Island Rec | San Juan Island Park and Recreation District ...€¦ · into borrowing Orcas transit bus during the winter. Softball: Season is over, and ran smoothly. Fences and improved

Island Rec: San Juan Island Park and Recreation District

MINUTES – 08-05-01 Members Present: Janna Gingras, Roberta Crist, Alan Marriner, Ralph Hahn and Bill Cumming Employees: Sally Kerr, Colette Landerville Visitors: Lee Sturdivant, Tom Munsey, and Mike Kaill Held in San Juan Island Park and Recreation office, Bill called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:00PM. Minutes of the previous meeting were approved with one minor correction. Bills were approved for payment as presented. Board Candidates: Tom Munsey and Mike Kaill observed this meeting. Both are candidates in the up-coming election. Mike stated that he was not dissatisfied with the Board’s record, but rather has more to accomplish. Trails Committee: Lee Sturdivant reported on both the Airport Trail, and the Roche Harbor/English Camp Trail. The RH/English Camp Trail will probably be usable next year. Signage at the trails will be provided. Gravel Pit Master Recreation Plan: Nothing new to report. Bill and Alan will push for another meeting. Ralph is also going to join the effort. Budget Status: 2002 budget must be done by October 1st. Roving Rec: Bill reported that a beach fire at Jackson’s Beach was caused by a spark from a BBQ. No one was injured, and all children were removed from the area. Guilty Plea: Was entered by parent involved in the assault charge relating to the striking of a child a Camp Eagle Rock. St. Francis Parish: The church asked that the community keep Wednesday afternoons and evenings free of activities, so that Wednesdays will be considered “family time.” Sally will draft a polite letter declining the request, and will e-mail it to the Board for review. Election of Board Members: Photos for pamphlets are due 08/24/01. Maggie English: Sally will draft a letter of appreciation to Maggie, thanking her for her participation as a student rep on the board. Charge for Facility Use by Various Programs: There will continue to be no charge for at least the next six months. Camp Eagle Rock: Last day of camp is August 10th. The cookout will be at the elementary school at 11:00 am, with swimming and awards at Lakedale about noon.

Roving Rec: Last day is August 9th. Sally would like to add adventure-based programs next year, offering more challenges to youth aged 10-14. We would need to hire an additional staff member to plan and implement. Drawing Classes: Kid’s class maxed out at eight participants, adults had six. Joe Miller received very positive feedback, as instructor. Vehicle: Sally reported that a 15-passenger van doesn’t require a special license. Sally is checking into borrowing Orcas transit bus during the winter. Softball: Season is over, and ran smoothly. Fences and improved fields helped the game, and many players expressed appreciation. The tournament also went well, with the Mudsharks winning top division; Capelli winning lower division. Kiwanis sold refreshments, and were pleased with results. The fence will probably be moved to Bill’s barn for storage. Outdoor Concert Series: Attendance varies from 125-350. We want to continue this series next summer, and sponsors have already approached Sally. Turnbull Gym: Island Rec will begin offering family gym time on Sundays, staffed by a proper supervisor and custodian. Island Rec has been approached by the school to schedule all recreational use of the gym, including adult users. Scott Bell will inform user groups this year that the new procedure will be in place next year. Island Rec is not to cut back on the hours available to the adults, but will be able to modify the times. This new procedure will require Steve Enoch’s endorsement. Teenage Open Gym: Will be held Saturday evenings, from 7-10:00 pm at the Turnbull gym. Mariners Trip: Ran smoothly, and received good publicity in an article written by Howard Schronberger. Ages of those attending ranged from 20 – 65+. Program Guide: Is going to Ian for layout on Friday. There being no other business, this meeting was adjourned at 7:30 pm. Recording Secretary, Colette Landerville. Approved by: _____________________________________ ____________________________________ _____________________________________ ____________________________________ _____________________________________


