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HomeMy WebLinkAboutParks and Rec Advisory Board-Minutes-2/7/1991 PARKS AND RECREATION ADVISORY BOARD MINUTES FEBRUARY 7, 1991 1. CAll TO ORDER The Regular Meeting of the Parks and Recreation Advisory Board was called to order at 7:00 P.M. on Thursday, February 7, 1991. ROLL CALL: PRESENT: Chairman Alan Linford, Gail Mills, Cheryl Livingston, Mike Shelton, Lila Coley, Mary lou Brieger, Paul Vigiletti, Jim Hoff; David Fain, Parks and Recreation Coordinator, Sharon Curry, Recreation Supervi sor ABSENT: None I. SPECIAL GUESTS: Mary Wiley, Circle T Girl Scouts; Claudine Griffith and Jeanette Garcia, City of Keller; Mayor Chris Hawkins; Mayor Pro Tem Ed Mc Knight; Council Member Cheryl Feigel; Football Association Board Members Mike Gustin, President; Mary Hallows, Nancy Williams; Dee Barker; Jan lynch; John lynch RECOGNITION OF PARK BOARD MEMBERS Mayor Chris Hawkins made an apology to the Board Members for not notifying them of the purchase of the 10 acres adjacent to City Park. At the time the information was acted on it became public information. Negotiations and discussions were handled in executive session and could not be dhcussed outside of there. They are looking at additional sites and don1t want to draw a lot of attention to it while they are in that process. They don't want the individual sellers to know they are looking at additional park land so they don't get IIdeep pockets, etc.". He felt like the Board was caught in the loop and although it is the Board1s area, it was not intentional to try and keep them from knowing. He hopes no one was offended by it; that was not their intention. Mayor Hawkins went on to express the Council's appreciation of the Board1s efforts. Mayor Pro T~m Ed Mc Kni ght gave a background on the formation of the Board and made a presentation to outgoing members Dawn Quinby and Nick Martine and expressed his gratitude and the gratitude of the City for their service on the first Park Board. III. APPROVAL OF JANUARY 14, 1991 MINUTES PAUL VIGIlETI MADE A MOTION TO APPROVE THE MINUTES OF THE JANUARY 14, 1991 MEETING AS PRESENTED. MARY LOU BREIGER SECONDED THE MOTION WHICH CARRIED BY A UHAHIOUS VOICE VOTE. ~hairman Linford recommended moving to Agenda Item New Business A -1- CONTINUATION v. DISCUSSION AND CONSIDERATION OF l.D. LOCKETT PARK SERVING AS A SITE FOR A GIRL SCOUT DAY CAMP PROGRAM Mary Wiley, Day Camp Director for Circle T Girl Scouts was on hand to answer questions regarding use of L.D. Lockett Park for a Day Camp site. Several questions were addressed by the Board, including items being left over night. Mary stated this would be addressed according to the agreement reached between the City and Circle T; if the City did not want items left they would make other arrangements. Gail Mills asked if there were any policies regarding use of facilities by non-profit organizations. David Fain stated the only formal agreement is with the A.A.R.P.; possibly we 'need to address charging a $50 deposit to be returned at the conclusion of the camp and the facilities being returned in a satisfactory condition. David went on to state the park staff is very receptive to the proposal. Paul Vigiletti questioned fee charges and liability issues. Mary Wiley stated there is a $22 or $27 fee assessed per participant, depending on the length of the camp. The staff is comprised of trained volunteers. Most sites are on state or pri vate property and covered by $5 mi 11 ion general aggregate, $1 million each for products aggregate, personal and advertising injury, each occurance and $100,000 fire damage and $5,000 medical expense per occurance. Mary presented a copy of a certificate of insurance (AttaChment #1) for the Board1s review. Mary Lou addressed some safety concerns regarding parking and the ability to get in and out of the site during camp hours. Mrs. Wiley stated they are anticipating 75-80 participants and parking only 20-25 cars. She stated the site is much better safety wi se than most others they have to work with; the circle drive will allow cars to enter one side of the drive and exit another. The residential nature of the surrounding area will prevent a traffic problem as cars wait to enter and exit the drive. She stated a regi stered nurse, L VN or paramedi care requi red to be on site during all activities. In addition, the local police, fire department and nearest medical facility are notified in advance that the camp will be in place. A security card is required before anyone is allowed on site and before any child is released. CHERYL LIVINGSTON MADE A MOTION TO APPROVE THE GIRL SCOUT COUNCIL- SPONSORING DAY CAMP AT l.D. LOCKETT PARK FROM 8:00 A.M. TO 4:00 P.M. FROM JUNE 17-21 WITH A $100 DEPOSIT REQUIRED. MARY LOU BREIGER SECONDED THE MOTION AffiR A RECOftEHDATION FROM GAIL MILLS THAT THE PARKS DEPARTMENT DRAFT A FACILITIES USE AGREEMENT FOR USE OF CITY FACILITIES WHICH CARRIED BY A UNAMIOUS VOTE. Chainman Linford then moved Agenda Item VI A: -2- / / CONTINUATION IV. B. DISCUSSION AND CONSIDERATION