Loading...
HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-10/1/2014City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Wednesday, October 1, 2014 6:00 p.m. Colleyville Public Library 110 Main Street - 2nd Floor 1. CALL TO ORDER 2. APPROVAL OF MINUTES July 28, 2014 3. REGULAR AGENDA ITEMS 3a Approval of the use of Voluntary Park Funds for professional services for laser grading of City Park competitive athletic fields, in an amount not to exceed $30,000 annually 3b Approval of the use of Voluntary Park Funds for the replacement of shade fabric at City Park 3c Discussion and consideration of approval to use Park Land Dedication Fund monies for the acquisition of park land to be included in the Cotton Belt Trail Phase III project 4. REPORTS 4a Recreation, Athletics, Tennis and Senior Report 4b Parks Capital Improvement and Operations Status Report 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 6. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, September 26, 2014 by 5:00 p.m. Parks and Recreation Advisory Board Agenda October 1, 2014 City of Colleyville Page 2 Kathy Moore Administrative Secretary A quorum of the Colleyville City Council may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the Administrative Assistant at least 48 hours in advance at 817.503.1180, and reasonable accommodations will be made to assist you. City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, July 28, 2014 6:00 p.m. Colleyville Public Library 110 Main Street 2nd Floor Meeting Room 1. CALL TO ORDER Chairperson Michelle McGarry called the meeting of the Parks and Recreation Advisory Board to order on July 28, 2014 at 6:05 p.m. ROLL CALL Present: Chairperson Michelle McGarry, Board Members Carel Tornes, Charles Bethards, Ajit Purandare and Leti Carson. City Staff: Assistant City Manager/Chief Financial Officer Terry Leake, Library and Recreation Director Mary Rodne, Parks Manager James Hubbard, Recreation and City Events Manager Lisa Escobedo, Administrative Assistant Kathy Moore, and Aaron Babcock, Hidell and Associates Architects Absent: Board Member David Hays, Suzanne Hughes and Hillary Schwanbeck 2. APPROVAL OF MINUTES April 7, 2014 Board Member Leti Carson moved to approve the April 7, 2014 meeting minutes as written. Carel Tornes seconded the motion. The motion carried with a unanimous vote. 3. REGULAR AGENDA ITEMS 3a Update for the LD Lockett Park/Cotton Belt Trail Head Enhancement project Parks Manager James Hubbard provided an update on the status of the LD Lockett Park/Cotton Belt Trail Head Enhancement project. Hubbard informed the Board that at the July 15, 2014 Pre Council meeting staff presented the results of the requested feasibility and cost analysis for the addition of restrooms. Additionally, he stated that staff presented the cost to install a deep well to provide irrigation for the property. Hubbard noted that if the restrooms and deep well were added, in addition to the children and adult playgrounds, additional funding in the amount of $321,640 would be needed. Parks and Recreation Advisory Board Minutes July 28, 2014 City of Colleyville Page 2 Parks Manager Hubbard continued, stating that City Council expressed the desire to fund all proposed improvements, and that staff is seeking a recommendation from the Parks and Recreation Advisory Board to move forward to the Park Land Dedication Committee, to seek approval to fund the additional improvements through the Park Land Dedication Fund. Once approved by the Park Land Dedication Committee, staff will forward this request to City Council for their consideration. Discussion ensued with questions from the group; concerns were brought forward regarding the 100-year floodplain and the addition of the restrooms. Aaron Babcock, Hidell and Associates Architects, provided an updated drawing with the new restroom enhancements. Babcock stated that the restrooms would be placed where the LD Lockett house is currently located, which would put the toilet level above the floodplain. Babcock continued stating that the restrooms would be a trellis system similar to that at McPherson Park with a concrete building covered in stone. He also noted that the sanitary sewer lines would be upgraded. Carel Tornes questioned the location of the well; Babcock stated that it will be in the same location, which currently has a shallow well; the plan is to go down to 700 feet at the current well site to create a deep well. There was additional discussion on irrigation, landscaping and the type of playground equipment to be installed at the park. Carel