MINUTES – 09-06-01 - PAGE 1 OF 2 Members Present: Bill Cumming, Roberta Crist. Janna Gingras, Ralph Hahn, Alan Marriner Employees: Sally Kerr, Dodie Swift Taylor Visitors: Tom Munsey, Todd Loewen, Steve Porten, Sam Carter, Evan Hetrick. Held in San Juan Island Park and Recreation office. Bill called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:04PM. The Visitors introduced themselves – Tom Munsey, Board Candidate; Sam Carter, Evan Hetrick and Todd Loewen, who were interested in working with Island Rec on Skatepark matters, and Steve Porten, who came to observe and had encouraged the attendance of the previous three. Minutes of the previous meeting were approved. Dodie was introduced and it was noted she is the Recording Secretary now that Colette Landerville has retired from the position. It was agreed that in future the draft Minutes will be e-mailed, or mailed with any other relevant documentation, to the Board in good time for their next meeting. Bills were approved for payment as presented. Correspondence: Bill read the two pieces of correspondence – one from the Lutheran Church regarding Wednesday evenings, and the other from Suzanne Franklin relating to Little League. After discussion it was concluded that I.R. could not be involved in Little League matters, but may become involved in alternative sports at a later date. Gravel Pit: Bill announced that a verbal negative response had been received to an initial approach. The possibility of a letter of negotiation written on I.R. letterhead with a signature block for the ad hoc committee was raised. Ralph requested an Executive Session to further discuss this matter. Skatepark: The recent graffiti and subsequent closure and re-opening was discussed. The fact that the park users were supposed to police themselves was confirmed. The visitors Evan, Sam and Todd were interested in forming a group with younger users to strengthen their awareness of responsibility for the condition of the park. They will hopefully contact Sally to continue this process and it is hoped they will attend Board Meetings whenever possible. Budget Status: Roberta and Sally will have a separate work session in order to formulate a draft proposal before the next Board Meeting. Children’s Festival: (to be held October 13th) - Sally read out a list of activities planned by Sandy Montana. Sandy is starting the process of sending out donation letters, newspaper advertising starts next week and posters will be displayed starting the third week of September. Bill and Ralph volunteered for car parking duty. Sandy will attend the next Board Meeting to give further information and updates. Tortious Conduct: A Resolution for Presenting Claims for Tortious Conduct was completed. The Board appointed Sally to act as agent and Dodie to act as deputy. The Resolution was signed by all Board members and will be delivered to the Auditors Office as required.

MINUTES – 09-06-01 - PAGE 2 OF 2 Program Guide: will be delivered to mail boxes on Monday next. A copy was passed around for information. Director’s Report: Sally listed the statistics for the summer session. Although three sailing classes were cancelled due to low registration, it was agreed that the Sailing Foundation did great work and IR would do what it could to help raise enthusiasm for future programs. A letter of resignation was received from Susan St. Thomas, the Supervisor of the summer Roving Rec Program and the Fall After-School Program (due to start September 11). Sally would immediately try to find a replacement, but the Fall program would not now be able to start on time. No reason was given for this resignation. Other: Janna brought up the 6-year plan, specifically the development of a park on the north side of town. Sally suggested Gary Boothman should be contacted. Roberta agreed to work with Janna in contacting the Town to try to get some activity on this matter. Executive Session: was held to discuss Island Rec’s possible role in negotiations concerning the LaFarge Gravel Pit. Next Meeting : Thursday, September 20, 2001. It was agreed that this would be a meeting dedicated to the 2002 Budget. Only bill approvals and other urgent matters will be dealt with. Ralph will not be available to attend this meeting. There being no other business, the meeting was adjourned at 7:03 pm. Recording Secretary, Dodie Swift Taylor. Approved by: _____________________________________ ____________________________________ _____________________________________ ____________________________________ _____________________________________


