Recreation Commission

FREDERICKSBURG RECREATION COMMISSION Minutes of June 16, 2016 The June meeting of the Fredericksburg Recreation Commission was held on Thursday, June 16, 2016 at Maury Commons. The meeting was called to order at approximately 6:30 p.m. Commissioners Present: Mrs. Susan Tyler, Mrs. Sharon Null, Dr. Timothy Duffy, Dr. John Gordon, III, Mr. Ken Kroko, Mr. Brandon McVade, and Dr. Marcus Tepaske. Absent: Mr. James Bailey and Dr. George Foster. Also in attendance: Director Jane Shelhorse and Mrs. Patricia Sparks. I. Approval of Minutes: The minutes of May 19, 2016 were unanimously approved. II. Public Comment: Assistant Director of Public Works, Mr. David King and Fredericksburg Tree Task Force Chairman, Mrs. Jeannette Cadwallender, gave a brief presentation to the Recreation Commission on the development of this task force by City Council. Due to opposition of the trees planted on the Washington Mall last November, City Council appointed a seven-member task force for reviewing citizen comments presented at the February 1, 2016 public forum. Based on these comments, the Task Force developed recommendations as to whether or not changes should be made to the current tree plan. City Council directed the task force to present its recommendations to the Recreation Commission and the Clean and Green Commission prior to presenting the final recommendation to City Council on July 12, 2016. Mrs. Jeannette Cadwallender reviewed the recommendations with the Recreation Commission as outlined in the Special Report and Recommendation by the Washington Avenue Mall Tree Task Force. As Chairman of the Fredericksburg Tree Task Force, Mrs. Cadwallender also presented the Recreation Commission with a (draft) Policy and Procedures plan for planting trees in Parks. Commissioner Null asked if this information can be put on the city’s web page and if a hardcopy be placed in the Dorothy Hart Community Center. Commissioner Duffy commended the task force on their excellent work. Knowledge, sharing information and communicating the tree planting process to the residents of Fredericksburg will alleviate ill feelings among the City residents. Fredericksburg Area Youth Foundation President, Mr. Ron Holmes, and board member Mr. Lynch, gave a brief presentation to the Recreation Commission requesting their support for building a third baseball field at the Sunshine Ball Park. The Foundation would like to have the Commission send a letter to City Council supporting the construction of a new baseball field. In the near future, Mr. Holmes and Mr. Lynch will make a formal presentation to City Council requesting support from the 1  City. Mr. Holmes stated the larger donors want to make sure the City is on board in building a third baseball field. The Commissioners agreed to have the Chairman send a letter on behalf of the Recreation Commission supporting the construction of a third baseball field at Sunshine Ball Park. A motion was made by Commissioner Tepaske, seconded by Commissioner McVade and unanimously approved to have the Recreation Commission Chairman draft a letter to the City Council supporting the Fredericksburg Area Youth Foundation for the construction of a third baseball field. III. Communications from Staff: The Commissioners reviewed the following reports: Financial Report – May 2016 Sports/Parks Report – June 2016 Leisure/Special Events Report: none submitted IV. Noteworthy Dates: The Commissioners reviewed upcoming programs and trips. V. Old Business: A. Riverfront Park – Next month Rhodeside and Harwell, the design firm will make a presentation to City Council. B. Park Signs and Logo – Parks Signs and logo are on hold until the new City Manager begins. In early June, Director Shelhorse submitted a purchase requisition for Higashi and Glaeser for logo design work, but it was rejected by the City Manager, Bev Cameron. Funding for the project was cut from the budget for FY2017. Director Shelhorse spoke to City Manager, Tim Baroody, and he is aware of the work that has been done by both staff and the Recreation Commission. The Commissioners do not want to wait five years in developing a City park logo. C. Commission Retreat – The retreat is scheduled for June 24 & 25th. D. Public Sculpture Project – Director Shelhorse spoke with Julie of the Arts Commission about the concerns expressed by the Recreation Commission at their last monthly meeting. There is a selection committee that will determine which art sculptures will be placed at various sites. The Arts Commission will meet June 24th to discuss placing sculptures throughout the City. Director Shelhorse and Commission members were invited to attend the June meeting. Commissioner Kroko and Null will attend the meeting. E. Memorials Committee - At the May 2016 Recreation Commission meeting the Commissioners asked Director Shelhorse to determine where we were on naming the pool at Dixon Park. Director Shelhorse contacted 2  Nancy Moore, Chairman of the Memorials Advisory Commission, in reference to the process for naming the City pool in honor of Doris Buffett. Nancy Moore had told Director Shelhorse that a letter needs to come from the Recreation Commission requesting the City pool be named in honor of Mrs. Doris Buffett, and the Memorials Commission will make a recommendation to City Council. The Commissioners discussed the actual name and it was determined to leave that up to Mrs. Buffett. A motion was made by Commissioner Kroko, seconded by Commissioner Gordon, and unanimously approved to write a letter on behalf of the Recreation Commission to the Memorials Commission requesting that the City pool be named in honor of Doris Buffett for her gracious donations. VI. New Business: A. Election of Officers – A motion was made by Commissioner Tepaske, seconded by Dr. Gordon nominating and electing Commissioner Null as Chairman and Commissioner McVade as Vice Chairman for the upcoming 2016-2017 year. Motion was passed unanimously. B. Policies and Procedures – Trees in Parks – The Commissioners reviewed a draft plan for planting new trees in the City parks, but want to be notified of trees being planted in City parks. As discussed last month, the Recreation Commissioners do not want to be the final “decision making board” on planting trees; the decision should made by the staff and the professionals. The Commission discussed which staff member should have the final approval and they agreed the Director of Parks, Recreation and Public Facilities should have the “final approval.” A motion was made by Commissioner Kroko, seconded by Commissioner Gordon and unanimously approved the Policies and Procedures for Tree planting in City parks with the exception of one change: Final approval of the tree planting plan will be made by the Director of Parks, Recreation and Public Facilities. VII. Commission Concerns and Topics: Commissioner Duffy stated that he was sorry to see George Foster leaving the Commission. His replacement, David Dorsey is an excellent replacement. Commissioner Duffy stated that the new City Manager will be starting soon and there may be a little transitioning time so please be patient. Commissioner Gordon asked if we could invite the new City Manager to meet the Recreation Commissioners. Director Shelhorse will ask when she meets with him. 3 Commissioner Null asked if the Food Truck goes to the Sunshine Ball Park. Commissioner Gordon answered that he thought the Food Truck was at Sunshine Ball Park, as well as Dixon Pool and other locations. This year there are two trucks, so more children will be served. Commissioner Null said she just thought it was a great program Commissioner Tyler stated there were very fewer spectators for the Soap Box Derby this year, and she hadn’t seen much advertising for the event. Next year we should try to advertise through The Free Lance- Star newspaper, and not do everything online. Meeting Adjourned at 8:04 p.m. ______________________________________ Jane C. Shelhorse Date Director Next Regular Meeting July 21, 2016 6:30 p.m. at Maury Commons, Suite 111. 4