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HomeMy WebLinkAbout250605 - Minutes, Recreation & ParksPARKS & RECREATION BOARD June 5, 2025 MINUTES Present Absent With Reason Jeff Cline Robin Papa Julie Sanders Eric Michael Amy Sterner Thomas Moore Mike Tesla Lori Sines Chair, Amy Sterner, called the meeting of the Washington County Parks & Recreation Advisory Board to order at 3:20 pm. Guests were Jaime Dick, Director of Parks & Recreation; Andrew Eshleman, Public Works Director; Travis Allen, Comprehensive Planner; Rob Holsinger, Recreation Supervisor; Pam Boyd, Parks Manager; Jason Kamler, South Hagerstown High School Tennis Coach; Rosalinda Pascual, Deputy County Attorney. Approval of Minutes Ms. Sterner asked for any additions or corrections to the minutes of May 1, 2025, Parks & Recreation Advisory Board meeting. With no corrections or additions, the minutes passed as presented unanimously, 6-0 by the Board. Thomas Moore made the motion to approve the minutes, and Mike Tesla seconded the motion. Citizen’s Comments Jason Kamler came before the Board to discuss a plan for tennis court maintenance and offer any help that can be provided to keep tennis growing in the area. Mr. Kamler has been a long-time coach at South Hagerstown High School and an instructor at Northwood Tennis. Mr. Kamler said tennis is a “forever sport”. The sport is just not confined to high school or college, through USTA programs nationwide can be played competitively for a lifetime. Tennis is a growing sport overall with USTA showing an 8% growth annually since the pandemic. From his own perspective there were more than 50 student athletes trying out for tennis at South Hagerstown High this year and continuing their growth in the program. There is also a thriving outdoor tennis community at Northwood Tennis with packed lesson times and court times throughout the Spring and Summer months. Mr. Kamler said tennis is not an expensive sport to play nor for the schools to provide and fortunate that this County has more than enough courts already constructed which leaves only maintenance to be done to keep the courts in playing shape. This is generally much less maintenance than what is required for other sporting facilities but no less important. Mr. Kamler noted that next year the MPSSA is moving forward with realignment with South moving to 4A and North High moving to perhaps the toughest 3A region in the State for tennis which means they will be competing against Frederick, Montgomery and Howard County tennis teams that have access to both high quality outdoor and indoor facilities. The goal is to stay competitive with those schools. The bottom line, if the County wants to maintain competitive tennis in the area need a commit to maintaining facilities that will keep the sport growing. The solution, as Mr. Kamler sees it, is the hope of setting up a cleaning and maintenance schedule over the life of the playing court surfaces in the County. If there can be a commitment to those concepts of keeping the courts maintained and cleaned this will prolong the life of the tennis courts and save the County money in the long run. With all of this said, Mr. Kamler said court surfaces do not last forever and there also needs to be some level of commitment to resurfacing courts every 5 to 8 years depending on the wear and tear of each specific set of courts and every set of courts in the County is a little different. Mr. Kamler said USTA has a very generous grant program for maintaining court facilities and could pick up as much as 50% of the overall costs to continue maintaining the facilities and continue to grow the sport in the area. A handout regarding the USTA grant information was given to the Board members for their review. Mr. Kamler also noted that the only local indoor facility that was in the Zullinger, PA area closed in 2020 and has not been replaced. The next closed indoor facility is the Tuscarora Tennis Barn in Frederick which is currently up for sale. And there is no question that the market remains for a multipurpose tennis and pickleball facility and USTA grant money is available for that purpose as well if the County or Rec Department had an interest. Mr. Moore added that USTA will pay up to 50% of the costs to resurface the courts and he spoke with the Legacy Initiative at USTA and they are very interested in helping. Mr. Moore also shared with the Board a section on the Objectives from the Land Preservation, Parks and Recreation Plan where it states to pursue competitive grants to leverage local spending on parks and recreation and feels this is an opportunity to get funding through USTA. Also offered to submit the grant himself. Mr. Tesla asked Mr. Kamler how many tennis courts at the schools need to be completely resurfaced. Mr. Kamler said North High needs to be resurfaced, but there are also underlying issues there as well that need to be addressed. There are other courts that need repairs, and some need replaced so there are safe playing surfaces for kids. Mr. Moore also noted that the tennis courts at WCPS were resurfaced in 2016, and the courts were financed with POS money and should be maintained for 20 years. Because of this it is the County’s obligation to the State to maintain the courts for the 20-year period. Mr. Eshleman said he works with Matt Burton, Facilities, at WCPS when preparing cost estimates for the budget requests for the