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HomeMy WebLinkAbout06/28/1990CITY OF MOUNDS VIEW PARKS AND RECREATION COMMISSION AGENDA I. CALL TO ORDER June 28, 1990 City Hall Council Chambers 6:30 p.m. II. APPROVAL OF THE MAY 24, 1990 MINUTES III. COUNCILMEMBER'S REPORT IV. CHAIRPERSON'S REPORT V. AGENDA ADDITIONS VI. GREENFIELD PARK BASEBALL FIELD IMPROVEMENT PROPOSAL VII. CITY HALL #1 SOFTBALL FIELD SIDELINE FENCE VIII. SPECIAL EVENT REVIEW: LAKESIDE BEACH HOUSE DEDICATION HILLVIEW PARK OPEN HOUSE SILVER VIEW PICNIC .SHELTER IX. SILVER VIEW PARK IMPROVEMENTS X. PROGRAM REVIEW: MVCT, CLINICS, PLAYGROUNDS, LEAGUES XI. ADJOURNMENT Staff would like to lead the Parks and Recreation Commissioners on an inspection of Oakwood ballfield progress, Woodcrest Park drainage work, Silver View picnic shelter and City Hall field #1 at the 6:30 p.m. meeting time ... carpool parade of the parks! MINUTES OF THE PROCEEDINGS OF THE PARKS AND RECREATION COMMISSION CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA May 24, 1990 Mounds View City Hall 7:45 p.m. Before the regular meeting, the Commission met with the Spring Lake Park Commission at Lakeside Park to review recent improvements. CALL TO ORDER The meeting was called to order at 7:45 p.m. by Chairperson Wayne Burmeister. ROLL CALL Commissioners present: Burmeister, Long, Silvis, Starr, Stevenson, Trettel. Councilmembers present: Hankner, Quick. Staff present: Director Saarion. MINUTES A motion was made by Commissioner Silvis and seconded by Commissioner Starr to approve the April 26, 1990 minutes as written. Motion passed: 6 ayes, 0 nayes. COUNCILMEMBER'S REPORT None. CHAIRPERSON'S REPORT Chairperson Burmeister reminded Commissioners of the Lakeside Park beach house dedication to be held Saturday, June 9. AGENDA ADDITIONS: None YOUTH/SENIOR CITIZEN/ PRESCHOOL FACILITY The Commission reiterated their desire to suggest to the City Council the idea of adding a facility to City Hall to be used for a youth center/senior citizen meeting area and pre-school facility. The Commission requested that Councilmember Quick relay this request to the architectural interviewers during the Council's session for City Hall renovation ideas. -2 - SILVER VIEW PARK PROPOSAL REVIEW Director Saarion suggested that the Commission make a final review and recommendation of the proposal to the City Council. The Commission discussed the trail and suggested that a hard surface trail be installed along the north part of the pond connecting Silver View Road and Long Lake Road and the activity areas. Also, the Commission agreed to include future extension of the sprinkling system to the soccer field and to the picnic shelter area. Thirdly, the Commission proposed that a pre-school age play area be located west of the picnic shelter and the handicapped accessible elementary age play structure be located west of the picnic shelter. Commissioner Long made a motion, seconded by Commissioner Starr, to approve the Silver View Park improvement plan with the preceding additions. Motion passed: 6 ayes, 0 nayes. CITY HALL FIELD NO. 1 FENCING REQUEST Staff relayed a concerned residents request that a fence be installed along the right field sideline to alleviate missed softballs entering Edgewood Drive. Chairperson Burmeister made a motion, seconded by Commissioner Silvis, to direct staff to look into the pros and cons of installation of the fence and the cost of installation of a fence, to be presented at the June 28 meeting. Motion passed: 6 ayes, 0 nayes. CELEBRATE MN Mayor Hankner asked the Commission for ideas on a date for the Celebrate MN and dedication of -the Silver View Park picnic shelter. Commissioner Starr suggested that the chosen date be as soon as possible, considering the time needed for publicizing and event organization. The chosen date was unanimously agreed upon for Sunday evening, July 15, 1990. Activities should include a community potluck, dedication ceremony, athletic competitions. Staff was given the direction to organize an evening of activities. It was suggested that a letter should be sent to the Governor, Eagles and Lions Clubs. Also, t -shirts, mugs and visors should be available for sale, as well as the State Celebrate MN merchandise. It was agreed that the event will be held rain or shine. -3 - ANNOUNCEMENTS Staff announced the two events coming up including the Lakeside beach house dedication on June 9 and the Hillview Park Open House on June 16, 1990. YOUTH ATHLETIC PROGRAMS Staff reviewed the summer youth athletic programs informing the Commission that over 45 coaches were certified with the National Youth Sports Coaches Association. Also, as usual, the number of participants is equal to other cities of twice the population. Five youth leagues are jointly held with neighboring communities. Mounds View staff administers three of these five leagues. PARK SIGNS Staff displayed a park sign used in the St. Paul parks. The Commission like the sign and requested that similar signs should be proposed in the 1991 budget using the City logo. ADJOURNMENT Commissioner Long made a motion, seconded by Commission Silvis to adjourn the meeting at 9:40 p.m. Motion passed: 6 ayes, 0 nayes. Respectfully submitted, Mary aarian, Director Parks, Recreation and Forestry MS/SL June 20, 1990 Good Day: 1 citq Ofvounj9viQ RAMSEY COUNTY, MINNESOTA 2401 HIGHWAY10 MOUNDS VIEW, MINN. 55112 784-3055 FAX: 784-3462 The next regular meeting will be held on Thursday, June 28, 1990 beginning at 6:30 p.m. in the Council Chambers. Staff would like to lead the Commission on a tour of four parks including Silver View picnic shelter, Woodcrest drainage problems, Greenfield Park baseball field and City Hall field #1. Perhaps we could carpool. Please meet at City Hall at 6:30 p.m. Again, if you are unable to attend the meeting, please notify me at 784- 3055, extension #20. Sincerely, Mary Saarion, Director Parks, Recreation and Forestry MS/SL primed on recycled paper MEMO TO: PARKS AND RECREATION COMMISSIONERS FROM: MARY SAARION, DIRECTOR PARKS, RECREATION AND FORESTRY DATE: JUNE 18, 1990 SUBJECT: GREENFIELD PARK BALLFIELD IMPROVEMENT PROPOSAL On June 11, 1990, the City Council approved the Greenfield Park baseball field improvement proposal. The recommendations for phase I improvements outlined in the memo was also approved. Project implementation will begin as soon as possible. MS/SL MEMO TO: MAYOR AND COUNCILMEMBERS FROM: STAFF DATE: JUNE 7, 1990 SUBJECT: GREENFIELD PARK BASEBALL FIELD IMPROVEMENT PROPOSAL. Staff requests Councirs approval of the Greenfield Park baseball field improvement proposal here given. Staff recommends that improvements to Greenfield Park baseball field should be implemented in three phases. After completion of each phase, the preceding phases should be re-evaluated. All costs have been conservative estimates. PHASE I Item Fencing expansion Warning track Re -turfing by slit seeding with topsoil Sodding infield areas Relocate bleachers, level berm Relocate pathway Sprinkling system Equipment shed Esimated Cost $9,000.00 2,000.00 4,000.00 2,500.00 527.00 (in-kind) 1,000.00 14,000.00 800.00 $33,300.00 Staff recommends that Phase I should be implemented as soon as possible with whatever funding currently available. After items of Phase I are completed, Phase II should be re-evaluated. PHASE II Item Replacement of backstop Netting Batting cages (2) Estimated Cost $ 4,500.00 1,500.00 4,500.00 $10,500.00 On completion of Phase II, the items of Phase III should be re-evaluated. -2 - PHASE III Item Estimated Cost Expansion of right field $26,000.00 Dugouts 6,600.00 Scoreboard/electrical power to field 5,000.00 $37,600.00 The attached park drawings show the current status and proposed improvements, as well as the location of the field in reference to other park facilities. Staff will be in attendance at the agenda meeting to present this proposal before the Council. MS/SL Attachment MEMO TO: MAYOR AND COUNCIL FROM: DATE: JUNE 7, 1990 SUBJECT: REQUEST FOR APPROVAL OF BIDS FOR IMPROVEMENTS TO GREENFIELD PARK BASEBALL FIELD FENCING The three fencing companies which bid the project at Greenfield baseball field were notified to request confirmation of their original bids including the deduct of the 12 foot right field fence and addition of two 14 foot swing gates for maintenance vehicles. The bids were given as follows: Able Fence ..... . ............ . ..... . .. $4,551.00 Keller Fence ................. ........ $7,275.00 Century Fence ......................... $7,503.00 Able Fence remained the low bid. References were called including the City of Maplewood and St. Paul Parks and Recreation Department. Both references were plegsed with their work and provided a good recommendation regarding Able Fences workmanship and commented that they were easy to work with concerning changes. WARNING TRACK A bid was received from Bryan Rock Products for aggregate limestone for the warning track. The track will be 15 feet wide with twelve feet inside the ballfield and 3 feet extending outside the fence for a maintenance strip. The warning track area is approximately 10,000 square feet with a 4 inch depth of the material. Approximately 253 ton of material is needed at $10.30 per ton delivered or $2,605.90 (10 day payment discount price). The City has been dealing with Bryan Rock because of their quality aggregate limestone. Staff recommends purchase of aggregate limestone for Greenfield Park baseball field for the cost of 2,605.90 for 253 ton at $10.30 per ton delivered (allowing the 10 day payment discount price). TURF IMPROVEMENT Staff has collected individual prices for items involved in re -seeding the outfield of Greenfield baseball field. These prices are: Pulverized black dirt (2 inch depth, 160 yards @ $9.50/yard delivered) ............... $ 1,520.00 Seed.......................................$ 176.40 -2 - Fertilizer ..................................... $ 168.70 Round -Up .................................... $ 79.00 Turf soil amendment ............................. $ 540.00 Sod infield (2,480 square yards @ $.85/roll delivered ........................ $ 2,108.00 RECOMMENDATION: Staff requests Council's approval to award the following bids for improvements to Greenfield Park baseball field: Able Fence for fence expansion ...................... $ 4,551.00 Bryan Rock Products for the aggregate limestone warring track ....................... $ 2,606.00 Individual items for turf improvement, sum total of ............................... $ 4,592.00 10 percent contingency ............................ $ 1,121.00 For a project cost sum of ......................... $12,870.00 The above project costs to be funded with $14,000.00 budgeted for Greenfield Park baseball field improvements, fund #100-4360-705-000. MS/SL Attachments MEMO TO: MAYOR AND COUNCIL FROM: STAFF DATE: NNE 111 1990 SUBJECT: BACKSTOP FOR GREENFIELD PARK BASEBALL FIELD Staff received two bids for construction of a backstop for Greenfield Park baseball field. The two bids are: Able Fence (add on to fencing bid) .................. $1,796.00 Crown Fence ................................. $2,050.00 Staff requests Council to consider adding the backstop to the fencing proposal as an add -& to total $6,347.00 as the low -bid by Able Fence. The total project sum provides $1,130.00 of unspent monies of the original $14,000.00. With the addition of this unspent money, plus $666.00 from donations received by MVAA, the entire cost for the backstop is available. It is recommended that the backstop material and labor should be included in the approval of bids for improvements to Greenfield Park baseball field at an added cost of $1,796.00 to be partially paid by the remaining unspent money of the $14,000.00 with the remaining $666.00 from contributions received of MVAA. MS/SL ;l w3 y AS J Q _C_ Q LTJ az J � H I 1 ! �l7 W ~Q W Cal Q U O_ W -J >W � F Z n FLj �Xz A �y A3GWgW ^ V, cLJ LL. 2 v v O OR = bi Lj Yw CLi ~/rLd W J Z1- WO faw >-L) ZJ UZQ LLI j O: Q►+ A U J f'a 0 J LL. yaF- W Z+ V"!ULLI he- WSZ -J �ZJ j j W f'Z< pZ WU3 �H0 JD �LVY U..3 QqA Z. JZq �J I.- u WWZ O: I.L. Q W�� Ce la .. XY-= W P9 w H H H H H H W Z ;l w3 y W Q _C_ Q LTJ az C H I 1 ! I I 3 Q-I3I-dN33ND MEMO TO: PARKS AND RECREATION COMMISSION FROM: MARY SAARION, DIRECTOR PARKS, RECREATION AND FORESTRY DATE: NNE 18, 1990 SUBJECT: CITY HALL PARK FIELD #1 SIDELINE FENCE Staff would like to outline a few pros and cons for installing a fence along the right field sideline of City Hall field #1. A concern was brought to staff s attention from a resident who drives down Edgewood Drive and has had occasions when an overthrown ball has crossed the street. Her concerns are conveyed in her letter. 1. The fence would restrict ground balls that were missed when thrown to first base from entering Edgewood Drive. These balls would be rolling. 2. The fence would not control overthrown balls which would enter Edgewood Drive on the fly or with high bounces. In order to catch these balls, the fence would need to be very high. To alleviate risk to the player, the fence would need to be extended from the backstop to the outfield fence. This is so that players would not run into a free standing obstacle when chasing a fly foul ball. The estimated cost of a 5 foot fence is $1,468.00. The estimated cost of a 10 foot fence is $3,122.00 at 270 feet in length. Staff has not received any other complaints from homeowners living across from the field or from other motorists. The police department has not received any complaints regarding softballs crossing Edgewood Drive. Any new fence would ideally include a maintenance strip of ag-lime to discourage week growth. A space needs study is currently being implemented. Options in that study may suggest expansion to City Hall facilities which may impact the configuration of park facilities including City Hall field #1. Discussion of this issue can explore options regarding this concern. MEMO TO: PARKS AND RECREATION COMMISSIONERS FROM: MARY SAARION, DIRECTOR PARKS, RECREATION AND FORESTRY DATE: NNE 18, 1990 SUBJECT: SPECIAL EVENTS RECAP LAKESIDE PARK BEACH HOUSE DEDICATION The weather was perfect and approximately 100 people were in attendance for the dedication ceremony. The Lion's served hot dogs and pop and cake following the dedication. Activities included a puppetwagon performance, penny hunt, castle -making competition and sand volleyball. HILLVIEW PARK OPEN HOUSE The weather was atrocious with down -pouring rain. Approximately 12 people attended, just exceeding staff by a count of three. The weather put a damper on the family whiffleball games and pillow polo and volleyball. Participants enjoyed the puppet wagon performance, candy and penny hunts, water balloon toss and bocce ball. All had plen of cookies and orange drink. SILVER VIEW PARK PICNIC SHELTER DEDICATION CELEBRATION This event is coming soon. Please see the enclosed flyer. MS/SL Celebrate MN Silver View .Park Picnic Shelter DEDICATION/CELEBRATION Sunday, July 15, 1990 The whole community is invited to attend the celebration and dedication of the Silver View Park Picnic Shelter. The dedication will begin at 4:30 p.m. at the picnic shelter. Potluck and activities will follow. Along with your family, bring a food dish to share. Hot Ags and orange drink will be provided along with paper plates and utensils. Activities will include: Community Sing -a -Long Basketball Free Throw and Hotshot Contests Sandcourt Volleyball Softball Games Soccer Games Bocce Ball Croquet Nature Hiking Puppet Wagon Performance and other activities For more information, call the Mounds View Parks, Recreation and Forestry Department at 784-3055. June 6, 1990 The Honorable Rudy Perpich Governor State of Minnesota Room 130 State Capitol St. Paul, MN 55155 Dear Governor Perpich: cit� of RAMSEY COUNTY, MINNESOTA 2401 HIGHWAY 10 MOUNDS VIEW, MINN. 55112 784-3055 FAX: 784-3482 On behalf of the City of Mounds View, I wish to invite you and Mrs. Perpich to come and celebrate the dedication of Mounds View's new picnic shelter. This picnic shelter is the result of the Celebrate MN grant project. The original structure was greatly expanded with matching contributions by local organizations including the Lions and Eagles Clubs. The impetus of the Celebrate MN grant created the opportunity to construct this grand picnic shelter facility complete with restrooms, kitchen and storage area. The celebration will include a community potluck and dedication ceremony followed by many activities. The City of Mounds View would be honored by your attendance. Enclosed is a flyer announcing the Celebrate MN events. Please feel free to call me for additional information or to confirm your attendance. My office telephone no. is 784-3055. Sincerely, Mary Saanon, Director Parks, Recreation and Forestry MS/SL Enclosure 0� printed on recycled paper N z RUDY PERPICH GOVERNOR June 12, 1990 STATE OF MINNESOTA OFFICE OF THE GOVERNOR ST. PAUL 55155 Mary Saarion, Director Parks, Recreation and Forestry City of Mounds View 2401 Highway 10 Mounds View, Minnesota 55112 Dear Ms. Saarion: On behalf of Governor Perpich, thank you for the kind invitation for him to join you for the dedication of Mounds View's new picnic shelter. Governor Perpich appreciates your thoughtfulness in extending this invitation to him; however, because of previous commitments he will be unable to join you. In addition, if you would like a letter of greeting or a statement from the Governor to be read, please contact Diane Horak at 296-0077. Ms. Horak will need detailed information regarding your event and who will be attending. Thank you again for your gracious invitation and best wishes. Sincerely, f� ANNE M. OSTBERG Director, Governor's Scheduling AN EQUAL OPPORTUNITY EMPLOYER S. w" MEMO TO: PARK AND RECREATION COMMISSION FROM: MARY