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Approved Jan 25, 2006 - Parks and Recreation Minutes

PARKS AND RECREATION COMMITTEE MEETING
Wednesday, January 25, 2006, 5:30 p.m.
Administrative Complex Board Meeting Room

The January meeting of the Santa Rosa County Parks and Recreation Committee was held at the Administrative Complex beginning at 5:30 p.m. on Wednesday, January 25, 2006. The following members were present representing the sports associations and host organizations:; Larry Dixon and Darrin Nicely, Navarre Youth Sports Association, Navarre Sports Complex/Navarre Football-Soccer Park/Holley Ball Field; Mark Lashare and Yetta Rodriquez, East Milton Recreational Park; Tom Dorsey and David Radcliffe, Tiger Point Recreational Park; and Charles Baxley, Pace Athletic and Recreation Association, Pace Athletic and Recreational Park/Santa Rosa SportsPlex.

Absent were representatives from Futbol Club of Santa Rosa, Inc., Santa Rosa Soccer Park, Chumuckla Community Center and Park, Fidelis Community Center and Park, Benny Russell Park, and Swenson Park.

Also present were the Administrative Services/Parks Operations Manager, Tammy Simmons, County Administrator, Hunter Walker, and Ray Palmer with the Pensacola Sports Association.

The meeting was called to order at 5:30 p.m.

The Administrative Services Manager welcomed all.

Minutes from the September 28, 2005, meeting was accepted as written.

The first item of discussion was discussion on background checks. The agenda package included the approved Volunteer Policy, the Code of Ethics, Coloring Coding Chart of offenses, the volunteer application, the Pre-adverse Action Disclosure form, “A Summary of Your Rights Under the Fair Credit Reporting Act” for information purposes, and the proposal submitted from e7sports.

Discussion took place on traveling teams, Dorsey questioned should background checks be done on traveling teams practicing within the park and traveling teams attending tournaments. The Committee decided that background checks should be done on the volunteers supporting traveling teams that practice within the parks; however, it would be very difficult to require background checks on traveling teams from outside the park who participate in the tournaments; however, the Committee would further discuss a requirement to hire a police officer to be present at the park during these events.

Radcliff questioned who maintains the original application and Pre-adverse action disclosure form. Simmons responded that the county would maintain these originals. Dorsey questioned if the volunteer had to provide the application and the pre-adverse action disclosure form. Simmons responded yes, and that the per-adverse action disclosure form was mandatory.

Radcliff asked for clarification on the price for background checks. Simmons stated that the background check would cost $6.00 for the nationwide check and the prescreening of the data based on the approved county policy. If a volunteer get a negative response there would be an additional charge of $3.50 for the compliance to FACT Act.

The next item of discussion was on the formation of a tournament/fee schedule.

Simmons stated the position she takes on the matter is if the revenue derived from a tournament is received by any individual, team, or organization and is used to support the cost of the individual, team, or organization and the revenue is not deposited into the sports association funds for the needs of the sports association, she deems that the county should be reimbursed for the cost of the utilities, ground maintenance, etc.

Walker supported the statement made by Simmons and added that he feels if the sports associations charge an individual, team, or organization for the use of the park, this should be the indicator for the county being reimbursed for their cost.

Palmer stated that he felt that the Committee should consider a two-tier schedule: non-profit and for-profit.

Dorsey stated that there should be an in-park and out-park fee. Dorsey discussed whether the organization should require the tournament sponsor to submit a before budget and after budget. The Committee decided that this would probably complicate the issue and would require additional work. The Committee decided to formulate the schedule with standard fees.

Baxley stated that the Pace Athletic Recreation Association utilizes a schedule similar to discussions and volunteered to put together a draft tournament/fee schedule for the committee to review and discuss at the February 22, 2006 meeting.

Discussion took place on traveling teams that sponsor tournaments and place their funds in the associations’ checking account: these funds are set-up in team accounts for the sole use of the teams. This situation would still require reimbursement to the county in the tournament/fee schedule, but will fall under the in-park tier.

Further discussion on the tier schedule: if the park association sponsors the tournament and the funds go to the park association, there would be no fee. Traveling teams would fall under both in-park tier and out-park tier, depending on if they are members of the association.

The Committee set a goal to finalize the schedule at the March 2006 meeting.

The next item of discussion what the committee would like to accomplish in the 2006 year.

Palmer stated he would like to better the communication between his organization and the park associations. He would like to receive the statistics on tournaments so he could create reports for the County Commissioners. Palmer explained what he would need from the associations and stated that he would create reports as often as needed. He stated quarterly reports on a regular basis to the Commissioners would be very beneficial to the associations as well as the Commissioners. Palmer stated that he would fax the form needed to create these reports to Simmons and she would distribute to the individual parks. Simmons expressed how important this issue is and requested the association work to accomplish this goal.

The items to be discussed at the next meeting will be the draft tournament/fee schedule and quarterly reports to the Commissioners on revenue generated through tourist tax dollars, which is scheduled for Wednesday, February 22, 2006, at 5:30 p.m., at the Santa Rosa County Administrative Complex Board meeting room

The meeting adjourned at 7:10 p.m.