tennis courts. Mr. Burton’s office worked on preparing the cost estimates for the WCPS tennis courts and there is a joint spreadsheet that is shared as far as the recommendations and timing for the different courts and Mr. Kamler, with his tennis knowledge and knowing the condition of the courts, etc. would be a good resource to have and would like to get him connected with Mr. Burton. Mr. Eshleman stated the budget was approved by the Commissioners for funding for hard court playing surfaces and the first tranche of funding will be in place in July. Mr. Eshleman said as far as the grant application will need to be sure there is not an exclusive issue with using POS funds and a reason to be disqualified from a USTA grant. Mr. Moore said he did ask the question and that would not be a problem. Mr. Eshleman said he would have to look at the agreement, but it would probably be the County or School Board as the owner of the courts that would have to sign off on the document. Commissioner Cline added and Mr. Eshleman reiterated that the grant process would need to go through the County’s Grant Management Office and then to the Commissioners for review and approval. This is to prevent the issue of applying for grants that have ongoing obligations and things that would require commitment of funds. Mr. Eshleman said we would work through Ms. McVicker, Recording Secretary, on getting contact information and then sorting through if the timing is where we would be able to apply for the first round of courts or would be something to prepare for the next round. Mr. Moore did note the issue would be with the contractors since there are not many of them, we would be looking at another year before a contractor would be able to assess the courts. Mr. Sterner asked if it was a one-time grant or a renewable grant. Mr. Moore verified it is a one-time grant. Mr. Michael added that Mr. Burton sent an email to the Athletic Director’s that North, South, Smithsburg and Boonsboro and looking at the schedule for the Fall and trying to get something done with the courts. Mr. Kamler thanked the Board for their time. Department Reports Parks & Recreation Director’s Report Blackrock Golf Course Update Maintenance staff have put a hold on finishing the Bunker Project until the Fall. The Youth Golf Clinic finished up this past weekend. 16 participants and JLG sponsored and paid for the kids participating. The Course is averaging 155-160 rounds of golf per day. AG Center Update Bids on the Pole Barn were submitted. Working on the procurement process and hope to have a contractor soon. Construction on this project will begin this Fall. Quad State Picklefest this past month was a success. There were 5,000 visitors to the complex for the two-day event. For the month of May there were two tractor pulls and a Monster Truck event. Quad State Winefest is scheduled for this weekend. Staff preparing for the Washington County AG Expo Fair scheduled for July 12th through the 19th. Parks & Recreation Update The Pen Mar Music series started on May 25th with a strong attendance. The series will continue every Sunday afternoon through September 21. Marty Snook Pool opened May 26. The pool will be open 7 days a week beginning June 7th and remain open until Labor Day. A girls softball tournament was held on Memorial Day weekend at multiple parks in the area. 5 more tournaments are scheduled for the season. Triathlon scheduled for July 5-6 at Marty Snook Park. The Dog Park re-opened May 16th after being closed for several weeks for maintenance. A Juneteenth Celebration and park bench dedication will be held at the African American Cemetery in Halfway on Thursday, June 19th at 10:00 am. 53 teams signed up for the Boys & Girls Summer Basketball League starting June 16th. 137 children signed up for Youth Swim lessons and expect that number to increase in the next two months. Summer Camp begins on June 23rd and will run for 7 weeks. Locations will be at Marty Snook Park, Williamsport Elementary, Rockland Woods & Maugansville. By-law Discussion Mr. Eshleman introduced Deputy County Attorney, Rosalinda Pascual. Ms. Pascual has the perspective of serving in the capacity of overseeing many Boards and her office has helped to draft changes to the current bylaws which has been shared with the Board with track changes. Looking for feedback from the Board which goes to the Attorneys office and ultimately to the County Commissioners who have the final say in what those bylaws say and how they read. Mr. Eshleman asked Ms. Pascual to give the Board a general process of bylaws and how they are structured and the purpose. Ms. Pascual stated the bylaws are reviewed to ensure they are compliant with the code of public local laws for the County as well as State laws. Bylaws for the Parks and Rec Board at the State level there are no requirements regarding paid compensation, but there are requirements for membership and the bylaws are reviewed to make sure they include the membership requirements from the State level such as having representation from the School Board. Taking advice from the Commissioners, the Staff, and the Board and the Attorney’s Office to make sure it is compliant with the laws and at the end of the day the Commissioners make the decision that they make. Ms. Sterner also made note that Robin Papa’s 2nd term is up in September and she will not be replaced with another Board member