Min - Parks and Recreation Board - 1993 - 06/15 - RegularMINUTES
PARKS AND RECREATION BOARD
SPECIAL CALLED MEETING
JUNE 15. 1993 - 7:30 P.M.
Tom Clark, Chairman
Lonnie Thomas, Vice -Chairman
Jim Waldbauer, Secretary
Ray Galloway
Ross Obermeyer
MEMBERS ABSENT
Frank Maitland
Denise Lebowitz
Ron Hobbs, Architect
STAFF PRESENT
Rhoda Savage, Director of Parks and Recreation
Sue Witkowski, Secretary
I. CALL TO ORDER
The meeting was called to order at 7:40 p.m., by Chairman, Tom Clark.
IL ITEMS OF INFORMATION
A. Citizens Comments
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C PARKS AND RECREATION BOARD MEETING
L JUNE 15, 1993
There were no citizens wishing to speak to the Board.
B. Summer Recreation Programs (Update)
Rhoda provided the Board with a brief background on the revenue
projects for the FY1992-93 Budget year, and reported that those
revenues should exceed the projection. She also provided the Board
with a "revenue collected" report that shows the number of participants
in each summer program as well as the funds collected for summer
programs only. She reported that we currently have a total of 875
children enrolled in our summer programs, and have collected at total
of $40,489.
C. Receive Copy of Report to ASA Executive Board
Rhoda referred the Board members to the packets they received in the
mail and indicated that the report from the City was presented to the
ASA Executive Board by herself on Monday, June 7. She said the
Board was most receptive and that she will return to their July
Executive Board meeting to answer questions they may have regarding
the information received. Several Board members questioned whether
it would be an open meeting where they could attend. Rhoda indicated
she would find out and let them know.
D. Distribute Copy of Proposed FY1993/94 Budget
Rhoda provided all Board members with a copy of the "summary"
portion of her proposed FY1993/94 budget for the Parks and
Recreation Department. This budget is a preliminary product and will
receive review by the City Manager as well as City Council prior to
being adopted. This was an information only item, and the Board will
be advised of a final budget once that is in place.
III. ITEMS REQUIRING BOARD ACTION
A. Approve process for soliciting Public Input Regarding Program
Development of Park Facilities
Mr. Ron Hobbs, Architect, came before the Board to make a
preliminary presentation regarding the public input process of
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
There were no citizens wishing to speak to the Board.
B. Summer Recreation Programs (Update)
Rhoda provided the Board with a brief background on the revenue
projects for the FY1992-93 Budget year, and reported that those
revenues should exceed the projection. She also provided the Board
with a 'revenue collected" report that shows the number of participants
in each summer program as well as the funds collected for summer
programs only. She reported that we currently have a total of 875
children enrolled in our summer programs, and have collected at total
of $40,489.
C. Receive Copy of Report to ASA Executive Board
Rhoda referred the Board members to the packets they received in the
mail and indicated that the report from the City was presented to the
ASA Executive Board by herself on Monday, June 7. She said the
Board was most receptive and that she will return to their July
Executive Board meeting to answer questions they may have regarding
the information received. Several Board members questioned whether
it would be an open meeting where they could attend. Rhoda indicated
she would find out and let them know.
D Distribute Copy of Proposed FY1993/94 Budget
Rhoda provided all Board members with a copy of the "summary"
portion of her proposed FY 1993/94 budget for the Parks and
Recreation Department. This budget is a preliminary product and will
receive review by the City Manager as well as City Council prior to
being adopted. This was an information only item, and the Board will
be advised of a final budget once that is in place.
