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Home My WebLink AboutParks and Rec Advisory Board-Agenda Packets-10/2/2006 (2) city Of Texas PARKS AND RECREATION ADVISORY BOARD AGENDA Monday, November 6, 2006 6:30 p.m. For the meeting conducted at the Park Annex located at 5109 Bransford Road AGENDA NUMBER AGENDA ITEM 1. Call to Order 2. Approval of the October 2, 2006 Parks and Recreation Advisory Board Minutes 3. Discussion and Consideration of Eagle Scout Project - Phil Roberts 4. Discussion and Consideration of McPherson Park Funding 5. Discussion and Consideration of Revising Chapter 11 Parkland Dedication of the Land Development Code 6. Discussion of Naming of Park on McDonwell School Road 7. Discussion of Lightning Detector Equipment at City Facilities 8. Discussion of Colleyville Middle School Tennis Courts Backboard 9. Recreation, Athletics, Tennis and Seniors' Reports 10. Park Operations and Capital Improvement Status Reports 11. Citizen comments/presentations regarding items not on the agenda* 12. Adjournment *(This time is allocated for citizens to informally address the Board on matters not on the agenda that require no formal action. Each presentation will be limited to a maximum of five (5) minutes. Board members may not respond to citizens who speak regarding matters not on the agenda.) I certify that the above agenda was posted on the bulletin board at City Hall on November 3, 2006: ;.,C) I. (2\'~)t-Lr.0~; I ' citY Of ilC9 p~ Texas PARKS AND RECREATION ADVISORY BOARD MINUTES Monday, October 2, 2006 6:30 p.m. Pat Horn called the meeting to order at 6:30 p.m. on Monday, October 2, 2006, at the Parks and Recreation office. ROLL CALL: Councilperson Tom Hart, Councilperson Tony Licata, Bob Leininger, Connie Hampton, Joe Ben Hassell, Pat Horn, Pete Riis, Sheryl Black, Steve Dalri and Vince Rosen ABSENT: Nancy Coplen STAFF: Monica Walsh, Director of Parks and Recreation, Dal Anderson, Assistant City Manager, Luke DeFilippis, Recreation Supervisor and Dixie Smith, Administrative Secretary 1. Call to Order 2. Approval of the September 11, 2006 Parks and Recreation Advisory Board Minutes Joe Ben Hassell moved to approve the September 11, 2006 Parks and Recreation Advisory Board minutes. Steve Dalri seconded the motion. The vote was unanimous. 3. Recreation, Athletics, Tennis and Seniors' Reports Monica Walsh, Director of Parks and Recreation, provided an overview of the current and proposed recreation programs and activities available to citizens of Colleyville and surrounding areas. 4. Park Operations and Capital Improvement Status Reports Monica Walsh, Director of Parks and Recreation, presented a status report on current projects. Parks and Recreation Advisory Board Meeting October 2, 2006 Page 2 of 2 6. Adjournment Steve Dalri moved to adjourn at 6:56 p.m. Sheryl Black seconded the motion. The vote was unanimous. Respectfully submitted and approved: ;[)~~.\~ Dixie S. Smith, Administrative Secretary CITY OF COLLEYVILLE PARKS AND RECREA TION , Meeting 11 /6/2006 Agenda # 3 colleyville parks and recreation . . Department: Parks and Recreation Subject: Discussion of Eagle Scout Project - Philip Roberts Philip Roberts of Troop 344 will present his project to paint the interior of the Pleasant Run restrooms. ACTION TO BE TAKEN D Discussion Only D Procedural Change Dpossible City Council Policy Recommendation [8Jlnformation Only Page Lof 1 CITY OF COLLEYVILLE PARKS AND RECREA TION , colleyville parks and recreation Meeting 11/6/2006 Agenda # 4 . . Department: Parks and Recreation Subject: Discussion and Consideration of McPherson Park Funding Since the late 1990's, the City has worked with the McPherson Park Master Plan Committees to develop the McPherson Park Master Plan. McPherson Park is the Parks and Recreation Advisory Board's number one priority. In September staff advertised for the