so we will be compliant with the bylaws in the number of voting members. Mr. Moore verified with Ms. Pascual the changes to the bylaws were from the direction of the County Commissioners. Mr. Moore also shared with the Board and Staff a chart he designed as to how he feels the Washington County Commissioners want the Parks and Recreation Board to operate. Mr. Moore said after reading our bylaws wondering how the Board members are to fit in because the bottom line is that we are all to be working together for the same purpose. Mr. Moore also clarified it is in reference to planning parks, not day-to-day operations, and getting funding for different projects with POS money and citizens’ input who we represent and is supposed to create a product that works, is the way he understands it. Ms. Pascual explained that as a board member and as a citizen of Washington County could help bring information together and voice what is heard on the ground. For example, proposing the USTA grant to be considered would go from the Parks & Rec Board to the Office of Grant Management who works with the attorney’s office to review to be sure we are compliance, and it does not cause to be in violation of another grant. The Board is an advisory board where ideas and what is being heard on the ground are brought to staff so they have a better idea of what is going on and bring together the interest of the Commissioners and citizens and the Boards all at the same time to be sure all the ground is covered that can be covered. The nitty-gritty everyday work is staff and that is what they are paid to do. Ms. Pascual said also to note that in some counties the Parks & Rec Board own the properties that are in the capacity of the Parks & Recreation Department and that is not the case in Washington County. Where things can get muddy and harder to understand because there is the potential for that and would be legal under state law potentially to do that within in the confines, but if a property is in the Commissioners name, then that capacity gets moved out of that equation altogether because can’t control a property that you don’t own. With that it becomes more of an issue of clarifying what things like develop, coordinate and plan means. Ms. Pascual said she is always going to stress that staff are paid to do their job and the high-level ideas, delivering the message of what is heard from different entities in the community and bringing it to staff is the most helpful. It is also helpful because in the Washington County Government perspective the Commissioners are the final decision makers in pretty much everything. In that capacity the Commissioners need informed decision making so with the information provided to them they decide what is best. The capacity of a Board member is to bring information that is heard on the ground or in different roles to the Board and convey to Mr. Eshleman and staff to then convey to the Commissioners. Mr. Moore questioned planning and the Board’s role in planning things like a rec facility or a park. According to the bylaws it states the Board should be involved in the discussion. And noted the wording of bylaws has been changed to assist. Mr. Moore feels it is important for the Board to be a part of the planning of the parks, etc. and bring feedback to the Board as to what citizens would like to have in a new recreational facility. Ms. Pascual explained with projects and planning it brings purchasing aspects with procurement laws, grant compliance if there are grants, and requirements as well with permits, and the planning and zoning aspect. Mr. Michael added when the proposed multipurpose building at the Ag Center was in discussion he feels as a member of the Board, a father, and Supervisor of Athletics at WCPS he was able to express his need for that type of facility. Also added with his experience on the Board there would be months when the Board will listen to reports and times where they will roll up their sleeves and have in-depth conversations which may open doors and create opportunities. Mr. Eshleman stated that discussions of the multipurpose building happened before Mr. Moore was on the Board. The foundation and information were collected on the Rec side as far as the amenities such as basketball courts, volleyball courts and how things would be set up and the Ag Board was involved as well with more of the nitty gritty and event work because it was located at the Ag Center. Mr. Eshleman said he will be asking for feedback from the Board on an agenda item today for Woodland Way Park. When it comes to collecting information and input from the Board on what is heard in the community as far as needs and amenities are concerned, that is important. When it comes time for the North County Park and the masterplan work there will need to be a lot of community input with types of amenities to include and that is incorporated in the planning. Once it is facilitated through the behind the scenes, the budgeting, the project input to get the project done is a staff level effort. For a little bit of background to new Board members, Mr. Michael added that a few years ago the Board visited and held their monthly meeting at MLK to tour the facility and met with representatives from Robert Johnson Community Center. Mr. Eshleman added that there was a time when the Board traveled and held monthly boards meeting at different locations and