Tornes made a motion to move forward with the request to use $350,000 from Park Land Dedication Funds for construction enhancements at the LD Lockett Park/Cotton Belt Trail Head Enhancement project. Ajit Purandare seconded the motion. The motion carried with a unanimous vote. 3b Review and Discussion of Non-Resident Fees Parks Manager Hubbard provided background history and an overview for non- resident fees currently being charged by the City for participation in organized sports associations. Hubbard stated that due to the rising cost of maintaining the City’s athletic complexes, staff is requesting a $5.00 increase to the non-resident fee for participation in each organized sports association, bringing the total to $20.00 per participant, per season. The proposed increase is expected to generate an additional $10,000 in revenue annually. Recreation and Special Events Manager Lisa Escobedo added that staff is also requesting to increase the per hour rate for non-residents at the McPherson Park group pavilion. Escobedo stated that due to the steady increase of reservations at the McPherson Park group pavilion and the increased cost of maintaining the park with its high utilization, staff recommends that the per hour rate for non-residents be Parks and Recreation Advisory Board Minutes July 28, 2014 City of Colleyville Page 3 increased by $10 to the amount of $70 per hour. She noted that, if approved, the fees are scheduled to be presented to City Council for their review on August 19, 2014. There was discussion concerning the current percentage of non-resident usage within the sports associations and pavilion rentals; how our fee structures compare to our surrounding cities; and concerns of lowering participation rate within the sports associations. James Hubbard noted that staff would meet with the associations and that the new fee structure would not go into effect until Spring 2015. Leti Carson moved to accept the proposal to increase the non-resident fee structure for all sports associations to $20 per participant, per season and to increase the non- resident per hour rental rate at the McPherson Park group pavilion to $70 per hour, as presented by staff. Carel Tornes seconded the motion. The motion carried with a unanimous vote. 3c Update and Discussion on the Texas Open Meetings Act (TOMA) Assistant City Manager/Chief Financial Officer Terry Leake informed the group that a few Board members still need to complete the Texas Open Meetings Act (TOMA) training session. She noted that this is a performance measure for the City Secretary’s office and the goal is to reach 95% completion rate by the end of the year. Leake informed Board members that staff would provide a group training session in October after the Parks and Recreation Advisory Board meeting in order to help those who are having trouble finding the time to complete the training. 3d Discussion of items for future agendas Carel Tornes stated that he has suggested before that pets and leash regulations within the parks be considered as a future topic for consideration, with the possibility of offering a pet fair to be held at one of the City parks. Charles Bethards questioned the status of the Senior Center project. Terry Leake gave a brief update, noting that City Council did not feel that the number of participants justified the cost at the present time. Carel Tornes suggested that we look at the current programming and hours of operation in order to increase numbers and demand. 4a Recreation, Athletics, Tennis and Senior Reports Lisa Escobedo, Recreation and City Events Manager updated the Board on Recreation, Athletics, Tennis and the Senior Center activities for the months of April, May and June. Noted highlights for the Recreation Department included the Bunny Brunch, Parks and Recreation Advisory Board Minutes July 28, 2014 City of Colleyville Page 4 Texas Junior Anglers, and a new Restorative Yoga and Healthy Cooking class. Escobedo noted that the new summer classes and programs began in June with new adult classes in photography and ballroom dance. Escobedo noted that the Colleyville Girls Softball Association (CGSA) hosted their season tournament in May, while Colleyville Baseball Association (CBA) held their Trophy Hunter and All-Star tournaments in June. Additionally, the DFW Fast-Pitch Softball Organization utilized City Park to host two tournaments this summer; a World Series qualifier for 10-under and a showcase tournament for 18-under. Escobedo stated that the Mid-Cities Tennis Tournament was held on June 28 with 63 