MINUTES – 09-20-01 - PAGE 1 OF 2 Members Present: Bill Cumming, Janna Gingras and Alan Marriner Employees: Sally Kerr and Dodie Swift Taylor Visitors: Sandy Montana (Children’s Festival coordinator) Held in San Juan Island Park and Recreation office. Bill called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:20pm. The Visitor: Sandy gave an update on the progress of the 12th Annual Children’s Festival and handed out copies of posters and a list of confirmed and proposed activities. Sponsorship confirmed to date has reached $900 – the goal is $1,800. Sally would like potential sponsors to allocate an amount in their next year’s budgets and is currently sending out letters requesting sponsorship for the 2002 Children’s Festival and other activities. Bill requested that the name Island Rec should be more obviously displayed on the poster, and Sandy will ensure this happens with the next printing. Minutes of the previous meeting were approved. Bills were approved for payment after correction of an error. Payroll was approved as presented. Skatepark: Sally had contacted the three young visitors at the 9/6 Board Meeting in response to their concerns expressed about the Skatepark, but had not received a reply. Bill had visited Spring Street School student body at their invitation to discuss the policies of the Skate Park. He reminded it’s users about their role in its maintenance and discussed the regulations covering skateboarding generally in Friday Harbor. The students were enthusiastic about the possibility of holding a contest, festival, skate day, and/or fund raising event, possibly to help Lopez and Orcas Islands build their own parks. The provision of new trashcans and water fountains and their eventual locations was discussed. Bill suggested partially burying the trashcans in order to stop them being used as part of the skate arena. The Sheriff’s work crew currently empties the trashcans once a week – which is not often enough in the summer. Bill will try to ensure that the trashcans at this site are emptied as required. Sally to continue to research trashcan design to negate the possibility of household trash being dumped in them. Drinking fountains, one column design and the other wheelchair accessible, are being ordered and should be available in approximately four weeks. Children’s Park: It was noted that groups had used this park for parties and had brought and consumed alcohol there – Sally to look at current signage and recommend changes if necessary. Basketball Leagues: Alan expressed concern regarding the number of children involved in the Leagues, and the difference in age groups. Sally pointed out it is the first year for this activity and, as with all programs, she will review the activity taking into account all parent and participant evaluations. Budget Status: A draft budget will be presented at the next Board meeting. The budget will include funds for a Skate Festival, Basketball, Triathlon and the lease or purchase of a multi-passenger vehicle. It was also considered appropriate to include an amount to cover the costs of moving to and setting up a new Island Rec location.

MINUTES – 09-20-01 - PAGE 2 OF 2 Island Rec Offices: The possibility of the Browne Lumber Building on Spring Street being partially or wholly used by Island Rec was discussed. It was concluded that more work needed to be done to find suitable alternative premises and Alan offered to research the Browne Building further, whilst Bill will investigate the possibility of a fairground “under the eves” building. The possibility of Island Rec owning/managing a public swimming pool was raised, but Bill felt strongly that public support would not be available for this endeavor. 2002 Programs: Ideas for new programs include a Fishing Derby for children, but a suitable location would need to be found. Board members were requested to let Sally know if they have suggestions for other activities and programs. Director’s Report: Personnel Policy: Sally is preparing a draft update to the Personnel Policy. She requested direction on wording relating to volunteers or staff known to have a recent record of possible criminal problems with children and/or adults. Bill asked Sally to get information on similar policies from other Park & Rec Districts. Volunteer Compensation: Hockey staff are considered volunteer but historically paid a stipend. Basketball coaches get discounted sign up and other incentives. Further discussion of this matter was postponed to the next meeting. Web Page Costs: Annual cost of creating and maintaining a site is approximately $1300. This to be discussed further at next meeting. Staffing: Susan St. Thomas has undertaken to continue as After School Rec leader. Interviews are being held for positions of Facility Supervisors. Audit: documentation has been prepared and delivered to auditors. An Executive Session was held to discuss the matter of policies regarding appropriate behavior for those interacting with children. The session began at 6:40 pm and ended at 7:03 pm. Board Meetings: It was confirmed that meetings would continue to be held on the first and third Thursdays of each month. Other: It was agreed that the Budget would be of primary concern at the next meeting. Next Meeting : Thursday, October 4th, 2001. There being no other business, the meeting was adjourned at 7:10 pm. Recording Secretary: Dodie Swift Taylor. Approved by: _____________________________________ ____________________________________ _____________________________________ ____________________________________ _____________________________________


