Parks, Recreation & Forestry Advisory Board

CITY OF SPEARFISH 625 Fifth Street, Spearfish S.D. 57783 Telephone: (605) 642-1333 Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, August 18, 2016 I City Hall – Council Chambers I 7:00 am APPROVAL OF AGENDA - motion by Karen and 2nd John; motion carried APPROVAL OF MINUTES - motion by Barb and 2nd Karen; motion carried Members/Staff Present – Karen, Barb, Randy, Keith, John, Alecia, Charlie, Josh, Crissy (staff) ITEMS FROM VISITORS (Policy Note: Visitors are limited to 5 minutes of presentation followed by questions) John Dale- Rubber Surfacing (not present last 2 meetings- will remove from future agendas) Joe provided letter to Keith regarding this issue (copy attached) Motion to move on Outdoor Pickle Ball Courts- Greg Alberson/ Delain Anderson presentation on dual purpose city park tennis courts; estimated $2000 for painting the court and set of pickle posts; asking advisory board for recommendation. Pickle ball Motion to support efforts of the Pickle ball group by painting the courts and pickle posts from Parks dept. (Keith) they should provide a letter (communication) and may want to consider Association/non-profit base. (Alecia) In discussion John talked about in-kind value for volunteer time on federal website. Motion the board support pickle ball courts at City Park and group provide a letter of their support of the project to include in-kind labor or fees. Motion by Barb and 2nd by Karen; Motion carried OLD BUSINESS LWCF Grant: (Keith) Rec Path waiting on council to give permission for Keith to supporting efforts to apply for grant. Business Donation process (Alecia) one more cycle in September & December. $200 cap donation. Meeting quarterly for scholarships only, keeping names private. $3000 for scholarships Rec center based; $2000 for donations for fund raisers etc. with a $200 cap and a one-time request annually. There is no committee for business donations. Add the donation request to the Parks & Rec new items in monthly agenda. NEW BUSINESS Budgets and Capital for 2017: capital meeting is Aug. 29th. Alecia provided a copy of the City strategic plan document. Concern with 4.4.13 needing updated on the proposal. Alecia also advised Grants meeting Aug. 22nd at 5pm. Community Activities Coordinator Position Open: possible changes to the description by council Volunteer opportunities at Fall Festival Booths and Free Halloween; back in the Rec center. (Need to include the dates in Consent Agenda)- 10/28 Carnival, 10/29 Hike, 10/31 Halloween Next Meeting – September 8, 2016 7:00 am Council Chambers  CITY OF SPEARFISH 625 Fifth Street, Spearfish S.D. 57783 Telephone: (605) 642-1333 PRFA BOARD ITEMS Motion: To ask staff and or city admin to further clarify strategic plan Item 2.1.1 from the strategic plan for our next meeting. Motion by John and 2nd by Charlie; motion carried Follow up: Reported by Keith in follow up email dated Monday 8.22.2016 Kindergarten classes larger than usual and transportation will be at capacity Forestry Items Updates Challenge grant (state wide commission): tree planting grant Mountain Pine Needle survey available for over 10 acres (they will look for, flag and mark the trees) during the months of September – November. Motion: Keith to apply for the survey for the Mountain Pine Needle projects. nd Motion by John and 2 by Barb; motion carried Storm Damage Grant fund to help with recovery value $10,000; will be available in next few months. PARKS & REC NEW ITEM Propose an SRAC subcommittee (Alecia): refund policy and fee change for babies. Group involved in the growth procedures for the Rec Center. The committee can report back to the meeting monthly. Defer to the next meeting (Barb) to discuss further subcommittee. A Board representation required in the structure of the subcommittee CONSENT AGENDA /COMMUNITY ACTIVITY FYI ITEMS Movies in the Parks 2016; Free to Public- SPONSORED EVENT Aug 25 7:45 Indiana Jones/ Last Crusade Evans Park Sep 1 7:35 Triplets of Bellville Evans Park- Spearfish Bike Week Movie Dog Days -Tuesday, Sept 6 Fund raiser for Western Hills Humane Society 5 to 7pm Punt Pass and Kick - Wednesday, Sept 7, 4 to 6 pm Meeting adjourned: 8:28 am Next meeting: Sept. 8th and will need to inform the public of the meeting change Motion: Reschedule the meeting to the 8th of September at 7 am in the Council Chambers due to Alecia and Keith being out of town during regular scheduled meeting date. Motion by John and 2nd by Charlie; motion carried. Next Meeting – September 8, 2016 7:00 am Council Chambers