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HomeMy WebLinkAboutMin - Parks and Recreation Board - 1989 - 11/13 - Regular11 MINUTES PARKS AND RECREATION BOARD REGULAR CALLED MEETING MONDAY, NOVEMBER 13, 1989 - 8:00 P.M. Don Proeschel, Chairman David Clark, Secretary Rick Allen Mary Widdowson-Martin Tom Clark Ray Galloway MEMBERS ABSENT Richard Saunders CITY STAFF PRESENT Rhoda Savage, Director of Parks and Recreation Sandy McGowan, Special Activities Coordinator GUESTS PRESENT Glen Hollmuller, Allen Sports Association Liaison Officer I. CALL TO ORDER Chairman Don Proeschel called the meeting to order at 8:15 p.m. II. APPROVAL OF MINUTES FROM MEETING OF OCTOBER 9, 1989 AND OCTOBER 14, 1989 MOTION: Tom Clark made a motion to approve the minutes from the regular meeting of October 9, 1989, as well as the workshop meeting of October 14, 1989 as presented. C PAGE 2 MINUTES - PARKS AND RECREATION BOARD NOVEMBER 13, 1989 Mary Widdowson-Martin seconded, and the motion carried, 6 for, 0 against. A. Athletic League Status Rhoda presented the Board with copies of statistical information provided by Ed Voss, Program Coordinator. In addition Rhoda indicated that the Spring Softball Program would be starting one week earlier than previously scheduled, to better accommodate the Allen Sports Association spring softball season. These memos reflect the end of Adult Softball Leagues, status report on Adult Volleyball Leagues, as well as upcoming plans for Basketball Leagues. B. Special Use Facility Rhoda reported that for about the last three months, the City has been waiting for the Texins Association to direct the City to write up a contract. The City of Allen is "ready, willing and able" to sign an agreement. Mr. Jack Battle, Attorney at Law, representing the City of Allen has been authorized to draw up a contract and submit it to the City for review. The document should be delivered any day. Following the review by the City of Allen, the contract will be delivered to the Texins Association for their review. This contract will state what is acceptable as far as clean up goes, and that the City of Allen will buy the land. The clean up must be complete by the first of February in order that the City may apply for an extension of the grant from Texins Parks and Wildlife Department. Don Proeschel questioned whether the City had any idea whether the grant would be approved or disapproved, and Rhoda indicated that she had no hint as to what their action would be. C. Open Gym Program In addition, Mr. Voss reported on the Open Gym Program, and announced that it would be moving from Reed Gymnasium to Vaughan Elementary, effective Tuesday, November 28, 1989. Copies of notices to be posted at Reed regarding this move were provided to the Board members. There will be a check-out program system put into place so participants may 'check-out' City of Allen property and return it upon 111 completion of utilization. Future Volleyball leagues may be run from Vaughan Gymnasium rather than Story Gymnasium. PAGE 3 MINUTES - PARKS AND RECREATION BOARD NOVEMBER 13, 1989 Following a brief discussion by the Board members on the check-out card it was determined that staff would research the procedure and determine the most effective means to determine who is checking out the equipment. It was reported that only children would be required to have an identification card, adults would provide a valid drivers license for purposes of checking out balls and equipment. D. Cemetery Association Activities (Video Tape) Rhoda provided a video tape and commentary of a work day at the Allen Cemetery supported by staff and the Allen High School Key Club acting as volunteers. The Club members and sponsors were provided a list of known graves and known information, then were asked to inventory headstones and record any and all information they could find. Approximately 50 gravesites were identified that day that were not recorded prior to that time with either the Allen Cemetery Association or the City of Allen. Concrete vaults are now required by the State of Texas. Prior to this law, twelve gravesites were available per lot, now there are eight gravesites per lot. At some point, someone sold lots as six gravesites per lot. The City is very concerned that the records be as accurate as possible regarding who is buried where, and who owns what with how many gravesites available. The Allen Cemetery Association is currently working with an architect to plan a new entry gate. The stones for this project have been donated to the Cemetery Association, and the City is currently trying to find a way to move eleven pallets of stone to the site. The Cemetery Association wants this new entry gate in place by their decoration day which is the first of May, 1990. The historical marker will be placed on or near the entry gate. Rhoda reported that the City would like to redo the fencing along McDermott. Rhoda provided the Board members with a draft of some rules and regulations regarding the Allen Cemetery which she has drawn up following her research into the Texas laws governing cemeteries. Rhoda reported that all the funeral homes in this area would be contacted and instructed to contact the City of Allen regarding any burials to be made in the Allen Cemetery. Following a brief discussion regarding the rules of the Allen Cemetery, it was determined