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HomeMy WebLinkAboutMin - Parks and Recreation Board - 1991 - 01/14 - RegularE MINUTES PARKS AND RECREATION BOARD REGULAR CALLED MEETING JANUARY 14, 1991 - 7:30 P.M. MEMBERS PRESENT Ray Galloway, Chairman Richard Saunders Mary Widdowson-Martin David Clark, Secretary MEMBERS ABSENT Tom Clark Jim Waldbauer Gordon McIntire STAFF PRESENT Rhoda L. Savage, Director Jim Gates, Foreman Ed Voss, Program Coordinator Sandy McGowan, Special Activities Coordinator Sue Witkowski, Secretary I. CALL TO ORDER Chairman, Ray Galloway called the meeting to order at 7:40 p.m. II. APPROVAL OF MINUTES Regular Meeting, December 10, 1990 MOTION: Richard Saunders moved to accept the minutes from December 10, 1990, as presented. Mary Widdowson- Martin seconded and the motion carried, 4 for, 0 against. A. Allen Special Use Facility Director Rhoda Savage reported that closing on the Texin's Property in Allen had taken place on December 21, 1990. The City actually took possession of the property on Friday, PAGE 2 MINUTES -PARKS AND RECREATION BOARD JANUARY 14, 1991 January 11, 1991. The delayed possession was attributed to the fact that there were tenants in residence on the property who were out of the country. She reported that the City has asked for a second extension on the grant for improvements to the property (this would be a 50% matching grant used for development) . At this time the City is acting under the assumption that the extension will be granted and is moving ahead with the writing of the RFP soliciting architectural and design consultants to submit proposals for the property. Once the plans and specifications are selected by the City, they must be submitted to Texas Parks and Wildlife for approval. This total process (including review and verification of handicap accessibility) will take approximately 2.5-3 months. The City hopes to have completed the development phase of this project by February, 1992. The ballfields on this piece of property will not be used this year as approximately 1/3 of the soil in the outfield had to be removed and the turf will need to be restored. The tenant who has been residing on the property has requested to be allowed to stay on the property. In exchange for his residence, he and his wife have offered to provide Li security and general maintenance of the property. Utilities would be paid by the City. This option is to be reviewed by City Council at their meeting this Thursday evening (January 17, 1991). Rhoda indicated that a schedule regarding the Special Use Facility is in the stages of being developed at present and will be forwarded to Board members when complete. It was requested that the policy for naming City facilities be forwarded to the Board members for their review. B. Overview of January 10 Public Meeting with Athletic Field Users Rhoda Savage directed the Board to examine the letter to Athletic Field Patrons included in their Agenda Packets. She reported that approximately 13-14 people attended the meeting and that the overall tone of the meeting was one of positive input and offers of support from various groups and individuals. She reported that Jim Gates, Foreman and Ed �* Voss, Program Coordinator spoke before the group along with Ray Galloway, Park Board Chairman and Tom Clark, Park Board Vice -Chairman. The emphasis of the meeting was informing those in attendance of the Departmental responsibilities, goals, budget and hopes for the future, along with input from those in attendance (both verbal and written). PAGE 3 MINUTES - PARKS AND RECREATION BOARD JANUARY 14, 1991 It was reported to the group that Ford #3 would be put on rotation and not used this year. This will take a great deal of cooperation on the part of everyone involved. Jupiter will be used as an alternate site. Overall, Rhoda felt the meeting had gone very well and that it might be wise to consider doing something similar at least twice a year. C. Introduce 1991 Park and Recreation Department Work Program Sandy McGowan, Special Activities Coordinator for the City of Allen presented her Calendar for 1991. She briefly reviewed with the Board her duties and responsibilities for the upcoming year, including work with the Senior Citizens, opening of Ford Pool, design of the Learn -to -Swim Program, support of the COAST Swim Team and Allen Country Fair. Sandy reported that a new goal this year would to become involved in the annual Christmas Parade in Allen. She reported that she will be working with the Allen Jaycees and the Allen Chamber of Commerce and that a night parade is being considered. She indicated the possibility of having a Santa booth downtown after the parade and that the lighting of the Christmas tree would be held the same evening. She indicated that she will keep the Board informed of her progress on this endeavor. Jim Gates, Foreman for the Parks and Recreation Maintenance Department presented the Board with his Ground and Turf Maintenance Calendar for 1991 along with his Projects and Repairs Schedule for Winter, 