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HomeMy WebLinkAboutParks and Rec Advisory Board-Minutes-3/25/1991 PARKS AND RECREATION ADVISORY BOARD MINUTES MARCH 25, 1991 1. WORK SESSION WITH PLANNING AND ZONING COMMISSION Board members attended a work session with the Planning and Zoning Commission at City Hall. The work session adjourned and members relocated to L. D. Lockett Park 2. A. CALL TO ORDER: The Regular Meeting of the Parks and Recreation Advisory Board was called to Order at 7:50 P.M. on Monday, March 25, 1991. ROLL CALL: Livingston, Pa rks and Supervisor PRESENT: Chairman Alan Linford, Gail Mills, Cheryl Lila Coley, Mike Shelton, Mike Billings, David Fain, Recreation Coordinator, Sharon Curry, Recreation ABSENT: Paul Vigiletti, Jim Hoff SPECIAL GUESTS: Keith Jackson and Nan Arnold, representatives of the Ross Downs development B. APPROVAL OF MINUTES: CHERYL LIVINGSTON MADE A MOTION TO APPROVE THE MINUTES AS PRESENTED. MIKE SHELTON SECONDED THE MOTION WHICH CARRIED BY UNANIMOUS VOTE. 3. DISCUSSION AND CONSIDERATION OF OVERLAPPING OF THE SPORTS PROGRAMS Requested by Cheryl Livingston and "Jim Hoff Cheryl Livingston stated she was receiving numerous complaints from parents regarding the overlapping of the various sports seasons due to the overlapping of not only games, but practices as well. She stated there is not enough time for children to participate in both. She stated one parent had pulled his daughter from softba 11 because of the coach I s demands that the girl be at practices. CHERYL RECOMMENDED HAVING BASEBALL REGISTER AT A LATER DATE TO ELIMINATE THE OVERLAPPING OF PRACTICES. Parks and Recreation Board Minutes of Regular Meeting March 25, 1991 Page 2... Alan Linford stated he did not think David Fain handled the situation well when baseball requested use of the fields at such an early date. He feels the situation is totally out of hand and is creating a very chaotic situation. Mike Shelton stated the overlap is the same as last year, the only difference is the baseball practices started earlier. Alan Linford stated the Board has the vehicle to handle the problem through the Facilities Use Agreement; he thought the Park Board made it very clear that the seasons were not to overlap. Gail Mill s has had some parents suggest dropping Spring soccer and having fall baseball. Mike Shelton reported that Mr. Osterman stated in Coach's meetings and Board meetings that coaches should let soccer come first; do not let it interfere with baseball practices. Alan Linford stated he disagreed with the staff opinion presented in the Agenda packet. Lila Coley stated she was very surprised to see this item on the agenda. She thought the problem had been solved through the Facilities Use Agreement. David Fain stated he did not realize that was the intent of the Agreement. It puts him in a very precarious position if the fi e 1 ds a re vacant, he has to come up with the criteri a to deny use. Right now the only criteria he has is the overlapping of multipurpose field use and turf management. He stated that both organizations are governed by Associations that dictate start and end dates; that may be wrong, but the complaints should be with the individual Associations. Cheryl stated she thought the baseball practices and registrations were started too early. If they were backed up a few weeks, it would eliminate some of the problems. After discussion, it was decided the early registration dates allowed for a smoother season by allowing the Associations to order uniforms earlier, and handle other business better. Gail Mills stated that there is so much offered at some point the parents have to make a choice of what to participa~e in. Parks and Recreation Board Minutes of Regular Meeting March 25, 1991 Page 3... Alan Linford recorrmended the Board adopt a policy to give David some basis for administering the Associations stating it is not right to have the seasons overlapping. He suggested two short soccer seasons in the Fall, eliminating the Spring soccer season, because they generate a tremendous revenue for the Association. Mike Billings stated he thinks the agreement should be with the governing Associations, the problem should be handled on that level. He questioned how to control use of the fields by the individual coaches. David Fain stated they are