participants, generating $1,134 in revenue; while the Summer Tennis leagues are underway with 2 teams playing out of Colleyville, generating $782 in revenue. Additionally, she noted that summer tennis classes and camps began June 9, which includes weekly camps and monthly classes. The Senior Center received a grant from the Colleyville Woman’s Club in the amount of $2,273 to purchase a new laptop, projector, and computer speakers, Escobedo noted that this equipment is used for a variety of classes and programs held at the Colleyville Senior Center. Escobedo continued, stating that staff accompanied the seniors to the Bush Library Museum and on a Piney Wood Steam Train Excursion in East Texas. Additionally, staff offered several new activities for the senior’s enjoyment this session, including Mother’s and Father’s Day breakfasts, National Hamburger Day, a Senior Picnic and an Independence Day Celebration. 4b Parks Capital Improvement and Operations Status Report James Hubbard, Parks Manager updated the Board on Capital Improvement Projects including Pleasant Run Trail, LD Lockett Park, and the Webb House Trail. Hubbard reported on miscellaneous projects performed by the Parks Department, which included irrigation improvements at Pleasant Run Soccer Complex, installation of three (3) pet waste containers at City Park, LD Lockett Park Trailhead, and along the Cotton Belt Trail near John McCain Road. Additionally, he informed the Board that Parks staff assisted Trinity River Authority (TRA) in a water main repair at the Colleyville Nature Center. Hubbard concluded noting tennis courts 3 and 4 were resurfaced in May, along with the replacement of basketball backboards and rims at City Park, McPherson Park and Kimzey Park. James Hubbard updated the group on upcoming items of interest, which included the Paws to Read Summer Reading Program Finale, the Senior Center Health Fair, and the Annual National Night Out event. Parks and Recreation Advisory Board Minutes July 28, 2014 City of Colleyville Page 5 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA It was agreed by all Board members that due to National Night Out the next regularly scheduled meeting would be moved to October 1, 2014 at 6:00 p.m. There were no additional citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT A motion was made by Charles Bethards and seconded by Leti Carson to adjourn the meeting. The motion carried with a unanimous vote. The meeting of the Parks and Recreation Advisory Board was adjourned at 7:04 p.m. APPROVED BY A VOTE OF ___ AYES, ___ NAYS, AND ___ ABSTENTIONS ON THIS THE 1st DAY OF October, 2014. Minutes taken and prepared by: Kathy Moore Administrative Secretary City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 10/01/2014 Number Type Regular Agenda Items Department Parks and Recreation Title Approval of the use of Voluntary Park Funds for professional services for laser grading of City Park competitive athletic fields, in an amount not to exceed $30,000 annually Explanation City staff has identified a need for continued professional contractual services for improvements to the City Park baseball and softball fields. The proposed improvements are for three athletic fields to be laser leveled, which involves having the required amount of clay incorporated into the skinned area, making the transition areas of the clay to turf balanced. This increases the safety of the athletic fields by eliminating edges where the skinned area meets the turf and allowing a ball, while in play, to hit the edge of the transition area and bounce in the air, or players to trip. The proposed funds would provide a three year rotation of the nine baseball and softball fields at City Park. In February of 2014, Sports Field Solutions, completed the laser leveling of baseball fields 4,5,6 and 7 at City Park. If funding is approved, staff is proposing to have softball fields 1,2 and 3 laser leveled in the winter of 2015. Based on contractor feedback, staff estimates an annual expense of $30,000 is required to perform this service. As the attached financial status shows, the current fund balance for the Voluntary Park Fund is $669,536 and funding is requested for the current fiscal year (FY 2015). Attachments 1.Voluntary Park Fund financial status as of August 31, 2014 FINANCIAL STATUS OF VOLUNTARY PARK FUND AT 8-31-2014 FUND BALANCE AT 9-30-2013:$627,774 FY 2014 REVENUE Donations:PROJECTED ACTUAL October $13,182 $13,182 November $11,983 $11,983 December $14,212 $14,212 January $13,126 $13,126 February $12,956 $12,956 March $13,038 $13,038 April $13,104 $13,104 May $13,292 $13,292 June $12,666 $12,666 July $13,426 $13,426 August $13,057 $13,057 September $13,067 $0 Total Donations $157,109 $144,042 Interest income Received $1,618 $1,384 TOTAL $158,727 $145,425 FY 2014 EXPENDITURES RECOMMENDED APPROVED EXPENDED (PARKS BOARD)(COUNCIL)YEAR-TO-DATE BALANCE OF COTTONBELT TRAIL PHASE III ~~$44,954 $44,954 $0 BALANCE OF MCPHERSON - PHASE II <<$28,708 $28,708 $0 LASER LEVELING OF BALL PARKS ##$30,000 $30,000 $25,645 TOTAL $103,663 $103,663 $25,645 UNENCUMBERED FUND BALANCE AT 8-31-2014 (COUNCIL APPROVED) $669,536 PROJECTED FUND BALANCE AT 9-30-2014 $682,838 EXPENDITURE KEY: EXPENDITURE KEY: ~~ FY 2014 PROJECT/APPROVED JUNE 2001 << FY 2014 PROJECT/APPROVED JAN 2006 ## FY 2014 PROJECT/APPROVED NOV 2013 City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 10/01/2014 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Approval of the use of Voluntary Park Funds for the replacement of shade fabric panels on athletic field shade structures at City Park Explanation Parks Department staff has identified nineteen panels of shade fabric on athletic field structures at City Park that are in need of replacement. Various panels have been identified on each of the nine athletic fields to include fabric over the dugouts and the spectator bleachers. The colored shade fabric panels serve park users in two ways. Most importantly, they provide protection from the direct sunlight, and secondly they help visitors identify fields by color and number. As seen in the attached pictures, the panels that have been identified for replacement are either torn, or have faded from long term exposure to the sun. Replacement of the identified panels would greatly enhance the aesthetics of City Park, by restoring uniformity to the condition and wear patterns of the panels. Barring damage caused by weather events, the service life of new shade fabric is expected to be five to seven years. Based on pricing received in early 2014, staff is requesting $35,000 from the Voluntary Park Fund for the replacement of the identified panels. This project would restore the shade fabric throughout the park to a condition, in which staff could begin a replacement cycle that would maximize the usable life of the shade fabric. Attachments 1.Shade fabric - Photo 1 2.Shade fabric - Photo 2 3.Shade fabric - Photo 3 4.Voluntary Park Fund financial status as of August 31, 2014 FINANCIAL STATUS OF VOLUNTARY PARK FUND AT 8-31-2014 FUND BALANCE AT 9-30-2013:$627,774 FY 2014 REVENUE Donations:PROJECTED ACTUAL October $13,182 $13,182 November $11,983 $11,983 December $14,212 $14,212 January $13,126 $13,126 February $12,956 $12,956 March $13,038 $13,038 April $13,104 $13,104 May $13,292 $13,292 June $12,666 $12,666 July $13,426 $13,426 August $13,057 $13,057 September $13,067 $0 Total Donations $157,109 $144,042 Interest income Received $1,618 $1,384 TOTAL $158,727 $145,425 FY 2014 EXPENDITURES RECOMMENDED APPROVED EXPENDED (PARKS BOARD)(COUNCIL)YEAR-TO-DATE BALANCE OF COTTONBELT TRAIL PHASE III ~~$44,954 $44,954 $0 BALANCE OF MCPHERSON - PHASE II <<$28,708 $28,708 $0 LASER LEVELING OF BALL PARKS ##$30,000 $30,000 $25,645 TOTAL $103,663 $103,663 $25,645 UNENCUMBERED FUND BALANCE AT 8-31-2014 (COUNCIL APPROVED) $669,536 PROJECTED FUND BALANCE AT 9-30-2014 $682,838 EXPENDITURE KEY: EXPENDITURE KEY: ~~ FY 2014 PROJECT/APPROVED JUNE 2001 << FY 2014 PROJECT/APPROVED JAN 2006 ## FY 2014 PROJECT/APPROVED NOV 2013 City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 10/01/2014 Number Type Regular Agenda Items Department Parks and Recreation Title Discussion and consideration of approval to use Park Land Dedication Fund monies for the acquisition of park land and amenities to be included in the Cotton Belt Trail Phase III project Explanation In 1998, two parcels of land totaling approximately 8.1 acres at 7201 Colleyville Boulevard, on the southeast corner of Colleyville Boulevard and Longwood Drive, were donated to the City by developers. These two parcels of land were used in 1999 to obtain a matching grant from the Texas Parks and Wildlife Department (TPWD) for the development of Kimzey Park. As a part of the SH 26 Phase I reconstruction project, a portion of these two parcels were acquired by TxDOT as right-of-way for the project. While these two parcels are not now, nor have they ever been, a part of Kimzey Park, the grant agreement with TPWD provides that the parcels must be dedicated and held as open space in perpetuity as match for the TPWD grant. A Certificate of Land Dedication for