MINUTES – 10-04-01 - PAGE 1 OF 2 Members Present: Bill Cumming, Roberta Gingas, Ralph Hahn (to 6:20 pm) and Alan Marriner Employees: Sally Kerr and Dodie Swift Taylor Visitors: Sandy Montana (Children’s Festival coordinator) Held in San Juan Island Park and Recreation office. Bill called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:14 pm. The Visitor: Sandy gave an update on the progress of the 12th Annual Children’s Festival and handed out copies of Pet Parade posters and a list of confirmed and proposed activities. Sponsorship to date has reached $1400 and Sandy is confident of raising the outstanding $400. More advertising is planned and a feature article will appear in next week’s newspapers. Sandy will ensure that details are forwarded to the on-line newspaper, sanjuanislander.com. A map showing location of activities is being prepared and will be available at the festival. An alternative covered location has been identified for “outdoor” activities should bad weather be a consideration. The Sheriff’s work crew has undertaken to set up and break down the equipment involved and will help with other tasks if time permits. Setting up the facility will start at 10 am on Friday October 12th – Board members are invited! Minutes of the previous meeting were approved with one correction. Bills were approved for payment as presented. Skatepark: The trashcans have been ordered and should be delivered in approximately one week. They will be modified in an attempt to make them bird and animal proof, similar to those at Jackson Beach. Water fountains have been ordered and should arrive in a month. One bid has been received for the installation of water fountains, another is awaited. The fountains will be placed inside the gates. Budget Status: The draft budget was presented and discussed. The worksheet should include the following changes and be presented for approval at the next meeting: Ralph requested that the changes be highlighted for ease of reference. Total beginning cash value will be inserted under “2002” projected column An amount of $300 will be carried over for Secretarial Services for 2002. An amount of $3,000 will be allocated to the Triathalon for 2002. Other: Vehicle: A multi-passenger vehicle is an ongoing requirement. Roberta undertook to talk to M & W Auto to price a secondhand vehicle and will report back. Climbing Wall: One of the projects mentioned in the 6-year plan was provision of a climbing wall. Ralph expressed particular interest and has undertaken to research this project. Sally gave Ralph the name of Tom Blevins as a useful contact and Ralph will report back to the Board in November. Family Park: Roberta asked about the level of maintenance. Sally will develop a playground checklist which will be given to the leader of the work crew. This checklist should enable the work crew leader to better supervise his crew and ensure that the park was properly and regularly maintained.


MINUTES – 10-04-01 - PAGE 2 OF 2 Sportsmans Lake: Alan would like to see improvements made including removal of weed and better access, but Bill pointed out that the County owns a very small part of the shoreline and the other owners are unlikely to endorse any actions that would increase public use of the lake. Triathalon: Ralph was in favor of a triathalon being organized again in 2002 and volunteered to help Alan with this project. Tennis: Ralph suggested we should offer more tennis classes, with emphasis on classes for children in the spring and summer, if a coach is available. Web Page: Sally to confirm costs of options and report to Board. Next Meeting : Thursday, October 18th, 2001. There being no other business, the meeting was adjourned at 6:35 pm. Recording Secretary: Dodie Swift Taylor. Approved by: _____________________________________ ____________________________________ _____________________________________ ____________________________________ _____________________________________


MINUTES – 10-18-01 - PAGE 1 OF 2 Members Present: Bill Cumming, Roberta Crist, Ralph Hahn, Janna Gingras

(Alan Marriner from 6:30pm). Employees: Sally Kerr, Dodie Swift Taylor Visitors: Tom Munsey, Sandy Montana Held in San Juan Island Park and Recreation office. Bill called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:03 pm. The Visitors Tom Munsey was present to observe. Sandy Montana reviewed the 12th Annual Children’s Festival. Everything went very well, but items she thought worth keeping in mind for next year included eliminating the nylon zoo (the amount of money involved could be better used for a different attraction) and Alleyoop (too many other distractions for the children to really appreciate this performance). Concern had been expressed over hygiene in connection with the giant banana split and this would be served differently in the future. The Sheriff’s work crew did a great job and the rest of the clean up was finished by 4:00 pm. It was considered a big success and the Board thanked Sandy for her efforts. Minutes of the previous meeting were approved with one correction. Bills were approved for payment as presented. Budget Status: The amended budget implementing the changes discussed at the previous meeting was presented. Ralph moved that in the light of Initiative 747 the budget be submitted based on a 6% increase. Seconded by Roberta, all were in favor. It was resolved that the budget would be presented in final form for signature at the next meeting. Action: Sally Ralph brought up the matter of a separate long-term building fund, and it was agreed that Roberta is to advise on separating the Total Beginning Cash into two bar coded accounts – one a reserve account and the other a building fund. Action: Roberta Skate Park etc: Trash receptacles were purchased locally and are in place. Fountains have been ordered but installation is a problem. Only one of three bids requested has been received. Action: Board decision Bill has met with Brad Fincher of the Work Crew and discussed a maintenance checklist. It was requested that the work crew give Island Rec written confirmation of maintenance and repair works carried out. There is a broken bicycle rack at the skate park and Bill will request the work crew remove this and return it where it belongs, if known. The Skate Park Advisory Committee has foundered through lack of involvement, but Sally had a meeting with Deb Nolan who would like to see more activities such as clinics and competitions, and she would like to help with this – Sally has given Deb contact information for others who had expressed interest. Deb thought an “art wall” might be more appropriate as a community project outside the confines of the Skatepark.


