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HomeMy WebLinkAboutParks and Rec Advisory Board-Minutes-7/6/2015 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 6, 2015 6:00 p.m. Colleyville Public Library 110 Main Street - 2nd Floor 1. CALL TO ORDER Chairperson Michelle McGarry called the meeting of the Parks and Recreation Advisory Board to order on July 6, 2015 at 6:06 p.m. and called the roll. Present: Chair Michelle McGarry, Board Members Ajit Purandare, Charles Bethards, Hillary Schwanbeck. Absent: Board Members Ken Llewellyn, Leti Carson, and David Hays City Staff: Library and Recreation Director Mary Rodne, Assistant City Manager/ Director of Public Safety Chief Mike Holder, Parks Manager James Hubbard, Recreation and City Events Manager Lisa Escobedo, and Administrative Support Specialist Rylee Truckenmiller were also present. 2. APPROVAL OF MINUTES March 30, 2015 Hillary Schwanbeck moved to approve the March 30, 2015 meeting minutes as written. Ajit Purandare seconded the motion. The motion carried unanimously. 3. REGULAR AGENDA ITEMS 3a Presentation and discussion on shade structures Parks Manager James Hubbard gave a brief overview on an upcoming project whereby shade structures throughout various parks will be replaced. Manager Hubbard stated the 2014 Citizen Survey indicated citizens are in favor of shade structures, and went onto explain the advantages and disadvantages of shade structures. Advantages include providing shelter from the sun, prolonging equipment life, increased useable park hours; disadvantages are the structures are large, increased fabric replacement expense, and the structures can be unsightly. Parks and Recreation Advisory Board MINUTES July 6, 2015 City of Colleyville Page 2 Manager Hubbard explained there are two types of shade structures: integrated and non-integrated. The integrated structures are built within the equipment and are part of the playground design, though they only cover some of the structure and offer limited time usage. The non-integrated structures are free standing and can cover everything underneath, which sometimes causes the cover to be rather large, as it must meet minimum safety clearances. Manager Hubbard listed parks that could use the shade structures. The Board reviewed the parks and types of shade structures and recommended nothing be done at Kimzey Park until the playground structure is replaced. The Board believes there is not a current need at Sparger Park or the Nature Center, but would like the non-integrated structure at McPherson Park. Hillary Schwanbeck asked if the Nature Center should be reconsidered. Manager Hubbard stated they would have to modify the structure to put in a non- integrated structure, and will have to call the manufacturer regarding modifying materials. Hillary Schwanbeck asked the Board if they have any preference on color. Manager Hubbard stated the sails being considered are green or tan. Charles Bethards asked if there are funds for this project. Manager Hubbard responded yes, in the Park Land Dedication and Voluntary Parks Funds. Charles Bethards asked how much money was available. Manager Hubbard stated the Voluntary Park Fund has approximately $700,000 and the Parks Tomorrow Fund has just over $1 million. Charles Bethards asked what the cost is for the shade structure, moving forward. Manager Hubbard stated the purchase would be made from the Voluntary Parks Fund, which sees about $140,000 a year in donations. 3b Approval to use Voluntary Park Funds for the purchase and installation of three new scoreboards at City Park Parks Manger James Hubbard provided information regarding approval to use Voluntary Parks Funds for the purchase and installation of three new scoreboards at City Park. Manager Hubbard stated the girls’ softball association would like to replace three scoreboards at City Park, though the scoreboards are working well, they are old and have to have their bulbs checked once a month. The new scoreboards have LED’s and a timer, which the Association is looking for. The Colleyville Softball Association is willing to partner with the Parks Department in the purchase of the three new scoreboards. The current softball games have an inning and time limit, which poses the necessity for the timer on the softball scoreboard. Manager Hubbard informed the Board the total cost of the boards is approximately $14,000, Colleyville Softball Association is willing to provide $5,000 for funding for this project with the City to cover the remaining $9,000. Manager Hubbard had also discussed updating the Colleyville Baseball Association Parks and Recreation Advisory Board MINUTES July 6, 2015 City of Colleyville Page 3 scoreboards, but they were not interested. Charles Bethards asked if these boards last for ten years. Manager Hubbard stated the current boards are 17 years old. Charles Bethards questioned if they would be installing the boards immediately if approved. Manager Hubbard responded they were hopeful to have them installed before the fall season, which starts in early September. Charles Bethards asked if there was anyone using these new boards. Manager Hubbard stated White Settlement is using the boards, and their report was they work fantastically for them. Hillary Schwanbeck asked for clarification on the cost to the City. Manager Hubbard responded $9,000. Michelle McGarry asked if the Board waited a year, would the Colleyville Softball Association still contribute. Manager Hubbard stated he didn’t know, but doesn’t see why they wouldn’t. He also stated he could go back to the Colleyville Softball Association with a different number, if it makes the Board more comfortable. Ajit Purandare asked if there was a standalone timer available for the scoreboards. Manager Hubbard responded the standalone timers cost around $1,000, which is why the new scoreboard for $3,000 was being reviewed. He also said the Board could approve a monetary value they were comfortable with and see if the Colleyville Softball Association matches it. Hillary Schwanbeck stated if we waited a year and the Colleyville Baseball Association is willing to contribute, they may want to purchase their nine scoreboards and there could be a price break. Hillary Schwanbeck questioned if there was concern the current scoreboards would go out in the middle of the season. Manager Hubbard stated the only problem they have had is the connection at the score stand. Hillary Schwanbeck made a motion to table the approval of the purchase and installation of three new scoreboards at City Park for a year. Ajit Purandare seconded the motion. The motion carried unanimously. 