SAARION, DIRECTOR PARKS, RECREATION AND FORESTRY DATE: JUNE 18, 1990 SUBJECT: SILVER VIEW PARK - IMPROVEMENTS The public hearing on the proposal of recommendations will be held on Monday, June 25, 1990. Pending Council's decisions, the Parks and Recreation Commission can discuss the next steps for continuing improvements at Silver View Park. M9/SL I citq V0UndgV1'Qi RAMSEY COUNTY, MINNESOTA 2401 HIGHWAY 10 MOUNDS VIEW, MINN. 55112 784-3055 FAX: 784-3482 May 29, 1990 Department of Natural Resources Box 7 500 Lafayette Rd. St. Paul, MN 55155 Good Day: Silver View Park pond has had a beaver living in it since two summers ago. The beaver has felled trees around the pond park property. However, homes are also located around the park pond property and homeowners are afraid that the beaver will fell their yard trees. On behalf of the City of Mounds View, I wish to request that the DNR investigate this matter and perform the necessary actions to address the homeowners concerns for the safety of their trees. Your prompt response to this request is greatly appreciated. Please call me to discuss this matter further. My office number is 784-3055, extension #20. Thank you for your help in this matter. Sincerely, Mary Saarion, Director Parks, Recreation and Forestry MS/SL 4 printed on recycled paper #IAaIN NATIONAL YOUTH SPORTS COACHES ASSOCIATION 2611 OLD OKEECHOBEE ROAD WEST PALM BEACH, FLORIDA 33409 407-684-1141 June 8, 1990 Mary Saarion Mounds View Pks & Rec 2401 Highway 10 Mounds View, MN 55112 Dear Mary: On behalf of the NYSCA National Board of Directors and staff, we congratulate you for your personal commitment to youth sports. We are pleased to present you with the NYSCA National Century Club Award for certifying over 100 coaches since Jan 1, 1988. Again, we greatly appreciate your efforts in helping to improve toe youth sports experience for kids in your community. Sincerely,: 6�6 al Bob Bierscheid Chairman of the Board BB/ts Enclosure r Mary Saarion Mounds View Parks and Recreation 2401 Highway 10 Mounds View, MN 55112 Dear Mary: June 12, 1990 It is truly my privilege to present you with this distinguished Century Club Award. You are the 18th NYSCA of Minnesota Clinician who has successfully certified 100 coaches. The State of Minnesota certify's nearly 2000 coaches each year thanks to your efforts and support. I al6preciate all of the time you've spent working on the program thus far. Please continue the great job that you are doing in "Making Youth Sports Fun for Kids." Sincerely, Carrie Wagner NYSCA of Minnesota State Coordinator Minnesota Recreation and Park Association • 1111 Douglas Drive N. • Golden Valley, MN 55422 Phone: 612/544-1592 800-862-3659 National Recreation and Park Association Citizen -Board Member Branch CODE OF ETHICS Park & Recreation Board Members As a Park and Recreation Board member, re- presenting all of the residents, I recognize that: 1. 1 have been entrusted to provide park and recreation servIces to my community. 2. These services should be available to all residents regardless of age, sex, race, religion, national origin, physical or mental limitation. 3. While honest differences of opinion may develop, I will work harmoniously with other Board members to assure residents the ser- vices they require. 4 1 will invite all residents to express their opi- nions so l may be properly informed prior to making my decisions. I will make them based solely upon the facts available to me. l will support the final decision of the Board. 5. 1 must devote the time, study and thought necessary to carry out my duties. 6. TF p Board members establish the policy and the staff is responsible for administering the policies of the Board. 7. 1 have no authority outside of the proper meetings of the Board. 8. All Board meetings should be open to the public except as provided by law. WRITE: Citizen Board Members Branch National Recreation and Park Association 4319 Covington Highway, Suite 209 Decatur, Georgia 30035 How To Survive As A Park and Recreation Board Member by Donald F. Bresnan and Regina B. Glover } A Publication of National Recreation and Park Association Citizen -Board Member Branch I/. This booklet is published by the Citizen -Board Member Branch of the National Recreation and Park Association (NRPA) to assist Board Members of Park and Recreation Agencies understand what a Board Member needs to( know, The Citizen Board Member (CBM) Branch of NRPA represents all CBMs in the 50 states, provides printed materials, arranges seminars and meetings, and assists State Associations in training citizen board members from local boards everywhere. For information on membership or materials write: Regional Director National Recreation and Park Association 4313 Covington Highway Room 209 Decatur, Georgia 30035 (404) 284.5626 The Authors Donald F. Bresnan has been a Park and Recreation Board Member since 1957 in Champaign, Illinois. He is a former President of the Illinois Association of Park Districts and the Citizen -Board Member Branch of the National Recreation and Park Association. He is a long time Trusty ` NRPA and is a frequem speaker at state, regior and national meetings. Regina B. Glover has been in the field of parks and recreation for over 15 years. Her board exposure began early as the daughter of a park board member. She has worked in municipal recreation and received her Ph.D. in Recreation from the University of Maryland. At present, she is a fatuity member in Parks and Recreation at Southern Illinois University. She has also been a board member for various non-profit organizations. ISBN 0-929581-48-2 Index I 3 2 I Page A. Introduction 1. Why This Booklet? ................ 5 2. Words and Acronyms ............ . . 6 3. The Park Rec Jungle ....... . ....... 6 B. The Citizen -Board Member (CBM) 1. The Chosen One .................. 7 2. The Shaky Halo. . . . , . ........... . . 7 3. The Guiding Light ................. 8 4. The Group Upstairs ................ 8 5. Thou Shall Not Sin ................ 8 C. The Merry -go -Round Starts 1. The Name ..................... . . 9 2. Types of Park Rec Boards ........... 9 3. Why Do We Have Boards? .......... 10 4. The Ideal Board .............. . ....10 D. Board Member Basics 1. How Do You Get To Be One? ........10 2. How Big Are Park Rec Boards? .......11 3. How Long Are Terms of Office? ......11 4. Re -Appointment or Re -Election ....... 11 5. Who Gets Paid What? .............. 11 6. Nepotism .......................12 7. Perks and Freebies ................12 E. Board Meeting Preparation 1. New CBM Orientation ..............12 2. Basic Material for Meeting ..........13 3. It's A Job and Requires Work .........13 4. You Need to Know Quickly ..... , ....13 5. Tired Eyeballs ............. . ......14 F. The Board Meeting 1. The CBM Authority at Board Meetings .................14 2. Length of Meetings ...............15 3. Stick to Agenda or Why Have One ............. ____15 4. Exaggeration in Speech ............15 5. Meeting Discussions ..............16 6. Learn By Asking .. .................16 7. The Chairman.... .......... ......16 8. The Chairman's Problems ...........17 I 3 2 I H. Money 1. Your Park Rec Annual Allowance .... 23 2. Budget Preparation ................ 23 3. Sell Your Budget ................. 24 4. Budget Cuts .................... 24 5. Stop Talking About Money ......... 25 6. Fees and Charges ................ 25 Relationship with Administrator Page G. CBM Pitfalls ....... 26 1. Learn to Count Fast ..............18 What You Think ................. 2. Never Forget Who 27 5. Be the'Devil's Advocate' ........... the Customers Are .............. 18 3. The Newly Elected Board Member ... 19 4. Introduction to the Media .......... 20 5. The CBM Mouth ................. 20 6. Dirty Linen ...................... 21 7. Meeting Surprises ................ 21 8. Single Issue New CBM ............ 21 9. Crusaders Bite - You ............. 22 10. Xerox Meetings .................. 22 H. Money 1. Your Park Rec Annual Allowance .... 23 2. Budget Preparation ................ 23 3. Sell Your Budget ................. 24 4. Budget Cuts .................... 24 5. Stop Talking About Money ......... 25 6. Fees and Charges ................ 25 Relationship with Administrator 1. The Administrator ................ 26 2. What the Administrator Does ....... 26 3. Tell the Administrator 33 What You Think ................. 27 4. Policy vs. Administration ........... 27 5. Be the'Devil's Advocate' ........... 28 6. Technical Jargon ................ 28 7. Administrator Taking , .35 Another Job? ..................29 8. ffow to Fire Your Administrator .............. 29 9. How to Find Another One .......... 30 I, Community Support 1. Residents' View of Park Rec ........ 31 2. Build Your Park Rec Identity ........ 31 3. Daily Contacts With the Customers ................. 32 4. Home Telephone Calls ........... 32 K. The Big Picture 1. Your State Park Rec Association .... 