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04-01-2002 Minutes • CITY OF CLERMONT PARKS & RECREATION ADVISORY COMMITTEE MEETING MINUTES MONDAY APRIL 1, 2002, 7:00 P.M. CLERMONT POLICE DEPARTMENT Committee Members in Attendance: Basha Schlazer Al Schlazer Bob Beasley Curt Hall Amy Lesner, Staff Liaison Others in Attendance: Kleo Selby David Schepley — Adult Leagues Melanie Anderson — South Lake Slammers(SLS) Debbie Goode (SLS) - Mitch Lucas (SLS) Amy Lesner, Staff Liaison, opened meeting by stating the purpose of the Recreation Advisory Board. She also requested that we elect officers for the current year. Nominees: Chair — Basha Schlazer, accepted Co -Chair — Bob Beasley nominated but declined, Al Schlazer accepted. Secretary — Curt Hall, accepted. All nominees approved by Board. Amy proposed discussion on field usage and what the definition of a recognized league by the City should be. Current recognized leagues that have been established for past several years are as follows: South Lake Little League Clermont Girls Softball League South Lake Soccer League Teams and other organizations have approached City on the use of fields. Amy stated that there are limits on use that the fields can handle without damage to the facility. Requests include non - profit organizations, public organizations such as local schools, Lake Correctional Facility, and individual teams such as SLS, AAU, etc. Basha reminded the group that the City owns the fields and must have the ability to determine what is the best use of the facility. This may include allowing tournaments to use the fields and rescheduling league use. Amy pointed out that the leagues will be accommodated first and there must be down time for the fields to allow the grass to recover. Al briefed the committee on the possibility that the NCAA National Junior College • Softball Championship may be brought to Clermont in partnership with Dot Richardson. This would require the use of Hancock for mid -May 2003. The new complex at the Hospital should be available for 2004 and 2005. This provides the City with additional revenue and would bring 500 to 700 people that would stay in the area for the duration of the event. Recommendation was made that the Recreation Department block out certain weekends • each year that are made available first come first serve for tournaments. These times would fit within the times that the facilities are not needed by the leagues. Al recommended that if fields are reserved for tournaments, fees should be forfeited if the City is not given adequate notice that the tournament is cancelled. Fees collected for the use of the fields go back into the General Fund of the City. Discussion on a special fund to build additional facilities or support existing facilities should be established to collect fees for the use of the fields. Current fees for field use do not include the labor to maintain the event. That cost is charged to the renter at cost. Amy to inquire if other cost, such as chalk and materials, are also charged out to renter. South Lake Slammers have requested use of City fields for practice for their two teams. Currently they are renting on first come first serve basis each week. Slammers are travel teams that play other teams in different locations but do not play teams within their organization. This began a lengthy discussion over use of fields and the future of • additional fields. The new field being constructed at Lost Lake will be allocated to the public as rental only. Amy was asked what creates a league. Amy stated that her understanding was that a league is a group of at least four to six teams that play each other. In addition the teams within the league are of the local community. Motion was made by Curt Hall to recommend to the City Council that established teams be allowed to rent City facilities that are allocated as available for rental in advance, rather than being required to submit the request each week. These teams would be charged for the rental fee in advance and forfeit the fee if they do not give the Recreation Department sufficient notice that the field will not be used at a particular reserved time. Established Teams are defined as teams that are sanctioned by organizations that provide insurance. Examples of sanctioning organization include National Softball Association, Amateur Athletic Union, etc.) Bob Beasley seconds the motion. The committee passed the motion. Debbie, representing the Slammers, inquired as to why they must pay the hourly rental rate rather than the "League" fee. Amy stated that since they are not currently recognized as a league they would continue to be required to pay the hourly rental fee. Basha stated that if there was no more business new or old that we adjourn. The motion was seconded and the meeting adjourned at 8:40 p.m.