Parks and Recreation Advisory Board

( The Parks Advisory Board met in regular session on Wednesday, November 10, 202 l at 6:00 p.m. in the City Hall Annex. MINUTES Board Members Present Kathy Boswell Mandy Edwards Kim Houston Amber Kunes Neil Mesler Board Member Absent Citv Staff Present Andy Tarkington , Parks and Recreation Superintendent Terrie Ortiz, Parks and Recreation Clerk ( Guest Present Carlos Gray Mary Gray Nichol Gray Daniel Gray Addie Gray Alexis Vigil Tristian Gray Carl Turner Jackie Harvey Laura Freeman Greg Freeman Heidi Ritthaler Regan Ritthaler AGENDA ITEM 1.0 Call to Order Kathy Boswell called the meeting to order. The meeting began at 6:04 p.m. Kathy and other board members welcomed the new board member Neil Mesler to the Parks Advisory Board. L. ( AGENDA ITEM 2.0 Approval of Minutes Kathy Boswell called for motion to approve the September minutes. Mandy Edwards made the motion. Amber Kunes seconded the motion . The minutes were approve by unanimous vote. AGENDA ITEM 3.0 Presentation of the 2021 T.A.A.F. Male and Female Athletes of the Year Awards Andy gave the board and guests some background on the awards for female and male Athletes of the Year. He told the board and the guest that the program was staried back in the 90 ' s and was not presented in the early 2000's. Since he has returned in 2019 he has brought it back to Parks and Recreation. Andy told the board that he has presented a female and male athlete for the last 2 years. He told the board and guest that due to COVID-19 last year that he presented a female and male athlete the avvards to the adult coed volleyball teams. Andy informed the board that the swim coach and the track coaches nominated their Athletes of the Year for 2021. Andy talked about the swim team ' s female athlete for the year. He told the board and guest that Regan Ritthaler came in 3rd place at the swim team regionals this year. He went on to tell the board that the swim coach and Mindy Robinson, the president of the swim team nominated Regan. 1\nd y presented the male Athlete of the Year to Tristian Gray for track. Tristian Gray was nominated by Jackie Harvey, the track coach. Andy told the board and guest that he will post pictures on the Parks and Recreation Facebook page. Kathy Boswell told the board that Jackie Harvey was in the T.A.A.F. Hall of Fame. Andy told informed everyone that the T.A.A.F. Hall of Fame is located in Waco, TX. ( AGENDA ITEM 4.0 Discuss Little League Utility Costs, Consider and possiblv Take Appropriate Action Andy told the board about the utility costs that the Little League occurs using the fields out at West City Park. Andy went on to summarize the total cost. He showed the board the costs of Little League to the city. Andy asked the board what their thoughts were. Kathy explained to the new board member, Neil Mesler that the board has been inquiring about the expenses that Little League acquires using the ball fields, as far as financial charges; electricity, water, etc. Kathy went on to tell Neil that this vvas a request from the board to see what the revenue is for the city from the Little League use of the fields. Andy told the board that there ar·e very few cities that would let a league association use facilities totally free of charge. Andy informed the board that if they would I ike him to, he would do a survey with other cities to see what their policies for field use are. Neil asked if we compare cities, what are we looking at. Which cities, Stephenville, because he knows budgets are drastically different due to tax income? Kathy explained to Neil that he may be aware or he will become aware that this is not a money maker. Andy told Neil that he will see in the financial reports that Terrie Ortiz prepares and sends to the board members each month, he will see they are always in the negative. Neil explained that he understood that. Andy told the board that he would look at the same size cities, or regional areas. Andy also told the board that he would look at whatever they need him to. Kim Houston explained to Andy that Neil was asking what cities have we looked at in the past; Weatherford, Granbury, Stephenville, etc. Kathy explained that he looked at these cities when it came to charges and revenue for the l.  swim team. Kathy also told Neil and the board that she felt that looking at the same cities or regions for league cost would be a great idea. Amber Kunes asked if the Little League was getting charged to use the fields as of now. The board was unanimous in telling her they do not. Kim explained that in the past the Little League Association would maintain the fields for the use of them. She told the board that they would bring in field dirt, put the chalk lines clown as well . Andy told the board that the Little League Association does maintain the infields. but we maintain the mowing of the grass plus we do maintenance on the fields. He told the board that Little League Association does chalk the lines and drags the infield. Andy explained to the board that there has never been a contract with Little League, but when he came to Park s and Recreation he established one with them . Andy told the board that in the contract Little League is responsible for picking up litter and they are to make a major improvement each year. And y went on to tell the board that Little League has built some batting cages and put shelters over the bleachers. Neil asked who did the lighting a few years ago. Andy informed him it was insurance that replaced the one pole from a storm that damaged it. Andy went on to tell the board that he put in the city budget this year to get new lights and it was rejected by City Council. Andy told the board