construction of McPherson Park Phase I. A total of eight (8) bids were received in early October ranging from the lowest bid of $1,970,000 to the highest of $2,320,270.34. The bid included three (3) alternates that could be added to the base bid, if needed. After review staff proposes that the following alternate be added for a total of $107,786. Alternate 1: $107,786 Since the pavilion is an essential program element of McPherson Park Phase I, staff proposes the addition of Alternate 1. With the addition of the alternate and other modifications, the proposed new bid price of the lowest bidder, Dean Construction is $1,790,104. After the original bids were reviewed and analyzed staff, architect and contractor with the lowest bid met to discuss value engineering on the project. After meeting, all parties agreed on reducing the original base bid from $1,970,000 plus Alternate of $107,786 for a total of $2,077,786 to $1,790,104. ACTION TO BE TAKEN D Discussion Only D Procedural Change [8J Possible City Council Policy Recommendation D Information Only Page Lor 2. Discussion and Consideration of McPherson Park Funding Page 2 In addition to the bid price of $1,790,104 this project also includes a ten percent contingency ($179,010) for a total project cost of $1,969,114. On the basis of the total project costs, the current funding shortfall is $279,114, detailed as follows: Funding Allocation $1,790,104 $ 179,010 $1,969,114 $1,690,000 $ 279,114 Dean Construction new base bid Contingency (10%) Total Project Cost Funding Shortfall Additional funding options for McPherson Park include using fund balances of the Parkland Dedication Fund and the Colleyville Economic Development Corporation Capital Improvement Program (CEDCIP). (See attached). Upon completion of review of the enclosed Parks Project Funding spreadsheet and the current status of the CEDCIP projects, staff recommends that the Parkland Dedication Fund monies in the amount of $246,000 and the CEDCIP monies in the amount of $33,114 be considered for the project. Attachments: Parkland Dedication Fund Status as of 10-31-2006 Colleyville Economic Development Capital Improvement Program (CEDCIP) Value Engineering Spreadsheet FINANCIAL STATUS OF PARKLAND DEDICATION FUND AT 10-31-2006 TOTAL REVENUES TOTAL INTEREST INCOME REC'D LESS EXPENSES: KIDSVILLE DONATION LANDSCAPING NATURE CENTER NATURE CENTER TREES KIMSEY PARK APPRAISALS CITY PARK SOD TPWD KIMSEY PARK GRANT COTTON BEL T TRAIL I COTTONBEL T TRAIL ROW ACQUISITION WEBB HOUSE RESTORATION COTTONBEL T TRAIL II MC DONWELL SCHOOL TRAIL PARK PROPERTY TOTAL EXPENSES LESS ENCUMBERANCES: CASTLETON TRAIL COTTONBEL T TRAIL II COTTON BEL T TRAIL III LOG BARN MC DONWELL SCHOOL TRAIL MCPHERSON PARK PHASE I WEBB HOUSE TRAIL TOTALENCUMBERANCES TOTAL AVAILABLE AT 10-31-2006 $2,545,168 $283,827 $1,000 $1,169 $1,035 $4,700 $72,881 $8,800 $212,016 $32,323 $98,584 $28,488 $142,868 $508,047 $1,111,912 $26,000 $179,810 $185,297 $175,000 $29,132 $855,000 $20,000 $1,470,239 $246,845 COLLEYVILLE ECONOMIC DEVELOPMENT COPRORATION ECONOMIC DEVELOPMENT CAPITAL IMPROVEMENT PROGRAM FY 2007 - FY 2011 PROJECTED FISCAL YEAR 2006 2007 2008 2009 2010 2011 BEGINNING FUND BALANCE $1,270,587 $1,202,265 $805,596 $886,135 $893,088 $545,070 PROJECTED 1/2 CENT SALES TAX REVENUE $1,072,909 $1,105,096 $1,149,299 $1,195,271 $1,243,082 $1,292,805 INTEREST INCOME $38,118 $54,102 $36,252 $39,876 $40,189 $24,528 2005 BOND SALE PROCEEDS $1,796,673 $203,327 $0 $0 $0 $0 USE OF AVAILABLE CASH $325,494 $806,393 $302,453 $382,482 $606,535 $267,472 TOTAL REVENUES $3,233,193 $2,168,917 $1,488,004 $1,617,629 $1,889,806 $1,584,806 OPERATING: ADMINISTRATIVE $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 2005 DEBT SERVICE & 1.4 TIMES COVERAGE $900,099 $904,913 $910,018 $900,4 73 $904,806 $904,806 1997 DEBT SERVICE & 1.4 TIMES COVERAGE $0 $0 $0 $0 $0 $0 2000 DEBT