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HomeMy WebLinkAboutMinutes - PRAB - 11-12-2015HOME OF ' ILI--!ON ESTABLISHED 2006 MEETING MINUTES CITY OF MILTON PARKS AND RECREATION ADVISORY BOARD Thursday, November 12, 201511:30 AM Executive Conference Room, Milton City Hall CALL TO ORDER Meeting was called to order by Mr. Stachowski at 11:56am. ROLL CALL Roll call was taken by Mr. Stachowski. MEMBERS PRESENT Joey Costanzo Phil Crammer Ron Hill Van Kottis Sue Rekuc Dave Shannon Scott Stachowski OTHERS PRESENT Jim Cregge, Parks and Recreation Director Quorum was announced by Mr. Stachowski. APPROVAL OF MEETING AGENDA A motion was made by Mrs. Rekuc and seconded by Mr. Shannon to approve PRAB agenda. The vote passed unanimously. APPROVAL OF PAST MINUTES A motion was made by Mr. Shannon to approve the minutes from the previous meeting. It was seconded by Mr. Kottis. The motion passed unanimously. 9110Youn *** PHONE: 678.242.25001 FAX: 678.242.2499 i'i rL't't1 : a ; ce-if ' info@cityofmiltonga.us I www.cityofm„u.MA[Communitiltonga.us )/ cEciy.hfcs"' 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 'a``� November 12, 2015 PRAB Minutes PUBLIC COMMENT None COMMITTEE REPORTS 1. Hopewell Baseball: little to report, approaching the end of the season 2. Veterans Memorialization: need assistance looking for volunteers, suggestion was made to try the schools (NHS/Beta Club) 3. Football — Mrs. Rekuc - Milton Steelers report - The organization has established goals, follows the Roberts Rules of Order and has budgets in place. - All is looking well. - Meet once a month —next meeting on 11/15/15 Questions they have for us: - They are seeking a discount for Bell not being ready. We need to see what it cost them to rent space at alternate locations from September 12 on. - Seating was moved by LAX, they want seating, Mr. Cregge explained that temporary seating is in place now and he is working with vendor to obtain permanent seating that will be bolted down. - The Concessionaire ran out of food. This will improve. The Rotary club ran food at the park for the first two weeks. We now have a contractor that we obtained through a public bid who will run the concession stand. The contract will be voted on by council on Monday November 16, 2015. It includes 5% of gross sales as a commission back to the city. The organization, Wanna Play Baseball, has 21 years of experience as a concessionaire. - Food trucks — Are permitted, but only on special events. Where there is no competition, we do mingle. For example, we have Kona Ice coming to the park as they do not compete with Wanna Play Baseball's offering. UNFINISHED BUSINESS 1. Wall of Fame: still working on selection process, zero in on both walls. One wall most likely to be a Wall of Fame for permanent recognition and one wall to be the Champions Wall, honoring the previous season's championship winners. The discussion on the criteria for selection was tabled until next month. Mr. Crammer will finalize this. 2. Drone Policy: nothing for now, may get Public Safety involved NEW BUSINESS 1. Facility Rental Policies: look at considering opening up rental to groups that provide similar sport (ex. Baseball). Mr. Costanzo will contact Councilman Kunz on what the objection is and look at what legal says. November 12, 2015 PRAB Minutes CITY STAFF REPORTS AND COMMUNICATIONS l . Bell Memorial Park Status Update: The new fields drain very well as evidence by the recent 12 inches of rain. The trail is still not completed and the buildings are not yet approved for usage. The GC should finish everything next month. A question came up about the lights at the park. All lights are off by 10:00 PM. Wherever possible, lights are shut off early to reduce power usage and to preserve the night sky. 2. The first tournament at Bell Park will be held on December 5 & 6 with the Girls Merry Laxmass tournament. The Boys version will be on December 12 and 13. OTHER 1. PRAB members are reminded that the next meeting is the second Thursday in December, 10, 2015. All members have expressed an interest in going for a holiday luncheon afterwards at Cue, with the City not paying any expenses. ADJOURNMENT Motion made by Mr. Kottis, Motion seconded by Mrs. Rekuc, approved by all, meeting ended at 1:40pm HOME OF ` MILTON ESTABLISHED 2006 Parks and Recreation Advisory Board Agenda 11:30 a.m., Thursday, November 12, 2015 Executive Conference Room, Milton City Hall I. Call to Order and Roll Call II. Pledge of Allegiance III. Approval of Meeting Agenda IV. Approval of Minutes from the October 15, 2015 meeting V. Public