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HomeMy WebLinkAboutMin - Parks and Recreation Board - 2003 - 09/08 - RegularMINUTES PARKS AND RECREATION BOARD REGULAR MEETING SEPTEMBER 8, 2003 — 7 P.M. PARB MEMBERS PRESENT Ben Ferguson, Chair Scott Neice, Vice -Chair Carl Clemencich, Jr., Secretary Joey Herald Vicki Wester Dan Stenger Rich Elder MEMBERS ABSENT [EnTM, ISTAFFPRESENT Tim Dentler, Director of Parks and Recreation Lori Smeby, Assistant Director of Parks and Recreation Brian Bristow, Landscape Architect Tony Hill, Recreation Services Manager Robert Townsend, Park Services Manager Kelly McGinnis, Grants Coordinator Kim Spearman, Operations Supervisor Sue Witkowski, Senior Administrative Assistant GUESTS None 1. CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT 2. APPROVE MINUTES FROM AUGUST 11, 2003 REGULAR MEETING Chair Ben Ferguson called the Regular Parks and Recreation Board Meeting to Order at 7:04 p.m. 2. APPROVE MINUTES FROM AUGUST 11, 2003 REGULAR MEETING Page 2 Parks and Recreation Board Meeting September 8, 2003 1 MOTION: Dan Stenger moved to approve the Minutes from August 11, 2003 Regular Meeting as presented. Joey Herald seconded and the Motion carried 7 for, 0 against. 3. CITIZENS COMMENTS There were no guests wishing to speak at this time. 4. INTRODUCTION OF NEWLY APPOINTED OPERATIONS SUPERVISOR, KIM SPEARMAN Robert Townsend gave a brief history of the position, and the vacancy following Randy Thompson's resignation. Following a review of the process involved in filling that vacancy, Robert introduced Kim to the Board and announced her appointment. Tim Dentler also provided a brief history on Kim and her employment with the City of Allen Parks and Recreation Department. 1 5. DISCUSSION REGARDING ACQUISITION OF LAND ALONG ROWLETT CREEK Tim Dentler requested this item be postponed until a later meeting. 6. PRESENTATION REGARDING CONSIDERATION OF ECIVIS GRANTS LOCATOR Brian Bristow introduced staff member, Kelly McGinnis to the Board and gave a brief background on her position and work with the City of Allen. Kelly provided a Power Point Presentation regarding the software program currently in the City of Allen FY2003-2004 budget designed to expedite the search for grant opportunities. Following her presentation, all agreed that this would present opportunities for possible grant options and a much better utilization of staff time. Scott Neice made several suggestions regarding information to be clarified prior to purchasing the software. 7. UPDATE ON POTENTIAL MARCH 2004 SOCCER TOURNAMENT — "SWEET 16" COLLEGE SHOWCASE I Page 3 Parks and Recreation Board Meeting September 8, 2003 Tony Hill presented an overview of the proposed "Sweet 16' College Showcase that the Sting Soccer Club has approached the City about hosting. Staff is still gathering information, regarding Chamber of Commerce involvement, local hotels, as well as committed universities. This tournament is scheduled to be held Much 26-28, 2004 at Celebration Park. Staff will be bringing more information regarding this issue to the October meeting, along with information on a proposed tournament to be held Easter weekend, 2004. Scott Neice expressed his desire to see Allen players be involved in some way with this event. 8. FY2003-2004 PARKS AND RECREATION DEPARTMENT BUDGET OVERVIEW Tim Derider presented a brief overview of the budget process, indicating that City Council would be considering formal adoption of the FY2003-2004 budget at their regular meeting September 9, 2003. Tim reported on the FTE (full time equivalent) positions funded last year versus this year, along with increased services. Tim also gave an overview of the General Fund, Enterprise (Special Revenue Fund) and the business units that the department has divided into. Tim reported that this year for the first time, each business unit prepared and presented their portion of the budget. Two new part-time positions have been approved for the Senior Center to provide transportation needs as well as programming needs in the expanded facilities they now have. Will Mitchell, Athletic Coordinator will be adding one staff position to assist in the athletic division of the Special Revenue Fund. Parks and Recreation will be utilizing Engineering Department inspectors for their new projects, and a service contract has been entered into for janitorial services at outlying facilities. Tim also indicated all mowing was being done by sub -contractors. 9. RESULTS FROM NATATORIUM SURVEY Tony Hill reported that 184 surveys were completed over the past few weeks. The response indicated that the users would like to see the Rodenbaugh Natatorium fitness area open until 10 p.m. rather than the current closing time of 9 p.m. Staff reported that they would be looking at duplicating some of the equipment at the Joe Farmer Recreation Center (who are currently open until 10 p.m.), as well as possible staffing issues at the Natatorium. 10. BOARD WORK PLAN REVIEW Page 4 Parks and Recreation Board Meeting September 8, 2003 1 Goal 2.0 Annual Report to City Council Staff reported that they hoped to put this item on the second meeting in October to present to City Council in a "state of the Department/Park Board" format. Goal 4.A Review of CIP Program Tim provided the Board members with a list of proposed Capital Improvement Projects funded for 2003-2004. 11. ITEMS FOR BOARD MEMBERS DISCUSSION Carl — Celebration Park looks great — signage at entry ways with maps to fields would be helpful for families trying to locate their game field. Rich — heard great comments regarding Celebration Park on the inaugural weekend of games. Dan — expressed appreciation for quality of staff in the Parks Department and their operations. Joey — expressed thanks to all for their support following the recent loss of his mother. Ben — asked if ASA would be playing their football games at Ford Park, if the senior net program had enough computers, and expressed appreciation to Scott Neice and Dan Stenger for their service to the Parks and Recreation Board. Everyone wished Dan and Scott well, and invited them to join a meeting whenever available. 12. OTHER BUSINESS UPDATES BY STAFF: AISD Request for Tournament Tim Dentler indicated AND had requested and received staff approval for a junior varsity and varsity tournament to be held during February and March of 2004. Allen Booster Club 51h Quarter Request Tim also reported a request by the Allen Booster Club to hold the traditional 5th Quarter event at Allen Station Park following the home football games, and staff granted that request. Fall Break and October Meeting Tim asked for input from the Board members regarding possible conflicts for the October Park Board meeting since it will fall F r Page 5 Parks and Recreation Board Meeting September 8, 2003 within the fall holiday of AISD No concems were expressed, so the meeting will take place as scheduled. Connector Trails at "The Woods at Suncreek" Brian indicated that this project will go out to bid with $100,000 grant funding. UPCOMING EVENTS Board members were reminded of upcoming events within the Parks and Recreation Department. 10. ADJOURN There being no further business, the meeting was adjourned at 8:45 p.m. These minutes read and approved this 131h day of October, 2003. Chair Secretary