that improve all the lights it was going to cost $575 ,000 at West City Park. Andy told the board that because of the lighting, Little League cannot host any tournaments. Kim and Neil both said the electrical use of new lights would cost less than what it does to tum on the old one. Andy told the board that one of the reasons we began looking at the lights at the parks was one of the fixtures fell off the pole during the middle of the day. Andy explain to the board that we did contract Richard Signs and they went up and tightened all the lights, so hopefully no more will c fall. Andy told the board that he did call a lighting expert in from Musco Lighting. Musco Lighting told Andy they would do a lighting test, but they estimated that as old as the lights are, they felt the foot candles ·were between 1-5 foot candles. Andy told the board that Musco recommended for recreational play the foot candles should be about 20 foot candles. Kathy suggested with new light fixtures we may not need as many poles as we have now. Kim asked if there was a way to find out from surrounding towns when they host ballgames in their fields, what kind of revenue they bring in. The board agreed that looking into the economic impact from tournaments at the softball and baseball fields, which might help in getting new lights for the fields . Kim commented may be not this year but for the future. Amber told the board that when she was employed with Parks and Recreation in Ft. W01th if anyone used their fields they had to pay per hour or per day. Amber went on to tell the board they charged everyone that wanted to use the fields ; softball, adult softball , soccer, etc. Kathy commented that '"if\ve are going to try and improve what we have we have a lot of improving." Neil told the board that we want to take care of those teams and provide a facility for them to practice but in the long run eventually to end the bleeding we are going to have to start charging them for the use of the fields. Amber told the board what she pays for her children to play ball, and she also told the board that she thought some of the money was going toward the city to help maintain the fields . Mandy Edwards told the board that Little League Association will only bring in the dirt. Kim told the board that Little League also purchases their own food for the concession stand. but they do make revenue off the concessions. l  Mandy asked if the Little League submits anything to Parks and Recreation. And y told the boa rd (~ that per their contract they are supposed to submit their financial statements. Andy informed the board that he asks for a schedule of play time. mainly to have for maintenance purposes. And y told the board that he does not get the Little League' s schedule until they are almost through the season. Andy asked the board what they would like to see and he will do his best to provide it to the board. Neil told Andy that he would like to see the contract for the Little League. Mand y asked to see the financial report if possible. Andy ask the board if they would like for him to get statements from other cities on what they charge for field fee rentals . Andy also told the board that it may be all over the place; some cities charge by per player. some by per team. Kathy asked Andy what he would suggest. And y told the board that charging by the game seemed fair. He told the board that charging by player. they would want to play 28 games. Kathy asked if there were cities that charge by the game. Andy told the board that he would provide whatever method most cities use. Kath y asked about charging for practices as well. Kim suggested that some teams will practice where they can find a back stop at. Neil asked if the lights for the fields are locked up. Andy explained to the board that Little League has total access to the lights, and Parks and Recreation Depaitment does not have access to the lights at all. Amber asked if they reserve the fields or just go play at any time. And y explained to the board that the Little League Association has the fields once they sign the contract. He told the board that Little League has total access from March to June. Andy also told the board that Little League has the keys to the equipment room, and to all the lights. We do not have access to any of those keys. Andy told the board that one advantage to a newer lighting ( systems is you can set the lights electronically through a computer, plus it shows the use of lights. Mandy asked when could we get Musco to come out, and could we possibly get a cost of per field on the lights. Mandy went on to tell the board that if we could get one field done at time for better lighting. She also told the board that some fields are use more than others. Mandy also suggested that maybe we could get a break down because we all know the fields lights are on bo1rnwed time. Andy told the board that the President, Rick Mon-is, came to him asking about the Iighting, and that is why he put it in the budget for this year. Andy told the board he thinks if City Council can see the potential liability, the council may go for getting lights. Kim suggested the liability as far as what they are spending on electricity and the loss of revenue to be able to have tournaments. Neil feels that being able to turn the lights on and off at any time needs to be under control. Kim asked where the liability is if someone gets hurt due to poor lighting. Andy told the board that Little League does provide insurance. a $500.000 policy and it is pait of their contract to have it. AGENDA ITEM 5.0 Hear Information on Landscape Structures Trip and Plan of Action for Southeast Park Playground Equipment in the Fiscal