an independent entity; they can reserve the fields just like anyone else. He can recommend they have a certain registration time; however this season has run smoother than any previous because of the earlier registration dates. Alan Linford stated the earlier registrations have a benefit, however, we need to beg, plead, whatever with the coaches not to start practices early. Gail Mills stated she would like to see the kids not penalized for not bei ng at practi ces or the way they behave at practi ces; there shoul d be an effort to take some of the pressures off of the kids. Mike Billings wants to get all the schedules together to see where the overlaps are and where they can be eliminated. Alan Linford and Hike Shelton Ifill draft a policy statement regarding the overlapping of seasons including Lila Coley's recOIIIIIendation that the availability of scholarships for those unable to participate due to financial considerations be included on registration applications, and present it at the next Board meeting. 4. DISCUSSION AHD CONSIDERATION OF MASTER PLAN FOR PARK AT ROSS DOWNS Nan Arnold and Keith Jackson made a presentation of a preliminary Master Plan for the new park at the Ross Downs development (Attachment #1). The preliminary plan includes: a modular Durascape unit for older children, a Tot Time modular unit for younger children, picnic area with concrete retaining seat wall, 30. band of irrigation around street area (will include desi9n for future expansion including pipe and wire for expansion), backstop for multipurpose practice field, hydromulch and temporary irrigation around lake area until hydromulch is established, and eight parking spaces. Parks and Recreation Board Minutes of Regular Meeting March 25, 1991 Page 4... The entire trail shown on the plan is approximately 1/3 mile; they will put in approximately 1/4 mile. A park sign will also be provided. It will be cast stone set in brick designed to be in keeping with the City logo. They are donating approximately eight acres of park land, including approximately 1.7 acre lake. They are concentrating development on frontage area, leaving back area for future development. Keith Jackson presented a budget (Attachment #2) for the items included in the master plan and indicated the initial budget is $75,000. The items presented total approximately $134,000. He stated it would help everyone if they could work together to trim $25,000 from the costs presented. Alan Linford stated that as development continues revenue will be generated and it would be appropriate to put it back into the park. He thinks everyone should be comfortable with the plan then the money will go as far as it will go. Gail Mills and Cheryl Livingston suggested eliminating some lighting at the back of the trail system and concentrating on the street area. Gail questioned if the proposed parking would be adequate for the park area. Several options were discussed for expanding the parking. Keith stated it would be fairly easy to move the trail away from the street, closer to the field to allow for future expansion. When questioned he stated they would be happy to add the additional parking if something of equal dollar value were el iminated. Alan Linford recommended Keith Jackson and Nan Arnold ~rk closely with David and they bring the plan back to the April 15 meeting and tell the Board Wtat they can do. The Board will then present the plan to the City Council for approval. -- Parks and Recreation Board Minutes of Regular Meeting March 25, 1991 Page 5... 5. DISCUSSION AND CONSIDERATION OF RECOIlMENDING THAT A HISTORICAL COMMISSION BE APPOINTED BY THE CITY COUNCIL Alan stated there has been past discussion among Board members regarding historical questions that go beyond the Board's area of expertise. particularly the Webb House. It would benefit the Board and the City by having a historical commission to advise the City about present and future historical locations within the City and to advise the Board and City Council on the various topics of historical preservation. GAIL MIllS MADE A MOTION AHD CHERYL LIVINGSTON SECONDED THE MOTION THAT LILA COLEY ON BEHALF OF THE BOARD ADVISE THE CITY COUNCIL THAT THE PARK AND RECREATION BOARD RECOtlENDS THE CITY COUNCIL MAKE A PUBLIC AHNOUNCEMENT THAT THEY ARE ACCEPTING APPLICATIONS FOR A