Parks & Recreation Advisory Board

Parks, Recreation & Leisure Services Advisory Board Meeting Tuesday, November 1, 2022 | 6:30 p.m. | 5th floor City Hall, Canty Conference Room Members: Jennifer Colton Shawn O’Keefe Katherine G. Dermanis Jennifer R. Parker Michelle Griffin, Vice Chair Steven L. Raudman, Chair Dr. June Javier [ One Vacancy] Dr. Norman C. Merrifield Notes Opening Business  Welcome, Introduction and Call to Order Attendees: Kathy Dermanis, Dr. June Javier, Dr. Norman C. Merrifield, Shawn O’Keefe, Jennifer Parker, Steven Raudman, Michelle Griffin (joined at 6:41pm), David McCauley, and Angela King Mr. O’Keefe called the meeting to order at 6:30pm, welcomed the attendees, and advised a quorum was present.  Approval of May 3, 2022 Minutes Ms. Parker made a motion to approve the minutes with the necessary corrections to spell Ms. Dermanis’s name correctly throughout the document. Mr. Raudman seconded the motion and it passed unanimously. New Business Board Member Updates Ms. King shared that board appointments were done at the October 12 Council Meeting. Mr. Raudman, Dr. Merrifield, and Ms. Colton were reappointed for their second term and Dr. Javier was appointed as a new board member. It was stated that Ms. Ottey recently resigned, which leaves one vacancy in the board membership. Parks, Recreation & Leisure Services 22 Lincoln Street | Hampton, Virginia 23669 Officer Elections Ms. King shared that there are three officer positions with the board – Chair, Vice Chair, and Secretary/Treasurer as combined. The Secretary/Treasurer position is currently held by Director Dave McCauley of Parks, Recreation, and Leisure Services. An election is not needed for the position of Secretary/Treasurer. Ms. King opened up the floor for nominations for chair. Ms. Parker moved that Mr. Raudman be elected chair and the motion passed unanimously. The floor was opened for nomination for vice chair. Mr. O’Keefe moved that Ms. Griffin be nominated as vice chair and the motion passed unanimously. Bylaws Feedback and Discussion Ms. Griffin joined the meeting at approximately 6:41pm. There was discussion about the bylaws, including some immediate changes that are recommended as well as a longer term comprehensive review of the bylaws and City Council resolution. Ms. King summarized previous comments that the board members had provided regarding the bylaws and outlined the suggested amendments at this time:  Article 1, add reference to the “Department” and use that abbreviation through the document, and clarify that programs should be acknowledged as department programs.  Article 2, remove “consecutive unexcused” from absences and add “in a calendar year”.  Article 3 (subsection F), clarify that members are expected to attend all “board” meetings.  Article 4, removing the Secretary/Treasurer and adding language to the Director’s relationship regarding providing staff liaison support.  Article 5, changing the regular meeting date from “Wednesday” to “Tuesday” and including language that if the first Tuesday is after a Monday holiday that the meeting will be held on the second Tuesday for that month and changing the quorum to five members or a majority of existing members in the event of any vacancies.  Article 6, changing language so that amendments require a majority vote and proposed amendments must be received by the members at least two weeks, or 14 days, prior to the vote. Ms. Dermanis moved to approve the amendments to the bylaws. Ms. Parker seconded the motion and it passed unanimously. Review Department Rules & Regulations Ms. King summarized changes staff have been discussing to the department rules and regulations: Parks, Recreation & Leisure Services 22 Lincoln Street | Hampton, Virginia 23669  Section 2, add reference to existing shelter rental process.  Section 3 (subsection C), change “Outlook Beach” to “Fort Monroe Beach”.  Section 3 (subsection E&F), remove and will reference overnight docking later in the document.  Section 8, expand on amplified sounds limits.  Section 10 (subsection K), change terminology from watercraft to paddlecraft.  Section 10 (subsection P), clarify no overnight docking at City owned or leased piers and docks unless a sign is posted otherwise.  Section 11 (subsection I&J), specify what is allowed and not allowed on the bicycle path at Buckroe Beach.  Section 12 (subsection B); Section 15 (previous subsection B, new subsection C), modify the language to reflect information online about the special events process.  Section 15, add reference to existing field and facility reservation process.  Section 17 (subsection B), clarify on the reference to the special events process of large gatherings.  Section 18, clarify that the metal detector provisions are for parks, beaches, and athletic fields not all City property and change Outlook Beach reference to Fort Monroe Beach.  Section 21, add reference to no longer posting temporary signs and that any signed posted must be in compliance with the City’s sign ordinance.  Section 22, changed approval of parks manager to written permission of the Director or his designee. Mr. O’Keefe moved to recommend that the Director adopt these changes. Ms. Parker seconded the motion and it passed unanimously. Department Updates Director McCauley shared that the Holiday Wonderwalk will be December 19 to December 25. Next year, the department is looking into adding the parade along with the Holiday Wonderwalk. Also, the International Children Festival and the Hampton Heritage Festival will be a combined event held on April 15, 2023 at Mill Point Park from 10am to 5pm. Open Discussion Ms. Dermanis shared that the first Halloween event was held at Buckroe Beach for the neighborhood kids. Dr. Merrifield made a statement that law enforcement has done an excellent job at Buckroe Beach for the past seven (7) to eight (8) months. Ms. Parker had a question about the Parks & Recreation department regarding the athletics division. There has been lots of feedback from athletic organizations and it was brought to attention that schools are starting to charge athletic organizations for practice usage. Suggestions were made that the athletics division should be reorganized and working with the public schools. Parks, Recreation & Leisure Services 22 Lincoln Street | Hampton, Virginia 23669 Adjourn: A motion was made to adjourn the meeting at 8:06 p.m. Next Meeting: Tuesday, December 6, 2022 @ 6:30 p.m. 5th Floor City Hall, Canty Conference Room Parks, Recreation & Leisure Services 22 Lincoln Street | Hampton, Virginia 23669