in. ITEMS REQUIRING BOARD ACTION
A. Approve process for soliciting Public Input Regarding Program
Development of Park Facilities
Mr Ron Hobbs, Architect, came before the Board to make a
preliminary presentation regarding the public input process of
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PARKS AND RECREATION BOARD MEETING
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developing a plan to program the facilities. Mr. Hobbs indicated that
in his experience, the more public input available, the more successful
and usable the facility. The following draft of the public input process
was provided to the Board Members:
PUBLIC INPUT PROCESS
PROPOSED FOR PROGRAMMING
PARK FACILITIES
Develop an Instrument (Survey) for Collecting Citizen
Input
2. Identify Groups to be Surveyed
A. ASA Executive Board
B. Senior Citizens Executive Board
C. Community Education Advisory Council
D. City Staff
E. Various Boards and Commissions
1. Parks and Recreation Board
2. Planning and Zoning Commission
3. Library Board
4. Allen Board of Adjustment
5. Allen Sign Control Board
6. Development Impact Advisory Committee
F Special Needs Groups (Parents of Exceptional
People, Linking Hands)
G. Local Businesses via Allen Chamber of
Commerce
H. General Public via Media Coverage (Newspaper
�+ Ads, Cable Network, Etc).
3. Meet with Various groups to Distribute Surveys and
Explain Process (4 weeks)
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
4. Collect Data and Analyze the Survey Results (2 weeks)
5. Conduct Workshop with Parks and Recreation Board to
Finalize Public Input Process for Programming the
Facilities
6. Report Findings
7. Select Site
8.
Prepare Schematic Design of Facilities Based on Set
Program (to be approved by Council)
9.
Develop the Park Master Plan (to be approved by
Council)
10.
Develop Design Details for Bid Purposes (to be approved
by Council)
11.
Advertise and Award Bid for Construction (to be
approved by Council)
12.
Begin Construction
13. Complete Project
Following a brief discussion, it was determined that items /1146 would
be presented to Council for their approval of the process, the remaining
issues would be treated as part of the schedule for completion. The
Board was also provided with the following draft of the survey to be
provided to the above mentioned groups for input:
QUESTIONNAIRE - ALLEN RECREATION CENTER
Age:
Marital Status: Married/Single
9
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
Number of Children:
I
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PARKS AND RECREATION BOARD MEETING
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What activities do you participate in, with what frequency:
ACTIVITY:
HOW OFTEN:
Arts and Crafts
per Week, Month, or Year
(Circle One)
Dance Lessons
per Week, Month, or Year
(Circle One)
Aerobics/Exercise
per Week, Month, or Year
(Circle One)
Games (Ping Pong, Air Hockey, Pool)
per Week, Month, or Year
(Circle One)
Weight Training
per Week, Month, or Year
(Circle One)
Basketball
per Week, Month, or Year
(Circle One)
Volleyball
per Week, Month, or Year
(Circle One)
Social Gatherings (parties, family picnics,
per Week, Month, or Year
reunions, etc.)
(Circle One)
Business Meetings
per Week, Month, or Year
(Circle One)
Other:
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
0
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PARKS AND RECREATION BOARD MEETING
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2. What activates do your children participate in, with what frequency:
ACTIVITY:
HOW OFTEN:
Arts and Crafts
per Week, Month, or Year
(Circle One)
Dance Lessons
per Week, Month, or Year
(Circle One)
Aerobics/Exercise
per Week, Month, or Year
(Circle One)
Games (Ping Pong, Air Hockey, Pool)
per Week, Month, or Year
(Circle One)
Weight Training
per Week, Month, or Year
(Circle One)
Basketball
per Week, Month, or Year
(Circle One)
Volleyball
per Week, Month, or Year
(Circle One)
Social Gatherings (parties, family picnics,
per Week, Month, or Year
reunions, etc.)
(Circle One)
Business Meetings
per Week, Month, or Year
(Circle One)
Other:
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
I
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
3. What activities would you participate in if offered in the Allen Recreation Center with
what frequency:
ACTIVITY:
HOW OFTEN:
Arts and Crafts
per Week, Month, or Year
(Circle One)
Dance Lessons
per Week, Month, or Year
(Circle One)
Aerobics/Exercise
per Week, Month, or Year
(Circle One)
Games (Ping Pong, Air Hockey, Pool)
per Week, Month, or Year
(Circle One)
Weight Training
per Week, Month, or Year
(Circle One)
Basketball
per Week, Month, or Year
(Circle One)
Volleyball
per Week, Month, or Year
(Circle One)
Social Gatherings (parties, family picnics,
per Week, Month, or Year
reunions, etc.)
