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HomeMy WebLinkAboutParks and Rec Advisory Board-Minutes-10/12/2015 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, October 12, 2015 6:00 p.m. Colleyville Public Library 110 Main Street - 2nd Floor 1. CALL TO ORDER Board Member Charles Bethards called the meeting of the Parks and Recreation Advisory Board to order on October 12 2015 at 6:18 p.m. and called the roll. Present: Board members Leti Carson, Ken Llewellyn, Debra Minea, and Hillary Schwanbeck Absent: Board members David Hays, Michelle McGarry, and Ajit Purandare City Staff: Assistant City Manager/ Director of Public Safety Chief Mike Holder, Parks Manager James Hubbard, and Administrative Support Specialist Rylee Truckenmiller were also present. 2. APPROVAL OF MINUTES July 6, 2015 Hillary Schwanbeck moved to approve the July 6, 2015 meeting minutes as written. Ken Llewellyn seconded the motion. The motion carried unanimously. 3. REGULAR AGENDA ITEMS 3a Staff and board member introductions Parks and Recreation Board Vice Chair Charlie Bethards, had all in attendance introduce themselves. The Parks and Recreation Board has one new member, Debra Minea, and four advisory members from Colleyville’s sport associations, Erika Davis Noble, Brenton Johnson, Brent Hines, and Patrick Dunagan. 3b Recommendation of a Parks and Recreation Advisory Board Member for appointment to the Park Land Dedication Committee Charlie Bethards ask if there is a volunteer for the Park Land Dedication Committee. Ken Llewellyn asked how often this committee meets. Hubbard responded with as needed. Ken Llewellyn has volunteered to be recommended for the position, which will be taken to City Council. Parks and Recreation Advisory Board MINUTES October 12, 2015 City of Colleyville Page 2 Leti Carson made a motion to approve Ken Llewellyn be appointed to Park Land Dedication Committee. Hillary Schwanbeck seconded the motion. The motion carried with a unanimous vote. 3c Approval of the use of Voluntary Park Funds for three park improvement projects in a total combined amount not to exceed $39,500 Parks Manger James Hubbard discussed the use of Voluntary Park Funds for three park improvement projects, the first of these projects would be to install flashing signage at the trail crossing of the Cotton Belt Trail at Bransford and Pleasant Run Road. This exact signage already exists at the crossing of John McCain and the Cotton Belt Trail. Board member Debra Minea asked if the signage was automatic or if you had to set it off. Manager James Hubbard responded with you do have to press a button in order to activate the flashing lights. Board member Charlie Bethards questioned if this is a sign for the traffic. Hubbard answered yes the purpose is for the traffic. Board member Leti Carson asked if this is what the $39,500 is for. Hubbard replied by saying that is for the total of the three parks projects proposed, this project is asking for $23,000. Board member Ken Llewellyn asked if there is any signage letting the pedestrian know that traffic still has the right away. Hubbard stated there is no signage of that sort right now. Hubbard gave a brief overview of the second project. In September of 2015 the fountain at Kimzey Park ceased working upon and evaluation by a reputable fountain company it has been recommended to get a new fountain. Staff has received a quote for $10,673 for a new fountain, which includes a light kit. Hubbard stated the fountain is necessary for this pond due to the algae. Llewellyn asked if the lights were timer controlled, Hubbard answered they are timer controlled. Hubbard addressed the third project. Replacement of the 13 trash receptacles at Kimzey Park and to bring them to the current branding standard of the parks. These receptacles would match the ones previously installed at Sparger Park, at a cost of $10,968. Staff is seeking approval to use $8,500 with the remainder coming from previously donated funds for park improvements. Llewellyn asked if we could reduce the number from 13 to 11 receptacles, Hubbard stated that we could have 11 receptacles in the park and would entertain the idea of how to place these receptacles. Hubbard stated he does have an employee that visits this park Monday through Friday so the trash receptacles will rarely be full. Llewellyn expressed that he would go with Hubbard’s number of originally receptacles. Leti Carson made a motion to approve the use of Voluntary Park Funds for three park improvement projects, in a total combined amount not to exceed $39,500. Debra Minea seconded the motion. The motion carried with a unanimous vote. Parks and Recreation Advisory Board MINUTES October 12, 2015 City of Colleyville Page 3 3d Approval to use Park Land Dedication Fund monies to reimburse the Tax Increment Financing Fund for the acquisition of the real property located at 7100 Colleyville Boulevard Parks Manager James Hubbard gave a brief overview of the acquired 7100 Colleyville Boulevard, stating that per resolution R-15-3877 allocated funding for the acquisition of the real property in the price of $84,450 and proceeds from the Park Land Dedication Fund approved during October 1, 2014 of $150,000 and $244,602 from the Tax Increment Financing District 1 project plan category of Trails and Public Amenities. Hubbard states that they are seeking the $244,602, which can now be reimbursed to the Tax Increment Financing Fund, since this is an allowable acquired property being held as park land, and it is intended to be the site of future park improvements to include the Cotton Belt Trail – Phase III connection. Board member Charlie Bethards asked where this property is located. Hubbard stated it is at the northwest corner of SH26 and John McCain. Board member Debra Minea asked if the City of Colleyville had already purchased this land. Hubbard agreed. Bethards asked how this completed the Cotton Belt Trail. Hubbard responded the Cotton Belt Trail comes north bound into the property and connects along the bridge on SH26. Bethards inquired if Hubbard was just asking to move money from one spot to another, Hubbard agreed. Bethards questioned why we would want to do that, Hubbard answered that it is to