Parks & Recreation Commission

PARKSAND RECREATIONCOMMISSION MEETING MINUTES June 25, 2012 Commission Members Present: Bob Edwards James Edwards Jim Waldrip Mandy Owens Dwain Brown Commission Members Absent: Sarah McArthur Mike Draeger Staff Present: Kim Elliott Barbara Patterson Damian Cheatem April Hunter Bob Edwards called the Parks and Recreation Commission meeting to order at 6:06 pm in the Parks and Recreation meeting room. All were in approval of the May 21, 2012 minutes. There were no Community comments. Travis Hicks attended the meeting to speak on the behalf of East Side Little League. He stated that the league has decided to work on some improvements to the facilities. East Side will be raising the private funding that is needed and has come to ask what the City can help with at this time. Mr. Hicks asked what the department needed from the league in terms of a proposal and what time frames the league would be getting from the department as to what the department would be able to help or not help with. He also would like to know the rules as far as what can and cannot be improved to the facility. Mr. Edwards asked for some more specifics as to what improvements Mr. Hicks was suggesting. Mr. Hicks responded that they would like to go with the previously proposed plan and add a few other things. They would like to improve the fields, put up new fencing, add a new concession, add lighting, add a new field and add more parking. Mr. Edwards asked what the league would be providing from their end. Mr. Hicks responded that if the department couldn't help out at all then the league would still be asking to do the improvements on their own. The league does have some private funding and the ability to do most of the improvements, they would just like some basic frame work for what can and cannot be done and an idea for what kind of level of participation the City is willing to do. Mr. Elliott stated that all (more) Parks and Recreation Commission 7/30/2012 Cont. Page Two the funds that were authorized by the State for East Side Little League were used on East Side Little League. He went over the basic plan that the department is currently looking at. He mentioned that anything that is completed on City property would then be turned over to the City. Any improvements that would like to be done would first be asked to go to the department in writing and then would be brought before the Commission and the Committee and possibly the City Council. As far as funding, Mr. Elliott stated the department does not have any funding at the moment. He does want to work with the league on this improvement but cannot be real specific on monies at this time. If the league would like to phase the project then it would give the department a look at what may need to be budgeted. If the league wants the entire project complete then the league and the department would have to discuss available funds and what would need to be asked for at that time. Mr. Elliott stated that he would also have to ask how quickly the league wants the improvements complete. But if the league wants to get approval and do most of the work then the process would need to be taken to make sure that the improvements are done to the standards of the City. Mr. Hicks asked what time frame would be looked at to get started. Mr. Elliott responded if the funds were all available, a process of approval with the Parks and Recreation Commission and Committee and possibly full City Council which could be a forty five to sixty day process. Mrs. Patterson informed the league about two different processes, the first being; if the league is funding and asking to improve the City's land then generally the City will not turn down people to improve property where there is no financial commitment from the City. The second process where either, labor, budgetary money, or reimbursement from the City is being asked for is a different process which requires a different level of approval. Mr. Hicks asked if the league can improve the City's property provided he pays for it. Mrs. Patterson said that that process is not as difficult. Mr. Hicks will bring the plans in some sort of proposal back to Mr. Elliott and the Commission. Greg Neal, citizen of Roswell had a few questions regarding the 2013 budget. He wanted to know what the $80,000 under contract work was used for. Mr. Elliott replied that all funds were budgeted for specific park maintenance and goes through an RFP process. Mr. Neal then asked what the Security- professional services for Parks and Golf Course were used for. Mr. Edwards responded that from time to time the department needs to hire security. Mr. Neal also asked about the revenue at the Golf Course. Mr. Elliott stated that the department receives about 50% of our expenses back and that the Golf Course fees have not been raised in a couple of years because of various factors. Commission Areas of focus for the year will be discussed at a later date. As far as the front footage fees, Mrs. Patterson explained that not a lot of information is being found. Mr. Elliott would possibly like for the Commission to look at the possibility for a portion of the fees to be used for enhancement of properties or development of new parks. Mrs. Patterson will draft up (more)  Parks and Recreation Commission 7/30/2012 -Cont. Page Three something for the next meeting, it could say something to the effect of; from now to the future, a certain percent of the fees could be used for an alternative purpose. She will do an example A and an example B for discussion purposes. Mr. Edwards found about a dozen empty beer bottles in the trash cans at Cielo Grande. The main emphasis on the alcohol in the park issue is so the Commission could possibly have a process in place where they can also have a voice on the allowance of alcohol in the park. This process would keep the Commission and Committee informed as to what is going on with alcohol in the parks. Mr. Elliott asked Mrs. Patterson if there was anything in the city code that prohibited glass containers in City parks. Mrs. Patterson does not re-call but will research it. Under staff reports, as soon as the trees are taken out then Streets department will come help finish the rest of the Dog park. The Wool Bowl is currently being looked at with an architect and the job may not be any cheaper than the way it is set up at this time. If the money is provided then Phase I and" could possibly be done by the end of January. USA Pools started off a little shaky but that is usually normal with any change. There has been more people attending the pool since the department is taking cash admissions at the office. Mr. Elliott commented that it will be positive for the community in the long run. One of the company onwers will be in town this week, Mr. Elliott will discuss some issues with him. The film festival went very well. Sunken Garden is stili moving along. It seems that someone has let a muskrat loose in the pond, so the department is in the process of capturing it. The contractor of Golf Course fence project is currently looking for employees. Unfinished business: according to Mr. Waldrip the Missouri Ave. project is moving right along and the dedication will be held at the end of July or beginning of August. Two different engineers cannot find any reason for the cracking at the Yucca Center other than aging. Crack monitors have not found any movement since the initial movement occurred. As soon as the parapet wall gets repaired then people can be allowed back into the little gym and back into the main offices. New business: Mr. Edwards asked Mr. Elliott to look into repositioning signs on the west side of Cielo Grande. Mr. Edwards asked why the cables have been taken out of parks. He has seen many cars parked on park property. He would like to know what is being done to resolve this issue. Mr. Elliott replied that it is a safety issue and is looking at possibly putting in curbs or more posts. The next meeting was set for July 30, 2012. Meeting adjourned at 7:32.