Recreation & Parks Commission

RUSSELLVILLE RECREATION AND PARKS COMMISSION Minutes from Monthly Meeting January 10, 2012 Present: Marvin Collier, Mayor Bill Eaton, Andy Hatley, Theresa Herrick, Mack Hollis, Mike Johnston, J.W. Stratton, Terry Thomas Absent: Chloe Lieblong, Mark Tripp Person Recording: Kelli Nealy Guests: Ron Knost, Kacie McCurrie-RV Leader, Adam Sweeney-The Courier The meeting was called to order at noon. Mike Johnston made a motion to accept the minutes from the December meeting. Andy Hatley seconded the motion, and the motion passed. New Business A. Election of Commission Chairman-Mike Johnston made a motion to appoint Chloe Lieblong as the chairman of the parks commission for 2012. Andy Hatley seconded the motion, and the motion passed. B. Department Special Events Schedule-A schedule was distributed to the commission listing the dates of the 2012 department special events. Traditionally, the Russellville Christmas Parade is held the Thursday following Thanksgiving. By following this method, the 2012 parade date would be Thursday, November 29. A questionnaire was sent to the 2011 parade participants asking for their input. Seventeen participants responded, and thirteen preferred that the date for this year’s parade be changed from November 29 to December 6. After a brief discussion, a recommendation was made to begin scheduling the parade on the first Thursday in December. Marvin Collier made a motion in favor of the change. J.W. Stratton seconded the motion, and the motion passed. C. Consideration of a Rental Refund-Petit Jean Youth Foundation reserved the gym for a fundraiser to be held on December 31, 2011. The event was cancelled on December 28 due to a lack of participation. Our current policy states that rental fees for December events will only be refunded if notification is received 30 days prior to the event. This policy was established to keep groups from renting the center as an alternative site for their event and cancelling at the last minute which was not the reason that Petit Jean Youth Foundation cancelled. A recommendation was made to refund the group’s rental fee. Marvin Collier made a motion in favor of the refund. Mike Johnston seconded the motion, and the motion passed. D. Discussion of Event Setup Time-Many of the groups and/or individuals that rent the gym for a Saturday event request set-up time on Friday. There is currently no charge for the set-up time unless someone else wishes to reserve on Friday. If this happens, the Saturday renter is given first right of refusal to rent the gym on Friday. The commissioners agreed to continue the current policy. General Update th A. Martin Luther King, Jr. Celebration-The 24 annual Martin Luther King, Jr. Celebration will be held Saturday, January 14 at the Hughes Center. Event spokesperson Andy Hatley said the event will be held from 11:00am to 3:15pm and is free to the public. The River Valley Progressive Men’s Club will be teaming with the Little Rock National Guard to present the event. B. Monthly Report-The commissioners received a copy of the department’s monthly report. C. Upcoming Events-A schedule of upcoming events was given to the commissioners. D. Future Agenda Items- Indoor Swimming Pool/Aquatic Center Kayak Trails The meeting adjourned at 12.35pm.