SERVICE & 1.4 TIMES COVERAGE $0 $0 $0 $0 $0 $0 MARKETING $80,000 $80,000 $80,000 $80,000 $80,000 $80,000 CAPITAL: ADA IMPROVEMENTS NATURE CENTER PARK $69,293 $5,000 $0 $0 $0 $0 SPARGER PARK $0 $125,000 $0 $0 $0 $0 CITY PARK FIELD MAINTENANCE ENTRY IMPROVEMENTS $0 $11,500 $0 $0 $0 $0 KIDSVILLE RENOVATIONS $0 $10,000 $0 $0 $0 $0 CITYWIDE PLAYGROUND SAFETY SIGNS $0 $6,000 $0 $0 $0 $0 CITYWIDE PICNIC TABLE REPLACEMENT $0 $6,000 $0 $0 $0 $0 MC PHERSON PARK Phase I $0 $238,000 $0 $0 $0 $0 Phase I (Bond Sale Proceeeds) $196,673 $203,327 $0 $0 $0 $0 Phase II $0 $0 $0 $500,000 $0 $0 Phase III $0 $0 $0 $0 $0 $350,000 Phase IV $0 $0 $0 $0 $0 $245,000 CITY PARK ROAD EXTENSION $63,121 $20,000 $0 $0 $0 $0 PLEASANT RUN PRACTICE FIELD PARKING LOT $39,006 $0 $0 $0 $0 $0 PLEASANT RUN TRAIL $0 $0 $0 $0 $500,000 $0 PLEASANT RUN - MOVING LIGHTS $0 $0 $0 $0 $0 $0 PARK LAND PURCHASE (Bond Sale Proceeds) $400,000 $0 $0 $0 $0 $0 SENIOR CENTER FACILITY (Bond Sale Proceeds) $1,200,000 $0 $0 $0 $0 $0 FF&E AND RENOVATIONS $150,000 $0 $0 $0 $0 $0 OPEN AREA AND TRAIL DEVELOPMENT $0 $168,000 $0 $0 $300,000 $0 CITYWIDE IRRIGATION MONITORING SYSTEM $50,000 $135,000 $0 $0 $0 $0 CITYWIDE TRAIL SYSTEM GRANT MATCH $0 $0 $300,000 $0 $0 $0 TRAIL CONSTRUCTION $80,000 $100,000 $70,000 $0 $100,000 $0 TOTAL EXPENDITURES $3,233,192 $2,017,740 $1,365,018 $1,485,473 $1,889,806 $1,584,806 EXCESS REVENUES OVER EXPENDITURES $0 $151,178 $122,986 $132,157 $0 $0 ADD BACK.4 TIMES BOND COVERAGE RATIO $257,171 $258,547 $260,005 $257,278 $258,516 $258,516 ENDING FUND BALANCE $1,202,265 $805,596 $886,135 $893,088 $545,070 $536,114 ASSUMPTIONS: FY 2007: 1/2 OF CITY SALES TAX BUDGET PROJECTION / FY 2008 - 2011: 4% GROWTH DUE TO COLLEYVILLE BLVD.CONSTRUCTION McPherson Park Colleyville, TexCl~~ Bid vs. Budget Prices ~r Bid (25% of bid = $492,500.00) VE Amount ! m .....u New Base~~Bid priceL New Base Bid Price Contingency (10%) New Base Bid plus Contengency Project Budget Additional Funds Needed Dean Deduct Price . _______.1 i I Items from list above to add back based on new budget numbers: ~~- Add Drystack wall related to revised grading for Sketch "C" $ ~Cl~~fr1~Lot an~_<3~SO~iated walk! ..._um i $ I '. I Add Parkin'g Lot trees ~-- u_~j c------.-.--- ....~.- . i I _L Items to consider removing for Value Engineering: -- I l _ __1 : Sketch "A" - Delete Conc. Walk e-- Sketch "B" - Playground Wall & Fence -------1 Cl__ ----- Sketch "D" - Paver Modifications , I--~~l I __L._ Sketch "E" - Planting Modifications r-mm-, ____ Red Oaks ._ __Lu~~u Highrise Live Oaks Sketch "F" - Multi-Purpose Court Modifications ~!etc;h "G" - Walk & Pier Modifications (Delete Pier) Sketches "H & I" - Revised Lot & Entry-_t~_~~=-~=:~~ I I Alternate Lighting pac_~a9~r[)~('j_ll.c;!..._+_ Delete North Pond and Equipment, Use alt. vendor VVall MOdifi:cations I_~_u_= I~=:=__~-~:=:m- I I --_.~-+- ] i I Return to full size multi-purpose court wI surface coating _m__ J_ Alternate Lighting Addition! Pavilion Alt. #1 I i I $ $ $ $ $ $ $ 1,970,000.00 179,896.00 1,790,104.00 179,010.00 _._--------- 1,969,114,00 1,690,000.00 279,114.00 ____ __. ... ____u.__ _ _. __.._ __ _ _ __ $ 900.00 $ 17,760.00 $ 7,952,00 I "--..--.-..--.-- I $ 6,224.00 $ 6,665.00 $ -~._" 16,600.00 ___m_.___._ I $ _..- .-.---- 20,245.00 --- $ 72,500.00 I I ----~- $ 28,060.00 ----- -- $ -.-.-- 52,950.00 ------ $ ------- 125,000.00 ----- I I Total Deduct I $ 354,856.00 I ---- 3,100.00 . -------.--f--- 36,250.00 I ~-i$~------ 6,224.00 ~_.__.