Recreation Commission

FREDERICKSBURG RECREATION COMMISSION Minutes of March 17, 2016 The March meeting of the Fredericksburg Recreation Commission was held on Thursday, March 17, 2016 at Maury Commons. The meeting was called to order at approximately 6:32 p.m. Commissioners Present: Mrs. Sharon Null, Mr. James Bailey, Dr. Timothy Duffy, Dr. George Foster, Dr. John Gordon, III, Mr. Brandon McVade, Dr. Marcus Tepaske. Commissioners Absent: Mr. Ken Kroko and Mrs. Susan Tyler. Also in attendance: Director Jane Shelhorse and Mrs. Patricia Sparks. I. Approval of Minutes: The minutes of February 18, 2016 were unanimously approved. II. Public Comment: None III. Communications from Staff: The Commissioners reviewed the following reports: Financial Report- February 2016 Sports/Parks Report – March 2016 Leisure/Special Events Report – March 2016 IV. Noteworthy Dates: The Commissioners reviewed upcoming programs and trips. V. Old Business: A. Riverfront Park – Director Shelhorse stated she had a phone meeting with the Division Manager of Athletics and Parks, Mike Ward, Supervisor of Park Maintenance, Aaron Simmons and the design team from Rhodeside and Harwell to discuss maintenance concerns at Riverfront Park. A tentative meeting has been scheduled for March 31, 2016 to meet with local art groups, park maintenance event staff and Public Works. Rhodeside and Harwell will send the Chairman of the Riverfront Task Force, George Solley an agenda for the meeting. B. Park Signs and Logo – Commissioner Tepaske reported that he met with the Supervisor of Marketing, Tiffany Capehart, Mike Ward and Commissioners Gordon and Tyler to discuss the timeline for developing the logo and park signs. The timeline presented is as follows:  Parks, Recreation and Public Facilities staff meet by March 17, 2016  Commissioners input by April 17, 2016  Public input by May 17, 2016 1   Discussion to continue at the retreat  Developing the logo July/August 2016  Completion of logo September 2016  Introduce new logo at Volunteer Banquet in November 2016  Introduce new logo to public in the December brochure  Work on park signs December 2016-March 2017  Celebrate the redesign at the Snowden Park Grand Opening April 2017. Commissioner Tepaske stated he would email the Commissioners requesting their thoughts and input on developing a logo and park signs. The Commissioners will then discuss their ideas at the April Commission meeting. Director Shelhorse stated $25,000.00 was requested for FY 2017; however, it was not included in the recommended budget. Commissioner Foster suggested contacting the local design firm in town that did the “Hello Kitty” design for their assistance in the development of a new logo and park signs. They are currently designing updated logos for Main Street. C. Radio Controlled planes, drones and rockets in parks – The Commissioners agreed to defer this item to the City Council. Take off agenda. E. Commission Retreat – Director Shelhorse stated The City Manager, Bev Cameron, has asked for more feedback from the Commission in developing a plan outlining a strategic plan for parks in the future. Director Shelhorse recommended using the 2010 Parks Report and moving forward from there. Director Shelhorse stated the plan should include development of new parks and prioritizing funding for repairs/upgrades of our existing parks. The vehicular/footbridge at Alum Spring Park is just one example of repairs needed to existing parks. Commissioner Gordon stated that Bill Freehling had contacted him in regards to the City building a new elementary school in Idlewild near the new proposed park. The Idlewild Community is moving forward with a proposed park plan. Director Shelhorse asked the Commissioners for their assistance in planning a retreat. The Commissioners agreed June 24th and 25th at the Sunshine Ball Park contingent upon approval from Parks, Recreation and Public Facilities staff. Director Shelhorse will notify staff and confirm the date by email to the Commissioners. F. Meet the Director Night – Meet the Director Night went very well. It was combined with the Coaches meeting and camp preview night. Take off agenda. 2 VI. New Business: A. Trees at Old Mill Park - Director Shelhorse informed the Commissioners that Mike Ward stated there is a plan to replace ten trees at Old Mill Park this spring; seven that had been eaten by a beaver and three trees as part of an Eagle Scout Project. B. Face the River – Director Shelhorse reported Face the River is a new group established from the Main Street Organization, looking to clean up the scenic view along the Rappahannock River, by doing some vine cutting, clearing underbrush and planting trees on various lots along Sophia Street. The Face the River Group has met with City staff and various stakeholders to ensure its goals are in line with the City’s park plan and other river regulations, as well as developing long-term maintenance plans. C. Equipment Rental Agreement Form/Package Information: The Commissioners received a handout in regards to Parks, Recreation and Public Facilities offering to rent out various types of entertainment packages to patrons renting our pavilions. Several packages such as a sports package would include footballs, volleyballs, dodge balls, wiffle ball and Frisbee. A playground package for younger children would include bubbles, hula-hoops, sidewalk chalk, game balls and jump ropes. Director Shelhorse stated that a renter may also request to have a staff person come out, and organize and run the games for an additional fee. D. Tennis Court Rental Fees - Director Shelhorse discussed Kenmore Park tennis court fees with the Commissioners. Currently we charge $5.00 per hour or $12.00 for 3 hours for leagues, tournament or an individual wanting to rent. The courts are used by the City schools, which we are happy to share with them. University of Mary Washington students practice there, as well as, tennis organizations (USTA) and residents. The Commissioners received a Tennis Court Rental Comparison handout on Spotsylvania Tennis Court fees. Spotsylvania County fees varied depending on no lights (1.5 hours $12.00 per hour), lights ($15.00 per hour) having a staff attendant, fees for tournament play and league play. The City’s fees are extremely low in comparison to Spotsylvania. The Director recommended increasing the court fees to $10.00 per hour per court. Currently, there are people renting a court for $5.00 per hour and giving tennis lessons. This fee is not for an individual that just wants to play and the courts are available. Signs are displayed at the courts if there is a reservation. A motion was made by Commissioner Gordon, seconded by Commissioner Foster and unanimously approved to immediately increase the Kenmore Tennis Court rental fees to $10.00 per hour/per court for City residents, and $15.00 per hour/per court for Non-City residents. 3 Commission Concerns and Topics: Commissioner Duffy stated he is excited about the retreat, moving forward developing, and updating our current parks and adding new parks. Commissioner McVade stated he is working with Parks and Recreation staff in developing a roller hockey league. Fredericksburg Youth Hockey League and received their 501C3 paperwork and will begin fund raising. Commissioner Tepaske stated he is excited to talk about the long-term strategy for the future of the parks to include building a new community center. Commissioner Gordon thanked Director Shelhorse and Jillian Franklin for their assistance with Midnight Madness. We have new guidelines to make sure things run smoothly this year and years forward. Commissioner Foster asked if the Commissioners could receive information throughout the month instead of once a month. Director Shelhorse made a note. Meeting Adjourned at 7:20 p.m. ______________________________________ Jane C. Shelhorse Date Director Next Regular Meeting April 21, 2016 6:30 p.m. at Maury Commons, Suite 111. 4