Comment - Public comment is a time for citizens to share information with the PRAB and to provide input and opinions on any matter that is not scheduled for its own public hearing during today's meeting. VI. Committee Reports a. Hopewell Baseball - Stachowski b. Veteran's Memorialization — Hill c. Milton Steelers Football - Rekuc VII. Unfinished Business a. Discussion on Wall of Fame — PRAB presentation — Kottis b. Drone Policy — (No Activity) VIII. New Business a. Review of facility rental policies IX. City Staff Reports and Communications a. Bell Memorial Park Status Update - Cregge b. Providence Park Update - Cregge X. Other Business a Reminder of 2"d Thursday for December meeting b Possible offsite meeting? XI. Adjournment - Next Meeting Date: December 10, 2015 ©* Your 4G1 el PHONE: 678.242.25001 FAX: 678.242.2499 reen ,� * ce.ified * info@cityofmiltonga.us I www.cityofmiltonga.us "'""° Community 3� of fi, �$ t eaJmq 'M'NaY '� S�a'a�aDk ! vmq 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 CERTIFIED BRONZE HOME OF ` MILTON ESTABLISHED 2006 MEETING MINUTES CITY OF MILTON PARKS AND RECREATION ADVISORY BOARD Thursday, October 15, 201511:56 a.m. Council Chambers, Milton City Hall CALL TO ORDER Meeting was called to order by Mr. Stachowski at 11:56 a.m. ROLL CALL Roll call was taken by Mr. Stachowski. MEMBERS PRESENT Joey Costanzo Van Kottis Phil Cranmer Scott Stachowski Ron Hill arrived at 12:15pm OTHERS PRESENT Jim Cregge, Parks and Recreation Director Chief Robert Edgar, Fire Chief Robert Buscemi, City Architect Quorum was announced by Mr. Stachowski. APPROVAL OF MEETING AGENDA A motion to approve the meeting agenda with the modification of moving up the presentation by Mr. Buscemi and Mr. Edgar was made by Mr. Kottis. It was seconded by Mr. Costanzo. The vote was unanimous and the motion carried. APPROVAL OF PAST MINUTES Change in past meeting minutes to show that Mr. Kottis was not in attendance was made. A motion was made to approve minutes of the September 19, 2015 meeting after the correction deleting Mr. Kottis as having attended was made by Mr. Costanzo and seconded by Mr. Cranmer. ©10 Your PHONE: 678.242.25001 FAX: 678.242.2499 Gi fc, e n ; ct«ieea Info@cityofmiltonga.us I www.cItyoftnlIfonga.us WILDLIFE Community ii i s 13000 Deerfield Parkway, Suite 107 1 Milton GA 30004 'a` October 15, 2015 PRAB Minutes The vote was unanimous and motion carried. PUBLIC COMMENT None COMMITTEE REPORTS 1. Hopewell Baseball: Mr.Cregge reported that practices had begun at Bell Memorial Park and games would begin on Saturday October, 17, 2015. Football and lacrosse have also started using the fields. 2. Veteran's Memorialization: Mr. Hill will speak with Mr. Lusk to continue current process. UNFINISHED BUSINESS l . Wall of Fame — Concerning the eligibility/requirements/process/election. Mr. Kottis has submitted suggestions to be reviewed and considered. This will be looked at again with input from Mr. Cranmer 2. PRAB Representation on Program Partner's Boards — Mention was made of Champions Wall/Wall of Fame to include teams that play in the park. There was also mention of engaging providers at the park. Mr. Kottis will look for a sub -committee for the Wall of Fame program. Motion was made by Mr. Costanzo. Motion was seconded by Mr. Hill. The motion was unanimous. 3. Drone Policy: No report at present. NEW BUSINESS 1. Birmingham Park - Presentation by Mr. Robert Buscemi (City Architect) and Chief Edger concerning insurance rating and making changes. They have already improved the ISO rating to 2/2X. To improve it further, we need to improve our training program. One idea is to put a training facility in Milton. We are currently using Roswell and want to use part of Birmingham Park (2 acres) as site. A motion was made to endorse this land use. Motion was made by Mr. Van Kottis. Motion was seconded by Mr. Joey Costanzo. Motion carried unanimous. 2. Bell Memorial Park Meeting Room — discussed using as rental site (team or birthday room). Motion to approve was made by Mr. Van Kottis. The motion was seconded by Mr. Ron Hill. Motion was carried unanimous. October 15, 2015 PRAB Minutes CITY STAFF REPORTS AND COMMUNICATIONS Bell Memorial Park Status Update: Park is open and lights have to be manually turned on/off. Working to have the lights automated. The seating at the park consists of 5 and 3 tier bleachers. 2. Providence Park: A local Boy Scout troop worked on the trails to earn the Eagle scout award. There was nearly $500 in residual funding which was donated to the City. We are researching what area to apply funds on, trying to fix the creek or obtaining water in the park. The YMCA is interested in partnering with us. OTHER BUSINESS 1. There was a reminder that the next two to move meeting date in November and December 2015. 