that staff would continue to PAGE 4 MINUTES -PARKS AND RECREATION BOARD NOVEMBER 13, 1989 develop a set of guidelines and procedures for the Allen Cemetery regarding burials, upkeep, and record keeping. FY 89190 Budget Rhoda provided all Board members with a copy of the 1989-90 Fiscal Budget for the Parks and Recreation Department. Rhoda called attention to funding for contract mowing of some medians and right-of-ways, as well as an increase in turf management supplies in the agriculture supplies category. Capital outlay items include a tiller, small equipment and a winter cover for the pool. Resolution #950-10-89(R) Rhoda provided Board members with a copy of the above captioned Resolution passed by City Council on October, 1989. It was brought up during a Development Subcommittee meeting that with the widening of FM 2170 the right-of-way could not be obtained from City park land, and therefore all right-of-ways would need to be obtained north of FM 2170. All plans have been drawn and therefore it was determined that Hillside would no longer be a City park. It does not give any definite dates and does indicate that any improvements made at Hillside be of a temporary nature. An alternate site will be researched for these ball fields. The Comprehensive Plan Survey of 1985 indicates that Hillside and Jupiter would be phased out eventually. G. City Comprehensive Plan The Development Subcommittee has been working on a survey to be mailed out to of the City of Allen citizens. A sample survey has been completed, and it has been determined that it is acceptable and is currently being further refined prior to mailing to the citizens. H. Policy and Procedures Manual (Status) Board members were provided with a copy of the existing City of Allen Personnel Manual. One goal for the City of Allen Parks and Recreation Department is to develop a comprehensive personnel and procedures manual for the entire department, categorized into maintenance, recreation and aquatics. Rhoda also announced that she would have a new park foreman as of November 27, and would be sitting down with him and reviewing the draft she now has of the maintenance section of the manual. Copies have been distributed to the maintenance staff for their review and PAGE 5 MINUTES -PARKS AND RECREATION BOARD NOVEMBER 13, 1989 input, and are due back to her the Wednesday prior to Thanksgiving. Rhoda has provided Jon McCarty, City Manager, with a suggested outline for updating and revamping the existing City of Allen Personnel Manual. Yet to come is a section from the Recreation portion of the Department where a fee structure will be brought forth. She indicated that the Board would be most involved in this portion. Rhoda indicated that she hoped to have a full draft by Spring for the Board to review. I. Strategic Leadership, Tape #2 Outline Rhoda provided a copy of an outline of Tape #2 "How to Establish Policies for Boards" for the Board to review. Boards and Commissions Get Together Board members were provided a copy of a memo from Judy Morrison announcing December 13th as the Boards and Commissions Appreciation Dinner, at El Dorado Country Club. IV. DISCUSSION OF STRATEGIC LRADERSBIP TAPES Chairman Don Proeschel provided the Board with a copy of his notes from the workshop. There were provided especially for those members not able to attend. Don reported that these tapes were very helpful, and that wanted the Board to reflect on where they were going from here. It was suggested that a committee be formed to develop a "job description" and statement of mission/ purpose l goal for the Parks and Recreation Board. David Clark and Don Proeschel volunteered to work with Rhoda Savage in developing these items and return to the Board with their findings. V. OTHER BUSINESS Don Proeschel provided the Board members with an outline of topics to be covered in the Chairman's Annual Report to City Council, to be made the first Thursday in December. Glen Hollmuller, representing the Allen Sports Association reported concern over the City of Allen not being involved with the Allen Sports Association Basketball Program. Last year Ed Voss scheduled all gyms for ASA last year and this year the ASA will being working directly with the School District. Mr. Hollmuller suggested that due to the $11.00/hour rental fee as well as other problems encountered working with the School District, that maybe the City and School District should take over the basketball program. Rhoda indicated that at this time the City of Allen would PAGE 6 MINUTES -PARKS AND RECREATION BOARD NOVEMBER 13, 1989 be unable financially to take over such a program. It was suggested that the Allen Sports Association approach Mr. Bob Curtis, Facilities Director for the School District directly and ask what problems were incurred last year, thereby possibly negotiating parental monitoring or check lists, as well as other feasible resolutions to his concerns. Rhoda inquired as to the desirability of continuing the Boards membership in the National Recreation and Park Association. The renewal rate is $300 per year for board membership. It was determined that the membership would be continued. VI. ADJOURN There being no further business, the meeting was adjourned at 9:40 p.m. These minutes read and approved this 11 day of December, 1 9. �� ��� Don Proeschel, Chairman D vid C rk, ecretary Ll