Held at Sparta Township Office 160 E. Division

Sparta Recreational Authority Meeting Minutes of February 2, 2017

Held at Sparta Township Office 160 E. Division

1-2 Meeting was called to order by Chairman Whalen at 7:00 p.m. followed by the Pledge of Allegiance

3. Roll Call:

VanPatten, Steffens, Cowdrey, Peak, Whalen, Guerra, Shangle, Gordon present. Also present SRA Owners Representative Tim Driscoll. Pinkney absent.

4. Additions or Corrections to the Business & Consent Agenda:

New Business: 2017 Annual Meeting Dates and Times

Communications: March 2, 2017 Public Hearing for DNR Trust Fund Grant

5. Approval of Business and Consent Agenda:

Moved by Steffens, supported by VanPatten to approve Business and Consent Agenda. Motion carried 8-0

6. Public Comment:

Bob from Rogue River Watershed Partners. Wants to partner with SRA to bring opportunities for kids to enjoy nature and preserve- protect waterway. He is excited about projects to partner with SRA and community. RRWP already partners with Village and Ms. Blackhall.

7. Public Hearing:

None

8. Unfinished Business:

A. Continue Operations Conversations: General consensus that the board wants to run the park. Hire an intern? Access and review current operations plan to date. Set Operations Manual workshop date and time at March Meeting.

B. Audit: 2015 SARA taxes completed and engagement letter from CPA is needed for SARA to update license to solicit. SRA audit is pending.

C. Website: Gordon presented various proposed website layouts and domain names with a target date of April for completion.

9. New Business:

A. Approval of Sparta Recreational Authority/SRA Purchases or Contracts Policy Moved by VanPatten, supported by Cowdery to approve SRA Purchases or Contracts Policy. Motion carried 8-0

B. 2017 Annual Meeting Dates & Times: Moved by Peak, supported by Shangle to approve 2017 Meeting Dates & Times. Motion carried 8-0

10. Committee Reports:

·  Construction Committee (Steffens, Pinckney, Guerra)

No meeting held in last 30 days

Electrical Power Budget is 40,000.00 Bid receive from Consumers- Bid includes underground distribution to the concession stand. Cost is 12,664.00 down from 43,000.00 and includes a potential rebate for power usage of 7384.00. SARA is going to ask Kent Power for their input and possible in kind. Question on rebate is based on usage with uncertain requirements.

Gordon Question about power availability for leagues

·  Finance Committee (Shangle, Whalen, Cowdrey)

Financial reports were presented and reviewed

·  Fundraising Committee (Peak, Steffens, Guerra)

Fund raising continues

·  Communications/Operations Committee (Cowdrey, Gordon, VanPatten)

Website presence on other sites evaluated - link to SRA site

Details of what SRA needs now on website and Needs after the park is built and running

Recommendations of aligning current information and consistent content.

SRA needs marketing plan- presence- website. Spring 2018 will come soon.

Approval to secure web domain spartasra.com

Cowdrey discussed her ongoing parks director research and job description development.

Suggested that a parks manager salary is 45-52K/ yr.

Discussion of volunteer start up with future hiring in mind

11. Communications:

A. SARA Snapshot as of January 24, 2017

Document provided was reviewed and discussed.

B. First Draft Review of Parks Plan

Draft Plan is available online, Township Office and Village Office for review.

C. DNR $150,000 2016 Grant Update

150K Grant format is pay and then reimbursement from DNR in 3 draws.

Intent is to use 1st 80,000.00 opportunity for diamond dust.

Possibility for benches and dugouts to qualify

D. Parks & Recreation Joint Meeting

Reminder of February 27,2017 meeting date.

E. Public Hearing for DNR Trust Fund Grant Application

Reminder of March 2, 2017 meeting will have a Public Hearing

12. Public Comment:

Driscoll asked for permission to continue discussions with Baseball BPA and Softball NSA about 4 tournaments in 2018. Consensus of board to proceed with discussions.

Driscoll shared intent and requested ability to play T-ball on the small fields this spring. Consensus of the board to allow provided there’s no safety issues.

13. Adjournment:

Meeting adjourned by Chairman Whalen at 8:50 p.m. by executive privilege.