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09.03.2008 Parks & Rec Minutesp � 0SPER 1.Call to Order/Roll Call MINUTES Meeting of the Town of Prosper Parks and Recreation Board 605 E. Seventh Street, Prosper, Texas Prosper ISD Administrative Svcs Building Wednesday, September 3, 2008 at 6:00 p.m. The meeting was called to order at 6: 15 p.m. by Vice-Chairman Rutledge Gordon Members present include: Rutledge Gordon, Charity Gilson, Tom Blaney, Jeff Stang, Loren Moulder Staff members present include: Wade Harden Rutledge Gordon moved up agenda items #3 and #4 to give some time for additional PYSA members to arrive for the working session. 2.Discuss and consider acting upon a change order for the Folsom Park improvement project. The total cost of the change order is still not final. Charity Gilson motioned to accept the change order not to exceed $45,000 upon staff approval, Jeff Stand seconded the motion. Motion was approved by a 5-0 vote. 3.Informational Items. Staff indicated that some of the field area at Folsom Park may be available to practice on next week. Charity Gilson asked about permanent signage to be placed at the park. She also asked about whether additional items such as a gazebo and or exercise stations could be considered. Staff informed the PARB that the wind screens at Main Street Park should be installed this weekend. Staff spoke with the vendor today. Staff informed the PARB that the electrical contractor has offered to install an upgraded shutoff system for the lights at Folsom Park for free. This will be a computer/GPS based system to ensure the lights turn off by 9:00p.m. ,,--- Charity Gilson asked about setting a ribbon cutting date for Folsom Park. The ribbon cutting will be scheduled before the next PARB meeting on September 25, 2008@ 6:00p.m. at Folsom Field. Jeff Stand asked for a status update on the design of the 57 Acre Park. Staff has not heard back from the contractor as of yet. Tom Blaney asked about the process of naming parks. He felt the PARB should start considering this process in regards to the 57 Acre Park. Staff indicated that this item could be placed on the September meeting agenda. Some additional discussion was held on getting the word out about the ribbon cutting. Contact PISD, the Mayor, Town Manager, and Council. 4.A.) Discussion with the Prosper Youth Sports Association concerning their by-laws and operation. The Park Board meeting was broke into a working session with members of the PYSA Board. PYSA Board members in attendance were: Scott Sigman -acting President Mike Hamilton -interim Vice President Hiram Colon -Baseball Commissioner Brian Jacobs -Treasurer Don Mettica -Football Commissioner The PYSA Board has appointed Mike Hamilton to be the interim Vice­ President until the next PYSA election in November. Scott Sigman addressed the current action plan of PYSA The communication plan of action is to send mass emails through the PYSA email system to make sure everyone is aware of the current open positions in PYSA and to keep families informed of the sport programs. Tom Blaney asked about getting help from PISD and their email system to get the word out. Scott said they have received permission to get information out through PISD and will use the LiveEd system. PYSA is open to forming a Nominating Committee to recruit people to run for the open positions currently available. They will ask for 2 volunteers to fill the committee at their next meeting. Currently there are open positions for Soltball, Baseball, Football, and Cheer Commissioners, as well as President, Vice-President, and Secretary Officers to be elected in November. PYSA also plans to add a Flag Football Commissioner to replace the soccer Commissioner. Elections for Commissioner are supposed to happen alter 24 months of service at the end of the sports season. PYSA is trying to get caught up with filling those positions, based on that policy. In addressing the suggested course of action for PYSA presented by the Town Manager, Scott Sigman addressed the following specific items. 9.No vacancies would be filled between now and the November elections -VP was appointed as an interim and PYSA was waiting on the Soltball position. Both positions would be elected to term as part of the planned November elections. 10.Agreed that no existing officers will serve past the 24 month term in accordance to the by-laws. 11.Agreed to create a Nominating Committee in which Scott Sigman would be a member. 12.Accept submissions until November 15 for all open PYSA Board positions for their November 20 th meeting. Send invitation for submittals to go out be September 15 th . Scott also stated that PYSA is currently having an external consultant, Marnie Moore, review the by-laws, operations, leagues, and grievance process in place for PYSA. The PARS asked if the respective commissioners could present a report of league progress and operations to the PARS prior to and during their sport season to the PARS. Scott agreed. Charity Gilson added that this would help keep the PARS informed of PYSA needs for future growth and facilities. Hiram Colon asked how PYSA and the PARS are associated. Tom Blaney stated there was a Town of Prosper resolution, where the Town recognizes PYSA as the recreational league provider for the community. Scott Asked that the PARS take over the scheduling of the fields. Staff indicated that according to the resolution, PYSA has responsibility to schedule facilities. There was some discussion on whether someone within the PARS could take this on. Staff will contact PISD to hear about their scheduling issues. 3 Hiram was concerned about the approach of the PARB. The PARB stated they just wanted to help make PYSA a successful organization for the community. Charity Gilson wanted to note the following items she has heard from PYSA this evening. 1.PYSA request for scheduling assistance. 2.PYSA request access to use the Town's email system. 3.PARB member to be present at PYSA monthly meeting Jeff Stang asked what guidelines were given to Marnie Moore. PYSA stated that she was to check into all aspects of the organization and to start with the winter sport leagues first (basketball). After that she would move onto the spring sports. Hiram mentioned that PYSA is considering creating a competitive league for baseball, and they were hoping it might be in place by 2010. Jeff Stang asked about the timeline to have a Prosper Basketball League. Scott said enrollment might be there by 2010. PYSA stated that they are currently being charged a $15 monitoring fee for gym use and $180 fee for the football fields by PISD. Loren Moulder asked for the PARB to receive a copy of the facility fees from PISD. Don Mattica requested support from the PARB on how PYSA & PARB will work together. He was specifically looking for processes and procedures. Jeff Stang asked how long Marnie needs to complete her assessment. PYSA noted that basketball would be first, Baseball second, spring volleyball next, and so on. Rutledge Gordon opened up the working session to public input. Lisa Dritschler -1285 Wheatland: Lisa pointed out that although PYSA has agreed to many concerns this evening, they do not have a quorum present and wanted that fact noted. She also stated that she had not seen anything official within the PYSA minutes regarding any actions concerning Marnie Moore's directive. PYSA indicated they decided to implement her offer just recently through emails. 4 -- Michael Doke -636 Creekview Drive: wanted to know if PYSA was a recreational league or a competitive league. PYSA acknowledged that it was a recreational league. Clarity Gilson stated that while recreational was stated, competitive could be included at a later time. However, the majority would probably be recreational. Hiram Colon restated that PYSA is primarily a recreational organization. There was some discussion about the difference between recreational and competitive leagues. Rutledge Gordon closed the public input. Loren Moulder stated that the Town should revise the resolution changing PSA to PYSA. B.) Consider and possibly act upon a recommendation to the Town Council concerning the Prosper Youth Sports Association. No recommendation will be made to the Town Council at this time. Staff will provide an update to the Council on the progress made tonight with PYSA. 5.Adjourn. Charity Gilson motioned to adjourn the meeting, Loren Moulder seconded the motion. The motion was approved by a 5-0 vote. The meeting was adjourned at 8:00 p.m. 5