Loading...
HomeMy WebLinkAboutMin - Parks and Recreation Board - 2005 - 11/07 - Special CalledMINUTES PARKSPARKS AND RECREATION BOARD SPECIAL MEETING NOVEMBER 7, 2005 PARB MEMBERS PRESENT Ben Ferguson, Chair Cheryl Lawson, Vice -Chair Joey Herald Vicki Webster, Secretary Gary Alan Moore Todd McIntosh MEMBERS ABSENT Mary Fritche STAFF PRESENT Tim Dentler, Director of Parks and Recreation Lori Smeby, Assistant Director of Parks and Recreation Tony Hill, Resource Development Manager Bryan Rauscher, Golf Services Manager Robert Townsend, Park Services Manager Shannon Craft, Cultural Arts/Special Events Sue Witkowski, Senior Administrative Assistant GUESTS PRESENT Trudy Israel, Art -to -Go Representative 1. CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT Chair Ben Ferguson called the meeting to order at 7:04 pm and announced a quorum was present. 1 2. CITIZENS COMMENTS Page 2 Parks and Recreation Board Meeting November 7, 2005 Chairman Ben Ferguson asked for anyone wishing to speak to the Board regarding an item not on the agenda and no one came forward to speak. 3. RECOGNITION OF CITIZEN BY THE PARKS AND RECREATION BOARD Director of Parks and Recreation, Tim Dentler invited Trudy Israel to come forward and gave the Board a brief background on the Art to Go Program that Trudy is heading up. Trudy came to the City with an idea, and volunteered to do the program with the local schools on a volunteer basis, and has worked diligently to research the program, gather volunteers and oversee the on going program. The Board expressed their appreciation to Trudy, and presented her with a certificate of gratitude. 4. APPROVE MINUTES FROM OCTOBER 10, 2005 REGULAR MEETING AND OCTOBER 24 2005 SPECIAL MEETING MOTION: Joey Herald moved to approve the minutes from October 10, 2005 Regular Meeting and October 24, 2005 Special Meeting. Gary Moore seconded, and the Motion carried 6 for, 0 against. 5. RECOMMENDATION FOR NAMING OF NEW SENIOR FACILITY Tim Dentler gave a brief background on the naming process used for the new senior facility Tim reported that he had met with the Allen City Council during a workshop session, and received their input, as well as input from the senior Citizens Advisory Committee. Tim reported having received emails from citizens regarding the name as well. Tim indicated that the name of "Allen Senior Recreation Center" was being supported by Council as well as a portion of the senior citizens he heard from. Ben Ferguson expressed his concern with the marketing challenges facing staff to program the facility with an appeal to all ages of seniors. Ben indicated his support for City Council and their decision in this regard. Cheryl Lawson inquired as to the use of"recreation" versus "activity" in the name. Tim Deader responded that the 4-b funding sources have very specific guidelines for what that money can be used for, and the wording "recreation" better fits that criteria. Page 3 Parks and Recreation Board Meeting November 7, 2005 Joey Herald indicated his support of the word "senior" in the title of the facility and is in agreement with City Council. It was also pointed out that this name would easily allow the addition of a benefactor's name. MOTION: Gary Moore moved to recommend "Allen Senior Recreation Center" as the name for the new senior citizen facility. Joey Herald seconded, and the Motion carried 6 for, 0 against. 6. ART -TO -GO PROGRAM PRESENTATION Trudy Israel gave a brief presentation on the Art -to -Go Program, as well as examples of art in the portfolios being prepared to show at the various schools. Trudy explained that this is a volunteer program, and she is always looking for people willing to dedicate time to the effort. Trudy explained that the class program lasts about 45 minutes, and does not replace the existing art program, but is offered in addition to. Trudy invited any Board members who would like to become involved to contact her. 7. PRESENTATION ON EGGSTRAVAGANZA 2006 Shannon Craft, Cultural Arts/Special Events Coordinator for the Parks and Recreation Department made a presentation (a copy is attached to these minutes) regarding the history and budget issues associated with the annual Easter egg hunt event. Tim Dentler indicated he was looking for input from the Board regarding the direction they would like to see staff take regarding the future of the program. Tim indicated he was not comfortable using the existing format due to safety and security issues for the children. Ben agreed that the program should be re-evaluated. Ben indicated he was not in favor of abolishing the program. Todd McIntosh indicated the program was likely a victim of its own success. having grown so large. From his perspective, the event has become too chaotic and not a "fun" event for the children. Gary Moore said that maybe a "fair venue" with different vendors at different stations handing out eggs, candy, favors could take some of the "mad dash" out of Page 4 Parks and Recreation Board Meeting November 7, 2005 the event and provide a safer venue. smaller, more contained area would be better. Joey Herald indicated he would be okay with abolishing the event. Maybe the City could support homeowner's associations and local churches with a visit from the Easter bunny with candy, etc. Cheryl Lawson indicated the she saw no need to do an event with such negativity associated with it. Tim indicated that staff would continue to research the reformatting of the event and bring back ideas to the Board at the December meeting. 