Parks, Recreation & Forestry Advisory Board

Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, December 16th, 2021, Council Chambers 7:30 A.M. City Spearfish is inviting you to a scheduled Zoom meeting. The meeting was held in the Council Chamber and is available on Zoom: https://us02web.zoom.us/rec/share/0qc0gv4ZqiTJQSmieXBIXCb4BGjpaEFQc5svWgy5r4bO XA5rBxMivHbPw94RhJ9E.yp66dP6yFg1kjiD9?startTime=1639665246000 Topic: Spearfish Parks, Rec and Forestry Advisory Board Time: Dec 16, 2021, 07:30 AM Mountain Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/81231782816 Meeting ID: 812 3178 2816 One tap mobile +13462487799,,81231782816# US (Houston) +16699009128,,81231782816# US (San Jose) Dial by your location +1 346 248 7799 US (Houston) +1 669 900 9128 US (San Jose) +1 253 215 8782 US (Tacoma) +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) +1 301 715 8592 US (Washington DC) Meeting ID: 812 3178 2816 Find your local number: https://us02web.zoom.us/u/kdaFFhW6jT CALL TO ORDER 7:34 A.M. ROLL CALL In attendance was Dardis, Griffith, Hall, Neilson, Running, Clark. P & R Director Ehnes, SRAC Facility Superintendent Rauterkus, Parks Maintenance Superintendent McDonald, Interim City Administrator McDonald. Administrative Assistant Heiting. Absent Caldwell, Coburn. DECLARATION OF ANY POTENTIAL CONFLICTS OF INTEREST No conflicts of interest were declared. Next Meeting – January 20th, 2022 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, December 16th, 2021, Council Chambers 7:30 A.M. APPROVAL OF AGENDA Hall moved, Neilson seconded, and all voted to approve the agenda as presented. APPROVAL OF MINUTES Neilson moved, Hall seconded, and all voted to approve the minutes of the November 18th, 2021, meeting. PUBLIC COMMENT Public comment was opened at 7:38 A.M., with no public comments received. OLD BUSINESS Board Items  Question and answer session on December staff update. o Griffith inquired about how the sports complex fundraising was going. Ehnes explained that 3 shade structures have been spoken for and one business that has pledged $100,00.00 for one softball field. Ehnes stated that the volunteer committee is planning on hosting a fundraising event in May at the building site. o Neilson questioned how far the city plans to get with the Rec Path. Ehnes explained that phase 1 was bid and awarded to Main Line Construction. The project is projected to start in the spring and be done by fall. Phase 2 will be done in conjunction with Phase 1. This project is planned to be substantially complete by fall 2022. NEW BUSINESS Board Items  Recognize Nancy Hall for her years of service on the advisory board. o Nancy was recognized for completing a 4-year term. Nancy was a large contributor in the Pickleball project located at the City Park, the creation of the Parks, and Recreation Master Plan, and was instrumental in developing the 5-year capital improvement plan for the department. Director Items  Approve the new rec center policy manual. o Ehnes requested to move forward with the proposed recreation policy manual, this manual will include three different policies including the indoor facility, waterpark, and facility rental policy. Ehnes explained that the rec center’s current policies have not been adopted by the council, therefore consistent policy enforcement has not been in place. Next Meeting – January 20th, 2022 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, December 16th, 2021, Council Chambers 7:30 A.M. o Rauterkus discussed the importance of providing staff with a policy, which will allow for support in the event disciplinary actions need to be taken. o Ehnes discussed the hours of operation as well as closures due to inclement weather, which will continue to be at the discretion of the P & R Director or the Rec Center Superintendent. o Newly adopted Rental policies will be sent by email as well as a paper copy will be available at the rec center. The facility rental policy will be sent out digitally and be provided as part of the facility rental contract as well as posted and available at the rec center. o Griffith questioned if the hours of operation will be placed in the policy. Ehnes explained that the hours of operation will continue to go through the proper channels and the policy includes a disclaimer that hours may be adjusted as needed. o Neilson questioned if the policy would affect the users of Kids Point Daycare. Rauterkus explained that the policy would affect our rec center users/member base. The daycare is a privately owned business, they would be responsible for creating and enforcing their policies. o Hall moved, Dardis seconded, and all voted to recommend the policies to the full council. Rec & Aquatic Center  Discuss options to modify hours at the rec and aquatics center. o Rauterkus discussed modifying the rec center’s hours of operation due to staffing difficulties as well as recently providing the option to have 24-hour access. Staff is currently working on getting a precise headcount on users in the A.M hours as well as the P.M. hours that could potentially be affected by the decrease in staffed hours. o Griffith discussed and questioned how the rec center can provide adequate customer service with the increase in members but a decline in staff. Ehnes explained the duties have been equally divided within the current staff but expressed concern that at some point it becomes too much of a burden on staff and becomes difficult to maintain a positive work environment. o Hall discussed the possibility of partnering with BHSU and utilizing their internship program to help provide extra staff, this option would be beneficial to the student as it will count as college credit and grade, as well as work experience. o Griffith questioned what the cost reduction would be if the hours were reduced, Ehnes explained that there would be no savings, however, the hours would be allocated to different times of the day. Next Meeting – January 20th, 2022 7:30 A.M. Council Chambers  Parks, Recreation, & Forestry Advisory Board – MINUTES Thursday, December 16th, 2021, Council Chambers 7:30 A.M. o Rauterkus discussed the potential conflict with reducing operation hours due to the rental usage in the afternoon and evening hours. Rauterkus said using technology such as keypads or access fobs could allow coaches to access the gym for late-night gym rentals if the rec center hours should be reduced. o Ehnes explained that at this time he would just like to start the discussion and review options and data. This is not a request for immediate change, therefore will not be voted on at this time. FYI ITEMS  Review of the SRAC showcase event. o Rauterkus discussed how the event went, the radio was present to broadcast the event, and volunteers were present to demonstrate the different activities that were offered. Rauterkus expressed that the rock wall and the walking track had generated the most interest.  Sold 14 waterpark memberships  Sold 3 memberships, 1 single 3 months, 1 family 3 months, and 1 walking pass 3 months.  Three new board members in January. Board will vote on Chair and Vice-Chair positions. o Ehnes discussed that three new board members are going to council on Monday night. There are currently two seats for a 3-year term and one seat for a 1-year term. o Griffith questioned if it was possible to educate the new board members before the next PRFAB meeting. Director Ehnes explained that after being appointed, he planned to sit down and conduct an orientation and go over the by-laws and other information before the next meeting. ADJOURNMENT Clark moved, Hall seconded, and all voted to adjourn at 8:28 A.M. Next Meeting – January 20th, 2022 7:30 A.M. Council Chambers