visited projects sites and places in the community. Mr. Eshleman stressed the importance of advocacy and mentioned HCC is starting their process with The Maryland Stadium Authority and asked Ms. Sterner to elaborate on that project. Ms. Sterner added they are working with The Maryland Stadium Authority on a major project, and they are conducting a comprehensive review and are currently in the planning and survey phase. The survey has been extended because they are looking for more input. The County Rec office also emailed out the survey to participants. There have been under 400 responses received in about a week and a half and that is why the survey is still open. Ms. Sterner said a project of this undertaking will need a huge community aspect as well and they want to do their due diligence in all aspects of the community who can utilize the facility and how they can best design the facility for maximum use for all parties involved with a large community aspect. A lengthy discussion on the objectives and purposes of the Board as they are written in the bylaws and Ms. Sines questioned the section in the meetings where an affirmative vote of a majority of those present shall be necessary for the passage of any action. Ms. Sines is looking for clarity and her responsibility as a Board member that she is carrying out duties and what is asked of her in accordance with the bylaws. Ms. Pascual recommended making a request to have an item added to the agenda so it can be discussed with the Board and make a motion for something to be presented to the Commissioners. Ms. Sines feels that things are presented to the Board after the fact when things have already been planned and looking for the blessing of the Board and would be fine with that if that the way it is stated in the bylaws currently. Ms. Pascual explained the bylaws and the Code of Public Laws have room for capacity for the Parks and Rec Board to own property and if they did own property those bylaws are in place to allow for that and that more intensive role, supervisory or operational role would be applicable. Because there is not property in the P&R Board’s name that is what limits the role of asking questions and voting yes or no and giving the staff more ideas for the future and planning. Mr. Moore again referenced his chart that he shared with the Board and his role and feels the Board should be more involved with planning and not just hearing the result when things are complete. Mr. Pascual asked about the line item of New Business on the agenda and how that is handled. Mr. Eshleman added that there is always an opportunity for any Board member to introduce new business. Mr. Eshleman introduces items that he feels that are relevant for the P&R Board to know, but any Board member can get concurrence by the Chair to have an item added to the agenda. Mr. Moore feels that if there was a more active P&R Board with committees the Board would be up to date and have new business to discuss. Mr. Eshleman said the golf course as well as the Ag Center have Boards and public meetings just like the P&R Board and there is an opportunity for anyone to be active and participate as a citizen. And if there is more information than what Mr. Dick provides in this staff reports regarding the golf course and Ag Center that the Board would like to know they are free to ask questions or if they would like to participate are more than welcome to do so. Mr. Eshleman said that there are also many other organizations for an opportunity to be more involved, such as The Antietam Conochocheague Watershed Alliance and the Appalachian Trail. Mr. Eshleman said from his standpoint he is not looking to necessarily bring more information to the Board than they want to digest but also offer opportunities for more in-depth discussions about grant programs or how the capital process works or playground design. Also respecting and understanding at the end of the day there are operational aspects and what has to be accomplished. With respect to the Org Chart Mr. Eshleman reports to the County Administrator who then reports to the Commissioners. Mr. Moore said his issue is not with management structures and wondering why information regarding the golf course can’t be channeled to the P&R Board so they are informed as to what is going on at the golf course. Ms. Pascual reiterated the golf course is under Public Works and it is an enterprise fund and kept separate in part because of funding issues and how those departments and those programs sustain themselves. Ms. Pascual encouraged the Board to ask if they have specific questions regarding the golf course or golf course board to ask staff to get answers or attend these meetings as a citizen and gather information to provide back to the Board. Ms. Pascual feels that the chart Mr. Moore provided and the best way to describe it is it’s not being fed, it’s a circle and each department is lateral to each other and then fed to the Commissioners. Mr. Eshleman said the P&R Board may have a link between the other boards, but they each have their own dynamic and mission and they have their own boards because they all have their intent and purpose and want to have members who have their own skill set and background. The Boards are set up that way because of the unique knowledge and skill set that is provided. Mr. Moore said in any board he has ever served on if he was asked to