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HomeMy WebLinkAboutParks and Rec Advisory Board-Minutes-10/1/2014 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 Wednesday, October 1, 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 October 1, 2014 at 6:02 p.m. ROLL CALL Present: Chairperson Michelle McGarry, Board Members Carel Tornes, Charles Bethards, David Hays, Suzanne Hughes and Hillary Schwanbeck. 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 Absent: Board Member Ajit Purandare and Leti Carson 2. APPROVAL OF MINUTES July 28, 2014 Board Member Suzanne Hughes moved to approve the July 28, 2014 meeting minutes as written. Carel Tornes seconded the motion. The motion carried with a unanimous vote. 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 Parks Manager James Hubbard gave a brief review on the process of field laser leveling. He noted that in October 2013, the Board approved the use of $30,000 from Voluntary Park Funds for the laser leveling of fields 4, 5, 6, and 7 with work being completed by Sports Field Solutions in February 2014. Hubbard stated that staff is now requesting a recommendation from the Parks and Recreation Advisory Board to use an additional $30,000 from the Voluntary Park Funds for laser grading of softball fields 1, 2, and 3 at City Park, which would only leave fields 8 and 9 to be laser leveled. He noted that staff added clay to field 9 this past year and plans to do the Parks and Recreation Advisory Board Minutes October 1, 2014 City of Colleyville Page 2 same to field 8 this year. He noted that this could potentially extend the period of time between laser leveling. However, he stated that staff would review the need as the fields have additional play on them. Hubbard added that if the request is approved, improvements would take place in January 2015. Charles Bethards questioned what the cost was for the fields that have already been leveled; Assistant City Manager/Chief Financial Officer Terry Leake stated that the cost came in just under $26,000. Suzanne Hughes questioned if this would be an annual cost; James Hubbard stated that there are nine fields at City Park and staff would recommend the implementation of a three-year rotation with three fields being leveled each year. Discussion continued concerning revenues received from the Associations for field use and non-resident fees; along with funds received through the Voluntary Park Fund. Assistant City Manager Leake stated that our cost recovery is at approximately 15%. Charles Bethards made a motion to approve the use of $30,000 from Voluntary Park Fund for the laser leveling of softball fields 1, 2, and 3 in Fiscal Year 2015 (FY 2015). Carel Tornes seconded the motion. The motion carried with a unanimous vote. 3b Approval of the use of Voluntary Park Funds for the replacement of shade fabric panels on athletic field shade structures at City Park Parks Manager James Hubbard informed the Board that staff has identified nineteen panels of shade fabric within the nine athletic fields at City Park that are in need of replacement. Hubbard stated that some are torn, while others have extreme fading from long term exposure to the sun; he added that replacement would greatly enhance the aesthetics of City Park by restoring uniformity to the condition and wear patterns of the panels. Discussion ensued concerning the total number of panels within the park and the service life expectancy of the panels. It was noted that there are a total of 69 panels at City Park, each having a service life of 5-8 years. Hubbard stated that the current request is for approximately one-third of the panels and that the request is for the baseball and softball fields only (not only tennis courts). David Hays suggested that staff look into the cost for permanent shade structures, which would last much longer. A lengthy discussion continued in regard to various options and cost. Carel Tornes made a motion to approve $25,000 at this time, for the replacement of the numbered panels on the dugouts and the shade fabric over the spectator’s bleachers, with the understanding that staff would research the cost to install permanent top structures. Charles Bethards seconded the motion. It was agreed that staff would present proposals for the cost of permanent top structures at the January 2015 Parks and Recreation Advisory Board meeting. Parks and Recreation Advisory Board Minutes October 1, 2014 City of Colleyville Page 3 3c 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 Assistant City Manager/Chief Financial Officer Terry Leake gave a brief history on the Longwood property, noting that 8.1 acres of property were used in 1999 to obtain a matching grant from the Texas Parks and Wildlife Department (TPWD). Leake informed the Board