MINUTES – 10-18-01 - PAGE 2 OF 2

Vehicle: Roberta reported on the results of her research and it was agreed that she will ask M&W Autos to find a suitable multi-passenger vehicle for Island Rec. It is hoped that a vehicle will be available by early 2002. Action: Roberta Web Page: After lengthy discussion it was agreed that Sally would initiate a one-year contract with sanjuanislander for a web page to be available in January 2002, and that Sally should research a hosting option through the County. The page name would be www.islandrec.org Action: Sally Personnel Background Checks: Sally had looked at various other organizations’ policies regarding criminal history and these were discussed. Ralph has undertaken to put together a suitable policy for the Board to review. In the meantime a current Driver’s License or other valid photo ID must be presented when applying for a voluntary or paid position with Island Rec., along with a completed Criminal History Background Check form. Action: Ralph Permanent Office/Recreation Space Alan had researched the Browne Building and had been told that negotiations with the Town were not proceeding smoothly. The possibility of this being suitable for Island Rec use is still under discussion, as are various other options including a rebuild/renovation contract for the Grey Top Inn at the Fairgrounds. Bill is to coordinate a field trip to the Grey Top. The search for a suitable building and location continues. Action: All Audit: Roberta discussed the requirements of the Exit Conference. It was agreed the Board will pass Resolutions increasing the budget if required before extra funds are spent, and review cash receipting and reconciliation on a quarterly basis. The situation regarding donations by IR will be clarified by the auditor, and transfers of funds from programs will be receipted in the same way as funds from individuals. (Action: Sally/Dodie) Trails Committee: The Trails Committee hopes to send a representative to the next Board Meeting. Action: Janna Executive Session regarding personnel issues commenced at 7:22pm and ended at 7:28pm There being no other business, the meeting was adjourned at 7:40 pm. Next Meeting : Thursday November lst, 2001. Recording Secretary: Dodie Swift Taylor. Approved by: _____________________________________ ____________________________________ Bill Cumming Roberta Crist _____________________________________ ____________________________________ Janna Gingras Ralph Hahn _____________________________________ Alan Marriner


MINUTES – 11-01-01 - PAGE 1 OF 2 Members Present: Roberta Crist, Janna Gingras, Ralph Hahn, Alan Marriner

(Bill Cumming from 5:50 pm). Employees: Sally Kerr, Dodie Swift Taylor Visitors: Sharon Kivisto, Web page designer Dave Zeretzke, Island Rec Trails Committee

Peter Risser, San Juan Sailing Foundation

Held in San Juan Island Park and Recreation office. Alan called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:05 pm. Web Page: Sharon Kivisto had been invited by Sally to clarify the contract services available for Island Rec’s proposed web site. It is intended to have links to the Trails Committee and other associated web sites, plus the Minutes of Board Meetings. Ralph requested an outline contents list for the web site. Board member’s questions were answered and Sharon left at 5:17 pm. Action: Sally and Sharon Kivisto Minutes of the previous meeting were approved. Bills were approved for payment as presented. Budget Status: Resolutions #01-05 Setting the Property Tax Levy for the Year 2002 and #01-06 Adopting the 2002 Budget were approved and signed. Correspondence: An invitation to a Breakfast of Champions by the San Juan Island Community Foundation was extended to all Board members. Bill notified the Board of a donation from a local foundation and undertook to send a letter of thanks. Action: Bill Skate Park etc: Approval was given for the plumbing work to go ahead in accordance with the quotation received. Action: Sally Trails Committee: Dave Zeretzke submitted a draft letter the Trails Committee would like Island Rec to send to the Washington Trails Association regarding a NOVA Fuel Use Study. The Board considered the second paragraph should be changed to omit any reference to a donation of funds. Dave Zeretzke suggested that Island Rec’s letter of support be sent with a request for feedback and that more consideration be given to exploring the gifting of funds. It was agreed that this matter be voted upon at the next Board Meeting. Members of the Trails Committee meet on the fourth Sunday of each month to walk one of the trails and Board members were invited to join this activity. Minutes of the meeting of the Trails Committee dated 10/23 were made available, and the Board will be added to the distribution list for future Minutes Action : Janna