Year 2021-2022 Budget Andy talked to the board about his trip to Minnesota with the Mayor, Regan Johnson and Carlos Maldonado, a city council member. They visited the playground, landscape structure part of Whirl ix. Andy told the board that Whirlix is the design part and Landscape structures is the manufacture, they work together to make playgrounds. Andy reminded the board about David ( __  Rushing giving a presentation to them and giving one to the City Council on what he wo uld like ( to do at Southeast Park. Andy went onto tell the board that for right now we will be adding a piece of playground equipment to Southeast Park. The Mayor. Regan Johnson, has also approved to add more shade structures to the plan. Andy went on to tell the board that \Ve will also be leveling the soccer field and adding new soccer goals. Andy let the board knovv that the mayor has found some additional funds for the Southeast Park project. Andy informed the board that the Southeast Project has went from $177,000 to a quarter of a million with the additions that the Mayor is adding. Andy told the board that we will be getting ready to take out the old playground structure and some of the sidewalk in January of 2022. He also told the board that he was told to attend the next council meeting, they are supposed to sign the contract with Whirl ix. He explained to the board that we will be purchasing the playground equipment on a bu y board. Andy told the board that due to the countries supply and demand at this time it is go ing to be about an eight week turn around. He told the board that this will also give us time to remove the existing playground equipment, and remove some of the sidewalk. Kathy asked if we were going to have to do a lot of ground work. She explained to the board and Andy that the current playgro und equipment is basicall y sitting in a hol e. She also told the board that the soccer field is not level as well. And y told the board that yes it needs to all be addressed. He ex plained to the board that he was told they cannot higher grade than 2% so we are going to get all the ground leve l. Andy let the board know that Public Works has agreed to help with all of the grounds. He told the board they have the heavy equipment to get the job done. Kathy asked Andy what are we going to use to seed the soccer field , do we have a plan fo r ( that. Kim suggested Bermuda grass, it would likely hold up better. Andy agreed wi th Kim. Mand y asked if we were adding eight tables at Southeast Park, Andy told her yes that is the plan. Kirn asked if we were going to try and get some donors to help play for some the work going into Southeast Park. Andy explained that the funds were coming out of our fund balance. And y told the board that once the old playground equipment is taken out, Whirlix is going to provi de a rendering of the project. He went on to tell the board that it will be more colorful. and exactly what the project is going to be. Andy explained to the board that we were going to put up a design board so the public can see what is going to happen at Southeast Park. Kathy asked to make sure that Southeast Park is not going to be all-inclusive. Andy told her that there will be some inclusi ve parts of the park but it will he in the next phase of the project. Plus we are adding West City Park to that phase and we are putting the all-inclusive playground equipment at West City Park. Andy told the board that he had asked to put a splash pad at Southeast Park, but the Mayor Regan Johnson does not want it there. The board asked Andy where she would like to put the splash pad. Andy informed the board that she has two different ideas, but at this time he does not know if she has talked to council. He went on to tell the board that one area the Mayor is looking at is by the library. and the second area is at Zappe Park in the downtown area. Andy told the board that the mayor will presenting the idea to the City Council at a later date. He told the board that when it becomes official he will present it to the board.  Andy told the board that the city is using Sanford Lahue to help with the Master Plan to the (- Southeast Park layout. Kim asked if we have started on the Parks and Open Space Plan. Andy told the board we will be going out for A.F.Q. ' s around the first of the year. Kathy asked when we will have the new or start with the new equipment for Southeast Park. Andy told her that we will start with the ground work in late December and the new piece of equipment will hopefully be installed by the first of spring. AGENDA ITEM 6.0 Hear Presentation of the Parks, Recreation and Fossil Park Reports Andy read the parks. recreation and fossil Park report to the board. He told the board what the parks crew have been doing at the parks and the downtown areas. He told the board what the recreation side has been doing as well. Andy told the board that Lee Morehead, the Parks and Recreation Coordinator has decided to leave Mineral Wells look for just an aquatics position. He went on to tell the board that we are now in the process of looking for a new coordinator. Manel y asked if we have had any applicants. Andy informed the board that we have some but none or them have any aquatics experience. AGENDA ITEM 7.0 Hear Parks and Recreation Board Ideas for Future Agenda Items The board would like to put on the agenda for the next meeting the contract and the financials for the Little League Association. Kathy would like to discuss the deteriorating pool filters. ( AGENDA ITEM 8.0 Adjournment Kathy asked for a motion to adjourn. Mandy made the motion. Amber second the motion. The parks board unanimously agreed to adjourn the meeting at 7:06 p.m.