Parks & Recreation Board

CITY OF PIEDMONT – SPECIAL PARK & RECREATION BOARD George Fina Municipal Building 314 Edmond Road NW Wednesday, April 24, 2018 6:30 p.m. MEMBERS PRESENT: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, Cory Cranfill, Dr. Tamara States MEMBERS ABSENT: Nick Kittredge STAFF PRESENT: City Secretary Valorie Cumming 1) CALL TO ORDER – Chairman Dr. Paul Francel called the Parks and Recreation meeting to order at 6:39pm. 2) ROLL – City Secretary Valorie Cumming called roll and a quorum was present. 3) CONSENT AGENDA – All items on the consent agenda are non-controversial and may be approved by one motion. a) Approval of Minutes for the Park and Recreation meeting on February 21, 2018. Cory Cranfill made a motion to approve the consent agenda. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None 4) CONSIDERATION OF ITEMS REMOVED FROM THE CONSENT AGENDA – None 5) PUBLIC HEARING – Topics to include those items not listed in the agenda. Jordan suggested that the fitness pad not be rented out. 6) BUSINESS ITEMS – a) Presentation, discussion and possible action on Special Events Coordinator. Chairman Dr. Paul Francel addressed the board -Dr. Tamara States turned in her notice -want to keep the position Chairman Dr. Paul Francel made a motion to nominate Louann Trammel to the Special Events Coordinator. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann  Trammel, and Cory Cranfill. NAY: None b) Presentation, discussion and possible action on pavilion rental. Rebecca Anderson addressed the board -requested the title be changed to Piedmont Community Park Pavilion -don’t want to rent out City Hall Pavilion -some might not be able to pay -shouldn’t have rentals until park opens so everyone is told the same thing Chairman Dr. Paul Francel addressed the board -wants to rent out City Hall Pavilion due to special event shows -$25 deposit $25 per hour rental with 2-hour rental -currently set it up and add to a google calendar Louann Trammel addressed the board -wants to rent pavilion for free with just a deposit Cory Cranfill addressed the board -do we get any value from renting it? -first come first serve could work -some confusion on if people can rent out the smaller shade pavilion at park -anyone who wants a free pavilion can go to Girl Scout Park -no park rentals until website is up and running Cory Cranfill made a motion to adopt item b City Hall Pavilion Rental Policies and rates and making a name change to Piedmont Community Park Pavilion on the other rental policies and rates. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None c) Discussion of creating “friends of the park” volunteer group. Rebecca Anderson addressed the board -need volunteer group separate from our board -6-12 people -willing to collaborate and work on mulching, cleaning etc. -only occasionally meets  -will create separate Facebook page -Abbie will work on a logo -be sure to let everyone know d) Discussion of picket ordering process. Chairman Dr. Paul Francel addressed the board -made a mistake and had a typo on the website which said they were $5 instead of $75 -we have 60 orders so far must have 200 minimum to order -make sure a link is on the new site to the website Rebecca Anderson addressed the board -sent people emails and 2,500 people saw the post on Facebook e) Update on Monarch Waystation Build. Rebecca Anderson addressed the board -our monarch build will be at 9am on the 12th of May -received a grant of 200 milk weed plugs -worked with Chesters to give a few away -donated some plugs to the school -need a small volunteer group -plop plants into holes -grand opening is rain or shine -monarch watch Oklahoma representative will help us build and then speak at Library -saw first monarch today -national database for monarch pledge -talked with Bud about signs coming f) Presentation, discussion and possible action on park events. May 18- Family bingo night June 15- Summer movie night Rebecca Anderson addressed the board -planning for 150 at Bingo -prizes will be $10-$25 per game -final game will be a free 2-hour rental at the park -also giving away a picket -summer moving night will be June 15 -bring your own everything -free to public -PLACES will give money in fall for park landscape -will need money for mulching -will need money for monarch waystation Louann Trammel addressed the board -prefer Friday evenings for movies -will set up movie on west side near pavilion and fence -we could bring in a face painter for the park grand opening Chairman Dr. Paul Francel addressed the board -the church will rent the movie and we will use our equipment  -will need money to pay sculptor Cory Cranfill -wants to allocate $400 for each movie night Cory Cranfill made a motion to approve $400 for each movie night across the summer, $225 for the park grand opening, $1,000 for monarch waystation, and $15 for a picket prize during the bingo event. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None 7) NEW BUSINESS – a) “New business,” as used herein, shall mean any matter not known about or which could not have been reasonably foreseen prior to the time of posting. (25 O.S. 311a(9)) Cory Cranfill made a motion to discuss rental of the exercise pad. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None Cory Cranfill does not want to rent or reserve the exercise pad Chairman Dr. Paul Francel only wants to rent it for special events or City sponsored events. Rebecca Anderson addressed the board -City sponsored events only for reservations -how will reservations be made City Secretary Valorie Cumming addressed the board -we will have two calendars on our website -one for City sponsored events only -one for any public community events -residents can submit their events to add to the calendar from the website Chairman Dr. Paul Francel made a motion to only allow rentals at the fitness pad for City sponsored events. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None Rebecca Anderson made a motion to discuss allocation of funds for re-mulching. Motion was seconded by Cory Cranfill. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None Chairman Dr. Paul Francel addressed the board -want this done before the end of June -wants maximum of $2,400 allocated Cory Cranfill made a motion to direct Rebecca Anderson to research cost of mulch and present item in June. Motion was seconded by Louann Trammel. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None Rebecca Anderson made a motion to discuss projected cost estimates for mowing. Motion was seconded by Cory Cranfill. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None Rebecca Anderson addressed the board -Piedmont Park Project paying for first 6 months of mowing so good until September -need to get bids and figure out how we are going to do this in the future Chairman Dr. Paul Francel addressed the board -Mike Morgan made an offer and can’t image we get it cheaper Cory Cranfill made a motion to direct Rebecca Anderson to get cost estimates for landscaping and mowing. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None Chairman Dr. Paul Francel made a motion to discuss the open board position. Motion was seconded by Louann Trammel. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None Chairman Dr. Paul Francel addressed the board -Nick Kittridge resigned due to schedule -any nominations for the board Rebecca Anderson addressed the board -Abbie Hamblin -good choice and wants to get involved -helped with plants and found history of girl scout park Chairman Dr. Paul Francel made a motion to nominate Abbie Hamblin as a candidate for the board. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louann Trammel, and Cory Cranfill. NAY: None 8) BOARD MEMBER’S COMMENTS – None 9) ADJOURN – Chairman Dr. Paul Francel made a motion to adjourn the Park and Recreation Board meeting at 8:05pm. Motion was seconded by Rebecca Anderson. The Vote was: AYE: Chairman Dr. Paul Francel, Rebecca Anderson, Louanne Trammell, and Cory Cranfill, NAY: None ___________________________ ____________________________ Chairman, Dr. Paul Francel Secretary, Valorie Cumming