33 2. The National Rec Park Association ............ 33 3. Why Go to Park Red Meetings Out of Town ................... 34 4. Steal Ideas and Improve Your Park Rec Programs .......... 34 L. The Meny-go•Round Stops ......... , , .35 Why This Booklet Congratulations! You are now a member of a Park & Recreation Board. There are almost 30,000 of us in the U.S. and 35% of us are female. And, most of us were told the position would not take any time - that's the first lie we were told. The Educators tell us that we are assuming a civic responsibility, as part of a group, to pro- vide Park & Recreation services to the residents. Sounds reasonable, doesn't it? We all want to succeed. If someone would only tell us - in words we can understand - just what we are supposed to do. This Booklet is written by a Park & Recreation Board Member who for more than 30 years has been one of those responsible for providing Park & Recreation services in his community. He is trying to share his experiences (good & bad) with you. But My Community is Different - of course - they all are. However, the problems and solu- tions are the same everywhere and we are trying to save you time and energy. Energy that you surely will need if you are going to do the job right. ■ Words and Acronyms Like all fields of work certain words are used that are not readily understood by new people. We have limited these to the few given below... to make it easier for you ... ADM ..........Administrator or director of the park and recreation agen- cy. Agency ........The Department or Organi- zation that is responsible for delivery of Park & Recreation services. Authority .......See Agency. Board .......... The group of residents responsible for the operation of the Agency. CBM ......... , Abbreviation used for Citizen - Board Member. Commission ....See Agency. Commissioner ... Board member in certain states. Customers .....The residents in your com- munity, the customers of your service. Department ..... See Agency. Municipality ....A city, town, township, village, county, or other geo- graphical area providing ser- vices to its residents. Park Rec .......Abbreviation used for Parks & Recreation. Residents ......Customers, and for your own good do not forget this. Trustee ........Board member in certain areas. The Park Rec Jungle You will find that Park Rec organizations are confusing. There are many different ways to provide Park Rec services. We are only in- terested in the one we have in our town; after all we live there. (More on this later in this booklet.) To make it easy for you we have selected a 7 person Park Rec Board to discuss this booklet. All Board members are appointed for 3 year terms. The reader can mentally adjust the situations to the size of his/her Board and the area of service. The Chosen One At first this is an ego trip. They picked the right person. You can feel proud, for your qualifications were the best of all. No matter how you got appointed, whether you are the - D Mayor's next door neighbor, his fund raiser, his best vote getter, related to a NO councilman, selected from blue ribbon committee list, the President of the soccer program, or the one who led the protest (about anything) it makes little difference. We all came here from somewhere. You have met the requirements better than anyone else. There are only 3. The first, be a legal voter; the second, be a resident of the community; and the third and most important — get the appointment. You need no "professional" qualifications to be a member of your local board. You do not need a Master's Degree in Horticulture, you do not need to know the rules for volleyball, and you do not need to know the difference between a bush and a shrub. The Shaky Halo When the thrill of being appointed wears off after a few days, then everyone who has ever been appointed starts wondering if they can handle the assignment. If it makes you feel any better, all board members felt the same way back when they started, but they lived through it and so will you. You are one of seven. You cannot make a decision alone — you need 3 others to agree with you — before something happens. You are part of a team and it takes a while getting used to this. The Guiding Light All citizen board members (CBMs) should have a basic goal that guides them in all decisions during their term of office. May we suggest that you set as a goal, "Providing the Best Park and Recreation Services in the USA for Your Residents." Uniess you have a positive attitude, you will just wander from meeting to meeting, lost in details and have a mediocre program and facilities. In providing the best you have fun being a CBM. If it is not fun, tell the appointing authority you wish to step down. Use any excuse you want and let the chair be occu- pied by another resident, and go do some- thing you enjoy. The Group Upstairs You will always be sympathetic towards the person or group who proposed your name for your appointment and to those who voted for you. The best way to reward them is to give them a Park Rec program that they can be proudwaf AND keep them informed of the Board's thinking as a group NOT just your in- dividual thinking. The Park Rec Board exists because the appointing authority cannot devote the time to park and recreation services. So keep the residents off the Mayor's back and give the Mayor something to brag about in the Park Rec program. Remember, he or she is human too. Thou Shall Not Sin The CBM Branch of National Recreation and Park Association prepared a code of ethics some years ago (in fact one of the writers was chairman of the committee). It was approved by CBM from all parts of the U.S. and it is printed on the back of this booklet. When in doubt, at any time, read it and stick to it. It keeps you out of trouble. 8 The Name The original name was PARKS. This brings back memories of trees, grass, picnics, band concerts, sunburns, mosquitoes, and all the other items involved in youth while enjoying a day in a big open space owned by everyone, and called a PARK. The beginning of community recreation acti- vity came on the playgrounds. Steel monsters allowed you to go back and forth, up and down, and slide down from top to bottom. Then people got brave and started sports leagues for children and we had a new municipal agency. This was named the Playground and/or Recreation Commission. It was separate from Parks and conversations were held at arm's length between the leaf rakers and ball bouncers. Quickly however they were combined for efficiency and today both services are pro- vided by the same Park Rec agency. A few communities in the northeastern and north- western part of the U.S. still have separate departments. Types of Park Rec Boards Park Rec services are provided by a Board, a Commission, an Authority, or a Department. The names make sense to the legal and ad- ministrative people who set them up and manage them. The residents are confused by them. We have been told for years that there are 2 basic types: 1. A Policy Board has the authority to make the rules, decide what is to be done, employ the people, in most cases allocate the money, and the primary responsibility to provide Park Rec services to the residents. 2. An Advisory Board gives advice and counsel to the people employed by others to do the work. The advice -and counsel can be taken or ignored depending upon the personalities Involved. Do not expect to find logic in the organi- zation of Park Rec government at the local or county level in the U.S.A. It does not exist. . Why Do We Have Boards? It all started back in New England with the Town Meeting when every spring on a wet, muddy day all of the voters met in the local church (largest building in town) and transacted the annual business and made up a budget. As the towns grew, and the churVa didn't, they started appointing few to act for all in various areas of local government. The American way — APPOINT A COMMITTEE. Thus the Town Council, The Board of Public Works, The School Board, and finally the Playground Board, which was your great- grandfather, were born. The Ideal Board Different organizations and size of board are ideal subjects for the coffee shop or lounge when you are killing time before the next meeting; leave them there. This dicussion is a time waster. You are a member of the only board in your community. It has been set up by law and you and the other 6 have the responsibility to provide Park Rec services to your residents. Make the system work and succeed. You live THERE. Board Members — How Do You Get To Be One? There are 2 ways: 1. Appointed by Mayor, City or Town Council, County Board, Governor, or some other legal authority, for a specific term. Some can be reappointed, some cannot. 90 plus % of Board members are appointed. 