Min - 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