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HomeMy WebLinkAboutMin - Parks and Recreation Board - 1984 - 03/27 - Special CalledMINUTES PARKS AND RECREATION BOARD SPECIAL CALLED MEETING MARCH 27, 1984, 7:30 P.M. ALLEN MUNICIPAL ANNEX MEMBERS PRESENT: Ron Workman, Chairman Bob Outman, Secretary David Morgan Helen Johnson MEMBERS ABSENT: Wayne Austin CITY STAFF PRESENT: Mark Thornton, Director of Parks and Recreation Trey Goodman, Recreation Supervisor I. CALL TO ORDER Chairman Workman called the meeting to order at 7:40 p.m. II. CONSENT AGENDA: Approval of Minutes of February 13, 1984 MOTION: There was a motion made by Bob Outman and seconded by David Morgan to approve the Consent Agenda. The motion carried 3 for 0 against. III. DIRECTORS REPORT A. Director, Mark Thornton updated the Board on the Spring Softball Program. Due to the rainout situation, team play has been delayed by one week for some teams. This year there were 32 teams versus 34 teams last year. (4 Womens, 9 Mens Church, 6 Men's Recreational, 5 Men's Open, and 8 Co -Recreational) Jupiter Field has been prepared and worked on in preparation for the Spring play. Due to wet conditions on Jupiter Tuesday, March 26, 1984, men were rescheduled to Hillside I. Thornton monitored neighborhood residents for reactions, and reaffirmed that Hillside for mens games would only be used in an overflow situation. B. An excellent response was received in an effort to establish an Allen Umpires Association. Testing and certification of a number of Allen residents as umpires has been completed. Formalization of the association has not been completed at 11 PAGE 2 PARKS AND RECREATION BOARD MINUTES - SPECIAL CALLED MEETING MARCH 27, 1984 this time, but will be in the near future. The umpire association is not connected to the Park and Recreation Department, but will be used in protest situations, and to monitor one another. It may be possible to use such an association for basketball, volleyball, and other sport activities within Allen sometime in the future. Chairman Workman questioned the advisability of there being no control by the Parks and Recreation Department. Thornton indicated that if a violation as to rules or eligibility were brought up, the umpires association would rule. Umpires meeting on protest situations will then report to the Parks and Recreation Department and possibly to the Parks and Recreation Board. IV. UPDATE ON FORD PARK A. Director Thornton reviewed the figures approved by the State for total development of Ford Park of which the State will fund 50%. B. Thornton presented a list of suggested Priority Stages for development at Ford Park. He pointed out that because of the location of the softball fields, three fields can be lighted for slightly more than the State approved lighting of two fields. Also. Thornton indicated a low priority for the additional soccer field because of relatively low use and the fact that there are plenty of fields in existence at this time. Bob Outman questioned the priority of picnic and playground facilities and time frame between priorities. Thornton indicated that the State will divide funds in late April or early May, and during the next two years be able to fund the entire 507 approved. Chairman Workman noted possible security problems on the Jogging Trail and Thornton said funds were available for lighting of the trail. MOTION: Bob Outman made a motion to move the picnic tables up to a Priority II item, and David Morgan seconded. Chairman Workman felt it was unnecessary to move the priority for State approval. The motion died for a lack of majority. 2 for 2 against. C. Thornton reviewed scheduling of funds for approval by State and indicated he was in touch on an ongoing basis with State Officials. Chairman Workman indicated the availability of Parks and Recreation Board member(s) to go to Austin to meet with State Officials if it would be helpful. 