The Stafford County Parks & Recreation Commission held its regular monthly meeting Thursday, March 16, 2006, at the Rowser Building. The meeting was called to order at 7 PM by Tom Paton.

SILENT ROLL CALL

Members Present Absent Staff: Guests:
Jack Cavalier P Greg Sager
Larry Checca A Judy Sokolowski
John Druiett P Chris Hoppe
John LeDoux P
Eric Lindner P
Ken Mitchell P
Tom Paton P
Robert Ray P
Brian Robinson P
Randy Walther P

APPROVAL OF MINUTES
Ken Mitchell motioned, and Randy Walther seconded, to approve the minutes from the February meeting. Motion carried unanimously.

PRESENTATIONS BY PUBLIC
None.

OLD BUSINESS
Woodlands Pool
After discussing the options available to replace the bubble at Woodlands Pool, Brian Robinson motioned, and Randy Walther seconded, to recommend that staff begin the process of implementing an upgraded version of Option 1 and move ahead with the project. Motion carried unanimously.

Option 1: New Inflated Fabric Dome
The quickest, cheapest and simplest option would be to purchase a new air inflated fabric dome. Any new fabric dome would require a new deck-mounted lighting system for the pool to prevent light fixtures falling into the pool in the event of a collapse. A new fabric dome could be ordered during the late spring/summer and still arrive in time for a September 2006 installation. The cost of the new fabric dome with special coating for increased longevity and a 15-year warranty and affiliated lighting system, which will provide more light than currently exists, would be approximately $175,000.

Negatives include: heating costs necessary in keeping the dome inflated are extremely expensive; the four-week window that the pool must be closed for erecting and dismantling of the dome; and the estimated 15-year lifespan of the new dome.

Park Name for Moncure Property
This item was tabled until the next meeting.

Park Tour
Greg Sager reviewed the itinerary for the park tour that is scheduled for March 25, 2006. The Commission suggested that the sites be narrowed down to the newer sites and future park sites.

Bond Referendum
A subcommittee was selected at the last meeting, consisting of Larry Checca, John Druiett, Ken Mitchell, and Randy Walther. Jack Cavalier asked staff to provide a preliminary outline of projects and estimated costs. Greg Sager said this information would be provided at the April meeting.

SASA Agreement
(At the last meeting, the Commission requested Department staff to 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.)
Greg Sager reiterated that the draft agreement is for the Recreational Division only (2700 kids). Brian Robinson motioned, and John LeDoux seconded, to defer the directives given to staff at the last meeting until deemed necessary. Motion carried unanimously.

NEW BUSINESS

Fee Waiver for Non-profit Group
Eric Lindner motioned, and Robert Ray seconded, to concur with Staff’s recommendation not to waive fees for a non-profit group and to continue to abide by the written policy based on loss of revenue and the precedent it would set. Motion carried with 6 in favor and 2 opposed.

Recognition of Swim Team Coach, Lou Ann Hadlock
Brian Robinson motioned, and Ken Mitchell seconded, to recommend that the BOS present a proclamation to Lou Ann Hadlock for her years of volunteerism and coaching swim students. Motion carried unanimously.

PRESENTATIONS BY COMMISSIONERS

· Brian Robinson said the lighting project at Brooks Park had been cleared and approved by the County, and he is in contact with the contractor.

· Ken Mitchell suggested amending the Commission Bylaws to state that the total time allowed for public presentations would be 30 minutes.

· Tom Paton suggested that the $1.1 million left in the bond funds be used for lighting the soccer fields at Willowmere Park

STAFF REPORTS
No questions were asked.

DIRECTOR'S REPORT
Greg Sager reported the following:

Smith Lake Park
Work has begun on the regrading and construction of the 90-foot baseball field at Smith Lake Park. All grass has been removed from the field and the existing soil is being manipulated and enhanced. Completion is tentatively scheduled for mid-April.

Willowmere Park
The last of the new baseball light poles were erected on March 8; remaining electrical lines and transformers should be installed by March 17. Lights will be aimed and tested during the third week of March.

The contractor is preparing to begin work on the new parking lot construction and additional landscaping during the week of March 21. At the Planning Commission Public Hearing held on March 1, Commissioners voted 4-3 to recommend removal of the provision in the existing C.U.P. requiring that the parking lot lights and landscaping be completed prior to the lights being utilized. This request will be heard at Public Hearing during the BOS meeting scheduled for April 4.

Moncure Property
The grading permit has been approved, contingent upon two storm water application and review fees being paid. The Department will transfer funds the week of March 7 to expedite this process. The site plan is expected to be approved by the end of March with all specifications ready for an early April bid process.

Field Work Update
All baseball and soccer fields are being prepared by Maintenance staff for play beginning on March 11. Both SBL tryouts and the annual St. Patrick’s Tournament will be utilizing Department and School fields throughout the County that weekend.

Woodlands Pool Enclosure
The BOS requested the Commission to recommend what type of enclosure should replace the current fabric dome at Woodlands Pool; this item is on the agenda.

Staff Update
We will soon interview applicants for the two vacant full-time Parks Maintenance Worker positions. Interviews are scheduled to begin March 8 for the vacant Sports Programmer II position. Chris Hoppe will begin work as the new Assistant Director of Parks and Recreation on March 13.

Budget Update
The ramifications of the County Administrators proposed budget will be discussed at the March Commission meeting.

SBL Batting Cages
The SBL is completing installation of the last batting cages at Willowmere Park. Batting cages have also been constructed at Duff Green Park and Rowser Field.

Volunteer Banquet
The Department’s Annual Volunteer Banquet will be held at 6:30 p.m. on March 18 at the Rowser Building. All Commission members should have received their invitation.

Duff Green Park
A date will be set for late April or early May for the unveiling of the plaque at Duff Green Park. This plaque commemorates the donation of the land by Mr. Green and refers to his great-grandfather for whom the park is named after.

Red Fines Awards
The annual Red Fines Sportsmanship Awards will be given to recipients during a ceremony that will be held prior to the April Commission meeting, and all Commissioners are asked to attend. The award ceremony will be held on Thursday, April 20, at 7 PM, at the Courthouse Community Gym; the Commission meeting will follow in Room C at this site.

Commission Bylaws
The BOS approved amending the Commission’s Bylaws so that Commission members’ terms follow BOS members’ terms. The BOS will formally change Commission members’ terms at their meeting on March 21.

ADJOURNMENT
The meeting adjourned at 9:03 PM.

Minutes Approved by:

____________________________
Tom Paton, Vice-Chair

RGS:jls