Min - Parks and Recreation Board - 1993 - 01/11 - RegularMINUTES
PARKS AND RECREATION BOARD
REGULAR CALLED MEETING
JANUARY 11. 1993 - 7:30 P.M.
MEMBERS PRESENT
Jim Waldbauer, Secretary
Lonnie Thomas, Vice -Chairman
Ray Galloway
Ross Obermeyer
Debbie Chappell
Gordon McIntyre
MEMBERS ABSENT
{ Tom Clark, Chairman
Burton Black, ASA Soccer Commissioner
Maureen Kalinski
STAFF PRESENT
Rhoda Savage, Director of Parks and Recreation
Sue Witkowski, Secretary
Jim Gates, Foreman
Larry Kirk, Program Coordinator
Sandy McGowan, Special Activities Coordinator
I. CALL TO ORDER
The meeting was called to order at 7:35 p.m., by Vice- Chairman, Lonnie
Thomas.
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MINUTES -PARKS AND RECREATION BOARD
JANUARY 11, 1993
II. APPROVAL OF MEAnE,S - SPECIAL CALLED MEETING,
DECEMBER 2. 1992
MOTION: Ross Obermeyer moved to accept the minutes from December 2,
1992, as presented. Gordon McIntyre seconded and the motion
carried 6 for, 0 against.
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Rhoda Savage introduced Mr. John Garcia of the Allen Planning and Zoning
Commission to the Parks and Recreation Board and invited Mr. Garcia to
present an over -view of his role and the role of the Planning and Zoning
Commission.
Mr. Garcia began by outlining the tools he and the Commission use to
determine the best and highest use of land in Allen. Some of those tools are
the following:
Comprehensive Plan
Thoroughfare Plan
Subdivision Ordinance
Comprehensive Zoning Ordinance
Following a brief discussion of each of the above, Mr. Garcia reviewed his
role on the Capital Improvement Impact Committee and along with the history
of that Committee.
In terms of better communication between the Boards and Commissions, Mr.
Garcia felt the Mayor's meeting with the Boards late last year was an effective
tool with which to improve communication between groups serving the City of
Allen. He also told the Board he felt strongly that the proposed Arvida
development in West Allen would be a good test of communication skills.
He also indicated that he would need written input from the Park Board on
their decisions regarding west Allen development. Lonnie Thomas and Jim
Waldbauer indicated that they were in communication with the Board
regarding the workshop meetings they were attending with Planning and
Zoning.
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MINUTES - PARKS AND RECREATION BOARD
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The Board thanked Mr. Garcia for his time and for coming to the meeting.
The Board felt the information presented was extremely helpful and
informative.
IV. PRESENT 1993 STAFF GOALS
Rhoda introduced her key division leaders and invited them to present their
Goals and basic calendars for the 1993 calendar year.
Sandy McGowan - (Special Activities Coordinator) reported on her current
assignments and indicated ideas for new programming to be considered this
coming year. Those new programs involve the year round school children, as
well as special needs children in Allen.
Jim Gates - (Parks Maintenance Foreman) reported on his calendar for 1993
and provided the Board members with a copy of same. Jim also outlined his
responsibilities as well as goals for the upcoming year:
1. To provide for the City of Allen, its residents, and visitors public use
facilities which are safe, well equipped and well maintained.
2. To provide for the City of Allen, its residents and visitors, green belts,
medians, right of ways, residential entry ways, and City easements
which are pleasant to the eye.
3. Continue to cooperate with other City departments to accomplish their
individual goals, and City goals as wet forth in their respective mission
statements.
4. Continue to cooperate with civic organizations in the furtherance of
their programs and activities whose end results benefit the citizens of
Allen and its visitors.
5. To fulfil the aforementioned goals using existing equipment, the
creative resourceful efforts of current staff, and budget guidelines.
Larry Kirk - (Program Coordinator) reported on his current responsibilities as
■■iiii��t/l�l well as outlined new programming for the coming year. New programming
will include Baseball Camp by Denny Dixon and Soccer Camp by the
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MINUTES - PARKS AND RECREATION BOARD
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Sidekicks to be offered during the "Spring Break' period of the school year.
The City will be offering an Adult Flag Football program this year, along with
a Youth Volleyball Camp and one more week added to the Basketball Camp.
Larry also reported that the NYSA (National Youth Sports Association)
certification program would be ongoing and that other clinicians would soon be
trained to operate the certification clinics.
V. REPORT FROM SUBCOMMITTEE REGARDING JANUARY 7
WORKSHOP WITH TWIN CREEKS DEVELOPMENT GROUP
Lonnie Thomas reported that at the first meeting, he sensed the public interest
in this development to be very high. He also reported that the preservation of
Rowlett Creek was the major issue and that it was a very informative meeting.