3c Discuss the use of Parks Tomorrow Funds for the L.D. Lockett Park Cotton Belt Trailhead Enhancement Project Parks Manger James Hubbard discussed the use of Parks Tomorrow Funds for the L.D. Lockett Park Cotton Belt Trailhead Enhancement Project. This project included male and female restrooms, pavilion, adult fitness equipment, children’s playground and bicycle repair station. The City went out for bids for three weeks, and received no bids, a second bid cycle resulted in the receipt of three sealed bids, and the lowest bid came in from C. Green Scaping at $555,514.58 for the base bid for the alternate one, with a five-percent contingency. It does not include the adult fitness equipment or children’s playground, as it was held from the sealed bid. Staff is seeking the Board’s approval of expending $140,000 to cover some of the contract, adult fitness equipment, and children’s playground. As of April 30, 2015 the Parks Tomorrow Fund had an available monetary valuable of just over $1 Parks and Recreation Advisory Board MINUTES July 6, 2015 City of Colleyville Page 4 million dollars. Ajit Purandare asked if the branding of this equipment would be in line with the branding discussed earlier. Manager Hubbard it would be consistent with the continuous branding Colleyville is trying to market across its parks. Michelle McGarry asked if it was correct, if the Board does not approve the expenditure, there is no playground. Manager Hubbard responded at this time we would not have the funding for the adult fitness equipment or the children’s playground and $55,000 of the $140,000 is being requested to cover the base bid. He stated the Board could approve an amount less than the $140,000 but at minimum would need to approve $55,000 for the contact. Ajit Purandare asked if this included a shade structure. Manager Hubbard stated it does not, but there are a lot of trees. Charles Bethards asked if this was in line with the direction from the last two or three years. Manager Hubbard responded the bid did come in about $55,000 over the engineer’s estimate with the initial equipment removed. Charles Bethards made a motion to approve the use of $140,000 from the Parks Tomorrow Fund as necessary to execute the contract with C. Green Scaping, LP for purchase and installation of adult fitness equipment and children’s playground for the L.D. Lockett Park Cotton Belt Trailhead Enhancement Project. Hillary Schwanbeck seconded the motion. The motion carried unanimously. 4. REPORTS 4a Recreation, Athletics, Tennis, and Senior Center reports Lisa Escobedo, Recreation and City Events Manager, updated the Board on Recreation and Special Events activities for the months of June, July, and August and upcoming events for fall 2015. Recreation summer classes kicked off in June and runs through August. Manager Escobedo stated the Recreation department was starting a new Fit for Baby class, which is a prenatal fitness program. Manager Escobedo indicated all youth associations (baseball, softball, soccer, and lacrosse) finished their spring season, as did the spring volleyball. This summer marks the first summer volleyball league, which has 11 teams participating, with 113 girls playing and fall volleyball league will be kicking off in September. Manager Escobedo stated summer tennis leagues have also begun with five teams playing and generating $1,207. Summer tennis classes and camps have been playing since June and will continue to early August. Additionally, Manager Escobedo explained the Senior Center AARP tax help had finished up with 180 participants. The annual Senior Prom was held in collaboration with Colleyville Heritage Leadership Class at Colleyville Compass Church, with approximately 30 participants making it out for a night of dancing, snacks and pictures. Manager Escobedo stated in late April the Senior Center received a grant from the Colleyville Women’s Club in the amount of $3,317, which was used to purchase and install window shades and blackout shades for Parks and Recreation Advisory Board MINUTES July 6, 2015 City of Colleyville Page 5 the Center, which were installed the end June. Manager Escobedo the trips are very popular; the seniors traveled to Winstar Casino, which is a monthly trip, and upcoming trips are: Canton on July 30, Grand Prairie Farmers Market August 15, and Reunion Tower August 24. Manager Escobedo highlighted future events, the Summer Reading Finale Friday July 31, and the Senior Health Fair to be held Friday, September 11. 4b Overview of ongoing and upcoming Parks projects Parks Manager James Hubbard updated the Board regarding weather event impacts stating, there was very little damage due to the rainfall however, the Sparger Park playground had flooded and was useable for approximately three weeks. The installation of benches and trash receptacles at Sparger Park began in early July. Manager Hubbard also stated the recirculation of the McPherson Splash Pad installation will begin at the end of the season, which allows use next season. Staff has been working with Growing Innovations to help improve the turf conditions, and there is already a significant difference. Manager Hubbard added tennis courts 5 and 6 at City Park are scheduled to be resurfaced in August, after the end of the summer tennis season. Manager Hubbard stated the bird netting at the City Park Concession was very successful, and netting will be installed at the City Park pavilion also. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on agenda. 6. ADJOURNMENT A motion was made by Charles Bethards and seconded by Ajit Purandare to adjourn the meeting. The motion carried with a unanimous vote. Chair McGarry adjourned the meeting at 7:02 p.m. APPROVED BY A VOTE OF 5 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 12TH DAY OF OCTOBER 2015. Minutes taken and prepared by: Rylee Truckenmiller Administrative Secretary