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

THURSDAY, OCTOBER 26, 2006 AT 7:00 P.M.

FREESTONE RECREATION CENTER ASSEMBLY ROOM
1141 E GUADALUPE ROAD
GILBERT, ARIZONA

MEMBERS PRESENT: Councilmember Presmyk (Chair), Councilmember Skousen

MEMBERS ABSENT: Councilmember Urie

OTHERS PRESENT: Councilmember Krueger; Park and Recreation Advisory Boardmembers Bilas, Barnes-Pharr, Hensley and Dykstra; Frank Fletcher, Chandler Schools; Stan Sessoms Gilbert Schools; Chad Bushman and Jon Gale Gilbert Football Association; Ben Leeson and Chris Low Gilbert National Little League; Andy Clarke, AYSO; Derek Neighbors and John Skiba Arizona Soccer Club; Brenda Whillock and Robert Howell, Southeast Diamondbacks Little League; Mary Benson and Eric Wilson, Gilbert Youth Soccer Association

STAFF PRESENT: Manager Pettit, Acting Community Services Director Ahlman, Recreation Superintendent Giles, Office Administrator Cunningham, and Administrative Assistant Scott

1. CALL TO ORDER

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

He advised those in attendance that Councilmember Urie’s daughter was having an emergency appendectomy, and he would not be in attendance.

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.

3. GROUND RULES OF PARTICIPATION

He discussed 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

Councilmember Presmyk advised the group this meeting was a continuation of the discussion regarding the draft proposal on the reconstituted Sports Coalition. The Subcommittee met with the school districts, the Parks and Recreation Advisory Board and Council regarding the draft dated September 19, 2006. The draft was e-mailed to those on the listing reflected the major issues and changes.

Major points of discussion and concern were the membership requirements of 80% Gilbert residents. Mayor Berman expressed a concern that it should be 100% to assure that Gilbert resident’s needs are met before other persons are allowed to enroll or use fields provided under the Coalition priority system. In the alternative, is there an enrollment mechanism to provide preference so Gilbert residents are served first? There was discussion about league boundaries being set by outside entities, such as Williamsport for Little League, and the 80% resident test was achievable, but 100% could be difficult. Those present agreed there was consensus on 80% membership. There was to be follow up discussion with appropriate authorities regarding the dual enrollment priority system. At the present time no leagues are turning away youth, although each season may start with a waiting list. Boardmember Hensley pointed out that there are taxpayers to the Gilbert School District who are not receiving preferential use as they live in Mesa. Councilmember Presmyk indicated those persons could use Gilbert facilities in Mesa, and this Agreement is proposed to cover the Gilbert Planning Area.

Councilmember Presmyk then discussed that membership does not assure access to fields, and that over scheduling needed to be monitored. Board Member Dykstra indicated a preference for a formula model operated by staff, as opposed to the proposed self-policing model. Mr. Clark also talked about technology to allow for more efficient use of lights to have them turned on and off by users, rather than staff. Acting Director Ahlman indicated the Ranger hotline should be used, as the present budget does not have allowance for replacement lights and controllers. There was general consensus to support the self-policing model, with staff monitoring for major inefficiencies and over scheduling.

Councilmember Presmyk then led discussion on priorities and defining normal seasons for leagues. There was consensus that a listing of the normal season by sport needed to be included in the Guidelines. There was discussion about school district seasons changing, and Mr. Sessoms responded that most of the changes are to accommodate additional schools in the competitive schedule. The discussion then turned to tournaments and special uses and the field rental costs for those uses, which are outside of the Coalition priorities. Mr. Leeson expressed concern that $2,000 field set up may deter use of facilities for tournaments. Acting Director Ahlman indicated there was a need to recover some portion of the costs, even though these rates were not full cost recovery. Subsidizing tournaments and extra ordinary events was not contemplated in the formation or fundamental purpose of the Coalition.

Councilmember Presmyk led discussion on the rest of the document and the Appendices. There was a decision to improve the consequences Appendix, as well as specify three members for each agency to be notified of meetings to assure attendance of at least one member.

Councilmember Presmyk indicated there would be a distribution of the final version, which will be taken to Council for approval shortly. After the Council approval, we will accept new membership applications.

5. DISCUSSION ON PRIORITIES FOR ACCESSING ADDITIONAL FIELDS

Councilmember Presmyk reported on the discussions with the school districts on lighting their facilities to provide more field capacity. The decision was to proceed with specifications to light Payne Junior High, South Valley Junior High, Higley Middle School (new field under construction), Crossroads Park and McQueen Park. There was also discussion about possibly lighting the fifth Gilbert high school fields, and a Higley future school site, but those would require additional development and not represent an immediate benefit. The priority areas were to the south to provide facilities for Southeast Diamondbacks. There was a direction to design/build to expedite the process and develop the costs for lighting each site to assure maximum benefits. This would be using $1.5 million in bond funds sold for field lighting.

Brenda Whillock expressed concern that there were not the number of fields at South Valley Junior High, and that she believed Gilbert Schools would not want little league to use 60 foot base paths on 90 foot base path fields, so there was not the field capacity which was represented at the meting with the school boards. Stan Sessoms indicated the District had determined to design to 90 foot base paths for maximum use, and did not understand the concern. There were general discussions about lighting and the role of the consultant. Ben Leeson expressed an opinion that the expertise to select and light the fields was present in the room, and a consultant was not necessary. Councilmember Presmyk indicated the consultant was necessary to identify all of the technical issues, as well as lighting locations to meet the needs of the districts as well as the leagues.

Councilmember Presmyk indicated the listing of the proposed sites would be distributed to the membership for their reference. Given the hour, he deferred additional discussion on priority for scheduling to a future meeting.

6. FUTURE MEETINGS

There was no date scheduled for the next meeting with the agency members given the holidays.

Future Agenda topics with the Coalition are to include:

Discussion and timing of planned capital projects
Prioritizing use of facilities

He thanked all those present for their time and attendance, as well as their commitment to Gilbert youth sports.

6. ADJOURNMENT

Councilmember Presmyk adjourned the meeting at 9:00 p.m.

ATTEST:

Les Presmyk, Councilmember (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 26th day of October 2006. I further certify that the meeting was duly called and held and that a quorum was present.

Dated this 16th day of November 2006.

Catherine Templeton, CMC
Town Clerk

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