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

MAY 23, 2006 AT 7:00 A.M.

GILBERT MUNICIPAL CENTER
CONFERENCE ROOM 233
50 E. CIVIC CENTER DRIVE
GILBERT, ARIZONA

MEMBERS PRESENT: Vice Mayor Presmyk (Chair), Councilmember Skousen, and Councilmember Urie (7:35 a.m.)

MEMBERS ABSENT: None

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

1. CALL TO ORDER

Vice Mayor Presmyk called the meeting to order at 7:05 a.m.

2. MINUTES – approval of the minutes of the meetings of April 6, 2006 and May 3, 2006.

A MOTION was made by Councilmember Skousen, seconded by Councilmember Presmyk, to approve the minutes of the meetings of April 6, 2006 and May 3, 2006. Motion carried 2-0.

3. PARKS & RECREATION – discussion and direction regarding Indoor Turf Facility Request for Proposal and information from pre-release neighborhood meeting.

Manager Pettit reviewed the process that has taken place to date. The neighborhood meeting held was attended by approximately eight residents from the Broadland Ranch subdivision. During the meeting the residents discussed several issues and concerns regarding the potential indoor turf facility, status of various construction activities in the area, and build-out concepts for the remaining portion of the Hetchler Park recreation complex.

Manager Pettit indicated that if the Subcommittee was interested in moving forward with the concept that the next step would be to begin working through the Park and Recreation Advisory Board on an RFP for the design and construction of a facility.

The subcommittee expressed a desire to move forward with the indoor turf facility concept and working to respond to the concerns expressed from the local residents.

4. PARKS & RECREATION – discussion and direction regarding contractual agreements and policies as well as roles and responsibilities in developing agreements with users, Gilbert facilities and shared school facilities.

Manager Pettit reviewed the status of the activities and discussions that have taken place regarding policies, roles and responsibilities in the development of agreements with current and potential user groups. The discussion included a desire to identify deliverables that should be included as part of any agreement with a user group. Additional discussion included a general discussion of items, such as:

• Defining Preferential Scheduling versus Exclusive Use
• Defined Seasons and Adjustment of Seasons
• Defined In-Kind Contributions
• Defined Capital Contributions
• Defined Involvement of the Coalition
• Recovery of Direct Costs (i.e. Lighting Operating/Replacement Costs)
• Honoring Existing Commitments and Agreements
o Annual Review Processes
o Grounds for Termination/Cancellation
o Increased Deposits and/or Bonds to Assure Performance
• Other Items
o Value of “Exclusive” Use by Leagues and Organizations
o Value of Concessions
o Value of One-Time Capital Contributions versus Annual O&M Contributions

Discussion included consensus that the benefits provided under any user agreement would be modified and subject to the items listed above.

The Subcommittee requested that staff develop a standard form agreement that incorporates the above concepts and issues for review at the next meeting of the subcommittee.

5. PARKS & RECREATION – discussion and direction on upcoming meeting with School Districts on shared facilities and programming plans.

The subcommittee discussed potential future dates for meeting with representatives of the school districts and set June 8th as a tentative date.

6. FUTURE MEETINGS

The subcommittee discussed potential future Subcommittee and Sports Coalition meeting dates and set June 20th as the next meeting date for the Subcommittee and June 29th as a tentative date for the next meeting with representatives of the Sports Coalition.

7. ADJOURNMENT

Vice Mayor Presmyk adjourned the meeting at 8:20 a.m.

ATTEST:

Les Presmyk, Vice Mayor (Chair)

Catherine A. Templeton, Town Clerk