Recreation Advisory Commission

TOWN OF MOUNT PLEASANT, SOUTH CAROLINA RECREATION ADVISORY COMMISSION Thursday, January 26, 2023 1:00pm Council Chambers 100 Ann Edwards Lane Mount Pleasant, SC 29464 Minutes Present: Perry Rourk (Chair), Greer Hanlon, April Gift, Michelle Cormack, Ken Ayoub, John Dodds, Keely Enright, Frederick Rodewoldt, Renken Carlin Absent: Tripp Cuttino, Lynn Moore, Kevin Kollegger, Staff Present: Steve Gergick, James Ward, Jimmy Millar I. Call to Order Mr. Rourk called the meeting to order at 1:00pm Mr. Ayoub shared some words on Ms. Thomasena Stokes Marshall. II. Introduction of newly appointed Commission member Mr. Rourk introduced newly appointment commission member, Ms. Lynn Moore, who was not present. III. Approval of November 22, 2022 and December 7, 2022 Minutes Mr. Hanlon motioned to approve the November 22, 2022 and December 7, 2022 minutes and second by Mr. Dodds. Passed unanimously. IV. Public Comment Mr. Daniel Brownstein of 1391 Downsberry Drive commended the department for the well run programs that his daughter  participated in. Mr. Brownstein mentioned the proposed subcommittee item on the agenda and the rental of the fields. V. Discussion and possible action regarding creation of a subcommittee to address facilities scheduling transparency and facility rental allocation criteria Mr. Rourk introduced the concept of creating a small subcommittee to meet with the department to see how facility scheduling is currently being done and how to improve the process. Mr. Hanlon said he has rented fields in the past and doesn’t want to make the process more difficult for the department. Mr. Hanlon mentioned a software program that can create a more streamlined process. Mr. Ayoub asked Mr. Gergick how many facilities are rented daily. Mr. Gergick says all the rectangular fields are rented regularly. Mr. Ayoub and Mr. Gergick discussed the rapid change of the scheduling and discussed limits of the rental space. Mr. Gergick said the Recreation Department tries to facilitate all renters but there needs to be some sort of system to help the public understand the processes and reasons of when a field is being used verses when it is not being used. Mr. Ayoub wanted the Commission to understand that it will be a challenge to keep the public informed. Mr. Dodds asked to be educated on the priority on which fields are used and rented. Mr. Dodds asked the difference between a resident priority and non-resident priority. Mr. Gergick said there are long term groups, event groups, and organizations that keep growing in their need for space. Mr. Gergick said that the department tries to accommodate what they are able to, however, field priority goes to the town for the programs offered through the Recreation Department. Mr. Gergick said they prioritize groups that have a higher percentage of Mount Pleasant residents.  Mr. Dodds asked about how the rental income covers the cost of the fields. Mr. Gergick said the fees do not cover the expenses currently. Ms. Enright asked if there is anything on the website that says who is using the facilities. Mr. Gergick said there is not. Ms. Enright mentions just listing the number of groups outside of the Recreation Department that are using the facilities. Ms. Gift asked Mr. Gergick if there is a master calendar. Mr. Gergick said there is not a master calendar except one in the works for tennis. Mr. Millar said the rectangular fields are the ones requested the most and there is a calendar on a personal computer that would be too confusing to publish. Ms. Gift asked if there was an online service for the tennis courts to be scheduled. Mr. Millar and Mr. Gergick said that is in the works. Mr. Ayoub asked if there is a minimum standard used to determine field rental. Mr. Gergick said for the Recreation Department, fields are set aside specifically for rental and the rest are used by the department. Mr. Rourk talked about the allocation of the new fields and proposed the question on how to make the determination on who gets to use those facilities and how is it addressed when multiple organizations ask for usage. Mr. Rourk asks for show of hands on who would be interested in a subcommittee. Six Commissioners raised their hands. Mr. Rourk asked Mr. Gergick what would be reasonable. Mr. Gergick said he is open to how the discussion can go. Mr. Rourk takes rollcall on who will be on the Sub-Committee: Mr. Hanlon, Ms. Gift, Mr. Ayoub, Mr. Cuttino, Mr. Rourk Mr. Ayoub asked the legal department on how the Subcommittee will operate. Mr. Gergick said decisions would not be made in subcommittee so it should be open discussion. Mr. Ward  said no minutes or publications need to be taken as long as there is no quorum. Mr. Rourke asks the commission for a motion to create a subcommittee to meet with Recreation Department staff to go over facility rentals. Mr. Dodds motions and Mr. Hanlon seconds. The motion passed unanimously. VI. Discussion and possible action regarding a permitting program for users conducting for profit training at recreation facilities Mr. Hanlon said rather than removing people from the fields for using them for profit, there should be a way to control the usage through scheduling. Mr. Rourk asked Mr. Millar and Mr. Gergick to clarify how issuing permits would assist Recreation Administration for scheduling purposes. Mr. Gergick said residents can use the fields at any time. If its obvious that a for-profit group is using the field without permission, they are approached and given the proper channels to schedule and promote their program. Mr. Gergick reviewed the process for reserving a field or facility and the issues currently faced with space. Mr. Millar expressed concern for some of the instructors that have worked with the town for years. Mr. Rourk expressed the scheduling issue would be mostly for open use time. Mr. Gergick mentioned that there are tennis pros that want to use the facilities but are currently not allowed to since the town has tennis pros available. Mr. Millar said the current pros even run into time constraints on their ability to use the space. Mr. Gergick mentioned there is a town ordinance that town facilities are not to be used by for-profit companies.  