(Circle One)
Business Meetings
per Week, Month, or Year
(Circle One)
Other:
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
I
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
What would you like to see offered in the new recreation center: (rate 1-5 top
priorities and how often would you participate - #1 being most important.)
ACTIVITY:
HOW OFTEN:
Arts and Crafts
per Week, Month, or Year
(Circle One)
Dance Lessons
per Week, Month, or Year
(Circle One)
Aerobics/Exercise
per Week, Month, or Year
(Circle One)
Games (Ping Pong, Air Hockey, Pool)
per Week, Month, or Year
(Circle One)
Weight Training
per Week, Month, or Year
(Circle One)
Basketball
per Week, Month, or Year
(Circle One)
Volleyball
per Week, Month, or Year
(Circle One)
Social Gatherings (parties, family picnics,
per Week, Month, or Year
reunions, etc.)
(Circle One)
Business Meetings
per Week, Month, or Year
(Circle One)
Other:
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
per Week, Month, or Year
(Circle One)
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
Following a brief discussion regarding the above questionnaire, it was
determined that the last page of the questionnaire should be adjusted to
reflect a prioritizing (1-3) process rather than the frequency process
presented. It was also determined that these questionnaires should be
mailed to the respective board and commission members prior to the
meeting presentation by a subcommittee member or staff.
Mr. Hobbs also provided the Board members with a form to be used to
analyze each room of the facility regarding its potential usage.
Ross Obermeyer reported that the Community Education Advisory
Council has 2,000 responses from youth of Allen ages 12 to 17 years.
He felt certain that the information could be very valuable to the
process regarding the recreation center. He also indicated that it had
been discussed to have an ad-hoc teenage member to the subcommittee
to offer input on a regular basis.
Lonnie Thomas indicated that he or Ross would be glad to provide the
Parks and Recreation Board with a report of the committee activities.
It was decided that it would be a very effective vehicle for keeping
everyone informed of the progress being made.
MOTION: Jim Waldbauer moved to recommend the Public Input
Process, Items #146 to the Allen City Council for
adoption. Ross Seconded, and the Motion carried 5 for,
0 against.
B. Review and Recommend Bid Award Regarding Sidewalk and
Playground Installation at Country Meadows Park
This item was tabled until the next meeting of the Parks and Recreation
Board.
C. Approve Rules to be Posted at City Parks
Rhoda provided the following information to Board members regarding
the proposed rules: there are numerous park rules included in the
Allen Code of Ordinances. Recently, the Parks and Recreation Board
was given authority to determine appropriate use of park facilities.
Staff has been overwhelmed with specific requests for rules to be
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
established and we have received some requests to post rules already in
existence. These requests came mostly from tennis players who were
upset about the use of tennis courts for roller blade hockey. However,
the Allen Police have requested park rules including curfew hours be
posted to discourage use of parks outside normal operating hours.
They feel this may help discourage crime.
A copy of the rules recommended for posting is as follows:
PARK RULES AS PER
ORDINANCE #1152-1-93
Park Hours 5 a.m. - 11 p.m.
Pets must be kept on a leash.
Motorized vehicles are prohibited beyond parking lot.
Vehicles in park after curfew hours will be towed at owners expense.
A person cannot carry or discharge firearms, bows and arrows, sling
shots, or hit golf balls.
Alcoholic beverages cannot be carried into or consumed in the park.
There is no swimming in lakes, creeks and ponds.
Please help keep your parks clean and safe.
Staff recommends the Parks and Recreation Board approve the rules for
inclusion in the Allen Code of Ordinances. Staff also requests Parks and
Recreation Board approval in posting rules at City park facilities.
MOTION: Ross Obermeyer moved to approve the posting of the rules at
City park facilities. Lonnie Thomas seconded, and the motion
carried 5 for, 0 against.
Rhoda provided the following information for discussion regarding proposed
signage at the City of Allen Tennis Courts, both at Reed Park and Ford Park:
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
TENNIS COURT RULES
Due to the type of surface on these courts, any use other than for the
game of tennis must be approved by the Parks and Recreation
Department (727-0140).