OF FACIlTIY IMPROVEMENTS TO FOOTBAll FIELD David Fain briefed the Board on the proposal - The purpose is to provide a facility for the growing Football Association; to solve the situation of other growing associations within the City by allowing more room at City Park. He stated that Robert Sands is very cooperative and has agreed to the plans. He is willing to work very closely on the project and although the work will be done by City staff and volunteers, his department will oversee the project. David reported the question of how to fund the project continues to be a problem. The City Attorney has advised against utilizing the Voluntary Park Fund on the school site. The Park Department operating budget does not address a project of this magnitude. David is proposing taking $12,000 from the Capital Outlay budget Park Land Acquisition account. He recommends the Board approve the project from the Capital Outlay and present to the City Council for approval. Alan Linford thinks it is appropriate to take funds from the park land acquisition account for a project of this type project. Two football fields with parking and concession would require about ten acres of land at an approximate cost of $700,000 to construct a similar facility. Thi s project accomp 1 i shes the same purpose uti 1 i zi ng 1 and already pa i d for by the tax payers. David Fain stated the football association has already donated approximately $10,800 to the project without asking for any help. They have also stated they would assist with the conctruction of the project. Councilman McKnight apologized for slowing down the project because he wanted to make sure it was legally correct. He recommended the Association make their presentation directly to the Council because of the time table involved; not to circumvent the Park Board. He will not reconmend any money be spent until the Interlocal Agreement is in place. He does not think it can be done before then. (There is a meeting with the School Board next Wednesday night to address the Interlocal Agreement.) His recommendation to the group is to go ahead and charge forward with thi s agenda., -5- CONTINUATION Alan stated he feels the more entrenched the City becomes in the use of the school faci 1 ities the more we own them; the harder it wi 11 be to disassociate us with them. We already have the improvements on Pl easant Run, use of the gyms, along wi th improvements to the gyms for the basketball program. He suggests the City go ahead with thi s project. The Interlocal Agreement went through the Park Board and to the staff and upper echilon approximately nine months ago. The School District wants the facilities to be used. He thinks we have a need and we should procede on this; the Board should make a recoDll1endation and take a stand. He stated this is a small investment, and the benefits are so great they should procede. The more the facilities are used the more pressure is put on the City Council and School Board the harder to come to an agreement. He recommended the Park Board procede with this project. JIM HOFF MADE A MOTION TO ACCEPT THE PROPOSAL AS STATED WITH TIlE INFORMATION PRESENTED BY DAVID FAIN AND MIKE GUSTIN. MIKE SHELTON SECONDED THE MOTION WHICH CARRIED BY A UNAMIOUS VOTE. CHAIRMAN LINFORD MOVED TO AGENDA ITEM VII. VII. OTIlER CONCERNS Chairman Linford presented a calendar to the Board (Attachment #3) outl ining three options for meeting dates for the upcoming year. Option #1 - continue meeting on the first Thursday of each month; Option #2 - meet every other Monday; Option #4 - meet every other Thursday. Chariman Linford made a recommendation to meet twice a month because of the large amount of business the Board is dealing with. David Fain agreed with this recommendation siting the legalities of PUD requirements and the Board's increasing involvement with the Voluntary Park Fund being utilized for departmental expenditures. He stated that if a second meeting was not needed it could be cancelled. Mary Lou Brieger stated coinsiding the Board1s meetings with P&Z meetings would work well when joint meetings are necessa ry. THE CONCENSUS OF TIlE BOARD WAS TO ACCEPT OPTION 12 TO MEET EVERY OTIlER MONDAY, ELIMINATING MARCH 18 and APRIL 1. AltD ADD MARCH 25. THE RECOffotENDATION CARRIED WITH ALL VOTING IN FAVOR OF THE RECOfoK:NDATION WITH THE EXCEPTION OF PAUL VIGILmI. PAUL STATED OTHER COIlfITMENTS WOULD MAKE IT DIFFICULT FOR HIM TO ATTEND ~O MEETINGS PER MONTH. Chariman Linford raised the question of electing officers now or waiting until a full Board is in place. Upon Gail Mills recommendation the Board agreed to wait until a full Board is in place. -6- CONTINUATION He discussed the annual update on the Park Master Plan. The Board needs to look back and review where they are in conjunction with the plan. Members should review and update it. Chairman Linford recommended forming a sub committee to review the Plan. Alan volunteered to serve along with Ga il Mi 11 s and Mike Shelton. Alan will get an outl i ne from Bo Bass on what he thinks the committee should