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HomeMy WebLinkAboutMin - Parks and Recreation Board - 2013 - 02/11 - RegularPARKS AND RECREATION BOARD BOARD MEETING MINUTES FEBRUARY 11, 2013 Parks and Recreation Board of Directors Present: Libby Jones, Chair Tony Airhart Rodrigo Vizcaino John Holley Paul Davidson Baine Brooks, Council Member -Board Liaison City Staff: Tim Dentler, Director, Parks and Recreation Department Brian Bristow, Assistant Director, Parks and Recreation Department Lori Smeby, Assistant Director, Parks and Recreation Department Jennifer Robinson, Senior Administrative Assistant, Parks and Recreation Karen Cromwell, Tourism Manager, Convention and Visitors Bureau 1) Call to Order and Announce a Quorum is Present With a quorum of the Parks and Recreation Board present, Chair Jones called the meeting to order at 7:04 p.m. on Monday, February 11, 2013, in the Community Room of the Allen Municipal Court and Parks and Recreation Administration Building at 301 Century Parkway, Allen, Texas, 1) Approve Minutes of the November 12, 2012 Meeting Motion: Upon a motion by Member Airhart and a second by Member Holley the Parks and Recreation Board voted five (5) for and none (0) opposed to approve the minutes from the November 12, 2012, meeting. The motion carried. 2) Appointments to the Heritage Village Sub -Committee Chair Jones announced she received a letter from the City Manager requesting two appoints to this Sub -Committee. After a brief description of the duties of this position ® Chair Jones appointed Member Airhart and Member Davidson to serve on the Heritage ■fel Village Ad Hoc Committee. Parks and Recreation Board Minutes February 11, 2013 Page 2 3) Overview of Convention and Visitors Bureau Branding Campaign Parks and Recreation Director, Tim Dentler, introduced Karen Cromwell, Tourism Manager. She then played the CVB's four minute commercial and followed up by providing some background on the development of the CVB brand. She shared with the Board that Latitudes, a part of the Richards Group, was hired to develop a consistent message in order to build credibility and momentum which she feels is a critical marketing tool. Mrs. Cromwell also shared with the Board the new CVB website, redesigned visitor's guide and new custom signage. 4) Lone Star Conference Update Parks and Recreation Assistant Director Lori Smeby shared with the Board that the Lone Star Conference will be held again this year at the Allen Even Center on March 6-9. There will be 8 mens and 8 womens teams participating. In addition to the game other events will include the LSC Awards Banquet, school visits from the teams to AISD elementary schools, College Night at the arena, and FanFest. Volunteer orientation for those interested in volunteering with be held on March 2. Mrs. Smeby went on to share the economic impact to the community of the 2012 LSC Tournament was approximately a half a million dollars, including 1085 hotel nights and a 45% increase retail sales. In addition, the tournament provided an increased awareness of Allen as a destination as well as showcased the adaptability of the venue. 5) Discussion of Resident Correspondence Parks and Recreation Director, Tim Dentler shared with the Board an email that he recently received from resident John Johansen expressing the need for the development of Watters Branch Community Park on the west side of Allen as many families have to regularly commute to the east side for games and practices. He specifically asked that the email be shared with the Board to increase their awareness of this need. 6) Review of FY 13 Budget Mr. Dentler discussed with the Board budget handouts, department organizational charts, accomplishments and goals. He shared that the Parks and Recreation Department currently has approximately 350 staff members and is operating at a 54% cost recovery rate. He also went on to explain how the Hotel Occupancy Fund applies to the Parks and Recreation Department. He also specifically asked the Board to review Section 11-4 of the Park Ordinances which covers the duties and responsibilities of the Parks Board. He then spoke on Capital Improvement Projects (CIP), reminding the Board that current projects are being funded by the 2007 bond election at which time approximately $17 million was identified for Parks and Recreation Projects. He then introduced Parks and Recreation Assistant Director, Brian Bristow, who reviewed the H I Parks and Recreation Board Minutes February 11, 2013 Page 3 Capital Improvement Projects that the department has identified and gave a brief explanation of how the projects have been prioritized. 7) Trail Development Update The Parks and Recreation Assistant Director, Brian Bristow, covered with the Board the growth of the trail system from the 1990's through 2012. Mr. Bristow reported that there is currently 40 miles of trail and shared with the Board the map of chronological trail implementation. S) Staffing Update Mrs. Smeby announced The Courses at Watters Creek hired Debbie Bryan as the new Administrative Assistant and Lisa Piontkowski as the new Golf Course Food and Beverage Supervisor. Also, that Ashley McInnis was promoted to Recreation Programs Supervisor following the promotion of Timmy Vessakosal to the Allen Community Ice Rink Supervisor. Mr. Bristow also announced that Harold LeFrance has been named the Maintenance Crew Leader for the Allen Event Center. 9) Items of Interest [Board announcements regarding local civic and charitable events, meetings, fundraisers, and awards.] a) Items for Future Agendas: Staff Update, Senior Advisory Committee Update. Allen USA Update, Fees Discussion b) Next Parks and Recreation Board Meeting Monday, May 13, 2013 at 7:00 p.m. 10) Adjourn Libby Jones, Chair, Parks and Recreation Board Motion: Upon a motion by Board Member Airhart a second by Board Member Holley, the Board voted five (5) for and none (0) opposed to adjourn the meeting. The motion carried. These minutes approved on the 13 day of May, 2013. C 'r Secretar