Other sports may be played on concrete slabs located at Ford Park.
Thank you for your cooperation.
Following a lengthy discussion by Board members, it was determined that the
roller blading activity was damaging the surface of Ford tennis courts as well
as preventing them being used by the residents wishing to play tennis.
Following a discussion of how best to make a "win-win" situation for all
residents, it was decided that both tennis players and roller bladders would be
invited to the next Parks and Recreation Board meeting. Flyers would be
made available at the tennis courts, signs posted, an advertisement would be
placed in the Allen American, as well as the cable access channel on
television, notifying residents of the meeting.
D Review 1985 Bond Program, Set Priorities and Recommend Projects for the
1994 Capital Improvements Program
Rhoda passed out the following information to the Board members regarding
the Capital Improvements Program:
1985 Bonds Approved
Total: $5,725,000
Acquisition: $2,825,000 + $1,875,000 Grants
Development: $2,988,175
Projects Funded:
Acquisition 1. Community Park (50 Acres) $875,000 Bond
(Tycher) $875,000 Grant
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
2.
Neighborhood Park (10 Acres)
$250,000 Bond
$ 1,750,000
(Story)
$ 6,500,000
3.
Community Park (50 Acres)
$1,000,000 Bond
(Uta)
$1,000,000 Grant
4.
Neighborhood Park (20 Acres)
$700,000 Bond
Development 1.
Ford Park (50 Acres)
$700,000 Bond
2.
Recreation Center
$1,500,000 Bond
3.
Neighborhood Parks
a. 10 Acres
$250,225 Bond
b. 10 Acres
$262,725 Bond
C. 10 Acres
$275,225 Bond
I
PROPOSED PROJECTS
Acquisition Community Park (Twin Creeks)
$ 1,750,000
Development Linear Greenbelt Park Development
$ 6,500,000
Community Park (50 Acres)
$ 1,000,000
(Utal) 1985 Bond Purchase
Community Park (50 Acres)
$ 1,500,000
(Twin Creeks)
Community Park (50 Acres)
$ 1,500,000
(Tycher) 1985 Bond Purchase
Community Park (50 Acres)
$ 1,500,000
(Special Use Facility)
0
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
1985 BOND FUND STATUS
Following a brief overview of the information provided, it was
suggested that a special workshop be set up to work on the above
information. It was determined that a date would be set at the next
Parks and Recreation Board meeting and possibly appoint a
subcommittee to work with staff.
E. Approve Minutes from April 12, 1993, Regular Called Meeting and
May 3, 1993, Special Called Meeting
MOTION: Lonnie Thomas moved to approve the minutes as
presented. Ross Obermeyer seconded, and the Motion
carried 5 for, 0 against.
f
EXPENDITURE
ACQUISIT
BONDS
BONDS
S
PROJECT
SOLD
UNSOLD
(AUTHORIZED/
BAL
COMPLETE)
1.
75,000
875,000
0
2.
50,000
0
250,000
3.
!700,000
1,000,000
0
1,000,000
4.
700,000
EXPENDITURE
DEV.
BONDS
BONDS
S
BALANC
PROJECT
SOLD
UNSOLD
(AUTHORIZED/
E
COMPLETE)
1.
700,000
700,000
2.
1,200,00
1,200,000
0
3.
788,175
200,000
788,175
200,000
Following a brief overview of the information provided, it was
suggested that a special workshop be set up to work on the above
information. It was determined that a date would be set at the next
Parks and Recreation Board meeting and possibly appoint a
subcommittee to work with staff.
E. Approve Minutes from April 12, 1993, Regular Called Meeting and
May 3, 1993, Special Called Meeting
MOTION: Lonnie Thomas moved to approve the minutes as
presented. Ross Obermeyer seconded, and the Motion
carried 5 for, 0 against.
f
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PARKS AND RECREATION BOARD MEETING
JUNE 15, 1993
IV. ADJOURN
There being no further business the meeting was adjourned at 9:15 p.m.
These minutes read and approved this 13th day of July, 1993.
Tom Clark, Chairman Jii Waldbauer, Secretary