2. Milton Steelers: Meeting date of October 25, 2015 at 7 pm. ADJOURNMENT The motion to adjourn was made by Mr. Hill. The motion was seconded by Mr. Cranmer. The vote was unanimous in favor. The meeting was declared adjourned @ 1:16 PM. The next scheduled meeting will be November 2015 (TBA). Jim Crease From: Vjkklf@aol.com Sent: Monday, September 14, 2015 1:27 PM To: Scott Stachowski; Jim Cregge Cc: Parks And Rec Advisory Board Subject: Re: Agenda and Park Tour Folks, I will not be at this month's meeting as I will be out of town. Please find enclosed the rough draft of the proposed Milton Wall of Fame. I will certainly back for October's meeting. Van PURPOSE To recognize and honor deserving athletes, coaches, and contributors to athletics for induction into the Milton city Wall of Fame. ELIGIBILITY Athletes, coaches, and other individuals who have demonstrated outstanding contributions to athletic programs in the city of Milton. A quorum of 5 members of the Milton Parks and Recreation Advisory Board is necessary on all matters of business. SELECTION REQUIREMENTS 1. All must have participated in, or contributed to a city of Milton athletic program or while a resident of the city of Milton, participated in or made an outstanding contribution to sports in amateur, high school, college, or professional ranks_ This contribution must be so outstanding that they made a significant impact to the city of Milton. 2. Selection of athletes should focus primarily on the athletic achievement of the individual in their sport, the consideration should also be given that individual's sportsmanship, integrity, and character. Sportsmanship, integrity, and character should also be considered in the selection of all non -athletes, such as coaches. 3. Selection should not be based on one single athletic event or play. 4. Selection shall not be made on the basis of personal sentiment, or the candidate's popularity. 5. Teams from Milton, which have won state, regional, national, or international championships are eligible for honor. 6. It is important that the candidate be a good role model for our athletes. It is also important that the candidate at all times be a good citizen. A candidate who has been convicted of felony shall not be considered for the City of Milton Wall of Fame. Any person who is nominated and approved to be on the City of Milton Wall of Fame and subsequently has been convicted of a felony, shall have their name stricken from the Milton Wall of Fame. NOMINATIONS Any individual on the Milton Parks and Recreation Advisory Board may nominate a candidate for consideration to the City of Milton Wall of Fame. Once an individual is nominated and meets selection requirements, he or she shall remain on the ballot for 3 years. SELECTION PROCESS Each year, a nominations will be accepted by the City of Milton Parks and Recreation Advisory Board. The timetable for these nominations will be posted in the local newspapers with a deadline for acceptance of nominations. If necessary, the MPRAB shall request three letters of reference concerning the qualifications of the nominee. A meeting will occur approximately 3 months prior to the induction ceremony. All members of the City of Milton Parks and Recreation Advisory Board will receive a list of names eligible for Wall of Fame induction at this meeting. The list of eligible nominees will then be considered a reduction to the election process. ELECTION 1. The City of Milton Parks and Recreation Advisory Board may induct up to six athletes each year 2. Election will use a point system format. Each voting member will rank his or her top 15 candidates on a point system. The voting member will sign the number 15 to the top choice for induction and continue to assign a ranking from 15 to 1. The top 10 point totals will then be placed on the final ballot. The final ballot. Voting will follow each voting member will rank the 10 using the same point system. Once the final individuals have been selected to the point system, each athlete will then need to attain him two thirds of the quorum vote for induction. 