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Home My WebLink About04-16-2014 Regular Meeting27 Minutes of the Fairhope Recreation Board April 16, 2014 The Fairhope Recreation Board met Wednesday, April 16, 2014 at 5:15 p.m. in the meeting room at the Recreation Center, 803 N Greeno Rd. Present were Jenny Douglass, Derek Thomas, Bob Keyser, Vann Saltz, Michelle Smith, Diana Brewer, Cathy Hudson, Tom Kuhl and Sherry Sullivan. Absent were Mike Ford. Gayle Fogarty took the minutes. The minutes of the March meeting were considered and approved on a motion by Bob Keyser, second by Michelle Smith, none opposed. Recreation Update — Tom Kuhl provided an update to the group stating that the 10 Rotary fitness stations have been installed. He added that he is looking at a date for a ribbon cutting. Tom stated that the Dog Park has been reopened, although will be closed on Tuesdays for maintenance from 10 a.m. to 2 p.m. Also, some work is being done to improve the ozone field. Recreation Board Bylaws — Sherry Sullivan provided an update on bylaws for the Recreation Board. She stated that in 2001 the board was designated as an advisory board for the City Council. (see proposed bylaws attached) The group discussed the proposed bylaws, changes made to the bylaws include: term limits will be set for each member, 2-4 people can live outside the City limits, but are not required, at least 3 people on the board must live within the City limits, one maintenance meeting will be held each year, members can only miss a total of three meetings per year (January — December) without a permissible excuse. A motion was made to accept the proposed changes/additions to the bylaws, a motion by Derek Thomas, second by Jenny Douglass, none opposed. Vann Slatz shared the proposed term limit (see attached) expiration dates of each member with the group; a motion was made to accept the term limits, first by Bob Keyser and seconded by Michele Smith, none opposed. Tennis Franchise agreement — Sherry Sullivan provided an update to the group on the Tennis Franchise agreement. She stated that there is an agreement on file. Sherry added that she has spoken to the USPTA at length regarding setting guidelines, such as requiring an instructor at the Fairhope Tennis courts to maintain a "Professional" level of certification. A "professional" level certification defined by USPTA requires that an individual must be at least 18 years old, pass an on -court and written portion of a tennis exam, and complete Stage 1 and 2 of Coach Youth Tennis. They should be able to organize and implement most tennis programs, assist with and develop competitive players, and assist with and/or direct pro shop management and facility maintenance. "Professionals" are required to earn 6 credits every three years to maintain their USPTA membership. The other two certifications levels for a tennis instructor are "Elite Professional" and "Master Professional," the group discussed the other two levels. The group agreed the "Professional" level of certification shall be required, in order to be an instructor at the Fairhope Tennis Courts, on a motion first by Jenny Douglass and seconded by Derek Thomas. Sherry made a few suggestions for the Fairhope Tennis Center • Set criteria for tennis franchise agreements Minimal level for an instructor should be Professional level as defined by USPTA Set times available: Monday, Wednesday and Friday from 7 a.m. to 7 p.m. • No instruction on the weekends • Only one instructor on courts at a time, first come, first service • Reservations must be made in 48 hours advance • No equipment may be left at tennis center • Franchise agreements have to be completed, fees paid and approved by Rec Board for recommendation to the Fairhope City Council • School and League play are priority Review of 5 year plan — Bob Keyser reviewed the 5 year plan with the group. He noted that on item # 6 the a/c unit in the concession stand is undersized for the space. There was general discussion of the plan, in addition discussion of the future of Founder's field once the Manley Road complex is complete. Update on Manley Road — Sherry Sullivan provided an update to the group on the Manley Road Soccer Complex. She stated that she is waiting on the final plan and that all the fields will be crowned. Sherry added that work should begin in May 2014. New Business - Cathy Hudson mentioned that registration will be on April 26, 2014 from 9 a.m. to Noon and a relay meet will be held on June 20. Bob Keyser added that the play off will be on April 25. He also mentioned that a tournament will be held on May 10, 2014. Being no further business, the meeting was adjourned. 