8. PARKS ORDINANCE, FACILITIY, PROGRAM FEE STRUCTURE Tim asked that two members be assigned to an ad-hoc subcommittee to work with City staff to evaluate current ordinances and make recommendations back to the Board regarding modifications and condensations. Cheryl Lawson and Joey Herald both indicated their availability during the work day to meet with staff. Ben Ferguson said he would agree to serve as an alternate should either of these members be unable to meet. 9. WORK PLAN—ITEM 7.B MEMBER TO BI -ANNUAL MEETING OF CO- SPONSORED GROUP Tim Dentler informed the Board that the bo -annual meeting of the Allen Sports Association would be held December 13, 2005 — 7pm in the Allen Heritage Center. All Board members were encouraged to attend this meeting. Tim also reported that Ken Geest would be on the Board agenda for December 12 Regular Meeting to discuss the organization of the Allen Sports Association. 10. ITEMS FOR BOARD MEMBERS DISCUSSION Todd Mchnosh reported that he was half -way through the current class at the Police Academy and found it very interesting. Gary Moore indicated he'd unsuccessfully looked for basketball goals in neighborhood parks. Cheryl Lawson reported that she enjoyed the TRAPS Conference attended on November 4 in Frisco. Cheryl reported on fitness stations and kiosks that were H H Page 5 Parks and Recreation Board Meeting November 7, 2005 available for senior citizens, and thought of the facility now under construction for the Allen seniors. Vicki Wester also reported enjoying the informative TRAPS Conference. Vicki gained information on several senior activities. Tim Deader reported that Tony Hill has accepted the newly created position of Resource Development Manager, and that the position of Recreation Services Manager is currently open and applications are being accepted. Tim also reported that Council Member, Ross Obermeyer has been appointed as the Council Liaison to the Parks and Recreation Board, and invited any comments or communication from the Board. Ross provided members with his email address, cell phone as well as home phone information. Ross will attend some of our Board meetings, and Tim indicated Ross currently serves on the Park Foundation, and is a former Parks and Recreation Board Member. 11. ADJOURN There being no further business, the meeting was adjourned at 9pm. These minutes read and approved this 12`h day of December, 2005. Ben Ferguson,lehair Vicki Wester, Secretary I 0 Attachment — Easter Eggstravaganza Parks and Recreation Board Minutes November 7, 2005 City of Allen Easter EGGstravaganza History of Egg Hunt ;d Began in 1996 at Joe Fanner Recreation Center in the amphitheater 7� Held the day before Easter ;d Program consists of Egg Hunt and pictures with Easter Bunny X2003 was the last year an arts and craft area was done x In 2004 an activity fair was added to highlight the events and programs within the Parks and Rec. dept, as well as other City Services ;d Due to overwhelming attendance and safety concerns at the 2004 event it was decided to move the event to Celebration Park Attachment — Easter Eggstravaganza Parks and Recreation Board Minutes November 7, 2005 H Length of Event Egg Hunt approximately 15 minutes # Pictures with Easter Bunny approximately 20 minutes Notal Time roughly 35-45 minutes i62004 Activity Fair scheduled for 3 hours, closed 1 — 1 Y. hours early due to lack of attendance 1 Set -Up of Event Joe Farmer Recreation Center (one hunt field, roped off area for Special Olympians, 3 & under had pools filled with bird seed) 74. ` armor � I Attachment — Easter Eggstravaganza Parks and Recreation Board Minutes November 7, 2005 Budget Notal Amount Spent for 2005 = $4,200.00 ;d Items Purchased/Rented: #Fencing 9625,000 plastic filled eggs ;d Prize Baskets Snacks for kids 3 and under Staff Over Time (not included in $4,200.00) ;6 Event Coordinator = 4 — 5 hours ;67 Parks Maint. Staff = 4 — 5 hours U Estimated Attendance FE 1998: 150-200 X2000: 1,000 X2003: 1,500 x2004: 2,000 (activity fair attendance: 500) X2005: Rained Out I Attachment — Easter Eggstravaganza Parks and Recreation Board Minutes November 7, 2005 L Challenges f Safety & Customer Happiness xcorimms ;'Start time is a mad rush FeChance of children getting separated form parents is greater (Complaints x"My kids didn't get any eggs." x"Tell parents to stay off hunt fields." x"My kids got trampled." A Weather (it rains every year) A Length of event vs money spent x Staffing/Security t Other Egg Hunts in the City (asked 22 chumhes & HOA's, of the 12 responses 7 have egg hunts and one was a maybe) H Options Restructure Event 7Easter Bunny visits at Natatorium & Recreation Center ;4Aove to weekend before Easter 94onger hunt time the day before Easter #Cancel event to allow local churches and organizations to offer that service to the community I