- $ $ $ , , ----- --2o,1oCf.60l -~---~- ---- 1,500.00 107,786.00 Total to add back $ 174,960.00 CITY OF COLLEYVILLE PARKS AND RECREA TION , colleyville parks and recreation Meeting 11/6/2006 Agenda # 5 . . Department: Parks and Recreation Subject: Discussion and Consideration of Revising Chapter 11 Parkland Dedication of the Land Development Code A Planning and Zoning Commission member has recommended that staff consider revising Chapter 11 Park Land Dedication of the Land Development Code to clarify the collection of parkland dedication fees in residential districts. Chapter 11 permits the City to accept parkland fees in lieu of the dedication of parkland. Historically, the City has only assessed parkland fees for newly created lots that impact the parks system. Newly created lots that do not impact the parks system, such as open space lots, greenbelts, detention and retention lots, have been exempt from the assessment of parkland fees. The following is an excerpt from Chapter 11 Parkland Dedication: 11.5.C ALTERNATIVES TO LAND DEDICATION 3. Calculation of Fees The City Council shall establish an acreage land value cost figure to be used in calculating park fees. a. Residential Dwelling Unit Fees: Fees paid in lieu of dedication shall be based on the determined cost of 1 acre of land divided by twenty-five (25), for a resulting fee per residential dwelling unit of $1,802. b. Non-Residential Development Fees: The fee payment alternative for non-residential development shall be calculated by dividing the determined cost of one (1) acre of land by fifty-six, for a resulting fee per non-residential acre cost of $800 per acre. Staff recommends the following addition to Section 11.5.C.3: c. Parkland fees shall not be assessed or collected for lots that do not impact the parks system. Examples of lots that do not impact the parks system include, but are not limited to, open space lots, greenbelts, detention and retention lots. ACTION TO BE TAKEN D Discussion Only D Procedural Change [8J Possible City Council Policy Recommendation D Information Only Page Lor 1 CITY OF COLLEYVILLE PARKS AND RECREA TION , colleyville parks and recreation Meeting 11/6/2006 Agenda # 6 . . Department: Parks and Recreation Subject: Discussion of Naming of Park on McDonwell School Road On November 1, 2006, the Park Naming Committee met to discuss naming the park on McDonwell School Road. Pete Riis, Vice Chairman of the Parks and Recreation Advisory Board, Mike Shelton, Tom Sweatt, Lew Kirking and Steve Trachier were present to discuss the only park name application for the park. A motion was made by Steve Trachier and seconded by Mike Shelton to name the park McPherson Park. The vote was unanimous. ACTION TO BE TAKEN D Discussion Only D Procedural Change [8J Possible City Council Policy Recommendation D Information Only Page Lor 1 CITY OF COLLEYVILLE PARKS AND RECREA TION , Meeting 11/6/2006 Agenda # 7 colleyville parks and recreation . . Department: Parks and Recreation Subject: Discussion of Lightning Detector Equipment at City Facilities Staff will update the Board on information provided by two vendors. ACTION TO BE TAKEN D Discussion Only D Procedural Change [8J Possible City Council Policy Recommendation D Information Only Page Lor 1 CITY OF COLLEYVILLE PARKS AND RECREA TION , Meeting 11/6/2006 Agenda # 8 colleyville parks and recreation . . Department: Parks and Recreation Subject: Discussion of Colleyville Middle School Tennis Courts Backboard A Board member has requested this item be placed on the agenda. ACTION TO BE TAKEN D Discussion Only D Procedural Change [8J Possible City Council Policy Recommendation D Information Only Page Lor 1 CITY OF COLLEYVILLE PARKS AND RECREA TION , Meeting 11/6/2006 Agenda # 9 colleyville parks and recreation Department: Parks and Recreation Subject: Recreation, Athletics, Tennis and Senior's Reports I. Recreation A. On Saturday, October 21 st, the Haunted Trail Fest was held at the Colleyville Nature Center. There were 600 participants that braved the Haunted Trail and enjoyed the carnival games. B. On Sunday, October 29th, staff provided activities for the Ross Downs Oktoberfest. An estimated 200 people were in attendance enjoying music, games, crafts, food and Kimzey Park. II. Athletics