members that the grant agreement with TPWD states that the parcels must be dedicated and held as open space in perpetuity as match for the TPWD grant; stating that the property cannot be converted to other than public recreation use without TPWD approval. Assistant City Manager Leake stated that as part of the SH 26 Phase I reconstruction project, a portion of the Longwood property was acquired by TxDOT as right-of-way for the project; in order to meet the provisions of the grant for the land acquired 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. Terry Leake stated that staff is seeking approval from the Board to use up to $150,000 from Park Land Dedication Fund monies for the acquisition of park land and amenities to be included in the Cotton Belt Trail Phase III project. She noted that the property to be acquired for the Cotton Belt Trail Phase III project is greater than the property originally acquired by TxDOT. Leake informed the Board that the City would use the proceeds received from TxDOT, along with the additional requested funds from the Park Land Dedication Fund to provide for the acquisition of the additional land and amenities needed for the project. Discussion ensued concerning the Cotton Belt Trail project, amenities to be included in the project, and the unallocated funds available in the Park Land Dedication Fund. Board member Carel Tornes questioned if the City would come back to the Board when the acquired property is ready to be developed. Leake stated that they would. Carel Tornes made a motion to approve the use of up to $150,000 from the Park Land Dedication Fund monies for the acquisition of park land and amenities for the Cotton Belt Trail Phase III project. David Hays seconded the motion. The motion carried with a unanimous vote. 4. REPORTS 4a Recreation, Athletics, Tennis and Senior Report Lisa Escobedo, Recreation and City Events Manager updated the Board on Recreation, Athletics, Tennis and the Senior Center activities for the months of July, August and September. She informed Board members that summer classes, camps and programs had over 800 participants this year. Escobedo stated that fall programing was Parks and Recreation Advisory Board Minutes October 1, 2014 City of Colleyville Page 4 underway and that new programs being offered for the fall includes Yoga in the Park, which is located at McPherson Park, along with two craft workshops, and a Kidz Love Soccer program. Escobedo stated that all the Association’s fall seasons are underway and will run through the end of November. The fall volleyball league had 198 participants, with 12 teams in Division 1 and 9 teams in Division 2; noting that this was our largest fall volleyball league to date. Additionally, the fall tennis leagues are also underway with 13 teams playing out of Colleyville, generating $3192 in revenue. Manager Escobedo continued, stating that the trips remain very popular at the Senior Center; staff accompanied the Seniors to the Dr. Pepper Museum, the Texas Freshwater Fisheries Center, and Perot Museum during this quarter. Additionally, the Senior Center held their annual Health Fair on September 12, with 35 vendors offering various health related services and information, along with flu and pneumonia shots. Lisa Escobedo updated the group on upcoming items of interest, which included the National Night Out community event, the Haunted Trail Fest, the Senior Center holiday party, and the Annual Holiday Tree Lighting and Open House event. 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, the Webb House Trail, and City Park Landscape and Amenity Improvements. Hubbard reported on miscellaneous projects performed by the Parks Department, which included painting the restrooms at Pleasant Run Park and City Park, along with pressure washing the existing wood at the pavilion and concession pavilion at City Park. Additionally, he noted that the basketball court at Kimzey Park was resurfaced, and the fence was replaced at Pleasant Run Park, north of the parking lot and around the irrigation and electric components. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA It was agreed by all Board members that the next regularly scheduled meeting would be January 5, 2015 at 6:00 p.m. There were no additional citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT Parks and Recreation Advisory Board Minutes October 1, 2014 City of Colleyville Page 5 A motion was made by Charles Bethards and seconded by Suzanne Hughes to adjourn the meeting. The motion carried with a unanimous vote. The meeting of the Parks and Recreation Advisory Board was adjourned at 6:49 p.m. APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 5th DAY OF January, 2015. Minutes taken and prepared by: Kathy Moore Administrative Secretary