MINUTES – 11-01-01 - PAGE 2 OF 2 High School Sailing Team: Peter Risser was present to discuss the High School Sailing Team funding, currently sponsored in large part by the Sailing Foundation. After much discussion Bill suggested that Island Rec make available $3,000.00, which would include the Coach’s salary, regatta fees, fuel, ferry and van costs, and that a registration fee of $50.00 per participant be charged which would be applied towards reducing the overall costs to Island Rec. All voted in favor. Climbing Wall: Ralph advised the Board of the huge range of equipment and prices available. The matter is to be pursued further and Ralph will continue his investigation into what is available. Action: Ralph North Side Park: Janna and Roberta are hoping to get more public involvement and to this end have prepared a draft Petition. A brochure is also being prepared and the canvassing could start soon. Bill requested that the petition be shown to the City Councilors before going ahead, in order to keep them informed of our aims. Bill undertook to talk personally to King Fitch. Action: Janna, Roberta and Bill Executive Session commenced at 7:22 pm and ended at 7:33 pm All other business was deferred to the next meeting. The meeting was adjourned at 7:40 pm. Next Meeting : Thursday November 15th, 2001. Recording Secretary: Dodie Swift Taylor. Approved by: _____________________________________ ____________________________________ Bill Cumming Roberta Crist _____________________________________ ____________________________________ Janna Gingras Ralph Hahn _____________________________________ Alan Marriner



Members Present: Bill Cumming, Roberta Crist, Janna Gingras, Ralph Hahn Employees: Sally Kerr, Dodie Swift Taylor Visitors: John Dustrude

Held in San Juan Island Park and Recreation office. Bill called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:10 pm. Visitors: John Dustrude gave an overview of the work completed and yet to be done regarding mapping of trails. Trails Committee: The Committee was set up to gather and organize information regarding existing public trails on the island. The Board wishes the Committee to continue with this mapping and upon completion of Phase 1 of the project (to include a comprehensive plan for each trail) will consider any future requirements. The Trails Committee requested that Island Rec send a $250 donation to the Washington Trails Association. A decision on this will wait until Alan Marriner is present. Janna presented a draft brochure promoting the Committee. The Board was not ready to endorse this publication as they felt the mandates were unclear and further communication is required between the Board and the Trails Committee to review and clarify matters. Janna was requested to prepare revised text promoting the Committee for insertion in the Island Rec Newsletter. Janna and Sally are to meet with Lee Sturdivant to discuss the matter further. Action: Board, Janna Minutes of the previous meeting were approved. Bills were approved for payment as presented. Correspondence: No new, but Bill confirmed that a letter of thanks had been sent in response to the recent generous donation. Web Page: Sally has signed and sent off the Contract to San Juan Islander. The web site has been confirmed as www.islandrec.org. Sally to email an outline of the content to the Board. It is planned that the page will be available in January 2002. Action: Sally Criminal History Policy: Bill undertook to check through the proposed Criminal History policy form, and will report at the next meeting. Action: Bill Climbing Wall: No decisions have yet been made regarding the size, location, difficulty level etc. of the proposed climbing wall. It was agreed that an item be included in the Newsletter asking anyone interested in this project to contact Sally or Ralph in order to judge public interest. Ralph is going to talk to Tom Blevins. Action: Ralph


