Parks & Recreation Advisory Board

Parks, Recreation & Leisure Services Advisory Board Meeting Tuesday, December 6, 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 Opening Business  Welcome, Introduction and Call to Order Attendees: Dr. June Javier, Dr. Norman C. Merrifield, Jennifer Parker, Steven Raudman, Michelle Griffin (joined at 6:50pm), David McCauley, CJ Gajun, and Angela King Mr. Raudman called the meeting to order at 6:30pm, welcomed the attendees, and advised that a quorum was not present and, as such, those in attendance would proceed with an informational meeting.  Approval of May 3, 2022 Minutes Voting on this item was deferred due to the absence of a quorum, however, those in attendance reviewed the minutes and did not note any changes. New Business Discussion of Meeting Time There was discussion regarding the Board’s 6:30pm and whether members would prefer to move the meeting time to earlier in the evening. Mr. McCauley asked those members in attendance whether 5:00pm to 6:00pm would be convenient. The response was positive. Mr. McCauley indicated that the Board would wait to take official action to change the meeting time when a quorum is present. Parks, Recreation & Leisure Services 22 Lincoln Street | Hampton, Virginia 23669 Board Updates Ms. King noted that staff would be sending Board members the updated version of the bylaws, which the Board voted to amend at the November meeting. Ms. King also noted that staff finalized amendments to the Parks Rules & Regulations as discussed, and approved for recommendation by the Board, at the November meeting with the exception of the suggested change to the amplified sound section. Ms. King indicated she is working with others in her office to develop language that is less vague and also to determine the proper placement for the language. Overview of Athletics Division Director McCauley referenced discussion at the end of the November meeting regarding scheduling for basketball practices and that CJ Gajun, Parks Administrator, was in attendance to provide the Board with an overview of the Athletics Division. Director McCauley also noted that the Department is in the process of finalizing some new hires for the Athletics Division. Mr. Gajun summarized the framework of the Athletics Division, including its goals, youth and adult programs, scheduling, interaction with private athletic organizations, field allocations and rentals, and volunteer screening. Discussion between staff and Board members included the structure of youth teams, the hierarchy of youth sports, staff duties with respect to field preparation, priorities for field allocation and rentals, and volunteer training. [Ms. Griffin joined the meeting at approximately 6:50 pm] Approval of November 1, 2022 Minutes Mr. Raudman noted that a quorum was now present and the members returned to consideration of the November minutes. Ms. Parker moved to approve the minutes as submitted. Dr. Merrifield seconded the motion and it passed unanimously. Discussion of Meeting Time The members then returned to discussion of the meeting time, the previous suggestion being that meetings begin at 5:00pm with the goal of lasting no more than one hour. Ms. Parker moved to change the regular meeting time to begin at 5:00pm. Ms. Griffin seconded the motion and it passed unanimously. Department Updates Director McCauley requested that Board members visit one community center and one neighborhood center before the January meeting and provide feedback on what they observe. For example, is the facility programmed, how are the fees structured, and how is the customer service. Director McCauley and Ms. King indicated staff would prepare a 2023 meeting calendar for the Board at its January meeting, noting that in line with recent bylaws amendments the January Parks, Recreation & Leisure Services 22 Lincoln Street | Hampton, Virginia 23669 meeting will be held on the second Tuesday due to the holiday on the first Monday. There was discussion of providing calendar invitations to board members, with the option to accept or decline as a means of tracking anticipated attendance. Open Discussion Ms. Griffin requested that the Board discuss subcommittees at an upcoming meeting. Dr. Javier expressed concern regarding the bathrooms at Gosnold’s Hope Park. There was discussion regarding vandalization and safety concerns, as well as alternative options. Adjourn: There being no further business, Ms. Parker made a motion to adjourn. Dr. Merrifield seconded he motion and it passed unanimously. The meeting adjourned at 7:42 p.m. Next Meeting: Tuesday, January 10, 2023 @ 5:00 p.m. 5th Floor City Hall, Canty Conference Room Parks, Recreation & Leisure Services 22 Lincoln Street | Hampton, Virginia 23669