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HomeMy WebLinkAboutMin - Parks and Recreation Board - 1988 - 03/14 - RegularMINUTES ° PARRS AND RECREATION BOARD REGULAR CALLED MEETING MARCH 14, 1988 - 7:30 P.M. Gary Edstrom, Vice -Chairman Ray Lewis Tom Clark Richard Saunders M]MERS ABSENT Carol Laakso Helen Johnson, Secretary Don Proeschel, Chairman CITY STAFF PRESENT Mark Thornton, Director of Parks and Recreation I. CALL TO ORDER Vice -Chairman, Gary Edstrom called the meeting to order at 8:00 P.M. II. CONSENT AGENDA Approval of Minutes from February 8, 1988, Regular Called Meeting. III. DIRECTOR'S REPORT A. Spring Athletics Thornton reported to the Board that today, March 14, was the deadline for volleyball teams to sign-up for the Spring League. There were 9 teams signed up, 5 in the Competitive Spiking League, and 4 in the Recrea- tional Non -spiking League. Thornton briefly reviewed the new format for the volleyball leagues, with the recreational league paying only a $2.00 user fee, with no referees, and no trophies to be given out. Thornton updated the Board on the Spring Softball league which increased 30% this spring. Fifty three teams are participating in the following four leagues: 21 PAGE 2 MINUTES - PARKS AND RECREATION BOARD t MARCH 19, 1988 i Men's Open - Monday Men's Recreation - Tuesday Men's Church - Thursday Co-Recreational - Friday B. Story Park Thornton informed the Board that Story Park, Phase II was currently under construction. He indicated that the irrigation should be installed this week, leaving four picnic tables, 2 backstops, and 2 soccer goals, along with 50 trees yet to be installed. The trees are to be put on a "drip-line" irrigation system. Thornton also informed the board that on the 29th of this month, bonds are to be sold for the construction of the park at Cottonwood Bend. Irrigation is already installed at this site. Thornton reported that there were to be three park dedications this summer, June is scheduled for the Ford Park Dedication, July for Story, and August for Cotton- wood Bend. He indicated that this year marks the 10th ' anniversary of the Parks and Recreation Department in the City of Allen, and felt the dedication of three parks during this 10th anniversary year would be appropriate. C. Personnel Thornton reported that Mr. Ed Voss had been offered the position of Program Coordinator and had accepted that position with the City of Allen. Mr. Voss is currently with the Plano Parks and Recreation Department, after several years with the Plano Star Courier. Thornton felt he was well experienced in recreation as well as public relations. IV. REVIEW AND CONSIDER ACTION REGARDING A POLICY FOR FEES AND CHARGES. Thornton reported that there was currently no policy in effect for how the department sets charges and fees. Thornton indicated that it was important to the restruc- turing of the department and the ability to offer new and expanded programs to have the policy in effect. Thornton read the proposed financial policy to the Park Board members, offering examples of various circumstances the Department now experiences, and examples of what we 22 PAGE 3 MINUTES - PARKS AND RECREATION BOARD MARCH 14, 1988 might expect in the future and how this policy would meet the Departmental needs for years to come. Vice -Chairman, Gary Edstrom commented that as long as the policy was fair and reasonable, he felt the citizens would respond positively. Following a lengthy discussion regarding the ramifications of such a policy, the following motion was made. MOTION: Richard Saunders made a motion to approve the Financial Policy of the Parks and Recreation Department as presented, and to recommend to Council for approval. Tom Clark seconded, and the vote carried 4 for, 0 against. V. REVIEW AND CONSIDER ACTION REGARDING THE CITY ADMINISTRATION AND MAINTENANCE OF THE ALLEN CEMETERY, Thornton referred the Board to the sample ordinance enclosed in the Agenda Packet for their review. Thornton presented a brief background on the historical significance associated with the Allen Cemetery, as well as background on the current association handling the cemetery affairs. Follow- ing a lengthy discussion by Board members, the following Motion was made: MOTION: Ray Lewis made a motion to recommend the Ordinance to Council, Tom Clark seconded, and the motion carried 4 for 0 against. VI. REVIEW AND CONSIDER ACTION REGARDING THE STRUCTURE AND PROCEDURAL CHANGES FOR RECREATIONAL PROGRAMS. A. Allen Swim Team Thornton reviewed the two year history of the swim team with the Park Board Members, indicating that the first year of operation failed to find a volunteer to coach the swim team. The second year, the coach has indi- cated a desire to be paid for this work. Thornton indicated that if the city did not go to a paid posi- tion, it might jeopardize the swim team program which proved very strong last summer. He reported on research with other cities on how they paid their coaches. Some were paid on an hourly basis, while others were paid on a "per session or class" basis. Thornton listed several options open to the Board, and beyond the hourly basis, and per class basis, the City 23 PAGE 4 MINUTES - PARKS AND RECREATION BOARD d MARCH 14, 1988 of Carrolton uses an 85%-15% split whereby the Coach would make 85% of the monies taken in for the program and the City would make 15%. The City would retain the right to control and set fees at a fair and equitable level for the Coach, participants, as well as the City. Richard Saunders questioned whether this would apply to the City of Allen aquatic facility only, whether there was time to schedule the swim team, and Tom Clark asked if the liability would be greater for the City should the team have to schedule practices in the evening hours after the pool closed. MOTION: Tom Clark moved to recommend to Council an 80% - 20% split for the Swim Team Coach. Ray Lewis seconded, and the vote carried 4 for, 0 against. VII. OTffi2 BUSINESS �+ A. Archery Range Thornton reported on an article appearing in the Allen American which indicated the City was looking into the feasibility of opening an Archery Range. Thornton reviewed the information he had gathered at an earlier date on this subject, and reviewed the fact that it would not be feasible for the City to start the program at the present time. Thornton indicated that an article would run soon in the Allen American regarding the stand the Board has taken on this issue. B. Items of Interest to the Board Board Member Ray Lewis reported that a coach from the Allen Sports Association inquired as to the feasibility of installing soccer goals in the open space at Reed Park. Thornton indicated that due to the possible conflict of the backstop at that area, it might not be a good decision. He pointed out that there were many other areas in town for the children to practice soccer, and only one other for adults to practice softball. With 53 teams in the league, we were desperate for practice fields. VIII.EERCUTIVE SESSION: PROPERTY - ACQUISITION OF SPECIAL USE FACILITY (CLOSED TO PUBLIC AS PROVIDED IN ARTICLE 6252-17, SECTION 2(F) V.A.T.C.S.) 24 PAGE 5 MINUTES - PARKS AND RECREATION BOARD MARCH 14, 1988 MOTION: Richard Saunders moved to convene to Executive Session, Ray Lewis seconded, and the motion carried 4 for 0 against. IX. RECONVENE TO REGULAR SESSION MOTION: Ray Lewis moved to Reconvene to Regular Session, Richard Saunders seconded, and the motion carried, 4 for, 0 against. X. AWOURN There being no further business, the meeting was adjourned. These minutes approved as read this NA day of April, 1988. 06M Pmwjal -A , L� ."J Don Proeschel, Chairman Hell -En Johns Secretary 9 25