MINUTES – 11-15-01 - PAGE 2 OF 2 North Side Park: This will also be publicized in the Newsletter. Sally and Janna will coordinate the release of the brochure/survey to coincide with the publication of the Newsletter. Board members will meet with the two new Town Councilors to enthuse them about this project. Sally and Janna will find out when the Planning Commission has Parks for discussion on their agenda and will plan to attend that meeting. Action: Sally, Janna Six-year Plan: Janna suggested that the Board members read it regularly! Transport: M&W Auto Sales have found a multi-passenger vehicle thought to be suitable and were bringing it to the island for the Board to look at. If not required by Island Rec then M&W would put it on their lot, but did advise Roberta that they could not do this again. Sally reminded the Board of the issues of Jacob’s Law and the safety concerns inherent in transporting children. Budget: Sally informed the Board that with the passing of Initiative 747 we will be receiving a 1% increase in tax funding, rather than the requested 6%. The 2002 budged will need to be adjusted accordingly next year when the beginning cash balance is available. The meeting was adjourned at 7:15 pm. Next Meeting : Thursday, December 6th, 2001. Recording Secretary: Dodie Swift Taylor. Approved by: _____________________________________ ____________________________________ Bill Cumming Roberta Crist _____________________________________ ____________________________________ Janna Gingras Ralph Hahn _____________________________________ Alan Marriner



Members Present: Bill Cumming, Roberta Crist, Janna Gingras, Ralph Hahn, Alan Marriner Employees: Sally Kerr, Dodie Swift Taylor Visitors: None

Held in San Juan Island Park and Recreation office. Bill called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:05 pm. New Chairperson: It was proposed that Alan be nominated as Chairperson with immediate effect and all agreed. It was further agreed that each Board member should serve as Chairperson for a period of one year, in order of seniority. Minutes of the previous meeting were approved. Bills were approved for payment as presented. Correspondence: A confidential letter regarding the possible acquisition of property for recreational purposes was received. An Executive Session was held between 5:11 pm and 5:52 pm to consider this matter. The subject is to be discussed again at a Board Meeting in January, when more information will be available. Vehicles: Various concerns regarding the purchase of a multi-passenger vehicle were discussed, including the ferry costs associated with an oversize vehicle, the safety laws currently in effect regarding transportation of school children, the number of children and staff per vehicle, the uses to which such a vehicle would be put and the options available on the market at the moment. It was agreed that Sally would obtain further information on the Liberty Bus and will present this at the next meeting. Action: Sally Mileage Allowance: Island Rec staff is not reimbursed for transportation costs incurred when using personal vehicles on office business on the island. To be discussed at a future meeting. Criminal History Policy: The guidelines for a hiring policy were further discussed. Sally is to review and update the proposal prepared by Bill. She will then discuss this again with Bill and the amended policy will be presented for approval at the next meeting. Action: Sally, Bill Trails Committee: Janna outlined a request for approval of preparation of ‘A Walker’s Guide to Significant Trees in Friday Harbor’ – a joint effort of the Horticulturists’ Society and Island Rec.. The Board gave unanimous approval for Fiona and Richard Norris to continue with preparation of this guide. The question of a donation from Island Rec to The Washington Trails Association was discussed. It was decided that the legal position regarding donations would not allow the Board to approve this matter and the request was denied. Janna undertook to explain this to the Trails Committee. Action: Janna


MINUTES – 12-06-01 - PAGE 2 OF 2 Trails Committee (continued) Ralph requested that everyone reads the letter from Joanruth and be ready to discuss its implications at the next meeting. The Trails Committee is refining information on each trail they have researched, and it is hoped this will be made available to Island Rec before the next Board meeting. Action: Trails Committee It was agreed that a complete file of correspondence and other information generated by the Trails Committee shall be kept in the Island Rec offices. Janna undertook to provide the necessary paperwork and emails to Dodie. Action: Janna, Dodie North Side Park: Janna advised that a Spanish translation of the proposed brochure is under way. It was agreed that Bill and Roberta, and possibly Sally, will continue to discuss the matter with Council members on a personal level. Action: Bill, Roberta, Sally Skate Park: Sally hosted a meeting on November 27 to discuss Skate Park issues. Over 15 youths and 3 adults attended. She is working with this group to address their areas of concern, which include maintenance, improvements, expansions and artwork. A plan is being prepared for presentation to the Board. Action: Sally Skate rail : Sally is awaiting information from Anders Rehban and hopes to place an order next week. Action: Sally