2. --Elected by the residents for a specific term of years. (Usually run on the non- partisan ballot.) They can be re-elected depending -upon the voters' attitude. Less than 10% of Board members are elected. Most all in Illinois and North Dakota are elected. There are some in isolated areas in other parts of the U.S. How Big is a Park Rec Board? Park Rec Boards vary greatly in size. There are as few members as 3 in the northeast to 30 in county systems in the midwest. How Long are Park Rec Terms? These run from 1 year to 6 years. You may get a full term or get appointed to a partial term. Re -Appointment or Re -Election All CBMs know their term of office whether appointed or elected. You know the date when You must vacate your seat. Like Cinderella, you either must leave quietly or obtain another appointment or win another election. Should you try again???? This is a personal decision, ONLY you can make it. Remember, if you state early that you are not going to be a candidate again, the other CBMs consider you a "lame duck" at once and your effectiveness drops quickly. Who Gets Paid What? You do not. The great majority of Park Rec CBMs do not receive compensation for serving their community, just like School Board members or Library Trustees. It is no c different than the church or social agency boards you may have served on before. A small minority in some states are paid some insignifi- ; cant token amount set 50 years �. ago that does not cover the gas' to go to the meetings. This runs ' from $10 per meeting to $100 a month in a wealthy western state. Practically all agencies pay Board members' expenses to attend regional, state, or national meetings. And, the decision as to who goes where, and when, is decided among the board members -- with much conversation and sometimes emotion. 10 11 performing a civic duty without compensation. The least the civic body should do, is cover the unpaid CBMs for the actions they take or fail to take when acting as members of the Board. If they tell you they have none, we suggest you get uninvolved quickly. The job can be a nightmare of legal fees even a judgement against you. Most CBMs are covered by the municipality as a matter of policy, however some still are not. If in doubt ask your legal counsel for an opinion. Tired Eyeballs This is a disease contracted by CBMs for Park Rec. All staff people send you paper to read, study, analyze, .. and to comment upon at the drop of a hat. They do not understand that CBMs look for reasons not to read 100 page books written in technical language that they do not understand. The SOLUTION to tired eyeballs is a heart to heart talk with your administrator. You do not want anything put in your mail that does not have a cover letter from the administrator. The letter states what the enclosure is and what the administrator's recommendation for board CBM action. This sure cuts out a lot of un- necessary paper in CBM wastebaskets. The Board Members' Authority You are part of a group, or board; you have 14% of the action from 7:00 to 9:00 p.m. every other Monday night. You do not have authority any other time. You do not give staff instructions, overrule softball umpires, change game schedules, issue press releases, tell employees to clean up their act, or all of those other things. You tell the administrator; he or she is responsible for the day to day operation, in- cluding all staff. Of course you can talk to the staff — anytime — as you go to different parks and visit various programs. Ask them about what is going on, how the residents like it, etc. The only no -no is do not give them instructions; that's not your job. Tell the administrator what you saw and what your thoughts were about the program, he needs to know. 14 Length of Board Meetings Board meetings are where we minutes and waste the hours American way. The longer the meeting, the less gets done. /1: approve the This is the Any board meeting lasting more than 2 •rj�2 hours is a waste of the time of those l a attending. Get the garbage off the •� agenda. Don't chatter about details. Speak up on the issues — but only once. Restating your case weakens your position each time you speak. Ruthlessly insist upon organized, well run meetings so the time of every board member will be saved. You will be surprised at how fast you will get unanimous support. Stick to Agenda or Why Have One If you want to get home by midnight you must stick to the agenda. Most gavel holders are shy about interrupting other CBMs, but if Board conversation wanders all over the field it's a long night. Item 7 is the Country Western Dance Classes and that's all we talk about until we dispose of this item. When you ask for the floor your subject should be the Dance Classes, NOT anything that comes to your mind. Exaggeration in Speech Some people use this for emphasis. Do not be one of them. Your remarks quickly get dis- counted heavily by the other CBMs. "A lot of people have been calling me." Now all the others get some calls, not many, and neither do you. When a CBM says lots of people have been calling me, the other CBMs say to each other, "I wonder who called?" The same goes for "many people stopping me on the street," means one person. It is better to state that Susie Smith called me about the boys' soccer program and I said that I would bring her concern before the Board at the next meeting. (Be sure you call Susie back after the meeting.) 15 Meeting Discussions You must devote time here. And, your in- volvement goes a long way toward getting 3 more votes. f Do not be afraid to write your thoughts out in longhand before the meeting. Most of us are poor "ad libbers" and are not used to this type of discussion. Always define how the action will benefit the residents — those are the people you serve. Learn by.. Asking A famous football coach says his father taught him to. keep his mouth shut as you never learn anything while you are talking. Same for CBMs. Ask ques- tions, ask for others' opinions, ask who, what, when, where, and why frequently. You will. learn much more than you knew when you came in — learn how to listen. The Chairman Or CFbairwoman, or chairperson, or chair, or President, or whatever you call the person — lthe one with the gavel -- exists because no one has ever found a better way to run a meeting. He or she is there because, 1. It is their turn. 2. No one else wants the job. 3. They have been there so Long no one has the guts to nominate anyone else. 4. They have demonstrated the ability to. lead and the others are confident with them. (This does not happen often.) Watch the chair carefully. You may get the gavel next. Who me? Yes, you. Stranger things have happened. Elections are political and you may get the 4 votes next time for all kinds of reasons you have yet to discover. .Gavel holders lose their freedom as a member, but not their vote. They are continually looking for common ground and trying to get 4 people to agree on something — ANYTHING. They try to keep the other members from talking themselves into a corner. If the gavel holder is not careful, the vote ends up 1-1-1-1-1-1-1 — and midnight comes fast. Do Not Be One of the Chairman's Problems The Chairman's problems are the other CBMs, especially the following'four horsemen of doom.' 1. The Motion Maker Who believes that the longer the motion, the more effective. This CBM could never .repeat the motion verbatim because they do not remember where they started. Suggest to him he read the 10 Command- ments for an example of clarity and brevity. 2. The Compulsive Talker Who believes in talking first on each item while he gathers his thoughts. He thinks out loud. He works on the theory then makes his decision while he talks and the others are not able to oppose him — at least initially. 3. The I Hate to Make a Decision CBM Who nibbles around the edges of deci- sions, ignoring the facts involved, worry- ing about making someone unhappy and not really wanting to take a position on ANY issue. He has never understood that nothing happens until somebody makes a decision. He has voted PRESENT at least once in the last 87 meetings. Solution? Resign. Then he will not have to make any Park Rec decisions. 