HISTORICAL COItUSS ION. THE MOTION CARRIED BY A UNANIMOUS VOTE. 6. DISCUSSION AND CONSIDERATION OF PAVILION AT SPARGER PARK David Fain recommended purchasing a 20' X 441 shelter which will accommodate approximately 75 people. He recommended the columns be of the same type brick as the fence around Saddlebrook subdivision. which would add approximately $2.000 to the cost of the shelter. It would be open on all sides. He also stated the City Council had allocated $12.000 in the current budget for construction .of the shelter. The plan he presented is approximately $1.500 over budget. Pictures of possible shelters were presented to the Board for their recommendation. Lila Coley stated she does not like any of those type pavilions. she wants a gazebo type to blend with the surround houses. She does not think the shelter should do anything to distract from the park. Gail stated they are very expensive and not very functional because of the limited picnic seating available. Due to the flood plain area of the park, there are limited locations where the shelter can be erected . After meeting with the City Engineer he recommends eliminating the north parking area or placing the shelter in that vicinity. The City Engineer will have a consultant look at the park and make a recommendation for a site. Parks and Recreation Board Minutes of Regular Meeting March 25, 1991 Page 6... There was a lengthy discussion regarding the type of shelter to be constructed along with the location. The Board suggested an octagon shelter placed under the trees in the current picnic area. They are concerned with di stracting from the park area by blocking the view with the shelter placed in the front. Lila wants to know if any more land will be available in a less visible location after the consultant's study is completed. David stated he has been given a July 4 deadline by the City Manager to have the shelter on the ground and ready for use. He needs a recommendation from the Board as to the type shelter they want. The Board needs to move forward and decide what they want and proceed so he can meet that deadline. A 1 an s ta ted tha t if the Boa rd cannot ma ke a recommenda t i on they need to be able to tell the City Council why not. Because of Paul's experience with shelters in the past he wants his input before proceeding further with this project. Alan further stated the Board has been charged with making recommendations to provide quality improvements to the park system. There are other options available than the ones presented and the Board needs to work towards that goal. Alan stated the shelter would not be complete and in place by the July 4 deadline, and he will address a letter to the City Council stating that fact. He suggested David come back with three options and invite the Homeowner's Associations surrounding Sparger to view and give input as to the type shelter they want. If the costs exceed the $12,000 budgeted amount, the Board can decide to utilize the Voluntary Park Fund. NO ACTION TAKEN #7 DISCUSSION Of TEXAS PARIS AND WILDLIFE GRANT STRATEGIES Alan Linford stated he has sent a letter to Bob Stripling requesting a. joint meeting with the City Council to discuss grant strategies. He wants to make sure the Council understand's the Board's position. He explained the Council is asking very specific questions of Schrickel Rollins and getting the wrong answers. It is his opinion the Board should be involved in these discussions. Parks and Recreation Board Minutes of Regular Meeting March 25, 1991 Page 7... Alan explained that Dave Draz has written a letter to $chrickel Rollins asking about the various possibilities for grant situations in regard to City Park. $chrickel Rollins suggests scenario 3, (attachment 13). Total development of City Park would allow the best possibilities for grant funding, due to the number of first time opportunities it provides. Lila Coley stated she thinks the Board needs to do whatever is necessary to secure a grant for City Park, and the Board should make that recommendation to the City Council. Alan stated the Board needs to get the Council to commit to doing the complete project at City Park. He recommended coming up with a reconunendation at the next Board meeting and going to the City Council with that recommendation. NO ACTION TAIEN 8. DISCUSSION