3. A member of the Milton Parks and Recreation Advisory Board, whose name appears on the ballot as a Wall of Fame candidate shall not take part in the voting process. In a message dated 9/12/2015 10:10:50 A.M. Eastern Daylight Time, jscott.stachowski@gmail.com writes: M. Thanks Jim - look forward to seeing the park. PRAB colleagues - if you can't make the meeting please let Jim and I know. Thanks, Scott On Fri, Sep 11, 2015 at 5:18 PM, Jim Cregge <Jim,Cregge(a)cityofmiltonga.us> wrote: Lady and Gentlemen of the PRAS Attached is the agenda for next Thursday's meeting. If you all look at it, you will see it is a light meeting with the biggest item being Van Kottis' presentation on the Wall of Fame ideas. At the bottom is the item — Tour Providence Park. I propose that we get through the meeting quickly and then travel to Providence Park where I will tour you through some of the features. In order to tour the park, I HIGHLY URGE you to were good hiking shoes and long pants. Thank you, 'M I L"I" 0 1 Eb'i'h8LINH :) ?fir, Jim Cregge, CYSA City of Milton Parks and Recreation Department: Facility and Fields Policy Purpose and Mission The City of Milton Parks and Recreation Department (hereinafter referred to as "MPRD") has a variety of facilities and fields located within the City of Milton, Georgia ("City") that are available to rent when not in use for City -sponsored programs or City partner programs. MPRD's mission is to serve the residents of the City, and therefore City residents enjoy the first opportunity to rent available space after other programming needs are met. MPRD hereby establishes these universal policies and procedures (the "Policy") pertaining to the rental of such fields and facilities for distribution to City employees and the general public as appropriate to ensure consistency in MPRD operations. It should be noted that each rental facility and field is unique and has specific guidelines that renters must adhere to in addition to those listed in this Policy. Rental fees will vary for each specific facility/field. Facilities include, but may not be limited to, picnic pavilions, meeting rooms, gymnasiums and tennis courts identified by MPRD. Fields include, but may not be limited to, baseball/softball fields and multi- purpose rectangular athletic fields identified by MPRD. MPRD facilities and fields are intended to be used by residents of the City, and City residents shall be given first priority to rent after City -sponsored programs or City partner programs. MPRD reserves the right to request participation information (including participant names and addresses) from any individual or group requesting to rent fields or facilities. Factors that may be considered by MPRD in considering a request to rent include the number of City residents involved in the rental activity. Rentals will be subject to the following restrictions: 1. Facilities will not be available when an event sponsored by the City or an activity approved by the City is being conducted. 2. With the exception of the Bethwell Community Center, indoor rentals will not be allowed on City recognized holidays. 3. All rentals, except outdoor athletic facilities, will end no later than 10:OOpm. Outdoor athletic facility rentals may end at 11:OOpm with prior written approval from MPRD, but otherwise shall end at 10:OOpm. 4. Reservations of indoor facilities during regular hours of operation are not allowed. 5. Reservations of indoor and outdoor facilities may be made no earlier than six (6) months prior to requested event date. MPRD reserves the right to amend this Policy, including the fee schedule, Rental Requests provisions, Universal Guidelines, and Fields/Facilities below, as deemed appropriate with thirty (30) days prior written notice of amendment by posting on the City's website. Per the terms of the Memorandum of Understanding with the City of Alpharetta ("Alpharetta") effective December 1, 2012, Alpharetta residents shall be allowed to rent City facilities and fields, provided space Version 3.0 — October 19, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy is available, and shall pay the same fees as City residents. For the purposes of this Policy, the word "Resident" shall include residents of the Cities of Alpharetta and Milton unless noted otherwise. Version 3.0 — October 19, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Rental Requests All applicants shall complete a Field Use Agreement or a Facility Use Agreement ("Agreement"), copies of which are included with this Policy. Requests to rent a facility/field shall be treated as follows: 1. A request for a program or athletic sport already offered by MPRD, or its partners, will not be considered. 