Park Use provided that the property cannot be converted to other than public recreation use without the written approval of the TPWD. TPWD’s approval will not be granted unless the City can prove a competing public necessity for the alterative use and upon the City making a new dedication of matching open space to replace same. So that the provisions of the grant can be met for the portion of the land acquired for right-of-way by TxDOT, the City is seeking to acquire property to enhance the Cotton Belt Trail Phase III project, which is being built in conjunction with the SH 26 Phase I reconstruction project. Approval is being sought to expend up to $150,000 in Park Land Dedication funds to provide for the acquisition of additional land for the Cotton Belt Phase III project and additional amenities such as benches and a multi-use water fountain. The improvements are an allowable use of funds under the provisions in attached Ordinance O-98-1129. There is an unallocated balance of $1,230,639 as of August 31, 2014, per the attachment - Financial Status of the Park Land Dedication Fund. If approval is received from the Board that evening, staff will present this recommendation for expenditure of Park Land Dedication funds to the Park Land Dedication Committee tonight for their consideration. Once approved by the Park Land Dedication Committee, staff will forward this request to City Council for their consideration at a future meeting. Attachments 1.Ordinance O-98-1129 Parks and Recreation Advisory Board Agenda Briefing 3c City of Colleyville Page 2 2.Financial status of the Park Land Dedication Fund at August 31, 2014 FINANCIAL STATUS OF PARK LAND DEDICATION FUND AT 8-31-2014 TOTAL REVENUES $3,989,320 TOTAL INTEREST INCOME REC'D $554,630 LESS EXPENSES: KIDSVILLE DONATION $1,000 LANDSCAPING NATURE CENTER $1,169 NATURE CENTER TREES $1,035 KIMSEY PARK APPRAISALS $4,700 CITY PARK SOD $72,881 TPWD KIMSEY PARK GRANT $8,800 COTTONBELT TRAIL I $161,447 COTTONBELT TRAIL I ROW ACQUISITION $32,323 WEBB HOUSE RESTORATION $98,584 COTTONBELT TRAIL II $147,006 MC DONWELL SCHOOL TRAIL $162,790 PARK PROPERTY $508,047 CASTLETON TRAIL $18,956 MC PHERSON PARK PHASE I $1,084,147 LOG BARN $111,000 SPARGER PARK TRAIL $82,838 COTTONBELT TRAIL III $28,069 PLEASANT RUN SOCCER COMPLEX IMPROVEMENTS $48,837 TOTAL EXPENSES $2,573,628 LESS ENCUMBERANCES: COTTONBELT TRAIL II $61,292 COTTONBELT TRAIL III $157,228 WEBB HOUSE TRAIL $20,000 PLEASANT RUN SOCCER COMPLEX IMPROVEMENTS $151,163 LD LOCKETT / COTTON BELT TRAILHEAD IMPROVEMENTS $350,000 TOTAL ENCUMBRANCES $739,683 TOTAL AVAILABLE AT 8-31-2014 $1,230,639 City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4a Agenda Date 10/01/2014 Number Type Report Department Parks and Recreation Title Recreation, Athletics, Tennis and Senior Report Explanation Recreation • Summer Classes and Programs • New Fall Classes and Programs Offered Athletics • Youth Sports Associations – Fall • Girls Volleyball League - Fall Season Tennis • Fall Tennis Leagues – 13 Teams at City Park Senior Center • Trips (August – September) • Annual Senior Health Fair – September 12 • National Potato Month - September Items of Interest • Annual National Night Out event at City Park on October 7, 7-9 p.m. • Haunted Trail Fest at the Colleyville Nature Center on October 18, 7-9 p.m. • Senior Holiday Party at the Colleyville Senior Center on December 11, 6-9 p.m. • City Tree Lighting and Library Holiday Open House on December 5, 5:30-8 p.m. Attachments City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4b Agenda Date 10/01/2014 Number Type Report Department Parks and Recreation Title Parks Capital Improvement and Operations Status Report Explanation Parks and Recreation Capital Improvement Projects • Pleasant Run Trail (Bogart to Mission Lane) construction to be performed in conjunction with construction of Pleasant Run Road; Public Works has awarded the contract, and franchise utility relocations are underway • LD Lockett Park/Cotton Belt Trail Head Project – Staff is working closely with Hidell and Associates to provide final specifications for the park improvements. Advertisement for bids is expected to take place in early January • Webb House Crossing Trail has been constructed at Bransford Park • City Park Landscape and Amenity Improvements Miscellaneous Park Projects • Painting/staining at Pleasant Run Park and City Park • Resurfacing of half basketball court at Kimzey Park • Replacement of the fence north of the parking lot and around the irrigation/electric controller area at Pleasant Run Park Attachments