OF STRATEGIES TO BE UTILIZED WHEN PARI: lAND IS ACQUIRED Alan Linford presented a Hypothetical Park Land Development plan (Attachment 14) for the timely development of land acquired in the future. He recommends developing a basic soccer faCility with baseball overflow on the fields. He outlined the steps to develop the site over a period of time. There is not enough to do it all at once, however, it can be laid out for future development. He stated the Board needs to be in a position to move forward when the Council announces land has been purchased; the Board needs to be prepared. Mike Billings stated he thinks it is a good plan, the City needs the additional soccer fields. Mike Billings stated any time you plan ahead, it is a good idea. Gail Mills questioned where the money is going to come from. Alan stated it could be built into next year's budget. Lila questioned if Alan visualized the park to include soccer only. Alan stated it includes soccer/baseball facilities, a trail system and play area. Alan stated the Board has to take a proactive position. CHERYL LIVINGSTON ~E A MOTION TO APPROVE THE PLAN AND GO FORWARD WITH IT WHEN THE LAHD ACQUISITION IS ANNOUNCED. MIKE BILLINGS SECONDED THE MOTION WHICH CARRIED BY A UNANltD.JS VOTE. Parks and Recreation Board Minutes of Regular Meeting March 25, 1991 Page 8... 9. ELECTION OF OFFICERS GAIL MILLS NOMINATED ALAN LINFORD FOR CHAIRMAN. CHERYL LIVINGSTON SECONDED THE MOTION WHICH CARRIED BY A UNANIMOUS VOTE. LILA COLEY NOMINATED GAIL MILLS FOR VICE CHAIRMAN. CHERYL SECONDED THE MOTION WHICH CARRIED BY A UNANIMOUS VOTE. LILA COLEY NOMINATED CHERYL LIVINGSTON FOR SECRETARY. GAIL SECONDED THE MOTION WHICH CARRIED BY A UNANIMOUS VOTE. The Secretary's role will be to go over the minutes after they are prepared by the staff, and to take the minutes in the absence of a staff person. 10. DISCUSSION AND CONSIDERATION OF UPDATING AARP AGREEMENT MIKE Billings HADE A MOTION TO APPROVE THE AGREEMENT AS PRESENTED. MIKE SHELTON SECONDED THE MOTION WHICH CARRIED BY A UNANIMOUS VOTE. 11. DISCUSSION AND CONSIDERATION OF A FACILITIES USE POLICY TABLED FOR FURTHER STUDY 12. DISCUSSION AND CONSIDERATION OF A CREATIVE PLAYGROUND David Fain recommended going with the Creative Playground concept, uti 1 i zi ng meta 1 swi ngs rather than wood. He recommended incorporating the playground into the City Park plans. Gail Mills stated she is concerned about the overall concept being wood. She said the Board had made a conscious decision not to use wood at Sparger because of the problems of splintering and splitting of wood products. She expressed concerns about the Creative Playground being the current rage. She stated she does not want to be a part of that rage, and find out farther down the line that it was a bad decision. Alan said the key is to find out where Leather's systems have been in place for eight to ten years and for Board members to examine those playgrounds before proceeding with the project. He explained the plan would draw a lot of attention and community spirit to City Park, which will be needed to help with the Bond Election vote. NO ACTION TAKEN Parks and .Recreation Board Minutes of Regular Meeting March 25, 1991 Page 9... 13. DISCUSSION AND CONSIDERATION OF WATER SHED MANAGEMENT Alan Linford suggested the Board pass a Resolution and forward to the City Council recommending to allow no filling in the flood plain areas until the City drainage study is complete and a Water Shed Management Ordinance is in place. David stated he needs input and ideas to incorporate into an ordinance. He will tackle the writing on his own, utilizing samples of ordinances from other cities. Alan stated the Board would pass a resolution and take it to the Council requesting that they pass a resolution. He will draft one for the next Board meeting. NO ACTION TAKEN 14. UPDATE ON WEBB HOUSE TABLED DUE TO LATE HOUR 15. DISCUSSION OF PARK ORDINANCES TABLED DUE TO LATE HOUR 16. REPORTS A. Parks and Recreation reports presented in agenda packet (Attachment #5) NO OTHER REPORTS GIVEN DUE TO LATE HOUR 17. ADJOURN CHERYL LIVIHGSTON MADE A MOTIOH TO ADJOURN THE MEETIHG AT 11:45 P.M. LILA COLEY SECONDED THE MOTION WHICH CARRIED BY A UNANIMOUS VOTE. RESPECTFULLY SUBMITTED: .,6nL)/iLn-/c:<1.0r'fi~~ Sharon L. Curry. Recreati on upervi sor APPROVED: David