be part of the planning process he wasn’t kept out of the loop of what was being planned and that is what he is used to and believes he understands this Board’s process now. Commissioner Cline suggested moving on to the next item on the agenda and thanked Ms. Pascual for her time and bring the bylaw changes back to the Board. Ms. Pascual said the bylaws will be discussed further and will send them along. Woodland Way Park Plan Discussion Mr. Eshleman came before the Board to discuss the Woodland Way Park Plans which is an approved FY26 POS project by the Commissioners for playground replacement. There is also prior funding, $40,000, for sidewalk work at Woodland Way as well as tennis funds that are set aside for those purposes. Mr. Eshleman provided the Board with a sketch of concept plans for updates related to playground equipment and what it could potentially look like from a planning level as they would need to break out the individual project components for further design and consideration. Trying to find a way to salvage the large Chinkapin Oak tree that fell in the Park and turn it into a playground element. Met with The Maryland Forest Service in hopes to make tree trunk cookie cut outs of the tree to make potentially a table and a commemorative piece for the 250th County and Country Celebration. The good news about the tree is that it is mostly solid with a preliminary dating of around 250 years old. 256 is the age given but will need confirmed. The bad news is there was difficulty in getting the cookie cut and will have to come back with better equipment to make that part a reality. One of the concepts for the Park was shared with the Board, but the company that the County works with for the playground equipment does not want to work on it due to liability issues and plan B would be to design the playground themselves. Spoke with Dan Matonak who is a structural engineer and he would help with any considerations that we would need to support the large tree. One thought is to have a natural area in the playground with the tree and trim trails with a balance course. Laber’s Furniture is interested in participating with the project. The idea for the tree cookie would be a spiral history and tie in some of the significant events for Washington County and cast under an epoxy layer. With respect to the playground equipment Mr. Eshleman shared examples of different playground types (Natural, Climbing, Traditional, Swings and Accessories) with the Board. In general, there are a couple of things would like to install in every Park with some sort of play structure, slide, swings and a climbing element. Also look at play value when determining the type of equipment for the overall usefulness and quality a piece of equipment provides to support various types of play and appeals to a wide cross-section of different ages, physical abilities, etc. Discussion about replacing a basketball hoop that was removed when a fence was installed around the property which is now occupied by a church. If replaced looking for feedback as to where to install the basketball hoop. Mr. Eshleman sketched in a potential concept at a planning level for the location of the basketball hoop that he shared with the Board. Mr. Moore shared that the hill that is coming off the tennis court where the proposed basketball court is sketched in is used for sledding when there is snow. Also noted that families with young children, the parents seem to miss the swing set that was removed. Mr. Allen also lives in the general neighborhood and feels it would be beneficial to have a dedicated basketball court because it would be the only park in that area to have one. Also wondering if the open area where the baseball field is located is best maximized. Not necessarily saying to replace the baseball field with a basketball court but offering a perspective since basketball has been lost in that area. Mr. Eshleman said if the Board thinks having a basketball court is important and a half court is sufficient, could shift it to a flat area in the open field. Mr. Moore added he loved the concept with the Chinkapin Oak. Discussion about the natural playground design and using natural elements for playground structures and why a lot of the traditional playground companies shy away from it with fall protection being a big reason. Mr. Allen also mentioned how shade in any park is important and beneficial as well and it makes sense to replace trees at Woodland Way since the Chinkapin Oak Tree is no longer there. Mr. Eshleman added it has been lined up for 2026 with DNR Earth Day Planning which will help recover the cost of the trees as well if it is part of that event. Next Scheduled Meeting Next scheduled Board Meeting will be held on September 4, 2025, at 3:20 pm in the ARCC on the campus of HCC, Room 220. Ms. Sterner encouraged Board members if they have any additional input on the Woodland Way project or anything else over the Summer to communicate through email since we do not meet in the months of July or August. Unfinished Business No unfinished business was discussed. New Business No new business was discussed. Adjournment With no further discussion, the meeting was adjourned at 4:50 pm. _________________________ _________________________ Amy Sterner, Chair Jeannine Miller McVicker Washington County Recording Secretary – Washington Co. Parks & Recreation Board Parks & Recreation