12 PAGE 3 PARKS AND RECREATION BOARD MINUTES - SPECIAL CALLED MEETING MARCH 27, 1984 V. UPDATE ON LAND ACQUISITION POLICY Thornton reported that following the presentation of the current proposed Land Acquisition Policy to City Council, the following suggestions were incorporated into the Policy: A. Goals: use of privately owned areas for temporary public use B. Goals: ongoing cooperation with adjacent School Districts of Allen, Lovejoy, Plano, and McKinney as well as Collin County. C. wanted other jurisdictions to have input/comments on proposed Land Acquisition Policy D. Methods: divide private areas for separate acquisition VI. POLICY FOR OUT OF TOWN TEAMS IN SANCTIONED LEAGUE PLAY Thornton presented a background on surrounding area towns participating in Allen Parks and Recreation leagues; because of lack of availability of facilities, there has arisen a need for Policy. It is the recommendation of City Staff that policy be established to allow out of town teams in sanctioned leagues as follows: A. No overflow games or overcrowded conditions result from their participation. B. Allen is the closest City with sanctioned leagues from their city. C. These teams will only be allowed to play games, practice will not be allowed. Helen Johnson suggested the wording on Item B. read: only if Allen is the closest available City. Chairman Workman suggested a maximum of eight teams be allowed, no overflow games shall result or increase because of out of town teams. MOTION: Bob Outman moved that the recommendation be accepted with the two ammendments, David Morgan seconded. The motion carried 4 for 0 against. L 13 L1 PAGE 4 PARKS AND RECREATION BOARD MINUTES - SPECIAL CALLED MEETING MARCH 27, 1984 VII. POLICY FOR OPEN LEAGUE PLAYERS IN RECREATIONAL LEAGUES Thornton presented a background of Open League players in Recreational League play, and indicated the need for limit because of unfair advantage to Recreational Teams. It is the recommendation of City Staff that Policy be established to allow Open League players to participate in Recreational play as follows: A. Only three total open league players be allowed on a recreational league team. B. Only two open league players from a particular team be allowed on a recreational league team. MOTION: Bob Outman moved for approval of the Policy, Helen Johnson seconded. Motion carried, 4 for 0 against. VIII. SET DATE AND PLAN FOR THE DEDICATION OF ROLLING HILLS PARK A. Thornton pointed out that the previously approved date of April 7, 1984, for the dedication of Rolling Hills Park is Election Day for City Officials, and suggested the new date be selected for April 14, 1984. B. Dr. Pepper has agreed to provide drinks as they did for the Dedication of Reed Park. Contact will be made with a supplier for the hot dogs. C. Director Thornton presented a final update on Rolling Hills Park. 1. Total Expense - $14,909.94 Total Budgeted - $28,630.53 2. Thornton will wait for light pole installation and monitor the Park through the summer months to select pole location. 3. Letter read from Allen citizen regarding Rolling Hills Park and City Manager, Jon McCarty's response letter. I%. SUMER RECREATION PROGRAMS A. Day Camp Program - Thornton presented the background and indicated the following changes were being made from last years program. 1. Move to Ford Park for Day Camp Program. 2. Addition of Overnight Campout on final day of each session. 14 PAGE 5 PARKS AND RECREATION BOARD MINUTES - SPECIAL CALLED MEETING MARCH 27, 1984 I3. Two sessions - 2 weeks each, beginning June 4-16, and June 18-29. There will be a limit of 60 participants per session, and the fee will be $40.00 per child. B. Playground Program - this program will replace the everyday Open Gym Program of last year. The program will be held out- doors at the following park sites: Reed, Ford, and Boyd. The fee will be $5.00 per child for the six week session. C. Open Gym Program - the Open Gym Program will be primarily geared to meet the needs of the adults in the community. The gym program will be open Tuesday and Thursday evenings, 6-9 p.m. There will be one counselor present to be custodian of the facility. MOTION: Bob Outman moved to accept the proposal of Summer Recreation Program, David Morgan seconded. Motion carried 4 for 0 against. X. REVIEW DRAFT OF ACTION PLAN ROWLETT CREEK Thornton reviewed the "flow chart" and Action Plan with Park Board by a "walk through" of preliminary draft. Briefly reviewed Action Plan for Rowlett Creek, appendixes of Landowners, Builders and Developers. Chairman Workman questioned how the Steering Committee would be chosen, and expressed concern with the length of process. Thornton said a time fram would be put on flow -chart for next meeting. Bob Outman suggested that between now and the next meeting - the process of soliciting members for the Steering Committee could begin with contacting those willing to serve. Thornton, City Manager, Jon McCarty, and Chairman, Ron Workman could meet and select Steering Committee. XI. Adjourn. There being no further business, MOTION: Bob Outman moved to adjourn, seconded by Helen Johnson. Motion carried, 4 for 00 against. These /minutes approved as read this / day 7of f, 1984. Ron Workman, Chairman Bob Outman, Secretary 15