2. Athletic teams representing a sport (or a certain level of sport) that is not offered by the MPRD may rent a field based on availability if the field has not been closed for repair or maintenance 3. Social activities/events may be scheduled on any field as long as the field is available and there would be sufficient time after the rental to prepare/maintain the field for its next scheduled use. 4. In the event a rental request is made that does not fall under item 2 or 3 above, the MPRD Director ("Director") shall determine if the rental request will be allowed. However, the City Parks and Recreation Advisory Board has the final discretion in approving/denying rental requests that fall outside this Policy. All requests must be made via a completed Field Use Agreement or Facility Use Agreement no more than six (6) months prior and no less than thirty (30) days prior to the requested date. Requests will NOT be processed on a first come, first served basis. Each month on the 15t and 15th of the month (or the next business day if said date falls on a weekend or City holiday), there will be an approval of rental requests. In the event of competing dates/times for the same facility or field, a drawing will be held to approve the rental. The approved rental will be notified via the contact email on the completed Agreement. Other Departments of the City will be allowed to reserve MPRD facilities during regular business hours for employee functions at no cost, depending on availability. Requests for Department usage outside of regular business hours will be handled on a case by case basis by the Director. It is the intention of the City Council of Milton and the Parks and Recreation Department that organizations/leagues having access to Milton fields be organizations as are recognized by the City, and which are a part of duly sanctioned local, regional or nationally affiliated leagues. This policy ensures that demand on fields is kept to a manageable level. The City of Milton reserves the right to decline access to field space if, in the discretion of the Director or City Manager, field access is being requested by individuals or entities in derogation of the statement of intention set forth in this paragraph. Fees and Deposits will be set forth in the Fee Schedule below. Version 3.0 — October 19, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Fee Schedule Rentals contracted with non -Alpharetta and non -Milton Residents will be charged fees consisting of 150% of the fees set forth below. Time requested for rental should include set-up and clean-up. A. Meeting Rooms a. Bethwell Community Center Rental —Three hour minimum - $40/hour b. Refundable Cleaning deposit - $50.00 c. Bell Memorial Park Meeting Room —Two hour minimum - $20/hour d. Refundable Cleaning deposit- $50.00 B. Gymnasiums— Not available for rental per FCBoE agreement C. Picnic Pavilion a. Friendship Community Park Pavilion —Two hour minimum - $10/hour b. Broadwell Pavilion — Four hour minimum - $25/hour c. Refundable Security Deposit for Broadwell Pavilion Only - $500 d. Refundable Grill Use Deposit for Broadwell Pavilion Only - $100 D. Tennis Courts — Not available for rental per FCBoE agreement E. Athletic Field (Baseball/Softball) a. Two hour minimum without lights - $50/hour b. Two hour minimum with lights - $75/hour c. Include drag and line field — $50/field setup d. Refundable Security deposit - $100 e. Other fees might be necessary and determined on a case by case basis F. Athletic Field (Rectangular) a. Two hour minimum without lights — $75/hour b. Two hour minimum with lights — $100.00/hour c. Paint or line the field — (price quote to be provided by MPRD Director) d. Refundable Security deposit—$100 e. Other fees might be necessary and determined on a case by case basis G. Other: Full refunds will be granted if a rental is cancelled by MPRD. Refunds will be granted if requested by the renter at least ten (10) business days prior to the rental, provided that MPRD will retain a $10 service charge. Refunds will not be granted if a rental group does not show up for their reserved time without advance notice (at least 10 business days). Version 3.0 — October 19, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Universal Guidelines 1. No one under the age of 21 years shall be permitted to enter into an Agreement with MPRD. 2. Renter (person whose name is on the Agreement) must be present during the entire scheduled event. Failure to do so may result in immediate forfeiture of any applicable fees and deposits, and renter may not be allowed to use any City facility in the future for a period up to, but not exceeding, two years. 