Recreation & Parks Commission

RUSSELLVILLE RECREATION AND PARKS COMMISSION Minutes from Monthly Meeting September 9, 2014 Present: Marvin Collier, Matt Gray, Andy Hatley, Theresa Herrick, Mack Hollis, Mike Johnston, J.W. Stratton, Terry Thomas Absent: Chloe Lieblong, Spence Roberts Person Recording: Kelli Nealy Guests: ATU Students from Recreation & Park Admin. Class, Jeanette Anderton-The Courier, Ron Knost, Whitney Snipes-RV Leader J. W. Stratton called the meeting to order at noon. Mike Johnston made a motion to accept the minutes from the June meeting. Andy Hatley seconded the motion, and the motion passed. Old Business A. Aquatic Center-The City Council chose the property on North Phoenix Avenue as the site for the Russellville Aquatic Center. ETC Engineering & Architects has been given the notice to proceed, and a survey has been ordered. Initially, ETC will attempt to position the facility on the 4.63 acres owned by the city; however the city may look at negotiating with the Corps of Engineers for another three to four acres. The project completion date is Memorial Day 2016. The design phase will begin at the end of this month. New Business A. Master Gardeners Request for Memorial Garden-Pope County Master Gardeners representative Vickie Hall addressed the commission regarding the club’s request to plant a memories garden at Washburn Park. Plans include a 3’ x 12’ bed that features approximately five specimen plants. All labor and expenses will be covered by the club. Mike Johnston made a motion in favor of the request. Andy Hatley seconded the motion, and the motion passed. B. Special Event Permit Application-Two major events were held in Russellville in 2014 which resulted in the need for a departmental, as well as a city-wide, special event permit application. The RussVegas ½ Marathon and Balloons over RussVegas were extremely successful; however Balloons over RussVegas was a lot different than originally planned. The event application would make details and requirements clear to all parties involved. A proposed special event application was distributed to the commissioners for review and input at the next meeting. The application would be used when events occur in city parks and would work in conjunction with the city’s application. A fee structure will need to be developed prior to its implementation. C. Capital Projects Plan-The commissioners were given a breakdown of sales tax revenue received and projected. Additional information will be provided at the next meeting. D. Phoenix Trail Plan-The next phase of the trail system will attach Bona Dea Trail to Phoenix Avenue and to Arkansas Tech University. With the development, students from ATU and citizens from the area will be able to bicycle, run, or walk to and from Bona Dea without having to get on Hwy. 7 or Lakefront Drive. Estimated cost of the project is $76,305.00. A letter was sent to Senator Michael Lamoureux requesting assistance with funding. ATU, as well as the Corps of Engineers, are excited to partner with the city to complete the project. E. Playground Fall Surface Repair-Approximately six years ago, playground renovations were made at City Park (2 units), Shiloh Park, and Veterans Park. The fall surface material used on all four structures is separating causing a safety issue. The company that installed the material is out of business. A representative from the material manufacturer, SofSurfaces, Inc., said the tiles were not properly glued. A quote of $9,000.00 was given by SofSurfaces to repair the tiles. A recommendation was made to request the city pay the expense out of the city’s building maintenance and repairs fund. Mike Johnston made a motion in favor of the recommendation. Marvin Collier seconded the motion, and the motion passed. The request will be presented to the City Council this month. F. November Commission Meeting Date-The November commission meeting is scheduled for Tuesday, November 11, and the Hughes Center will be closed for Veterans Day. A recommendation was made to reschedule the meeting for Tuesday, November 4. The commissioners agreed. Updates A. Summer Softball Financial Statement-The commissioners received a copy of the department’s 2014 Adult Summer Softball Financial Statement. Thirty-four teams participated in the summer league, and the program recorded a profit of $2,448.26. B. Promotions-Former Athletic Director Terry Thomas was promoted to Assistant Director of the parks department. He is currently training Matt Gray who was promoted from maintenance staff to Athletic Director. C. Soccer Complex Work-Work concluded at the soccer complex which consisted of filling low spots, leveling, top dressing, seeding, and fertilizing. Total cost of the project was approximately $11,531.00. A watering schedule has been set through September and part of October. Weed killer will be applied to the entire complex in October. Plans include repeating the process in 2015. Commissioner Stratton requested a status report on field lights at the soccer complex. The commissioners were informed of the decision made by the council to apply for the 50/50 matching LWCF grant to fund field lighting at the soccer complex in 2015 when funds are available. Commissioner Johnston said the project shouldn’t be tied to a grant. D. Monthly Report-The commissioners received a copy of the department’s monthly report. E. Upcoming Events-A schedule of upcoming events was given to the commissioners. At the close of the meeting, Commissioner Johnston tendered his resignation effective immediately. The meeting adjourned at 12:50pm. 2