Recreation & Grounds Meeting Mar 12

Recreation & Grounds Committee

March 12, 2012
Final Minutes


The March 12, 2012 meeting of the Recreation and Grounds Committee, held at Town Hall was called to order at 7:00 p.m., by, Charlene Jones, Committee Chair.

Members Attending:  Charlene Jones, Marge Morales, Donna Mines, Ken Walsh, Luis Pitarque

Board Liaison:  Dave Smith

Members Absent: Steve Sebestyen

Staff Attending:  Farah Scruggs, Elaine Stoner

Guests Attending:  Kelly George, Brennan George, Kiernan George.

Resident Comments:

Kelly George, Brennan George, and Kiernan George spoke on behalf of Tennis Pro James Grein.  Ms. George, Brennan, and Kiernan expressed their concerns about the tennis pro selection and spoke about the positive influence Coach James has been within the community. Brennan and Kiernan stated they have improved greatly with Coach James’ instruction and would rather take tennis lessons with James than play other sports.

Approval of the Minutes:  Donna Mines moved to approve the February 2012 Recreation & Grounds Committee Meeting Minutes as submitted.  The motion was seconded by Ken Walsh.  The minutes were approved unanimously.

Reports: 

Chair Report: Charlene Jones

• Charlene asked the committee to think about anyone they would like to nominate for a distinguished service award and contact her with the information.
• Mark Henderson and Saurabh Mittal resigned from the committee in February.  Mark requested reinstatement with full voting privileges for the March meeting, and his request was reviewed by the Board of Directors on March 1, 2012.
• All Ticonderoga garden plots have been claimed and Charlene will continue to pursue a community garden through Loudoun County.
• Charlene attended the March 1, 2012 Board of Directors meeting, to be present for the Hyland Hills Renovations discussion.

Board Report: Dave Smith

• The Board of Directors reviewed Mark Henderson’s request to be reinstated with full voting privileges for the March 12, 2012 meeting, and voted to uphold the process as stated in the Recreation and Grounds Charter.
• The Board of Directors approved Phase I of the Hyland Hills Pool Renovations. The slide has been ordered and will be installed by pool season.

Operations/Recreation Report: Farah Scruggs

• Staff has been coordinating with fitness instructor to start aerobics classes this spring.
• In preparation for pool season, Staff has contacted all camps and prepared the necessary county paperwork for submission
 

Pending Business:

• Tennis Pro Selection:
o Staff prepared a summary for committee review concerning 2012 tennis lessons and recommended Pro James Grein be approved for the 2012 season. Staff also recommended that James provide a roster of his clients in order to ensure all clients are SR residents in good standing.
MOTION:
Marge Morales moved to have the Recreation and Grounds Committee recommend to the Board of Directors that Pro James Grein be selected as the 2012 SR Tennis Pro.   The motion was seconded by Ken Walsh. The motion passed unanimously.

o The Recreation and Grounds Committee recommended the courts be closed to the public while lessons are being taught.  We will be using the pool flag system at the courts (RED FLAG UP = COURTS CLOSED) as well as ample signage and posted schedules at each court. Staff was requested to send the Tennis League the schedule of the tennis pro so they will be aware of the times the courts are not available.
Marge Morales gave her apologies and left the meeting at 7:54pm, prior to the discussion of the Facility Use Agreement Amendment.

• Facility Use Agreement Amendment- The facility usage agreement has been revised to  include a facility use fee. The fee will be a flat monthly charged for the exclusive use of a business/organization to provide a service or work for profit.

MOTION:
Luis Pitarque moved to have the Recreation and Grounds Committee recommend to the Board of Directors the amendment of the facility usage agreement as submitted. The motion was seconded by Donna Mines. The motion passed unanimously.


• Pool Working Group / 2012 Pool Schedule-

MOTION:
Donna Mines moved to have the Recreation and Grounds Committee submit the 2012 Pool Schedule / 2012 SRP Aquatic Rules and Regulations as drafted to the  Board of Directors for approval.  The motion was seconded by Luis Pitarque. The motion passed unanimously.


New Business:

• Hyland Hills Pool Renovation Approval:  The Board of Directors approved Phase I of the Hylands renovations, which includes the addition of a 14ft water slide and removal of the baby pool. Phase II of the renovations are currently in the drawing stages.

• Pool Rental Agreement Amendment:  The SRP pool rental agreement has been amended and will no longer include Hyland Hills Pool. SR Residents will have the option of choosing to rent Town Hall or South Riding Center on weekends from 9pm-11pm throughout the pool season. The refundable security deposit and rental pricing were also amended.

MOTION:
Luis Pitarque moved to have the Recreation and Grounds Committee recommend to the Board of Directors the amendment of the pool rental agreement as submitted. The motion was seconded by Ken Walsh. The motion passed 4-1 with Donna Mines voting no.

• Discuss Committee Goals for 2012-  The Committee chose to defer discussion until April meeting.

• Landscaping Enhancements: Design Palettes - The Committee reviewed the three plant palette options a landscape designer (services are being provided by Clippers) has prepared. The goal is have a distinctive look at each entrance feature.  This would be done over time and will be discussed further in the future.

Meeting adjourned: Donna Mines moved to adjourn the meeting at 8:26 p.m. The motion was seconded by Ken Walsh.  The motion passed unanimously.

Next meeting: Monday, April 9, 2012 at 7:00 pm. Town Hall.