do. Chairman Linford recommended getting a monthly update on the Voluntary Park Fund. The update should show the contributions for the last twelve months by month along with any allocations from that fund and the balance. He updated the Board on the Mill Creek grant. He reported it is tied up because of the development of Mill Creek. He has talked with the Mayor about dropping the grant for now and applying for one in conjunction with the City Park development. Schrickel Rollins is doing an analysis on applying for this type grant. Alan feels an acquisition and development grant mi ght be more attracti ve to the state. It woul d bi nd the project together. He stated some want the City Park project split; the grant would bind the project as one. He would like to see the grant as a package of one. He went on to report the City Council is evaluating some other park land acquisitions including additional property adjacent to City Park; along with other sites in the city. He recommended the Board talk to the City Council members and encourage them to take positive action. The Board's number one priority is the east side of Hwy 26 and as far as he knows they are not looking at any land there. The largest majority of the population is east of 26 and the Board should encourage the Council to look at land acquisition to serve this population. Chairman Linford made a recommendation to encourage David Fain have the 24 X 36 City Park plan professionally colored and mounted with slides made for use at meetings, etc. It could be used at every opportunity to help generate support the bond proposal. He recommends keepi n9 the pressure on the Council to support the complete project. Discussion continued on the developement of City Park. Lila Coley_ questioned wether the things being done now are sensetive to the fact that it will be leveled during development. David Fain reported he is being very sensetive to the development; everything being put in now can be taken out, stored and utilized in the new plan. Mike Shelton felt the more the public is aware of the situation the more support will be generated. Jim Hoff recommended paying to have the City Park Master Plan map professionally colored at a cost of $350. The recommendation unanimously passed by a straw vote. -7- CONTINUATION Chairman Linford would like the staff to report to the Board on a regular basis the status of classes and associations; is the enrollement up or down; how they are going, etc. He recommended beginning planning the surrmer program immediately. David Fain reported the summer program is planned and will be finalized and reported at the next meeting. Discussion ensued on the formation of summer athletic programs, such as a basketball program for youth and/or adults. Jim Hoff reported that summer basketball programs are extremely strong and thinks it would be very successful here. Chairman Linford made a recommendation for the staff to develop a program and come back at the next meeting with a recorrmendation. Gail Mills suggested looking at the adult program since there are none; she suggested adult volleyball, basketball etc. CAHIRMAN LINFORMD MOVED TO AGENDA ITEM V-B v. B. DISCUSSION AND CONSIDERATION OF UPDATING CONCESSION STAND POLICY Chairman Linford gave a background on the concession stand. He reported the baseball association has run the concession stand well and in the past, the softball association has had some problems. Softball is operating it this year and there is some concern about the potential for problems. After a lengthy discussion the Board firmed up some issues including: A. Eliminating Concessionaire Obligations I-A. The agreement is for this year only. B. Changing #9 to reflect If All officials for the Colleyville Boys Baseball Association and Girls Athletic Association will be paid nightly. The operating association assumes responsibility for payment of offi ci a 1 seven if suffi ci ent funds a re not generated to cover the expense.1f . C. Concessionaire Obligations 2-A If If outstanding debts exceed $300.00 the Concessionaire will immediately loose the privileges of the concession rights. The Board gave authorization for David Fain to work out the details with the Associations. o CONTINUATION DUE TO THE LATE HOUR, THE FOLLOWING AGENDA ITEMS WERE TABLED UNTIL THE FOLLOWING MEETING: IV. OLD BUSINESS C. DISCUSSION AND CONSIDERATION OF PARK ORDINANCES D. DISCUSSION AND CONSIDERATION OF PARKING IMPROVEMENTS TO CITY PARK VI. REPORTS Further discussion of the Creative Play Area was also tabled for further discussion. VIII. OTHER CONCERNS Mary Lou reported that March 1st is Arbor Day and it looks 1 i ke they will be planting a tree or clump of trees at Sparger Park at the Memorial. Paul Vigiletti questioned the pavilion and stated he would like to be involeved in that. Alan proposed placing this item on the next agenda. VIII. ADJOURN LILA COLEY AND GAIL MILLS MADE A MOTION TO ADJOURN AT 10:45 P.M. PAUL VIGIlETTI SECONDED THE MOTION WHICH CARRIED BY A UNAMIOUS VOTE. !'r?i'l0h'6U . ;/Jarrffb?"; j!~ ZS-ejl _0_