16 i 17 Who injects those famous words — `What's it gonna cost' — in the beginning explanation of any program or project. He does not want to hear the proposed benefits to the residents or the long range savings. He just makes quick depressing comments that can stifle new ideas. Learn to Count — Fast You are one of 7. You quickly learn to count. Unless you can get 3 others to agree with you, move on to the next agenda item. It takes a majority to get any- . thing done, even to ' adjourn the meeting. �• Y The other 6 will react to you based upon how you treat them. �.j Remember your courtship ' days. Court the other 6 because you will succeed only with the support of the others. Loners on a board just put in long hours of being outvoted. It is no fun. Those who are proprietors, self-employed, and those who work alone in life sometimes have trouble adjusting to working as part of the group. You are part of a team that is responsiJale collectively and it takes some time to get used to this. Never Forget Who the Customers Are Park Rec Board meetings are usually held with Board and staff people present. Most Boards hold open meetings of course, but no one comes. it's not the CBM's fault if no one comes. It's easy to become self-centered and to forget who the customers are, the residents who are paying for the services you are delivering. Never get into any discussion at a meeting without asking yourself how this action will affect the customers. This is why you are sit- ting at the table, to represent the residents, all of them. Do right by them. 18 I The Newly Elected Board Member Most candidates for elected office, unless they have a burning local issue, have the stan- dard American candidate's platform. DO MORE ... AND SPEND LESS... both at the same time. You get enthusiastic - print up flyers — buy ads — make speeches — say a lot of things to everyone and do not think too carefully in the emotion of a campaign. You read your material carefully, your opponents do also. But, you won so what! The people who read what you wrote and said more carefully than you or your opponents were the incumbent CBMs whom you will now join as a member of a team with 14% of the action. They frequently read into your words something other than what you meant and they can find upside down periods in your campaign statements. They cannot normally answer you. They have the present responsibility for Park Rec. But, tension points can be created that unfor- tunately you are not aware of. Now you, in complete innocence, arrive at your first meeting and wonder why one or more seem like cold fish. You better take it easy in the beginning until they get to know you better. After all, they have the other 6 votes and you need 3 of them to get anything done during your term. For those of you who were appointed vs elected, the message is still true. Other board members will remember the comments you made before being appoi-`-.' 19 Introduction to the Media If,your Board meetings always have media present, you quickly learn how to act AND watch your tongue. If you are like most Park Rec CBMs you usually see the media 0' when a burning local issue has raised its ugly head. If you have had no experience in this area, don't make the mistake of ignoring what the media wants. They want a story. A tree planting does not excite them. They want controversy —dissent—page 1 news— and can only get it from CBM comments. Be careful of what you say, they go to press, you don't. The Board Member's Mouth Under the Constitution you are guaranteed free speech. No one ever argues that point. As a Park Rec Board member, it is smart to let the Board Chair talk to the media for the Board and the other 6 refer all ques- tions to the Chair during his or her term. Most CBMs are not `�, experienced with media _ ~-` people who are looking' ����.. w - for a story. The other 30,000 board members will testify that at one time or another they had a garbled story in the media which got them in trouble. So a word to the wise! If you are attempting to obtain support on a specific community issue for Park Rec never go to the MEDIA first. You first go to the other 6 CBMs on your Board. Never forget that you need 3 other CBMs to vote like you do to take action. Don't bruise them unnecessarily. After action is taken on the issue and you bruised some people, it is more difficult to get their support on the next item on the agenda. And, some CBM have long memories. Dirty Linen If there is something you do not like about the Board, the staff, the program, or the facilities, do not tell the residents FIRST. If you do that, you give the media and the community a controversy. This is not in the best interests of an outstanding Park Rec operation. Talk to the other Board members or the ad- ministrator. Always try to solve this type of issue in-house first. You may not have all the facts, so don't get embarrassed. Often you can solve the problem in a conversation or two and the community will benefit. Meeting Surprises Never let anyone demand you take action on something new that you have never heard of before the meeting. Insist on time to study BOTH sides of the new issue. Ask that the item be placed on the agenda for the next meeting. Request the ADM investigate and prepare recommendations for the next meeting. If local interest groups show up, you can usually find that you are getting only one side of the story. The impetuous CBM who says 'oh it sounds ok let's do it' may end up with a bloody nose. Single Issue CBM Starting out this way is no sin. Many, in- cluding the writer, started out that way. The secret is not to stay that way. You have lots of decisions to make that have nothing to do with your single BURNING issue. No -matter how strong you feel, unless you can convince 3 other CBMs to agree, you lose. BUT, by being cooperative and being reasonable and sym- pathetic with the other CBMs you will be sur- prised how fast the other 3 votes appear. 20 21 Crusaders Bite — You We all have a habit of classifying people who do not agree with us as nuts and fruits or some other uncomplimentary term. Residents do not get involved unless they feel wronged. Facts have nothing to do with this; it is all emotional. When people com- p lain, treat them asyou would wish to be treated. Or, you wil create crusaders. They are the opponents for Park Rec when the next appointment vacancy comes up. The proverbial little old lady in tennis shoes will have you in court before you know it, not to mention page 1 of your local newspaper. In almost every unpleasant issue of this type... it goes back to one of the CBMs making a comment that compounded the situation. And, the yelling and screaming gets started. Take the part of the crusader. Promise to get the facts. Guarantee their treatment. Promise that they will be notified before any action is taken. Con%WA crusaders to Park Rec boosters with concern for their point of view. Xerox Meetings When every meeting is just like the last one: we approved the minutes, the payroll, the bills, read the correspondence, listened to a couple of interested citizens, rubber stamped a couple of staff program proposals and gave out a cer- tificate of appreciation, you are in a rut. You are custodians of a Park Rec organization going downhill. What is being done to develop new facilities? Programs? Anything to perk up and excite the residents? You don't need money, you need enthusiasm and ideas. Recognize when you are attending xerox meetings. Your Park Rec Annual Allowance Quickly, you will be in- troduced to the all American sport called BUDGET and _ most of the time it is the excuse given anytime you propose something. When the budget is pre Arai pared, BE INVOLVED. This is Park Rec's allowance for the next 12 months. There is never enough money to do all the things Park Rec wants to do. Budget Preparation Budgets are usually prepared by Adminis- trators as they have the records and files. They use a step process, checking frequently with the Board, so they can determine the Board's wishes for the coming year. When you receive the first draft of the budget determine what is included and what is not. Have the ADM explain the budget to you and be sure you understand what is in the first draft. In Board discussions, do your job. Fill your role. Dig. Probe. Question everything. Do not accept the "same as last year" answer. Why is it the same? Why do we do it? Can we do it better another way? Is the invest- ment successful? You get the idea. Don't be afraid to rnake changes. CBMs who do not like to do this because the budget would have to be retyped are "chickening out." 22 23 Assume .your budget authority is a City or County governing board. You send the administrator to submit and defend your budget. He is E: _looked upon as another ' ureaucrat, like all ,he othersre- p senting budgets. His annual 4 letter ��7;`' word is MORE. The �jj',� members of the ° governing board are aware of the toothless position of the presenter, smile sweetly, glance at the clock and give every speaker his turn at the podium. But if the Park Rec Board is in attendance, and, making the presentation, the governing board members' attitudeschange. They think, hey, CBMs are just like us: they'are not paid, we appointed them, they vote, help me in my campaigns, go to the same school or church, or bowl with see, etc. A different attitude exists. The governing board members realize that CBMs are telling what they will do andfor what they have cut out this year. I wonder how that will affect my area of town. What will the parents say? You get the idea. Try it. It WORKS, Budget Cuts Many municipal Park Rec agencies have had severe budget cuts in recent years due to the loss of outside money. The old fashioned answer to this one was that children did not vote and Park Rec was just ahead of Cemeteries on the municipal priority list. Today, with your heavy program and facility use by adults, this is no longer the case. It is another reason that adults, both residents a al nd CBMs, must be involved in the budget app process. Never reduce your budget by cutting 10% of everything. If you try, you sure had a sloppy budget to start with. Always cut 100% of cer- tain programs. Think about it for a while. 