Jim Waldbauer reported that the second meeting mainly centered around the
land use issues (golf course, park/school land, compatibility with creeks, high
density vs low density, industrial zoning).
Rhoda suggested that the Board have a Special Called Meeting on January 25,
1993, at 6:30 p.m. at which time Tom Keener with the Community
Development Department will be on hand to discuss with the Park Board the
issues of park land in the Arvida Twin Creeks Development.
VI. CONSIDER AND APPROVE PROPOSAL BY ASA (ALLFN SPORTS
ASSOCIATION) TO SELL CONCESSIONS DURING 1993 ATHLETIC
SEASO
Gordon McIntyre excused himself from the discussion since he is on the
Executive Board of the ASA.
Rhoda Savage presented a brief background on the concession contract for
Ford Park that has experienced a history of concessionaires who do not pay
the City, and do not provide an adequate level of service. She reported that
the ASA had provided an excellent history of service during its tenure as
concessionaire for two years. Rhoda visited with the Board briefly regarding
possible contract negotiations (no fee during adult athletics, and $100/month
during ASA sports). Following a brief discussion by the Board as to whether
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MINUTES - PARKS AND RECREATION BOARD
JANUARY 11, 1993
the $100/month would help the City recoup the expenses, the following
Motion was made:
MOTION: Jim Waldbauer moved to authorize staff to enter into contract
negotiations with the Allen Sports Association for concession
rights at Ford Park. The motion carried 4 for, 0 against.
VII. CONSIDER AND RECOMMEND ACTION TO BE TAKEN
REGARDING BETHANY LAKES CLUBHOUSE RENOVATION
Rhoda provided a brief background on the clubhouse at Bethany Lakes Park
and the budget of $10,000 for renovations to that facility. She presented a
possible plan to the Board that would involve the ASA investing $7,500 of
their funds into the renovation of the clubhouse at Bethany Lakes and in
return, be allowed to house their offices in that facility, as well as store their
equipment there.
Concern was expressed by the Board that there may be other groups in town
who need facilities to use and that the Board may not be aware of them.
Rhoda indicated that a feasibility study would be done regarding the number of
people allowable in the facility, night time use by outside groups, etc.
Concern was expressed over the cost of parking lot upgrades to meet the high
traffic demands of the ASA offices. Other concerns expressed involved the
expenditure of funds into a facility that may be outdated by the primary
structure at the same facility within the future.
Rhoda indicated that she would get back with the Board on this matter, and
meanwhile would ask the architect selected for the primary structure and
recreation center to do a cost estimate on renovations.
VIII. UPDATE ON SELECTING AN ARCHITECT FOR BETHANY
LAKES/ALLEN RECREATION CENTER
Rhoda reported that the Council and Services Subcommittee has requested staff
to narrow the architect firms to three. When that has been completed,
interviews will be set up with those three firms and the Services Subcommittee
has requested two Parks and Recreation Board members serve on a committee
to conduct the evening interviews.
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Deby Chappell volunteered along with Lonnie Thomas. Ross Obermeyer
volunteered to be an committee-altemate, should one be needed. Deby
Chappell indicated she had a check list for interviewing architects that might
prove helpful and that she would be mailing copies to Lonnie Thomas and
Rhoda Savage.
DI. GUEST INTRODUCTION
Rhoda introduced Maureen Kalinski to the Parks and Recreation Board and
indicated that Maureen along with Mr. T.I. Smith had volunteered to help the
Parks and Recreation Board members work through some team building and
strategic planning workshops at no charge to the City. It was determined,
based on input by the Board members, that the workshops would be conducted
in two one -day sessions, with the first being a role clarification process and the
second being a team building (strategic planning) session.
�.9 X. SET DATE FOR TEAM BUILDING WORKSHOP
XI.
It was determined that the first session of team training would be held on
January 23, 1993 from 9 a.m. until 3 p.m. (6 hours), in the Allen Public
Library Meeting Room if it is available. Rhoda will do an agenda and mail to
each Board member.
Burton Black, Commissioner of the ASA Soccer program introduced himself
to the Board and took the opportunity to express concern over the lack of
lighted soccer fields available to the ASA for games. He indicated that if any
of the lights left over from renovations to Hillside and Jupiter were in usable
condition, they might be used to light McDermott soccer fields.
Following a brief discussion among the Parks Board members, it was
determined that a needs study could be performed by staff indicating amount
of money that might be available if any to light McDermott soccer fields.
XH. ADJOURN
There being no further business the meeting was adjourned at 9:55
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These minutes read and approved [his 00th day of February, 1993.
Tom Clark, Chairman
i Waldbauer, Secretary
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