Parks & Recreation Commission

Parks and Recreation Commission Monday, May 19, 2014 Parks and Recreation Office 6:00 PM Members Present: Bob Edwards, Mandy Owen, James Edwards, Barry Mathison and Jim Waldrip Others Present: Elaine Mayfield, Ken Smith, Dawn Collins, Damian Cheatem, Randal Seyler, Theresa Barncastle and David Gray. Call to order: 6:05 PM Agenda Approval: Mandy motioned to approve the agenda, James seconded, all in favor. Minute’s approval: Approved with corrections. Community Comments: Theresa Barncastle, representing the Roswell Adult and Senior Center Foundation, said the foundation has about $450,000 seed money and it is earning approximately $34,000 in interest per year. The foundation would like to use this money for the RASC. She said they recently funded things such as: costumes for the Hawaiian dancers, supplies for the lapidary program and gave money to other RASC programs. Theresa said, foundation money was used on the new addition at the RASC, it ran out of money before the addition was completed and the floors were never finished in that area. She said they have an overabundance of dance groups which use the big gym with the wooden floor. Theresa said the foundation would like to partner with the City and finish that project and use at least one room, to make it a dance room and install a wooden floor. The room is 840 sq. feet and they have an estimate of $15,000 to $20,000. The smaller dance groups will be able to use that room that way they can schedule other things in the gym. Mandy asked about the $450,000 and Theresa said that is their seed money and they are only going to use the interest. Mandy asked Theresa if she wanted the City to put in half of the $15,000 to $20,000 and Theresa said, yes at least half. Bob said Elaine can look into this as far as budgetary items. Recognize New Commission Member: Barry Mathison, Welcome aboard. Graduated Goddard High School, left here and went to the Army and then College. Roy Gunn is out to drive Veterans to Albuquerque and Jane Ann is going to be late her air conditioner was being repaired. Selection of Chairman and Vice Chairman: Mandy nominated Bob Edwards as Chairman, James seconded. All were in favor. Bob accepted. Bob nominated Mandy as the Vice Chairman, James seconded. All were in favor. Mandy accepted. Missouri Ave Park Update: Elaine said the grand opening went well. The school brought all 430 kids over there and Altrusa came. Jason Perry and Ken Smith cut the ribbon. We got to compliment all the staff and the Parks Dept. who built the park. Elaine said Ken and his staff did a beautiful job. Parks and Recreation Director Update: The City made a selection for a director, Tim Williams, from Washington State; he will start on Monday, June 2nd. Bob suggested the Commission members go by and introduce themselves to him. Elaine suggested we have public reception at the RASC. Consider making the Men’s softball complex” game only: NO PRACTICE”: Ken Smith, Parks Supt. said we have had some issues with folks going out to the softball complex to practice. He said he tried to close off and barricade the entry at Grand Street to minimize practice or eliminate practice on the fields, since the City so graciously gave $75,000 to renovate the fields. Ken feels like it’s necessary to close it down, for games only because of the folks that go out there and leave the site a mess and don’t have any direction to maintain the property, like we did for the women’s fields. Ken said he has getting a lot of calls asking why the fields are so bad, and last week Mr. Sanchez asked why the fields weren’t tournament ready, Ken told him that the fields were tournament ready right after he was done with the renovation. Ken explained to the league how they need to maintain the fields and rather that was done or not, Ken does not know. Ken said he has had his staff on 2 hour call backs to kick people out almost nightly. The field had signage up saying the field is under renovation please keep out. Ken said he would like to close the facility for games only. David Gray, league representative, said he went out and watered the fields and he would like to see the fields locked up as well. Ken said he told Adrian, from the league, how to maintain the fields before, during and after the games several times. Elaine asked if there were any written SOP’s or any kind of written directions on this. Ken said, no, but he can create one, Elaine said they can be included in contracts. Elaine said she thinks the leagues should have quarterly meetings for users and these things can be gone over in the meetings. Barry suggested a permit process to use the fields. The commission suggested charging a cleanup fee, or deposit to use the facility and having them sign a contract stating that if they leave the field a mess or tear it up they don’t get their deposit back. After further discussion the commission suggested making a motion to lock up the facility for games only. James made a motion to allow Ken to put the fence up and no practice, game play only, until we come up with an alternative decision. Mandy seconded. All in favor. Bob said, “Ken precede go buy a lock”. Unfinished Business: Elaine asked Damian to comment on the opening weekend of the Roswell Invaders. Damion said it went great. Elaine said we got electricity to the ticket booths. Damion said there is still some electrical work that needs to be done. New Business: James asked how short the Parks Dept. on staffing. Elaine said, very. Elaine said the whole Parks and Recreation Dept. is short on staffing. Elaine said she has asked and asked for more staffing and always gets refused. Consider and Set Next Meeting: June 30th, 2014 at 6:00 PM. Meeting adjourned: Meeting adjourned at 6:50 PM.