24 This is a trap we continually fall into without thinking - "Park Rec does not have enough money" falls on deaf ears of a higher authority trying to put 10 pounds of programs in a!5 pound bag, or to residents who have aro�elenough d buying aall their monthly p Y ntsan groceries. We use money as it is a verbal short cut. It saves us time to say we are $100 or $100,000 short of what we need. The trap is that we forget everyone is an expert on money. We all learned the decimal system in school, are aware of what money is, and feel confident about being an expert in a conversation about it. Park Rec seems to lose when we talk money. So, what do we do? Easy, talk benefits to the residents. This per- sonalizes the conversation. The Board has cut out the grade school soccer program for boys and girls due to lack of funds. What happens? The soccer parents unite with an issue and head for the mayor and council to state their case. These groups are normally most effective. When residents gather together and protest, elected or appointed officials get uncomfortable. When delegations of residents appear at meetings, usually something positive (for the residents objecting) comes out of the effort. Fees and Charges These started with expensive facilities like golf courses and swimming pools years ago and were accepted by the public. In recent years budgets have not kept '\ s- pace with inflation, so most Park Rec agen- cies have heavily :• `� > ,��. increased Fees and mac= Charges. Many places have Fees and Charges as more than 50% of their budget. it's a method of keeping the same 25 level of services in spite of inflation and cut budgets. Your administrator can explain how fees and charges are not discriminatory and how scholarships can be used. All of us had to overcome this mental block. The Administrator Unless you are a member of a Board in a tiny community, you will have an administrator, a full time employee who is responsible for the day to day operation of the Park Rec agency. As a group these people are well trained, competent, and understand their role. They are responsible to work for the board and quickly observe how the board wishes to work, and the special interest areas of the individual members. You owe this person one specific action each year — an honest evaluation of his or her work. Unfortunately, the majority of Boards do not ever take this step. The administrator is entitled to know how he or she is doing, what the individual board members think of his or her performance and the areas where the board believes improve- ment should be made. Most CBMs do not do this as they feel em- barrassed in such a discussion, but you owe it to your residents. The fitter boards with the better programs always do this each year. So, imitate the successful. It pays. What Does the Administrator Do? This varies with the size of the community of course. The Administratc like a City Manager School Supt., Polio Chief, Librarian, or other person respoi ble for operating ar agency or departmE He or she hires and fires the employees; you do not. He or she runs the day to day operation; you do not. nC ur 5ne cxcL;u[e5 the roiic set Dy the Board at monthly meetings. The ADM sits at the foot of the table and does not have 14% of the action. He or she works with or for a group of 7 people and can count (quicker than the Board can) and will do what the majority wants. Tell the Administrator What You Think The Administrator wants to please the CBM, this is his/her job. He or she is prepared to do it daily. The ADM cannot do it unless you tell him what you want. He or she is not paid to read minds. If you tell the other CBMs, the public, the media, you are compounding the problem. Tell the administrator your likes and dislikes, what you think, what you think the public thinks. They want to know. You are not doing your job unless you talk to the administrator. Policy vs Administration If you are a policy board, this one is something you hear frequently about from young staff and a lot of conversation is wasted here. The board sets the policy, the staff ad- ministers the policy. The easy way to remember; the board decides what to do and the staff decides how to do it. You decide to have a high school girls' soft- ball program, that is policy. That is all you have to do. The staff finds the space, publicizes the program, registers the players, selects the volunteer coaches and umpires, determines the games to be played, etc. That is their job; let them do what you are paying them to do. 26 27 Be The Devil's Advocate 'The staff proposes and the Board disposes' — a simple phrase that covers the usual pro- cedure of Park Rec. The normal Board meeting, while public by law, is held with Board and staff only. Rarely does the citizenry bother to attend. The CBM becomes familiar with the staff, gains confidence in them, and normally sup- ports their proposals. This can be a trap for CBMs if you are not careful. Your responsibility is to the residents. Your job is to question all proposals to determine if they are well prepared, well thought out, and will benefit the residents. You are part of a small group given, the responsibility to act for the residents, all of them in your community. You may be hesitant, since you are ac- quainted with staff to embarrass them, by asking questions, expressing your concerns, and playing the "devil's advocate," but that is your role. When the proposal is adopted, the Board is responsible for it — and must stand behind it. S00000, be sure you agree with it... BEFORE... it is adopted. You don't want to end up with "egg on your face" when it reaches the residents. I Technical Jargon Park Rec like other fields seems to have developed a vocabulary of its own which is composed of words not in common usage. Most CBMs let the staff continue to impress each other until they start using the technical vocabulary on the CBM and the RESIDENTS. This is when you shut them off and demand they speak in a language that everyone understands to eliminate confusion and misunderstanding. The basic rule is, speak to me in a language I understand if you want me to understand what you are saying. con=ED? Kfl Administrator Taking Another Job? This is normal; everyone tries to better themselves. Talk to the ADM. W' is he or she leaving? it for personal growtl Or, is it something wrong in your town? The Board perhaps. Find out. If he or she has another job, normally you will get straight answers and you can identify the problem the next administratc can have a better chance of succeeding. Have him or her write a new job description of his position. He or she knows the job. He or she has been doing it satisfactorily, as he or she left voluntarily. Also have the ADM write a description of the community and the Park Rec agency, he or she knows what to include for applicants. Ask him or her for names that should be in- vited to apply for the position. And, get his or her recommendation as to who should be in temporary charge until a new person is on board. How to Fire Your Administrator Don't! You normally lose. If they are caught with their hand in the cash register or other illegal acts you have no choice. But, this happens rarely. What happens frequently is that com- munication breaks down for one reason or another and CBMs start saying among themselves'we gotta' get rid of this one. What happens? You have an emotional issue, the media is involved, tempers flare and it is unpleasant. But so you fire them, then what? Now you don't have anyone and the second part of the problem is you must find a replacement. This takes time and the agency stands still at best. 29 Vul YY{fy 111C others feei -as they do and get CBM and ADM talking again. Talking identifies many prob- lems and will solve most of these conflicts. Most terminations of administrators are per- sonality conflicts not incompetence. The CBM has the responsibility to not let these things happen. How to Find Another One Look outside your community, you may be passing up some real talent that would like to join your staff. Too often CBM sees a department head who has all of the qualities of the Boy Scout Oath and says 'let's give old Joe the job.' It rarely works. You never know how attractive your vacancy is to others unless you throw the job open for applicants from everywhere. You may find