235 Proposed By -Laws City of Fairhope Recreation Board Table of Contents Article I Name Article 11 Purpose Article If Board of Advisors 1. Number of, 2. Election of, 3. Attendance of, at meetings 4. Officers of, Article IV Meetings 1. Board Meetings 2. Yearly Recreational League Meeting 3. Special Meetings 4. Quorum, Board Meetings Article V Duties of Officers 1. Chairperson Article VI Parliamentary Authority Article VII Amendments 236 Proposed By-laws City of Fairhope Recreation Board Article I. Name The name of this organization shall be the City of Fairhope Recreation Board and it shall be an unincorporated board of the City of Fairhope. Article 111. Purpose The recreation board shall be responsible for the direction and promotion of the City of Fairhope recreation programs and serve as advisors to the Mayor and Fairhope City Council on activities involving recreation, recreational programs and City parks. The Board will develop and maintain a Five Year Recreation Investment Plan to provide recommendations to the Mayor and City Council on recreational needs and activities within the City. Article III. Board of Advisors Section I. The Board of Advisors shall consist of at least S members but not more than nine members. All members shall reside in the planning jurisdiction but at least three members must reside in the city limits. Members of the board shall serve with no compensation. Two members of the City Council will also serve on the Board as ex-officio members. The Director of Parks and Recreation and the Director of Community Affairs and Recreation will be ex-officio members of the board and will attend monthly meetings. All recreation league presidents will also be considered ex -off icio members of the board. Section 2. The Board of Advisors shall be appointed to the board by the Fairhope City Council and will serve five year, rotating terms. Members of the recreation board first shall be appointed as follows: One for a term of one year; one for a term of two years; one for a term of three years; one for a term of four years; and one for a term of five years. Any members, in excess of five, shall initially be appointed as follows: The sixth member shall be appointed for a term of one year; the seventh member shall be appointed for a term of two years; the eighth member shall be appointed for a term of three years; and the ninth member shall be appointed for a term of four years. As the terms of members expire, their successors shall be selected for terms of five years each. Vacancies in unexpired terms shall be filled in the same manner as original appointments are made. The Recreation Board will make recommendations to fill vacancies to the Mayor and City Council for appointment. 233 Section 3. Any member of the Board who shall be absent from three regular meetings of the Board during a fiscal year without satisfactory explanation, shall be considered upon the third absence, to have submitted his/her resignation from the Board. Section 4. The board shall elect from its membership a chairman and such officers as it deems necessary to serve at its pleasure. Article IV. Meetings Section 1. The Board will meet monthly on the third Wednesday of each month or as stated in the meeting public notice. Section 2. A mandatory meeting will be held once yearly in the first quarter of the year with recreational league presidents for the purpose of collecting required financial statements and insurance from league officials, to review budget requests, policy and regulatory changes, and coordinate events between the different leagues. Section 3. Special meetings may be called at the request of the Chairperson or a minimum of three members of the Board. Section 4. A minimum of four members must be present at a Board meeting to constitute a quorum. Article V. Duties of Officers Chairperson of the Board. The Chairperson shall preside at all meetings and be an ex-officio member of all committees. The Chairperson shall call special meetings when needed. The Chairperson shall appoint all committee chairpersons with the approval of the Board. Article VI. Parliamentary Authority Roberts Rules of Order, revised, shall govern the proceedings of all meetings of the organization. Article VII. Amendments The by-laws may be recommended for amendment or alteration, by a majority vote of the Members then in office, provided notice of proposed changes are distributed to each Board Member at least 30 days prior to such meeting. Recommended amendments or alterations to the by-laws will be submitted to the City Council for approval. 234 Proposed Recreation Board Classes Class of 2014 (Term Expires April 2015) - Class of 2015 (Term Expires April 2016) - Class of 2016 (Term Expires April 2017) - Class of 2017 (Term Expires April 2018) - Class of 2018 (Term Expires April 2019) - Jenny Douglass Cathy Hudson Derek Thomas Charlie Langham (if approved) Bob Keyser Michelle Smith Vann Saltz