A. The fall youth volleyball league will finish the season on November 11 tho III. Tennis A. During the month of October, there were 64 private lessons offered to both youth and adults and we had 53 participants in our junior development program. We also had 16 private league reservations. IV. Senior Adults A. The Colleyville Senior Center had its Grand Opening and ribbon cutting ceremony on Tuesday, October 24th. There were over 250 in attendance. B. On Tuesday, October 31 st, 50 seniors participated in the Monster Mash Party in association with the Tuesday night Supper and Social. C. Metroport Meals on Wheels luncheons and activity program continues on the first and third Friday of each month. In October, they had 228 participants who enjoyed the luncheons. ACTION TO BE TAKEN D Discussion Only D Procedural Change D Possible City Council Policy Recommendation [8J Information Only Page Lor 2. Recreation, Athletic, Tennis and Seniors' Report Page 2 of 2 October Recreation Classes and Participants Total Income Pro rams Adult Enrichment 4 11 $200 Youth Develo ment 6 14 $556 Tennis 7 117 $3,759 Athletic Pro rams 0 0 $0 Senior Adults 5 246 $186 S ecial Events 2 850 $974 Facility Rentals NA NA $9,490 Volunteers 1 50 NA Totals 1,288 $15,165 CITY OF COLLEYVILLE PARKS AND RECREA TION , Meeting 11/6/2006 Agenda # 10 colleyville parks and recreation . . Department: Parks and Recreation Subject: Park Operations and Capital Improvement Status Reports COTTONBEL T TRAIL, PHASE II Project Description: Design of Cottonbelt Trail Phase II Consultant: Halff Associates, Inc. Contractor: N/A Status: Under design Substantial Completion: Spring 2006 McPHERSON PARK, PHASE I Project Description: McPherson Park, Phase I Consultant Newman, Jackson Bieberstein, Inc. Contractor: N/A Status: Bid approval by City Council in November Substantial Completion: Fall 2006 ACTION TO BE TAKEN D Discussion Only D Procedural Change D Possible City Council Policy Recommendation [8J Information Only Page Lor;1 Parks Operations and Capital Improvement Status Reports Page 2 of 3 2007 Parks and Recreation CIP Proiects-31 . Ballfield Renovations - summer . McPherson Park Phase I - Bid to City Council, November 14, 2006 . LD Lockett House Improvements - in progress . Parks and Recreation Office Improvements - in progress . Sparger Park Playground Replacement - in progress . Webb House Trail . Log Barn - in progress . Cotton belt Trail Phase II - in design, 90% sent to TXDOT . Senior Center Open Space Area . Nature Center Sign . City Park Ballfield Maintenance Entries . Kidsville Renovation . Playground Safety Signs . Picnic Tables - ordered . Terra Cotta Road - in progress · Pleasant Run Park Lights . Irrigation Monitoring System - in progress . Bleacher Shade Covers - ordered . City Park Road Extension - in progress . Castleton Trails - in construction . STEP Grants - Cotton belt Phase III, Little Bear Creek Trail Extension, Cottonbelt Landscaping Enhancements, SH26 Landscaping Enhancements - in progress . Local Area Quality ( LAQ) Grants- Cottonbelt Phase III, Little Bear Creek Trail Extension, Pleasant Run Trail Phase I and II, Thompson Terrace Trail, Big Bear Creek Trail - in progress . McDonwell School Road Trail - in progress . ADA Ramp at L.D. Lockett House - in progress 2008 Parks and Recreation CIP Proiects-3 . Park Master Plan . Trails · McPherson Park Phase II 2009 Parks and Recreation CIP Proiects-2 . McPherson Park Phase II . McPherson Park Phase III Parks and Operations Capital Improvement Status Reports Page 3 of 3 2010 Parks and Recreation CIP Proiects-4 . Senior Center Open Space Area . LD Lockett Path . McPherson Park Phase III . Pleasant Run Trail 2011 Parks and Recreation CIP Proiects-2 . McPherson Park Phase III . McPherson Park Phase IV CITY COUNCIL ACTION There were not any Parks and Recreation Department action items in October.