams is absent due to being deployed with FEMA. Mrs. Pianowski indicated that Board member Judith Oarr was in the hospital. VI. Recreation Board Operations a. Chapter 15 b. Rules and Procedures c. Elections -Officers 15-4 Mr. Bradford reminded Board members that an annual election of officers was required. Mrs. Hopkins motioned to nominate Mr. Bradford as Chair of the Recreation Board. Mrs. Toy seconded the motion. All were in favor. The motion passed 5-0-0. Mrs. Pianowski motioned to nominate Mrs. Bernache-Crocker as Co-Chair of the Recreation Board. Mr. Bradford seconded the motion. All were in favor. The motion passed 5-0-0. d. Change in meeting start time The Board engaged in discussion about changing the start time of its meetings. City staff will send out a doodle survey to get the Board’s recommendation of what time they would like to start Recreation Board meetings. VII. Facility Use Applications Mrs. Bernache-Crocker asked about the Field Use calendar. Ms. Fletcher has access to the City’s internet calendar and has the capability to post approved field use. a. Al Huda School: Soccer Practice 03/08/2018-03/30/2018, 04/12/2018-05/11/2018, Thursdays and Fridays, 4:00-6:00 p.m. The Board discussed several points before making its decision:  • the time requested overlapped the period designated for open field use, open time starts at 5:00 p.m.; • a potential conflict with PG Pride Lacrosse Team’s Field Use request. PG Pride is not associated with the Boys and Girls Club and does not receive preference for field use; • There is some overlap with the use of the main field during the requested time, B field is open and available starting at 5:00 pm. • Mrs. Wright indicated that the use of B Field for this group would not conflict with already approved used by College Park Boys and Girls Club. Mrs. Pianowski motioned to approve the field use request for Al-Huda, with use restricted to B Field. Mr. Bradford seconded the motion. All were in favor. The motion passed 5-0-0. b. Maryland Stingers Spring Use: Tuesdays and Thursdays- 03/06 /2018-05/03 /2018, 7:30- 9:30 p.m. The Board considered these points before making its decision: • No conflict of field use on requested dates • The Maryland Stingers made an additional request to use storage inside the Concession Building. Ms. Fletcher will inquire about availability of storage inside the facility. The request for storage was postponed until the Recreation Board’s April meeting. c. Maryland Stingers Game: Saturday-03/10/2018, 9:00-11:00 a.m. Mrs. Toy motioned to approve the Maryland Stingers application for field use for March 10, 2018 and the additional request for use March 6, 2018-May 3, 2018 on Tuesdays and Thursdays 7:30- 9:30 p.m. Mrs. Pianowski seconded the motion. All were in favor. The motion passed 5-0-0. d. PG Pride Lacrosse Practice: Monday, Wednesday, and Friday-03/01/2018- 06/08/2018 5:00-9:00 p.m. Mrs. Toy motioned to approve the PG Pride Lacrosse application for field use on Mondays, Wednesdays, and Fridays from March 1, 2018 to June 8, 2018, 5:00-9:00 p.m. Mrs. Pianowski seconded the motioned. All were in favor. The motion passed 5- 0-0. Mrs. Wright asked if Duvall Field is open? Ms. Fletcher stated that according to Brenda Alexander, Assistant Director of the Department of Public Works the field is officially open. Ms. Fletcher will follow up to determine if the restrooms and concession have water. VIII. Events a. Bunny Brunch 03/24/2018, 9:00-11:00 a.m. Mrs. Toy will correspond through e-mail with Recreation Board members to provide updates. The Board discussed checks and balances, noted points included:  • Another Spring at Youth and Family Services - both events are held on the same date at approximately the same time; • Target numbers for food purchases and food preparation; • The number of volunteers from the Recreation Board, the use of other volunteers and College Park Community Center staff; Mr. Smith explained the M-NCPPC volunteer requirements and vetting processes. He noted that volunteer participation in one day special events did not require background checks, but volunteer participation in ongoing events require background checks. Recreation Board members and volunteers have minimal interaction with the children during the events. Mr. Smith will inquire further about background check requirements. • Ms. Fletcher asked for volunteers to serve as the Bunny. Mrs. Toy will forward the names of people who will fulfill the role of the bunny to Ms. Fletcher. • Order of the day o Arts and crafts- The Maryland Arts Exchange o Entertainment- Puppet show o Food o Bunny appearance • Mrs. Green will order items for gift bags, to be assembled by age group. b. Return of the Father’s Day Ice Cream Social The Board discussed event logistics and details, noted points included: • date, time, location and cart rental, Duvall Field and Dairy kiosk in the Student Union were possible locations • Renting carts, costs, and purchase bins of ice cream • Determining a point of contact for the Dairy, Ms. Fletcher will contact UM Dining Services to determine a point of contact and get pricing. The Board will revisit cost details and logistics after pricing information is provided. Potential games & activities: pickup games, soccer clinic, Cornhole, horseshoes, sack races, 3-legged races, egg and water balloon toss dunk tan k c. New Event: Trolley Trail Halloween Hay Ride- 10/27/18, 10/31/18 or 11/03/18. Discussion points included: • Use of Trolley Trail for the hay ride • Ms. Fletcher asked about renting trailers, small tractors, and wagons from M- NCPPC. Mr. Smith will inquire further about wagons and tractors rentals • Use of ATVs & Gator Tram cars for the hay ride • Hosting a haunted house • Changing the name of the event to Harvest Hay Ride to be inclusive of residents who do not celebrate Halloween IX. New business No new business Mrs. Toy motioned to amend agenda Item IX to correct the date of the next meeting from Monday, March 5, 2018 to Monday, April 2, 2018. Mrs. Hopkins seconded the motion. All were in favor. The motion passed 5-0-0. X. Adjourn Mrs. Toy made a motion to adjourn the meeting. Mrs. Hopkins seconded the motion. All were in favor. The motion passed 5-0-0. The meeting was adjourned at 7:39 p.m.