90-91. Jim reported on the top - dressing efforts being made this winter on all athletic fields and his plans for aeration and fertilization of those facilities. Jim also emphasized his plans for the treatment of fire ants, pruning of shrubs, planting of seasonal flower beds, continued maintenance of all irrigation systems, maintenance and repair of all equipment, preparation of fields for all athletic programs, along with two different options for the renovation of Ford #3 soccer fields. He reported that the investment into sandy loam, clay and sand for the top - dressing of athletic fields will go a long way in providing better fields conditions. Jim also reported that this year the department would be using a product named "Logic" as a means of controlling fire ants. Ed Voss, Program Coordinator for the City of Allen also presented his 1991 Adult Athletics Calendar to the Board for review. Ed reviewed several dates that are the highlights of his athletic coordination, the first being February 15-17 when Allen will host the TAAF (Texas Amateur Athletic Federation) Region VII Men's Open Basketball Tournament. The City is PAGE 4 MINUTES -PARKS AND RECREATION BOARD JANUARY 14, 1991 expecting 24 teams from area cities to come to Allen for participation in this tournament. February 25 will mark the season beginning for adult volleyball leagues. This is a new starting date for the spring, which has coincided with softball playing dates in the past. March 11, league play begins for adult softball season. League play for both programs will conclude on or before Saturday, May 18. June 10 marks the beginning of league play for Summer Adult Basketball. The season will conclude on or before Friday, August 9, 1991. August 12 will be the beginning of Fail Adult Softball leagues at Ford Park. September 16 begins the Fall Adult Volleyball League. September 21 has been proposed for the second annual bike tour in Allen. Ed also provided the Board with Projected Starting/Ending Dates for City -Supported Users of Athletic Facilities. IV. REVIEW ALLEN CEMETERY BIDS Rhoda presented the Board with a the following information on the renovation of the Allen Cemetery: On September 20, 1990, the City Council authorized staff to contract the services of Blaney Meadows Landscape to create a bid package for renovating the Allen City Cemetery. They also authorized staff to locate a source of revenue for the project and to solicit bids on the approved work. At their following meeting on October 18, 1990, staff was authorized to use park interest earned funds to complete the recommended improvements. Bids were opened on December 3, 1990. Due to a discrepancy in the bids, all bids were rejected and staff authorized to rebid the project. Three bids were received and opened on January 7, 1990. Consequently, names of references were solicited from Fogus and contacted for verification of their work history and quality of services. Fogus' work history and acceptable quality of work were confirmed by all businesses contacted. The amount available for use on this project is $10,198 from the Cemetery Association plus $39,306 of park interest earned money. Thus $49,504 has been ear -marked for this project. Minus the $2,400 consultant fee, there is a balance remaining of $47,104 for the cemetery renovation. This project will actually cost the City $45,386 which is $1,718 less than projected. A final budget has been included as follows: PAGE 5 MINUTES - PARKS AND RECREATION BOARD JANUARY 14, 1991 BASE BIB FOCUS CONST COMPANY 7.6$ CONTINGENCY CONSULTANT FAA Item 1 2,250 225 Item 2 1,185 119 Item 3 10,185 1,019 Item 4 15,8551 1,586 Sub -Total 29,415 2,949 Alternate 1 3,185 318 Alternate 2 4,780 478 Alternate 3 1,185 118 Alternate 4 2 635 263 Sub -Total 11 785 1,177 TOTALS 41,260 4,126 TOTAL $45,386 Consultant Fee 2,400 TOTALS: 41,260 4,126 2,400 BUDGET TOTAL $ 47,786 Staff and the Development Subcommittee recommend that Fogus Construction Company be awarded the bid for renovating the Allen City Cemetery. The contract should be for the completion of all base bid items plus Alternates #1, #2, #3, and #4. A total contract cost would thus be set at $45,386, including a contingency of 10%. MOTION: Mary Widdowson-Martin moved to recommend Fogus Construction Company be awarded the bid for the PAGE 6 i MINUTES - PARKS AND RECREATION BOARD t JANUARY 14, 1991 renovation of the City of Allen Cemetery. David Clark seconded and the Motion carried 4 for, 0 against. V. OTHER BUSINESS Richard Saunders expressed his concern over the naming of the bike tour in Allen. He felt that the name should reflect Allen and therefore proposed a motion be made re -naming the tour the "Blackland Prairie Classic". Because the item required action and was not an agenda item, the motion could not be acted upon. Therefore, there was no board action on the re -naming of the bike tour. VI. ADJOURN There being no further business the meeting was adjourned at 9 P.M. These minutes read and approved this 11Idyebruary, 1991. Ray G29bway, Chaff• vid ClArk, cretary