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HomeMy WebLinkAboutMin - Parks and Recreation Board - 1993 - 12/01 - RegularI MINUTES PARKS AND RECREATION BOARD REGULAR CALLED MEETING DECEMBER 1. 1993 - 7:30 P.M. MEMBERS PRESENT Lonnie Thomas, Chairman Jim Waldbauer, Vice -Chairman Ross Obermeyer, Secretary Frank Maitland Ray Galloway Byron Nielsen Leah Magruder MEMBERS ABSENT None GUESTS PRESENT James M. Genneken Randy Mayberry STAFF PRESENT Rhoda Savage, Director of Parks and Recreation Sue Witkowski, Secretary I. CALL TO ORDER The meeting was called to order at 7:30 p.m., by Chairman Lonnie Thomas. II. CTTIZENS COMMENTS PAGE 2 PARKS AND RECREATION BOARD MEETING DECEMBER 1, 1993 There were no citizens present wishing to speak to the Board. III. APPROVE SPORTS SEASON POLICY - COMMITTEE REPORT BY LEAH MAGRUDER Leah Magruder reported back to the Board that she and Byron Nielsen had met with Larry Kirk, Sally Terrell (ASA Liaison), and Rhoda Savage regarding the proposed policy She indicated that with the exception of a few suggestions, overall, they agreed to keep everything the same for one year, then review the policy and see if changes were warranted. It was reported that the ASA Liaison was very positive and felt this policy would better suit their needs than the method used in the past. User fees were discussed, and Byron reported that Larry Kirk would be further investigating other Cities (Richardson and Piano), and possibly developing a "by team" rather than "by participant" user fee. El Discussion was held regarding the light fees, reservation policy, tournament fee schedule, Allen teams versus Allen residents playing on teams comprised of Plano residents, along with length of notification required by various groups wishing to schedule games on Allen fields. The method for calculating tournament fees was unclear and further information was requested of staff. Specifically, the tournament fee should be determined based on more than the number of teams entered. Other items that need to be considered include the actual length of the tournament and other fees for field use (i.e., light fees). Requirements for hosting tournaments should include tournament sanctioning and use of the City of Allen Umpires Association. Tournaments hosted by Allen residents and organizations will have priority Following a brief discussion, it was determined that because of this item, adopting of the policy would be tabled until the next regular meeting at which time, the policy would be presented along with changes to the tournament use section. I PAGE 3 PARKS AND RECREATION BOARD MEETING DECEMBER 1, 1993 IV. UPDATE ON PRIVATE/PUBLIC USE OF FORD PARK BY UCBC Randy Mayberry, representing Unique Concepts in Batting Cages (UCBC) presented the Board with a letter outlining his proposed batting cages at Ford Park. Mr. Mayberry indicated that a Parks and Recreation Board Subcommittee met on Monday, November 15, 1993 and it was determined that the following items might be of the greatest concern to the Board and possibly the City Council: A rough draft of the proposed contract/lease agreement would need to he presented; Clarification as to the exact location of the cages and buildings; Compliance with current City codes; Approximate season and hours of operation; i Performance bond; Liability insurance on UCBC employees using City equipment; General contractor estimate of costs; Relationship of UCBC with AISD; and Current electrical supply and drawings to scale of site plan. The above issues were addressed in writing by Randy Mayberry, and in open discussion by Frank Maitland and Byron Nielsen (Park Board members serving on the subcommittee to study the proposal). Mr. Mayberry also presented the Board with a copy of a survey document provided by the City of Bloomington, MN, to UCBC. Rhoda Savage provided the Board with a brief breakdown of the major components of the UCBC proposed contract and those currently used by the cities of Garland, Texas and Bloomington, Minnesota dealing with privately run batting cages on city owned land. PAGE 4 PARKS AND RECREATION BOARD MEETING DECEMBER 1, 1993 Some of the Board concerns regarding the UCBC proposal were: What would happen to the equipment installed at the end of the proposed 20 year lease if the contract was not renewed by UCBC, Would other items be available for purchase at the complex (such as bats, balls, gloves, etc); Insurance covering the batting cages and their operation; and insurance covering the UCBC employees; and Proposal going through City processes The Board decided they would he considering the proposed concept but would not be involved in the details of implementation. No further information would be required of the proponents at this time. V. ADJOURN TO EXECUTIVE SESSION: PROPERTY SECTION 551.075. (CLOSED TO PUBLIC AS PROVIDED IN THE TEXAS GOVERNMENT CODE The Board adjourned to Executive Session at 8:55 p.m. VI. RECONVENE AND CONSIDER ACTION ON ITEMS PRESENTED The Board reconvened to Regular Session at 10:08 p.m. and the Board requested the following statement be entered into the minutes as the Board had reached a consensus on items discussed in Agenda Item #V (Update on Private/Public Use of Ford Park by UCBC): The Board has been approached by Unique Concept in Batting Cages concerning the concept of privately owned and operated sports batting cages located on City parkland (Ford Park). After preliminary discussion, the Board considers this concept as potentially appropriate and providing a needed service to the citizens of Allen. However, we recognize that many issues must be addressed, (i.e., appropriate land use, impact on park utilization, and contractual details). If the Council F1 PAGE 5 PARKS AND RECREATION BOARD MEETING DECEMBER 1, 1993 agrees with the concept the Board recommends that proposals for such a project be solicited from various sources. This should assure a balanced and equitable approach with minimal impact on City resources. IV. ADJOURN There being no further business the meeting was adjourned at 10:15 p.m. These minutes read and approved this 13th day of December 1993 eT e Lonnie Thomas, Chairman Ross Obermeyef,-6ecretary