Ms. Gift clarified with Mr. Gergick that an individual could not come onto the court, currently, and teach tennis. Ms. Gift asked if there was an option to use the facilities, would contractors have to have liability insurance and a background check and asked for clarification on who would cover the costs of those. Mr. Gergick said contractors would have to cover the cost of liability insurance and background checks. Mr. Gergick clarified that the financial split is for the Recreation Department programs. Mr. Gergick said if it was a permitted coach there would be a fee for the permit. The split would not pertain to permits. Ms. Gift asked if the town currently requires renters to have a background check and liability. Mr. Gergick said yes. Mr. Dodds said there will need to be very strict criteria for permits. Mr. Ayoub asked about having a set number of permits. Mr. Dodds said no discrimination on issuance of permits. Mr. Hanlon said the reason the discussion has occurred is because there are not a lot of spaces for lessons to occur in town, currently. Mr. Hanlon suggested a softer scheduling system allowing users to pay for specific times. Mr. Gergick said it would be complex. Mr. Hanlon said schedules are difficult and need to be flexible. Mr. Ayoub said there were four separate training sessions at Park West football field for training. Mr. Ayoub inquired how to enforce regulation of this type of scheduling program. Mr. Gergick said it would be very difficult to create a staffing plan to regulate usage. Mr. Rourk asked if this scheduling system could be advertised as open space with an attendant. Mr. Gergick said there are some areas that require a staff member to open them. Mr. Gergick said the other areas already offer 100% public access, but it is difficult to get enough staffing to cover all areas. Mr. Rourk asked if there was a lot of training at open gym times. Mr. Gergick said the open gym times are staffed so it can be regulated. Mr. Ayoub expressed his concern that town instructors do not get cheated by a permit system. Mr. Ayoub asked Mr. Gergick if the recreation department had the staffing available. Mr. Gergick said there is potential to create a model that could work. Mr. Rourk reiterated that implementation would be hard to police and would often conflict with Recreation Programs. Mr. Gergick said there has not been a problem with asking someone to leave the field for a scheduled practice or program. Mr. Gergick said unauthorized users are approached and given the protocol for using space. Mr. Rourk asked if there has been the same issue for the pool facilities. Mr. Gergick said the pools are fully staffed so there is not an issue. Ms. McCormack said there is not an opportunity for competitive coaching in swim. Mr. Rourk asked if there was open swim. Mr. Gergick said there is open swim currently but instructors are not allowed in during open swim. Mr. Gergick said if someone wanted to offer competitive swim, they could register through the town to offer a program. Mr. Rourk clarified if only residents can reserve space. Mr. Gergick said anyone can sign up for the programs and there are resident and non-resident rates. Ms. Gift said the system works. Mr. Rourk asked if permitting would be a viable program. Mr. Rourk asked if the staff and commission members could look into other municipalities programs. Mr. Gergick said there is still the town ordinance that applies. VII. Discussion and possible action on how accommodations will be made for users of the Park West pool during renovation shutdown Ms. Cormack wanted information about when the pool will be shut down. Mr. Gergick said the timeline has not been established however it could be as early as April. Mr. Gergick said the design is completed, the permitting process happens now through February, then it goes out for bid. Mr. Gergick said there may be potential to move the closure to August once camps are complete. Ms. Cormack expressed concern that there is no slow time for swim seasons. Ms. Cormack asked if the pool would be completely shut down. Mr. Gergick said it will be completely shut down during renovations. Ms. Davis said there is nine months is forecasted amount of time down. Ms. Cormack asked with Danny Jones being shut down, what accommodations are in discussions with the Jones facilities. Mr. Gergick said use facilities the best as able. Ms. Davis said staff is working on pool closures schedules for presentation for approval. Ms. Cormack asked if there is a possibility that teams that currently rent are made aware of the scheduling changes before go out to public. Mr. Gergick said the construction timeline will be needed to finalize the rescheduling of programs and rentals. Ms. Cormack asked if there have been any talks to other municipalities about absorbing programs during renovations. Mr. Ayoub asked how extensive the pool facilities shut down will be, specifically the restrooms and water. Ms. Davis said DHEC requires running water, that is not portable, in order to operate or open. Mr. Rourk asked if the Recreation Department has looked at all avenues to keep part of the pool open. Mr. Gergick confirmed all  possibilities were reviewed. There is discussion of how much usage the pool has during the year. Ms. Cormack extended an offer for the swim team to help if there are options to extend hours or offer accommodations. VIII. Update on Recreation Referendum and associated projects Mr. Gergick gives update on the Referendum and proposed projects. Mr. Ayoub asked when the Park West track will be open. Mr. Gergick and Mr. Millar said it was a little behind but it is real close to being complete. Mr. Gergick said there was some unfortunate events that caused delays. Mr. Rourk inquired about Carolina Park phase 3. Mr. Gergick said it contained a large baseball field, a softball field, expansion of the parking lot and a dog park. Mr. Rourk asked if the fields will open as they are complete. Mr. Gergick said they will open as they finish and there may be a Grand Opening at the completion of everything. IX. Adjourn Mr. Rourk adjourn at 2:28pm Title VI Notice: The Town of Mount Pleasant fully complies with Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, and related statutes and regulations in all programs and activities. Town meetings are conducted in accessible locations, materials can be provided in accessible formats, and provided in languages other than English. If you would like accessibility or language accommodation, please contact the Title VI Coordinator one week in advance of the meeting, at the Town of Mount Pleasant at 843-884-8517. Respectfully Submitted, Erin Brewton 02/07/2023