The Stafford County Parks & Recreation Commission held its regular monthly meeting Thursday, February 16, 2006, at the Rowser Building. The meeting was called to order at 7:07 PM by Chris Hoppe.

SILENT ROLL CALL

Members Present Absent Staff: Guests:
Jack Cavalier A Greg Sager Ray Smith
Larry Checca P Alvin Bandy
Randy Walther P Lindy Fritter
Chris Hoppe P
Ken Mitchell P
John LeDoux P
Tom Paton P
John Druiett P
Brian Robinson P
Robert Ray P

APPROVAL OF MINUTES
Minutes from the January meeting were sent out in the February packet. Tom Paton motioned, and Larry Checca seconded, to approve the minutes from that meeting. Motion carried unanimously.

PRESENTATIONS BY PUBLIC
Lindy Fritter, Alvin Bandy, and Ray Smith all spoke in favor of naming the Moncure Property as Fritter Park.

NEW BUSINESS
· Florence Helms Award
Following a discussion by all members the following recommendations for awarding the Florence Helms Awards were made: Individual awards to both Woody Shahan and Helen Lewis- motion made by John LeDoux, seconded by John Druiett. Motion carried unanimously. Group award to Woodlands Girl Scout Service Unit- motion made by Ken Mitchell, seconded by Brian Robinson. Motion passed unanimously.
Park Tour- Following a lengthy discussion, Commission members decided to schedule a four-hour tour of the parks on Saturday, March 25, 2006. Staff will arrange an agenda and extend an invitation to any BOS members that may want to attend. Details will be sent out in early-March.
Commission Vacancies- It was announced that while the Commission was currently at their full complement, this would change once Chris Hoppe steps down to begin serving as the new Assistant Director of Parks and Recreation. Upon Chris’ stepping down, Larry Checca will be elevated to Chairman of the Commission; Brian Robinson nominated Tom Paton to serve as Vice-Chairman. The Commission voted unanimously to elect Tom Paton as Vice-Chairman.

OLD BUSINESS
· Park Name for Moncure Property
Pulled from agenda by previous request of Jack Cavalier.

· SASA Agreement
At the request of a motion by Brian Robinson, seconded by Randy Walther, the Commission voted 5-3 (Robinson, Walther, Ray, Druiett, Mitchell for- LeDoux, Checca, Paton against- Hoppe abstaining) to have Department staff provide a cost benefits analysis of the management of a recreational soccer program to facilitate the County decision to provide/contract for the management of a recreational soccer league. The Commission asked for information regarding benchmarks for any third party group that may be interested in running the program. This information would detail the cost benefits of operation of a league beginning in Fall 2007.

· The Commission also designated Brian Robinson and Larry Checca to meet with representatives of SASA prior to the March meeting to facilitate a shorter duration draft agreement for presentation to the Commission at their March meeting. This agreement would be with the Recreational Division only of SASA.

· Bond Referendum
Four Commissioners volunteered to serve on a subcommittee to look at future projects, associated costs, timeframe considerations, and the facility needs outlined in the updated Master Plan. That subcommittee will include: Larry Checca, Randy Walther, Ken Mitchell, and John Druiett.

PRESENTATIONS BY COMMISSIONERS
· Tom Paton gave an update on SASA.

· Chris Hoppe relayed that Larry Checca will serve as the Commission representative for the County’s updating of the Comprehensive Plan.

· Larry Checca complimented Chris on his leadership.

· Brian Robinson mentioned that the Brooks Park lighting project is continuing.

· John Druiett had a few questions regarding the Park Authority.

· Ken Mitchell mentioned other regional authorities that the County is involved in and land that may be available for purchase.

· John LeDoux made a motion, seconded by all members, that a proclamation be drafted by the Department recognizing and thanking Chris Hoppe for his many years of service. The motion passed unanimously.

STAFF REPORTS
No discussion.

DIRECTOR'S REPORT
Greg Sager’s written report, which was included in the packet, included the following:
· Moncure Property
Contract amendment was required and must be signed for perform a perennial flow analysis of the site prior to obtaining the permit. Full construction of Phase I is still scheduled to begin next spring following the construction bid process.

· Willowmere Park
Poles for baseball field lights are being installed, with completion the end of February. The request to modify the existing Conditional Use Permit (to remove the provision requiring that the additional parking and landscaping improvements be complete prior to usage of the lights) will be heard at Public Hearing at the Planning Commission meeting on March 1.

A pre-construction meeting with Tavares Concrete is scheduled for February 15 to identify an exact timeframe for the construction of the additional parking lot, emergency access road and new landscaping. Weather permitting, work will begin late February with an anticipated completion date of mid-April.

· Comprehensive Master Plan for Parks & Open Space
The Department and Clough, Harbour are continuing to solicit input for the updated master plan. The two co-sponsored athletic organizations and all other major facility users have been invited to a meeting on February 17 at 6:30 p.m. in the Rowser Building; Commissioners are encouraged to attend. Following this meeting, Clough, Harbour will prepare a short presentation for a BOS meeting in April, at which time the BOS will give their input regarding the master plan. Following the BOS meeting, a preliminary draft of the master plan will be unveiled.

· Staffing – Full-time & Part-time
Paul Carroll was promoted from Parks Maintenance Worker I to Parks Maintenance Mechanic I. Paul’s previous position as Parks Maintenance Worker I is being currently advertised. Interviews for the vacant Sports Programmer II position will be held the week of February 20. Diane Selby, the new Administrative Assistant at the Curtis Park Maintenance Office, began work on January 30.

· Smith Lake Park
The Department is in the process of executing the contract with Site Works, Inc., to re-construct the 90’ baseball field at Smith Lake Park. A pre-construction meeting is scheduled the week of February 20. Weather permitting, the anticipated completion date is mid-April.

· Assistant Director Update
The Assistant Director of Parks and Recreation position was filled on February 6. This new employee will begin work on March 13. An announcement will be made to the Commission at their February meeting.

· Park Repairs
The new sign at Carl Lewis Community Center was installed February 3. Various other projects are being completed throughout the County as weather permits.

· Commission Bylaws
A request to change the Parks and Recreation Commission bylaws will be discussed at the February 21 BOS meeting. This change will stagger Commissioners’ terms to coincide with those of the BOS member that appoints them.

ADJOURNMENT
The meeting adjourned at 9:58 PM.

Minutes Approved by:

____________________________
Chris Hoppe, Chair

RGS:jls