Recreation and Parks Commission Meeting

CITY OF PLACERVILLE RECREATION & PARKS COMMISSION April 18, 2018 MINUTES PRESENT: Recreation & Parks Commission: Jerry Barton, Andrew Mathews, Jackie Neau, Peter Nolan, and Richard Zito. Recreation & Parks Staff: Steve Youel and Matt Lishman. ABSENT: None GUESTS: ADOPTION OF AGENDA: Mr. Zito made the motion to approve the agenda. Mr. Mathews seconded the motion. Motion approved unanimously. APPROVAL OF MINUTES: Mr. Zito made the motion to approve the minutes of February 21, 2018 with one typo in the word “made” under Mr. Barton’s motion. Mr. Barton seconded the motion. Motion approved unanimously. PUBLIC COMMENT: None ACTION ITEMS: Softball Tournament Fee Waiver Request: Mr. Lishman reported that the Placerville 20/30 Club submitted a letter requesting a waiver of fees for their annual Hybrid and Swing for Children softball tournament. Mr. Lishman shared with the Commission that over the past 5 years the club donated $3,050, an average of $610 per year to the City’s Recreation Fund. Their letter stated they have traditionally donated $1,000 annually. Mr. Lishman shared with the Commission that the Club has said if they need to pay more fees they may not be able to donate as much or any funds to the youth fund. Mr. Lishman shared with the Commission that over the past several years the club has been charged a maintenance fee of $328 for Swing and that if the Commissioners choose to waive fees this year we would recommend charging this rate plus one day of maintenance fee for the Hybrid. This fee is to cover the cost of a Park Maintenance worker to come in for 2 hours of overtime on Saturday and Sunday for Swing to clean restrooms and dump trash. Mr. Lishman shared with the Commission if they were to pay the full fees they would pay $425 for the 1 day hybrid tournament and $1,225 for the 3 day Swing tournament. Mrs. Neau stated she is concerned with a standard we may be setting. If we have one non-profit with a good cause but we don’t do it for others we may not be setting a good precedence. Mr. Lishman stated we have had other requests from other groups but we have not waived other fees. Mr. Lishman also shared with the Commission that the 20/30 Club made a significant contribution to the Tot Lot at Lions Park where other groups who have asked have not contributed to the City. Mr. Lishman shared with the Commission that Swing raises a large donation to a child who is in dire need of medical assistance. It is a very good cause. Mr. Lishman shared with the Commission that the 20/30 club has put on this tournament for 25 years. The City has allowed them to have the field for free with the exception of the last 4 years we started charging them to cover our maintenance costs. Mr. Youel stated from staff’s perspective he would like to get out from under waiving fees. Mr. Youel said now might be a good time to say they need to pay for their tournament. If they are not going to give to the youth fund we understand and we appreciate all of their contributions in the past. Hopefully they will consider us in the future. Mr. Youel said he could go either way but one of his concerns is we have already made so many changes to them this year and put additional conditions to them on their tournament and this would be one more thing. Mr. Youel suggested in fairness to the club to keep things the same this year and begin charging full fees next year. Mr. Lishman also reminded the Commission about the impact this tournament has on the City, Park, and neighborhood. Mrs. Neau likes the idea of giving them a year plus notice so they have plenty of time to plan for next year. Mr. Lishman stated that with the combination of the youth fund donation and the $328 they have paid in the past it won’t be much more if the City charged them full tournament fees and they don’t donate to the youth fund. Mr. Nolan made a motion to follow staff’s recommendation to keep the fees the same this year but starting in 2019 all tournaments will be required to pay the previously established tournament rates with no discounts. Mr. Mathews seconded the motion. Motion approved unanimously. Adult Softball Fundraising Proposal: Mr. Lishman shared with the Commission that the City’s Adult Softball Program currently has a banner sponsorship program at Lions Park. Sponsors may purchase a banner space for $250 for the length of the season which is approximately April 1st through October 31st. Sponsors are responsible for providing their own banner. Since the banner sponsorship has been in place only two banners have been purchased. Staff would like to restructure the program in hopes of gaining interest and making improvements to Lions Park and the Adult Softball Program. Given the continued fee increases to the program due to minimum wage, official fees, and expenses this will go a long way with our softball players as they would like to see improvements made to the softball fields. At this time staff is recommending a special account be set up so that all revenue generated from the banner program go directly to improvements to the softball fields at Lions Park. Staff feels if the City is able to promote the program with a specific end result that can be shared with players and managers, it will generate more sponsorships. Mr. Barton made a motion to approve staff’s recommendation. Mr. Zito seconded the motion. Motion approved unanimously. El Dorado Trail Signage: Mr. Youel shared with the Commission that the City has been working with Friends of El Dorado Trail to improve directional signage along the City’s portion of the El Dorado Trail. Jackie Neau shared the proposed language and proposed location for each sign. Mr. Zito made a motion to approve the El Dorado Trail signage plan and authorize the Director of Community Services to purchase and install the proposed signage at a cost not to exceed $5,000. Mr. Barton seconded the motion. Motion approved unanimously. STAFF REPORTS: Youth Assistance Fund: Mr. Lishman reported that since our last meeting there were two requests for funding in the amount of $45. We received $0.00 in donations and $462 from our account with the El Dorado Community Foundation. The projected fund balance is $6,390.07. Aquatics Center Funding Request to El Dorado County: Mr. Lishman reported that the funding request of $20,000 from El Dorado County to help offset maintenance and facility operational costs at the Placerville Aquatics was approved by the County Board of Supervisors on April 3, 2018. Fishing Derby Recap: Mr. Lishman shared with the Commission that the annual spring Fishing Derby was a huge success. Mr. Barton suggested we look for a high school student to fill the vacant position of High School Representative on the Recreation and Parks Commission. Meeting adjourned at 7:00 pm.