3. Renter is responsible for ensuring that any guest asked to leave the premises by any MPRD employee due to misconduct and/or violation of MPRD rules leaves the MPRD property immediately and without incident. 4. MPRD reserves the right to cancel, postpone or reschedule any rental. The renter will be given a choice of a refund or to have an alternative date scheduled. 5. For the safety of all, if MPRD is closed due to inclement weather, all facility reservations will be cancelled. The renter will be entitled to a full refund or may reschedule at another time as agreed upon in writing by MPRD and renter. 6. Requested times of use shall include set-up and clean-up times. 7. Per City ordinance, the use of alcoholic beverages, tobacco and all tobacco products is strictly prohibited in City parks, fields and facilities. 8. Except for guide animals, pets are not allowed in or on facilities or fields. Pets are otherwise allowed in the parks if kept on a leash. 9. The renter shall not have the right to assign a rental agreement or any rights hereunder or to sublet MPRD facilities or fields. 10. Renter must provide at least one (1) adult chaperone for every fifteen (15) youth (i.e. individuals under the age of 18 years) in attendance. 11. Renter shall use only the facilities or fields that have been formally rented as identified in the Agreement. Rental activities shall not hinder or obstruct the activities of the occupants of the facility, or the accompanying or adjacent park areas. 12. MPRD has the right to immediately cancel any rental on site if the actions of the group put the group, any member of the group, any City employee, the general public, and/or the facility or field at risk or in danger. 13. Renter is responsible for discouraging participants at the event from the use of offensive language. MPRD has the right to order the removal from the premises any guest(s) who engages in physical abuse or threat of physical abuse toward another guest, a City employee or the general public. 14. Upon request. Renter must provide a Certificate of Insurance ($1,000,000 minimum). The City of Milton should be listed as an additional insured. 15. MPRD reserves the right to rent different areas of the same facility or field to different groups at the same time. 16. MPRD does not guarantee the use of equipment, tables, chairs, etc. No tables, chairs or other City personal property may be removed from a facility or field. 17. Portable grills are not permitted at all in any City park. 18. Athletic field participants are prohibited from gaining access to any field by climbing over a fence. Version 3.0 — October 19, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy 19. Only stakes or posts that can be pushed by hand into the ground may be used on any baseball/softball field. 20. Renters are NOT allowed to use any paint or other similar materials on athletic fields. 21. All trash and garbage must be placed in the proper receptacles provided by the City. Version 3.0 — October 19, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Facilities/Fields Bell Memorial Park Field 1- Regulation football sized, artificial turf Field 2 - Regulation football sized, artificial turf Field 3 - 290 feet Field 4 -190 feet Field 5 - 200 feet Field 6 - 200 feet Field 7 - 200 feet (artificial turf— charged at the artificial turf rate of $75/hour) Concession Stand with multiple tables, both regular and ADA accessible Meeting Room for 15 available for rental Walking Trail of approximately 1 mile, % ADA accessible, % natural terrain. Bethwell Community Center 2 Picnic Tables 1 Outdoor Grill Indoor capacity for 55 people Broadwell Pavilion 6 Picnic Tables, 4 regular need, 2 are ADA accessible Outdoor grilling allowed with a special permit Alcohol permitted with special permit Friendship Community Park 1 Multi -Purpose Rectangular Field approximately % acre 1 Half -Court Basketball Court with 1 Basketball Goal Circular Pavilion — 24 feet X 24 feet 3 Picnic Tables 2 Standard Tables 1 ADA Table Birmingham Falls Elementary 1 Multi -Purpose Rectangular Field approximately 2.5 acres 1 Indoor Gymnasium Cogburn Woods Elementary 1 Multi -Purpose Rectangular Field approximately 1 acre 1 Indoor Gymnasium Hopewell Middle 1 Multi -Purpose Rectangular Field approximately 1.5 acres 1 Diamond shaped field 1 Indoor Gymnasium Version 3.0 — October 19, 2015 City of Milton Parks and Recreation Department: Facility and Fields Policy Northwestern Middle 1 Multi -Purpose Rectangular Field approximately 2 acres 1 Lacrosse field approximately .5 acres 1 Lacrosse/Baseball/Softball field approximately 1.25 acres 1 Indoor Gymnasium Version 3.0 — October 19, 2015