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NOVEMBER 18, 2003 @ 5:30 P.M.




Roll Call: Representatives present were:


Voting Members: Trent Renner – Chairman, Wayne Tuner – Vice-Chairman, Vanessa Goodrich, Lorraine Esman, Cliff Elkins and Jack Hitchcock


Absent: Cliff Elkins


Non-Voting Members: Mark Coronado – Ex-Officio


City Staff:Community and Recreation Services Staff: Mark Coronado – Director, Melissa Miller, Recreation Manager, Shelly Neidhardt – Management Assistant


Guests: Leslie Dornfeld, Rick Merrick and Philip Hansen




Call to Order: The meeting was called to order at 5:30 P.M.


Regular Agenda


1)                  Action to Approve the September 30, 2003 meeting minutes

Trent Renner made the motion to approve the minutes of the September 30, 2003 meeting. Wayne Turner approved the motion and Jack Hitch seconded.     


2)                  Program Update

Melissa Miller reported that the T- Ball and Volleyball programs have began.  Approximately 200 youth registered for T-Ball and 150 youth registered for Volleyball this Fall.  Registration is underway for Basketball and staff is preparing for the January baseball registration.  Mark Coronado provided a brief update on the number of library materials that are checked out of the Library.  On average 35% of the collection is checked out.   


3)                  Parks and Recreation Advisory Board Report

Trent Renner reported that he has heard only good reports from the Community regarding recreation in the City of Surprise. 


4)                  Community Park Construction Update

Mark Coronado reported that a contract in the amount of $562,700 with 3DI had been approved by Council at the November 13th Council Meeting to construct sand volleyball, basketball, tennis courts, and ramada lighting as well as an ADA accessible angler access/stocking dock to be built at the lake.  The Council also approved a grant from the Arizona Game and Fish Department that provides up to $38,000 to supplement the construction of the dock.  A park dedication shall be held in January. 


5)                  Public Swimming Facility Update

Mark reported that Versar had been selected by the review committee as the architectural design contractor for the Public Swimming Facility located in the original townsite.  The $1.4 million project is projected to be complete in July 2004.  A contract would be sent to Council in December for consideration and action to approve the contract. 


6)                  Club Team Sports Discussion

Mark reported that organizations have approached the City regarding Club Team Sports.  Staff would like to establish an intermediate sports program in partnership with the school district for youth.  


7)                  Update on Impact Fees/Master Plan

Mark Coronado reported that a final decision had not been made regarding future funding for the Parks and Recreation park and open space development.  A report would be given at the next meeting of the Board. 


Rick Merrick presented the Surprise Open Space Plan Financial Analysis as drafted by Elliott D Pollack & Co. as part of the Parks and Recreation Master Plan.  HDR consultant Leslie Dornfeld and Mr. Merrick answered questions from the board.  The Board will revisit the Analysis at a later meeting. 


8)                  Surprise Party Update

Mark reported that the Surprise Party would be held on December 6 & 7 at the Recreation Campus and provided an overview of the event.  Staff would send invitations to the Board within the next few weeks.


9)                  Sierra Verde Land Donation

Mark provided a brief history of the Sierra Verde Land Donation.  Following the discussion, Trent Renner moved to proceed with the acceptance of the land donation for a Public Safety Park.  Wayne Turner seconded.  A unanimous vote followed to approve. 


10)              Consideration and Action to approve the Draft of the Surprise Recreation Campus Rules, Regulations, Usage Policies and Procedures.

Following review of the Surprise Campus Rules, Regulations, Usage Policies and Procedures draft document, Jack Hitchcock moved to approve the document.  Trent Renner seconded.  A unanimous vote followed to approve. 


11)              Open Discussion

The Board discussed continued membership of the Board.  The three members with one- year terms confirmed that they would be willing to serve on the Board for an additional two-year term.  Mark Coronado added that he would consult with the City’s legal department to determine the process for reappointment of Board members Trent Renner, Lorraine Esman, and Jack Hitchcock all agreed to an additional two-year term


12)              Adjournment

The meeting of the Board adjourned at 7:00 PM