The Stafford County Parks & Recreation Commission held its regular monthly meeting Thursday, November 16, 2006 , at the Rowser Building. The meeting was called to order at 7:10 PM by Larry Checca

SILENT ROLL CALL

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

APPROVAL OF MINUTES
Eric Lindner motioned, and Tom Paton seconded, to approve the minutes from the October meeting. Motion carried unanimously.

PRESENTATIONS BY PUBLIC
Larry Checca introduced Danielle Needham, a student at George Mason University, who was attending the meeting as part of her Government class.

OLD BUSINESS
· Larry Checca asked if Brian Robinson was still a member of the Commission. Greg Sager said he had spoken with Pete Fields, who indicated that Brian had not resigned. As a Board Member, Mr. Fields may remove and appoint another member at any time.

· Greg Sager said the SASA Agreement would go before the BOS at a meeting on 12/5/06. Due to a couple of BOS members’ requests, the agreement includes both the Classic and Recreational Divisions; contrary to the Commission’s recommendation.

· Tom Paton asked if the SRSL’s contract with the County required them to file their income tax returns with the County. Greg Sager said all that was required was a financial statement to the Department, which Tom provided at the meeting.

NEW BUSINESS
None.

PRESENTATIONS BY COMMISSIONERS
· Tom Paton said the documents for the SRSL’s name change to SASA had been signed and sent to Richmond for the merger/name change.

· Larry Checca said the County’s Comprehensive Master Plan was moving along, with a land use study presentation to be made by the consultant on 11/27/06.

STAFF REPORTS
No questions were asked.

DIRECTOR'S REPORT
· Willowmere Park
Outside of the one-year landscaping maintenance follow-up, all punch list items were completed by the end of October.

· Patawomeck Park
The second submission of the site plan is scheduled for late Fall. Resolution of issues such as the playground, shelter, restrooms, irrigation, lighting, and re-location of power lines are still being addressed.

· Woodlands Pool Lights
Code Administration issued a temporary O.P. in October that allows us to operate Woodlands Pool for full programming during daylight hours. We can only offer limited programs during hours when it is dark outside. Our lights consist of a combination of underwater lights and three temporary 500-watt quartz lights mounted on top of the revolving door. Since these lights are not as bright as needed for full programming, we can offer only very controlled events that include classes, swim teams (practices), and adult lap swimming. We cannot offer open swim when it is dark outside. The new light poles, pole bases, and fixtures have been delivered. The estimated cost of doing the electrical work and setting the pole bases was approximately $15,000. We solicited quotes from three vendors to perform this work, and we have tried (without much success) to accomplish some of the work in house. A new vendor has indicated that he plans to provide a proposal by November 13. We will know at that time if we need to go through the bid process.

· Woodlands Pool Anti-Deflation System
We are working with engineers in the design and installation of an anti-deflation pole and wire support system for the fabric dome. Final design/permit submission drawings will be received early next week. As soon as we receive these drawings, we will apply for the building permit and ask Purchasing to bid this work as expeditiously as possible.

· Master Plan
Staff received the draft submission of the updated Departmental Master Plan in late October from Clough, Harbour. Supervisory staff have been reviewing the draft to highlight changes that will be made prior to the public meetings and Commission discussion in December. Endorsement by the BOS is anticipated for February 2007.

· Aquia Landing
Meetings were held on October 18 and 22 to discuss issues such as hours and dates of operation, swimming fees, and additional amenities. A final meeting will be scheduled in November involving Maintenance staff. A recommendation will then be sent to the Commission and BOS for their review and approval.

· 2006 Bond Referendum
The $76.8 million Parks Bond Referendum was defeated by Stafford County citizens on November 7 by a vote of 19,047 (60%) to 12,701 (40%). Staff attended meetings with various civic, community, and public groups prior to the election. The potential impact on the County’s proposed C.I.P. is not known at this time.

· On-Line Registration
Contracts have been fully executed for this project, and consultant services are being scheduled. The target “live” date is May 1, 2007.

· Smith Lake & Autumn Ridge Infield Work
On November 6, Park Maintenance Staff began the necessary work to remove the infield turf on Smith Lake Park fields 2 & 3 and Autumn Ridge Park to replace the turf with a safer, more cost-effective skinned infield. Each of those 60’ baseball fields has experienced vast areas of dead or distressed turf due to acidic soil conditions, poor internal drainage of the soil, or inappropriate grading. All work is expected to be completed by November 20.

· December Meeting
The next Commission meeting is scheduled for 12/21; staff will poll the members to ensure a quorum before advertising the meeting. One topic that needs to be discussed at the next meeting is the Parks and Recreation Master Plan.

· Boards and Commissions will meet at the Riverside Dinner Theater on 12/13 from 7-9 PM; each member to RSVP to County Administration.

· John Druiett asked about the status of projects since the bond referendum failed. Greg said a few of the projects would be drafted into the CIP, and other projects will be taken to the BOS.

Larry Checca asked the status of the fields at Mountain View High School, since they had not yet been accepted, and Parks and Recreation paid 50% of the cost. Greg Sager said that Principal Chris Courtney said that the contractor was working to correct the field and resolve the issues with the fields.

VOTE TO RECESS AND ENTER INTO CLOSED MEETING
Tom Paton motioned, and Eric Lindner seconded, to recess the regular Commission meeting and enter into a closed meeting. Motion carried unanimously.

RECESS

CLOSED MEETING
The closed meeting began at 8 PM.

VOTE TO END CLOSED MEETING
At 8:30 PM, Tom Paton motioned, and John Druiett seconded, to end the closed meeting. Motion carried unanimously.

ADJOURNMENT
The meeting adjourned at 8:35 PM.

RGS:jls