The meeting was adjourned at 7:05 pm. Next Meeting : Thursday, December 20th, 2001. Recording Secretary: Dodie Swift Taylor. Approved by: _____________________________________ ____________________________________ Bill Cumming Roberta Crist _____________________________________ ____________________________________ Janna Gingras Ralph Hahn _____________________________________ Alan Marriner



Members Present: Bill Cumming, Roberta Crist, Janna Gingras, Alan Marriner Employees: Sally Kerr, Dodie Swift Taylor Visitors: None

Held in San Juan Island Park and Recreation office. Alan called this meeting of the San Juan Island Park & Recreation District (Island Rec) to order at 5:07 pm. Minutes of the previous meeting were approved as amended. Bills were approved for payment as presented. Payroll was approved as presented. Correspondence: An Audit Report from the Washington State Auditor’s Office was read and Island Rec’s compliance with all requirements was noted. Vehicles: The small school bus which had been considered was deemed not to meet Island Rec’s requirements. Sally will continue to research other options and will report to the Board when a more suitable vehicle has been identified for consideration. Action: Sally Trails Committee: Janna presented the Committee’s Report of December 17th. The Board agreed the following actions: The “Goals” paragraph should be amended, with the first item being broken into two sentences thus: “To facilitate the process of …..” and “To illustrate the benefits of….”. The second item should read “…minimum impact on the environment while maintaining respect for property rights”. Inventory & Mapping Report: It was noted that Island Rec has seen, but does not possess “the individual trail maps now contained in two 3-ring binders and a compact disk”. Copies should please be provided. “Where do we go from here?”: The Board thanks all involved for such hard work to date. Regarding the proposed Trails Conference, the Board looks forward to receiving the Committee’s detailed proposal, schedule of actions and budget information. It was felt that parts of the Report could be edited into an excellent public hand-out in place of the proposed brochure. Note: The Board reiterated that it does not feel it appropriate that a map showing all trails be made available to the public at this early stage. Each trail will be considered individually for publication, and associated information should include parking area(s), start and finish points, facilities, length, terrain, appropriate use, and ownership details. It is envisaged that these trail maps will be in a simple, easy to comprehend format and no larger than a single sided sheet of 8.5x11 paper. Copies of all more detailed information will be available to the public in the Island Rec office. Information on trails will be included on the Island Rec website, but will not include a search link. The development of the Gravel Pit to include trails around the perimeter was discussed and the Committee is requested to give some thought to this matter. Action: Janna Skate Park: A group of interested volunteers is preparing a proposal regarding improvements to the skate park for presentation at the next Board Meeting.


MINUTES – 12-20-01 - PAGE 2 OF 2 Criminal History Policy: The form presented to the Board was approved with the following changes: the inset paragraph should read. “Any Felony or Gross Misdemeanor involving a crime of ……”. The fifth paragraph should read “For any exception to this policy, the Recreation Director shall request a review of the aplicant’s criminal history and the special circumstances of that history by the Board of Commissioners.” NORTH SIDE PARK: TO BE DISCUSSED AT THE NEXT BOARD MEETING. Sailing Foundation: The Draft Revised Agreement was discussed and the following changes are to be made: Item B1 to include reference to supply of fuel, Item B10 add “on matters concerning” the publicity….”, and C1 to read “Will pay a flat fee to lease …. Classes and “for the fuel supplied” from the San Juan Island Sailing Foundation as stated in the contract agreement.” Approval was given and the agreement will be forwarded to the Sailing Foundation for their comments. An Executive Session was held between 6:35 pm and 7:15 pm. There being no further business, the meeting was adjourned at 7:15 pm. Next Meeting : Thursday, January 3rd, 2002. Recording Secretary: Dodie Swift Taylor. Approved by: _____________________________________ ____________________________________ Alan Marriner Bill Cumming _____________________________________ ____________________________________ Roberta Crist Janna Gingras _____________________________________ Ralph Hahn

Documents

Island Rec | San Juan Island Park and Recreation District ...€¦ · into borrowing Orcas transit bus during the winter. Softball: Season is over, and ran smoothly. Fences and improved