use the more restrictive Park Land Dedication Fund monies for park land and leave money in the TIF, which can be used to vast variety of projects. Hillary made a motion to approve the use of Park Land Dedication Fund monies in an amount not to exceed $244,602 to reimburse the Tax Increment Financing Fund per Resolution R-15-3877. Ken Llewellyn seconded the motion. The motion carried with a unanimous vote 3e Approval to use Park Land Dedication Fund monies for the construction of the Cotton Belt Trail - Phase III project Parks Manager James Hubbard gave a brief overview of the acquired property at 7100 Colleyville Boulevard to be used for the Cotton Belt Trail – Phase III, to create a visible amenity near the City’s northern boundary. At the City Council meeting on August 18, 2015 staff presented a rendering which reflects the layout for this property and provides connection of the Cotton Belt Trail at John McCain Road to the completed portion of the trail that extends to the northern City limit. The improvements to the property include the addition of a curvilinear seating area with three benches, newly planted trees and irrigated open space. This project was advertised for bid in Octoberof 2015, and the best value was by C. Green Scaping, LP in the amount of $341,133.10. This amount includes a 10 Parks and Recreation Advisory Board MINUTES October 12, 2015 City of Colleyville Page 4 percent contingency allowance that is controlled by the City to cover any cost overages that may occur during construction and installation. Hubbard stated they are seeking $120,000 from Park Land Dedication Fund monies, the rest of the project is funded by other allocated funds. Board member Debra Minea asked if plumbing would have to be added to this project for things such as water fountains. Hubbard stated that there is one water fountain and there will be a new water tap installed and the water fountain will than drain into a sump pit. Board member Hillary Schwanbeck asked if Hubbard was involved in the bid process, Hubbard stated he was, Schwanbeck questioned why they went with C. Green Scaping, LP when the SOI bid was lower. Hubbard remarked that SOI reference checks didn’t check out as well as C. Green Scaping, LP, and the bid was awarded for best value, instead of lowest bid since there was only a $90 price difference. Board member Charlie Bethards asked what happens if it floods. Hubbard responded he has never seen it under water, even when other parts of the City are, but the City has selected amenities wisely if there ever was saturation. Leti Carson made a motion to approve the use of up to $120,000 from the Park Land Dedication Fund monies for the acquisition of park land and amenities for the Cotton Belt Trail Phase III project. Debra Minea seconded the motion. The motion carried with a unanimous vote. 4. REPORTS 4a Recreation, Athletics, Tennis, and Senior Center reports Rylee Truckenmiller, Administrative Support Specialist updated the Board on Recreation and Special Events activities for the months of September and October and upcoming events for winter 2015. Recreation summer classes kicked off in June and ran through August, where we had over 900 participants in a variety of sports, art, science, and engineering programs. Specialist Truckenmiller stated the Recreation department was starting a new fall Karate program for all ages and skill level and fall Girls on the Run which is usually only a spring program. Truckenmiller indicated that all the associations: CBA, CGSA, CSA, and CLA have all started there fall seasons. Along with the associations, the City of Colleyville Girls Volleyball league started in September with 275 girls participating and 29 teams, this is a 39% increase from last fall. Fall Tennis Leagues continue to be popular at City Park and have generated 14 teams and brought in revenue of $3,608. Additionally Truckenmiller explained the Annual Senior Health Fair was conducted Friday, September 11, 2015 from 9am- noon at the Senior Center with 40 Parks and Recreation Advisory Board MINUTES October 12, 2015 City of Colleyville Page 5 vendors and approximately 70 participants. The Senior Center trips are popular and have included: Reunion Tower in Dallas, 53rd Annual American Indian Pow Wow, State Fair of Texas, Eisenhower’s 125th Birthday Celebration and the monthly trip to Winstar Casino. Truckenmiller stated upcoming events are Haunted Trails Fest on Saturday, October 17th at the Colleyville Nature Center, City Tree Lighting and Library Holiday Open House on Friday, December 4th, and annual Senior Holiday Party on Wednesday, December 16 at the Colleyville Senior Center. 4b Overview of ongoing and upcoming Parks projects Parks Manager James Hubbard updated the Board on the several recent improvements at City Park, added bird netting at the concession stand and the pavilion, new LED lighting was installed at the pavilion and at the concession area, and tennis courts 5 & 6 were resurfaced, along with the basketball court updates to thee blue/green color scheme of the parks in the City. As it was approved by the Board Hubbard stated they did install new benches and trash receptacles recently at Sparger Park. The Pleasant Run playground is designed to begin in early December and be complete prior to Colleyville’s Soccer Association spring 2016 season. Hubbard explained the splash pad recirculation system at McPherson Park, had been approved by in the board earlier this year will start with installation sometime in November and will be completed by May of 2016. Hubbard also indicated L.D. Lockett Park had another proposal approved by City Council in August and the contract was awarded in early September. Due to project costs there is currently no plans to install a playground at L.D. Lockett Park. 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 Ken Llewellyn and seconded by Hillary Schwanbeck to adjourn the meeting. The motion carried with a unanimous vote. Board Member Charles Bethards adjourned the meeting at 7:18 p.m. APPROVED BY A VOTE OF 8 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 11TH DAY OF JANUARY 2016. Minutes taken and prepared by: Rylee Truckenmiller Administrative Support Specialist