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Home My WebLink About1996 06 10 Informational Item D , /. I" COMMISSION AGENDA ITEM D REGULAR CONSENT INFORMA TIONAL X 6/1 0/96 Meeting MGR. ;?PJV' IDEPT0U - Authorization REQUEST: The Parks and Recreation Department is requesting the Commission review the results of the meeting with the Winter Springs Little League held Tuesday May 28, 1996 to discuss several issues relative to the leagues use of City recreation facilities. PURPOSE: The purpose of this item is to provide the Commission an update on the solutions agreed upon by the City of Winter Springs and the Winter Springs Little League. CONSIDERATIONS: As stated, the City of Winter Springs and the Little League met at 8 :30am Tuesday May 28, 1996 at City Hall to discuss several issues. Representatives present were: CITY Ron McLemore, City Manager R.T. Hillery, Sports Coordinator Don Wilson, Parks & Recreation Director LITTLE LEAGUE David Piercefield-Pres. Lenny Smith-Scheduler Howard Church ISSUE ANALYSIS: *ISSUE I: Central Winds Park Press box/Scorers Booth Supervision-In the past there has been vandalism in the facility due to the lack of supervision and control by the league. " ... '- . *SOLUTION : * A part-time employee will be employed to supervise the Press box/Scorers Booth during Winter Springs Little scheduled use. *The City and Little League will jointly develop a "job description" for the part-time employee position. * All agreed that the profits generated by the annual Winter Springs Little League Benefit Golf Tournament would be earmarked and allocated for the purposes of reimbursing the City for hiring of part-time staff to supervise the facility during Little League scheduled use. *The part-time employee will be employed by and serve the City of Winter Springs. *ISSUE II: Scheduling of Little League garnes, rain out dates and post season tournaments continue to be a problem for all. Problems that arise during league use propagate until they become major issues due to the lack of a two way communication system. * SOLUTION: *In the future, the City of Winter Springs Parks and Recreation Department will be a listed agenda item for all official Winter Springs Little League Board meetings. The Parks and Recreation Department will be given a minimum of 24 hours notice of meeting times and locations so that a department liaison/representative can attend the meeting to address any and all issues that are relative to the League and City. *There will be two (2) pre-season meetings scheduled annually for the purpose of discussing all matters relative to the upcoming league season such as number of registrants, practice times and locations, etc. The meetings will be held prior to the fall and spring seasons. *ISSUE III: Whenever we experience rain showers in the afternoon Winter Springs Little League parents and coaches call Central Winds Park to verify the status of whether the games will be played or not. This barrage of phone calls typically averages fifty (50) within a ninety minute period and can at times bring normal Parks and Recreation business to a halt. * SOLUTION: *Winter Springs Little League will consider developing a "voice mail telephone information system" which will serve to inform the parents and coaches of game play status when they call. The telephone number for this -' .. ~ FUNDING: information system will be advertised by these possible methods: A. Being listed in the "Dugout Chatter" newsletter which is produced bi-weekly by the league and available at the game site. B. Listed in the information which is presented to parents at registration in the fall and spring. C. Distribute refrigerator type magnets with the number on it to parents. *ISSUE IV: Winter Springs Little League is sponsoring a "Senior Age" team which will compete in a seven (7) team intercity league with games proposed for play at the Central Winds Park facility. Scheduling was developed by the District League Office and mandated to Winter Springs Little League, therefore conflicting the Parks and Recreation Department's pre-scheduled maintenance downtime which has been scheduled for June 9-30, 1996. Bi- annual maintenance downtime is scheduled for the purpose of blocking out all play on the fields for a period of time to allow for major maintenance tasks to be performed such as: A. Resodding of areas B. Verti-cutting and aerating C. Top dressing offield turf D. Adding clay and reconstructing of infields E. Renovation of warning tracks *SOLUTION: *In a cooperative effort to accommodate the new league the Parks and Recreation Department reviewed the down time task agenda and moved forward with its schedule. *One league game was immediately scheduled for May 29th and the field in question will be verticut, top dressed and fertilized on May 30 &31. The field will be irrigated extensively and league play will be programmed to continue on 11 th and 12th. *Winter Springs Little League will inform the District League Office that the City of Winter Springs maintenance down time and dates are pre- scheduled annually and will be sacred in the future and will not be approachable under any scheduling circumstances for change. The part-time employee will be employed through existing funding in the Salaries , . < ;; line code. These funds are presently available due to league rain out cancellations and inclement weather conditions which eliminated or canceled the need for budgeted extra help services and the availability of a contingency allocation. The Winter Springs Little League will reimburse the City in the amount of $4,000.00 at the conclusion of their annual benefit golf tournament which is held in October. The Parks and Recreation Department has assisted with the production of the tournament in the past and will continue to do so. The total cost of the extra help required for the Press box supervision will be reviewed annually and any adjustments addressed accordingly by both parties. RECOMMENDATION: N/A IMPLEMENT A TION SCHEDULE: A. Part-time employee hired. This will commence with the upcoming fall season. B. Part-time employee job description developed. Work on development initiated immediately and should be complete by June 28, 1996. c. City staff attendance at Little League Board meetings *June 4,1996 at 7:30pm. D. Pre-season/bi-annual meetings *Will begin prior to fall season after first registration. E. Winter Springs Little League Information Voice Mail * As soon as league and its Board can review, approve and implement a system. F. Winter Springs Little League/Senior League games scheduled *As noted May 29, 1996. ATTACHMENTS: COMMISSION ACTION: