Community Partnerships - January 10, 2005

Madison Metropolitan School District Madison, Wisconsin Art Rainwater, Superintendent
BOARD OF EDUCATION Minutes for Community Partnerships January 10, 2005		Doyle Administration Building 545 West Dayton Street, Room 103 Madison, Wisconsin

Partnerships Committee meeting was called to order by Chair Johnny Winston, Jr. at 8:22 p.m.

BOARD MEMBERS PRESENT: Shwaw Vang, Johnny Winston, Jr.

BOARD MEMBERS ABSENT: Ruth Robarts

CITIZEN MEMBERS ABSENT: Mary Ellen Johnson (previous meeting went over and she could not stay)

OTHER BOARD MEMBERS PRESENT: Carol Carstensen, Bill Clingan, Bill Keys, Juan José López, and Student Representative Oliver Kiefer

STAFF PRESENT: Jane Belmore, Lucy Chaffin, Robert Darm, Mary Gulbrandsen, Dan Kleist, Chris Nelson, Roger Price, Art Rainwater, Attorney Clarence Sherrod, Ken Syke, Barbara Lehman-Recording Secretary

1. Approval of Minutes

It was moved by Shwaw Vang and seconded by Johnny Winston, Jr. to approve the minutes of the Partnerships Committee meeting dated August 23, 2004 as distributed. Motion unanimously carried by those present.

2. Public Appearances

There were no public appearances.

3. Announcements

There were no announcements.

4. Proposed Policy to Issue Permits to use MMSD Outdoor Facilities

(Packets included a background memorandum (1/6/05), proposed process and policies, a statement of purpose, sample field rental rates from other cities and school districts, a 2004-50 budget worksheet, and a list of groups notified about the outdoor permit process and meeting. Copies are attached to the original of these minutes.)

Lucy Chaffin, Director of Madison School & Community Recreation (MSCR), referred to the spreadsheet showing what other school districts are doing; there is a lot of variety. She stated that she was not a proponent for charging fees but proposed the fees on page four as fair market rate for the community. Overtime and field preparation fees are already charged. There was also a list of who was contacted, a current budget, and a cost estimate. There is already something in place for permitting other things like tennis courts. The policy would make the fields open for everyone but would charge organized sports.

Bob Darm, Coordinator of Facilities Operations, shared some history including some information on private leagues that use the fields constantly from Thursday through Sunday on a first come-first served basis and never pay anything. The district then receives letters of complaint on the condition of the fields. MSCR has tried to schedule its activities and the private leagues do not give up the fields. He supported the proposal for turf management and the user group perspective.

Chris Nelson, Coordinator for Athletics, noted that the driving force behind the fee proposal was field maintenance and added that the City of Madison charges fees. Several fields were fenced off this year to promote growth but April through August is not long enough. It takes one year to fully repair a field. He supported the idea of having a Field Ambassador position.

Discussion: Pick-up games still possible. It will take time to find out who will be affected and to communicate the fee structure to them. How the Ambassador would work. Policy will have flexibility. Good staff perspective but will not support until the outside organizations are heard from. Already sent letters and invited to a meeting and they did not come. Did not have addresses for some. Fields were bought for school use. Administration is aware that this will be an educational process. These people will be heard from in the fall. People will still complain about a letter.

FOLLOW UP: Send out certified letters and call those organizations listed and set a date for a public hearing.

5. Madison School Board Policy 3660 regarding Advertising

It was moved by Shwaw Vang and seconded by Johnny Winston, Jr. to table the issue of Board Policy 3660 until the next Partnerships Committee meeting. Motion unanimously carried by those present.

6. Other Business

There was no other business.

7. Adjournment

It was moved by Shwaw Vang and seconded by Johnny Winston, Jr. to adjourn the meeting at 9:24 p.m. Motion unanimously carried by those present.

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