someone who can walk across the lake and impress you. Many have. How do we find them? All colleges who educate Park Rec people will be Willing to help you. One of their faculty members will be happy to assist your Board. Ask them. List the position with National Recreation and Park Association. They pubfIsh job listings all over the USA and you will be surprised who turns up. You usually have a more attractive Job than you realize. nts view of Park Rec Most residents take community government for granted. They complain about taxes, demand more services each year, expect instant service from everyone and never go to any government meetings. r Park Rec is pleasant, fun, and interesting. This is where the residents play, relax and enjoy. Park Rec does not chase burglars, put out fires, dig up streets, make you A buy a permit to fix your garage, or plow your driveway back in when snow arrives. It is easy to have community support for Park Rec for we have so few negatives in com- munity life. CBMs can develop community pride in Park Rec. Remember, everybody likes a winner and the residents will brag about what they have, if you give them theopportunity. Build Park Rec Identity Everything, animal, vegetable, mineral, should be marked with a logo, symbol, or name of the Park Rec agency. A Park Rec agency is many things to the residents and few know all of the parks and programs. Park Rec is all over to% in many different locatior so you should tie it toget with identification. Doesn't the administral do this? Of course, once set a policy on building community support. But, as the representath of the residents you know they want to brag so give them the opportunity. Bragging is a form recreation for many, so give them the chance 30 31 of Daily Contacts wztn the UMAUI net Zo When you first become a CBM, you are ,ple-a;antly surprised at the people who stop and congratulate you. Everybody likes to be congratulated. Take advantage of every resident contact to .sk what they like and dislike about the Park Rec in the community. This is how you serve your constituency. And, thank them for their comments. Never argue with the residents. If you get questions, either answer them or tell them you will check into it and come back to them. Do this within 24 hours and you will be surprised at how quick your reputation grows as a CBM. Remember a CBM travels a routine path. Your circle of contacts are limited to your neighbors, your church, where -you work, and where you play and the majority of the residents are not in your routine path. You can talk with this group easily; take advantage of every additional contact you make. Home Telephone Calls As a CBM you will get phone calls from residents at home; during normal times like when you are taking a quick nap, when your team on N is marchin&for the winning score, or when you have just waxed the floor, and it is still wet between you and the telephone. Welcome to the club. The rule often applies here— ten people thought about calling, but only one finally does. So, this is where you make your community reputa- tion as a CBM. Always get the name of the person first. If they tell you they do not want to give their name consider what we do; say that we do not take anonymous phone calls and hang up. It works for us. We like to know who we are talking to, don't you? LISTEN TO THE QUESTION OR COMPLAINT. It is never a compliment. The last CBM who got unsolicited compliments over the phone from a stranger did so in 1921. If I tell the administrator that one of his staff told a girl in the Memorial Park (200 acres) that she couldn't do something, etc. some time last week, it is not going to be easy to get an answer for the caller. If I say to the Administrator that a girl on a bike was stopped about 3:00 pm near the children's playground Tuesday by a girl in a Park Rec tee-shirt with a whistle around her neck and carrying a clipboard and a name tag that said JULIE, I get an answer back FAST. Remember, you are only hearing one side of the story in any phone call. Your State Park Rec Association All 50 states have a State organization. This is composed of primarily administrators and staff. And together they accomplish much in training, education, and communication. Some have a CBM branch composed of people like yourself who have taken some time to learn about Park Rec. In addition to State meetings, some hold area meetings. Your administrator can give you information about these. The National Recreation & Park Association (NRPA) This organization, located in Washington, D.C., is composed of all those involved in Park Rec. NRPA has an Annual Congress every fall and it is well worth attending for CBMs. We recommend it. One of the branches of NRPA is the Citizen - Board Member Branch composed of CBMs from the 50 states. They have special training sessions each year at the conference that help every CBM do a better job in his or her own community. Every Park Rec Board should be an "agency" member of NRPA. The publications alone are worth many times the dues. Again your administrator can get you infor- mation on NRPA. If foe can't, you shouldn't have hired him/her in the first place. 32 33 Why Go to Meetings out of Town? it's the easiest way to get new ideas and thoughts for your own community, ideas that (have worked for others. You build a ,program the residentst-�- love by being innovative and creative. Most Park Rec ideas do not cost money — just brains. lt! Your State Organization i holds meetings. The NRPA runs Regional meetings, . workshops, etc. all the time. Try one = you'll like it — and your residents will benefit. Steal Ideas and Improve Park Rec If you steal an idea from a person, it is not very nice. If .you steal a thousand, it is called research. At the many regional, state, and national Park Rec meetings is where most of us do research. The Park Rec Boards that seem to win all the Gold Medal Awards each year, and all the other Awards also, seem to be ones who have a CBM representative at the meetings. Be sure one of your Board members attend. Take turns or have one CBM designated as the Board representative. After meeting otner CBMs rroim other towns, you start getting ideas of what can be done in your community. Bring some back home and try them out and the residents will love the new ideas. This is the best shortcut to improving a .program that you will ever find. 34 1111V IYIC11 V -g WS-1— Eventually w ..Eventually that fateful day will arrive. The ' day you have to get out of the chair and let your successor sit down. How you feel at that time depends on what you have accomplish during your term. Like most, you wal away with pride and satisfaction that you did the best job you knew how to do for your community. They will rarely thank you in any formal or informal way as residents assume that municipal government goes on and on. You have been exposed to local government and know what you have accomplished and you smile inwardly; as no one can take that experience away from you, ever. 35 v �r n z ��.�[❑i7c a-0 S �.C•� rF CD CD CD a o, °CT CD � nPI) rn�mrn Cpmy k Q❑.•� p N a� S ❑ . poll CD - co CCDD Vii. �� 0),w•CL❑' Cd w`orn..�� r 3 �CD o CL 11 . w* .� W Cn ' co CD 0 OD CL CA) CD a:01 03 0 CDa m �... =•PIZ'N 3 u, M■ No.= cc ❑ p .. ❑ �" �KMIA, o :- 00 .; C° v o i K�o moll ■� .. �. CD ❑NEW�V `o a. cn •t- n �' ss Q MEMO TO: MAYOR AND COUNCIL FROM: MARY SAARION, DIRECTOR PARKS, RECREATION AND FORESTRY DATE: JUNE 19, 1990 SUBJECT: NOTIFICATION OF GRANT AWARD FOR A TRANSPORTATION VEHICLE FOR THE ELDERLY AND DISABLED Mr. Dennis McMann of MnDOT notified me that monies have been appropriated as per the grant for the acquisition of the transportation vehicle to be primarily used for the elderly and disabled. Fifty-five grant applications were submitted and twenty-seven grants were approved. The Mounds View Lions Club is the matching fund agency and they have earmarked the $10,000 matching funds. The ordering process for the vehicles will begin in the Fall by the Federal agency administering the grant. It is anticipated that the vehicle will be available in 1991. More specific information will be coming shortly. MS/SL MINNESOTA Silver View Park Picnic Shelter DEDICATION/CELEBRATION Sunday, July 15, 1990 The whole community is invited to attend the celebration and dedication of the Silver View Park Picnic Shelter. The dedication will begin at 4:30 p.m. at the picnic shelter. Potluck and activities will follow. Along with your family, bring a food dish to share. Hot dogs and orange drink will be provided along with paper plates and utensils. Activities will include: Community Sing -a -Long Basketball Free Throw and Hotshot Contests Sandcourt Volleyball Softball Games Soccer Games Bocce Ball Croquet Nature Hiking Puppet Wagon Performance and other activities For more information, call the Mounds View Parks, Recreation and Forestry Department at 784-3055.