MINUTES OF THE GILBERT TOWN COUNCIL SUBCOMMITTEE ON PARKS AND RECREATION SERVICES MEETING

WEDNESDAY, MARCH 22, 2006 AT 7:00 P.M.

CONFERENCE ROOM 300
GILBERT MUNICIPAL CENTER
50 E CIVIC CENTER DRIVE
GILBERT, ARIZONA

MEMBERS PRESENT: Vice Mayor Presmyk (Chair), Councilmembers Skousen and Urie

MEMBERS ABSENT: None

OTHERS PRESENT: Councilmember Crozier; Park and Recreation Advisory
Boardmembers Bilas, Barnes-Pharr, and Dykstra; Shane
McCord, Gilbert Public Schools; Derek Neighbors, Arizona
Soccer Club; Robert Rutzen, Top Flight Football; Ben
Leeson, and Scott Freeman Gilbert American Little
League; Rod Heibolt, Gilbert National Little League;
Eric Wilson, Gilbert Youth Soccer; Brenda Whillock,
April Howell, and Robert Howell Southeast Diamondbacks
Little League; Kent Gapin, Gilbert Pop Warner.

STAFF PRESENT: Manager Pettit, Park and Recreation Director Ahlman, Recreation Superintendent Giles, Parks Superintendent Martin, and Administrative Assistant Vradenburg

1. CALL TO ORDER

Vice Mayor Presmyk called the meeting to order at 7:10 p.m.

2. INTRODUCTION OF ATTENDEES

Vice Mayor Presmyk had all those present introduce themselves and their group affiliation. Persons were asked to sign the attendance sheet to allow for their attendance to be recorded in the minutes.

3. GROUND RULES OF PARTICIPATION

Vice Mayor Presmyk advised the group this meeting was a continuation of the discussion regarding the draft proposal to reconstitute the Sports Coalition. He reminded everyone of the basic ground rules to assure an effective meeting which included the following ground rules:
1 Spokesperson per group
Everyone participates, no one dominates
One speaker at a time
Criticize ideas and concepts not people

4. DISCUSSION ON NEW COALITION CRITERIA

Vice Mayor Presmyk reviewed the changes from the previous drafts and meeting input, including the notice that membership in the Coalition did not assure field access or availability. He also noted that an insert regarding a code of ethics was included in this draft which came from the Arizona Sports accord. The next major area of discussion was fee schedules.

Director Ahlman distributed the current schedule of fees for facilities and services. Cynthia Barnes Pharr question if the fee schedules differentiated between the more energy efficient lights being installed now, and older lights in the system. Director Ahlman indicated that all fees are a blended rate, not specific to each site. A question was asked about how much revenue was generated by Gilbert from light fees. Director Ahlman reported approximate receipts of $34,000 in FY05, $28,000 in FY04, $29,000 in FY03 and $27,000 in FY02. Several persons present challenged the accuracy of those numbers as the amounts they paid as individual groups approached the total being reported. There was discussion about additional field lighting capacity. Vice Mayor Presmyk confirmed there was $1.5 million in voter approved bonds issued to light school fields from the 2001 Bond Election. Director Ahlman briefed the group on the discussions with the Gilbert school district on possible fields to be lit, but the neighborhood opposition halted the proposal at Greenfield Junior High, and no other sites were identified. There were discussions with Higley Unified, which have not received any response from the District, and Chandler Unified which has indicated a desire light some fields at Perry High and possibly Payne Junior High. Mr. McCord discussed the Gilbert School District position on lighting fields and facilities, which has changed over time due to state funding formulas to support school districts. There was continued discussion on school policies, funding and use of facilities. Councilmember Urie indicated he had no problem not funding joint use pools if there was not consideration from the Districts for use of fields and facilities. There was additional discussion regarding the liability and control over use of publicly owned fields and facilities and exclusive use agreements with other agencies and groups. Vice Mayor Presmyk reported that there is a meeting being scheduled with the three districts to make certain the Subcommittee understands the issues with the Districts before group political activism creates relationship problems. There was considerable discussion by the representatives of the Southeast Diamondbacks group regarding their experiences with the Higley Board and staff.

5. DISCUSSION OF FIELDS AND CAPACITY

Vice Mayor Presmyk discussed the Capital Improvements Plan and Program, the affordability of construction and operating and maintenance issues as well as scheduling. There were questions and discussion about private donations to construct the public facilities, as well as the historical experience with contributed capital and operating costs. Councilmember Skousen indicated his desire to move the facilities into earlier timeframes than the current schedule. Manager Pettit indicated the limiting factors to moving the facilities in include the ability to operate and maintain them given General Fund resources, but also for the larger parks, Gilbert has no ownership or control over the property. There was a suggestion by those present that Gilbert needed to lower fees to allow for more use of all facilities and fill the available space. Councilmember Urie indicated his strong support for an economic engine based upon youth sports groups and youth sports training facilities. Derek Neighbors indicated he had major facility financing for a soccer development, but staff had not responded to his proposal.

Vice Mayor Presmyk asked for a report on existing facilities and field availability. Director Ahlman provided a handout which located fields, with suggested opportunities to light them. Director Ahlman also discussed the scheduling requests and indicated that all available space during peak demand times was spoken for as it related to existing fields.

Boardmember Dykstra suggested that Gilbert may want to adopt a field allocation formula to replace the existing honor and scheduling system to assure maximized use of fields. Mesa uses this formula, rather than letting the groups indicate how many fields they require. Vice Mayor Presmyk indicated he would like to see the formula. Director Ahlman indicated the group had preferred the self policing and monitoring approach to date. There was additional discussion about the need for practice facilities as well as regular league play in the scheduling of facilities. Assistant Vradenburg distributed the present maintenance schedule for facilities.

Assistant Vradenburg also requested information on other facilities scheduling, and if security deposits and fees were waived. Vice Mayor Presmyk indicated that would be finalized in the final working draft of the Coalition document.

6. FUTURE MEETINGS

Vice Mayor Presmyk indicated he would try to distribute copies of the materials before the next meeting. Director Ahlman indicated if people would sign in with an e-mail address staff would attempt to distribute information prior to the next meeting.

No date was set for the next meeting with the coalition.

There was also discussion about appropriate conduct in lobbying public bodies and elected officials. While there was a respect for the passion parents and volunteers have for their programs, demeaning people, intimidation and irresponsible allegations in the paper were not considered appropriate or effective conduct.

7. ADJOURNMENT

Vice Mayor Presmyk adjourned the meeting at 9:15 p.m.

ATTEST:

Les Presmyk, Vice Mayor (Chair)

Catherine Templeton, CMC, Town Clerk

CERTIFICATION

I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the special meeting of the Council Subcommittee on Parks and Recreation Services held on the 22nd day of March 2006. I further certify that the meeting was duly called and held and that a quorum was present.

Dated this 6th day of April 2006.

Catherine Templeton, CMC
Town Clerk