Recreation Commission

FREDERICKSBURG RECREATION COMMISSION Minutes of July 20, 2017 The July meeting of the Fredericksburg Recreation Commission was held on Thursday, July 20, 2017 at the Dorothy Hart Community Center. The meeting was called to order at 6:30 p.m. Commissioners Present: Mr. Brandon McVade, Mr. David Dorsey, Mrs. Susan Tyler, Dr. Tim Duffy, Ms. Sue Sargeant Absent: Dr. Marcus Tepaske, Mrs. Sharon Null, Mr. James Bailey Also in attendance: Director Jane Shelhorse, Mrs. Patricia Sparks, Mrs. Janice Lasker, Mr. John Russ, Mrs. Wendy Stone Vice Chairman David Dorsey had everyone introduce themselves since we had new commissioner, Sue Sargeant in attendance along with John Russ, who will be replacing Dr. John Gordon, III on the Commission. I . Approval of Minutes: The minutes of June 15, 2017 were unanimously approved. I I . Public Comment: None I I I . Introduction of Department Staff: Director Shelhorse introduced Wendy Stone, Division Manager for Finance and Leisure Services. Wendy has been with the Department for 29 years. She feels that our Department is comprised of passionate, bright people who the City is fortunate to have in its employ. Wendy provides the financial reports for the Commission to review each month. IV. Communications from the Director: The Commissioners reviewed the following reports: Financial Report – June 2017 – Director Shelhorse reported that we will explain the department breakdowns and expenses at our next meeting so that the commissioners understand what is included in Supervision, Aquatics, etc. Leisure – The pool has been very busy; Special pool events are popular--almost 500 people attended the dive-in movie event. Special Events – Fall brochure comes out August 23. We have a new link on our website to facilitate the planning of special events. Sports/Parks Report – June 2017 –The Department has been very busy with camps. Graffiti cleanup in the parks is continuing every couple of weeks. Updated Commission Contact List –Director Shelhorse welcomed Sue Sergeant to the Commission. The Commissioners discussed the possibility of having someone else represent the Mayfield district since Mr. Bailey is unable to attend the majority of 1  the meetings. Since the Commission is trying to become more proactive, it would be beneficial to have consistent feedback from someone representing that area of the city. Commissioner Duffy will talk to Commissioner Bailey to see if he may be able to suggest someone who can represent the area in his place and to see if Mr. Bailey would accept a position as an honorary member of the commission. I V . Noteworthy Dates: Director Shelhorse reviewed upcoming events. There will be no Commission meeting in August. VI. Old Business: A. Hurkamp Park & Memorial Park – The contract for the restrooms at Hurkamp Park has been sent to Smith-Midland. We are pricing the tennis court resurfacing to make them compatible for pickle ball. The goal is to have the resurfacing complete in August or September. Any savings on the resurfacing project would be put toward the second bathroom project. B. Rental Fees – Director Shelhorse shared the proposed new rental rates for the Dorothy Hart Community Center, along with a list of the groups that currently receive full or half fee waivers when renting the DHCC. She reviewed the new rate structure and asked the commissioners for their thoughts on who should qualify for a fee waiver when renting. The Commissioners agreed that everyone should pay the rental rates during normal business hours with the exception of the Fredericksburg Seniors and the Woman’s Club. All groups should pay the fees when renting the DHCC after normal business hours. With the Director’s approval, there may be other community groups that use the building and receive a waiver based on a bartering system. For example: the Coast Guard may be training our people on boating safety, so we would not charge them for the use of the room for training. Director Shelhorse will present the Commission’s recommendations to the City Manager for approval. New rates would take effect January 1, 2018. C. Snowden Park – VDOT and Corman are still working on the park. They removed the grass, graded, and removed more rocks. Their plan is to put down sod, although the timing and dirt quality is far from ideal for that to take root. The playground is still not safe; we are waiting on new parts to meet the safety standards. We are still waiting on work to fix the basketball court. Due to the poor soil and lack of drainage, the trees are drowning. Commissioner Dorsey suggested planting rye grass for a few years so that the top 15 to 20 inches of soil will break down and be proper for planting at that time. Anything that is planted now will not survive due to the poor quality dirt in the entire park.\ 2  D. Foundation for Parks –Nothing new to report towards establishing a foundation. E.Strategic Plan for Parks and Recreation- Director Shelhorse is going to send the Commissioners a link to a study Stafford County just had done. They brought in a consultant to review and evaluate the parks, and propose and project what needs to happen to maintain their parks. Director Shelhorse will call the company who did the proposal to get a cost estimate for their work so that we could budget for a similar outside evaluation. She suggested we look at things that tie in with tourism and areas such as the trails and Hurkamp Park that get used frequently, rather than on pocket parks and smaller projects that do not benefit as many people. Commissioner Dorsey asked about the possibility of partnering with the residents of Idlewild to provide an educational program that will assist them in completing some of the goals for their neighborhood on their own. Commissioner McVade stated that Idlewild is working with the Fredericksburg Trails Alliance to learn how to maintain their trails. One of the three trails from the VCR trail into Idlewild will be paved in the near future. VII. New Business: none VIII. Director/Commission Concerns and Topics: Director Shelhorse shared that we are working with Friends of the Rappahannock (FOR) to spruce up the rain garden at Maury Park. FOR will add interactive placards that identify the plants. . Commissioner Tyler stated that Commissioner Null wanted it known that her grandson has attended two camps this summer, Hogwarts and Kids R Cooking, and has been absolutely thrilled with the instructors and the camps. Commissioner Duffy stated that the camps at Walker Grant and the Midnight Madness program have been well attended and seem to be successful. He has been busy with meetings on the parking plan. Commissioner Sargeant asked what the department’s connection was to the Bluemont concerts. She said that during the concert she attended, the group gave a shout out to Fredericksburg Parks and Recreation. 3 Commissioner Dorsey has been visiting our parks and trails to become better acquainted with them. He extended an offer to everyone to accompany him as he continues his visits. Commissioner McVade has spent time looking at the parks and the land that the City owns. He brought up the land in Stafford near the old landfill. He mentioned the possibility of partnering with Stafford to develop a sports complex. Stafford has more resources than the City but does not have the land or the parking to develop anything sizeable. Since we have the land, possibly a joint venture could mutually benefit both of us. Or, if we don’t want to do a joint venture, could we look into selling the land and using the money toward something else to benefit the Department. Director Shelhorse stated that the City Manager is working on taking an inventory of all the land the City owns and seeing if there is anything that can be done with parcels not being used. Meeting adjourned at 7:50 p.m. ______________________________________ Jane C. Shelhorse Date Director Next Regular Meeting September 21, 2017 at 6:30pm at the Dorothy Hart Community Center 4