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HomeMy WebLinkAboutMin - Parks and Recreation Board - 1991 - 11/11 - RegularMINUTES PARES AND RECREATION BOARD REGULAR CALLED MEETING NOVEMBER 11, 1991 - 7:30 P.M. MEMBERS PRESENT Ray Galloway, Chairman Tom Clark, Vice -Chairman Jim Waldbauer Lonnie Thomas Deby Chappell Gordon McIntyre MEMBERS ABSENT Mary Widdowson-Martin CITY STAFF PRESENT Rhoda L. Savage, Director of Parks & Recreation GUESTS PRRSRNT None I. CALL TO ORDER The meeting was called to order at 7:39 p.m. II. APPROVAL OF MINUTES Regular Called Meeting, October 14, 1991. MOTION: Tom Clark moved to accept the minutes from October 14, 1991, as presented. Gordon McIntyre seconded and the motion carried 6 for, 0 against. III. DIRECTOR'S REPORT A. Park Naming Contest - Status Report Director Rhoda Savage presented the Board with a list of names to be considered for the Naming of the Allen Special Use Facility: Allen Community Park Bethany Bayou Bethany Lakes PAGE 2 MINUTES - PARKS AND RECREATION BOARD NOVEMBER 11, 1991 Chain -of -Lakes Citizens Community Desert Storm Park Family Heritage Hillside Haven Homestead Morningside Park Lineage Mustang Branch Mustang Park Mustang School House Sam Barr Park Serenity Shores Spring Hollow Spring Lake Sunrise Park Tranquility Lakes 1 Tranquility Trails Tres Lagos Veterans Park The Process for naming the park established in May of this year included solicitation of nominations from the community, Parks and Recreation Board review and selection of top three names to be submitted to the Development Subcommittee, Development Subcommittee review and recommendation to City Council, and City Council vote and approval of the park name. The Parks and Recreation Board submitted three names to the Development Subcommittee. Staff was requested by the Development Subcommittee to solicit additional names due to the limited number of nominations that had been received and reviewed by the Parks and Recreation Board. The subcommittee directed staff to have the Parks and Recreation Board review the new list including any additional names and proceed with selecting their top three candidates for subcommittee review. Director Savage emphasized that although the Parks and Recreation Board has the authority as established in the City Charter to name park sites, we had opted to include the Council in the naming of the Allen Special Use Facility. Therefore, it leaves it up to the discretion of the Development Subcommittee and Council to either accept or reject the Board recommendation. It is possible that the names submitted to them by Parks and Recreation Board will not be accepted by the Development Subcommittee and/or City Council. PAGE 3 MINUTES - PARKS AND RECREATION BOARD NOVEMBER 11, 1991 To determine which nomination the Parks and Recreation Board wanted to recommend they were asked to rank the top ten names number one being their favorite nomination and number ten being their least favorite. Tom Clark suggested that due to the extensive delay in finalizing the park name, that the Board undertake the process of elimination and bring forth for further consideration any/all nomination appropriate for this site. The Board accepted Tom's suggestion and unanimously decided to eliminate from further consideration every name on the list with the exception of Bethany Lakes and Morningside Park. Director Savage told the Board that their recommendation would be forwarded to the Development Subcommittee and a final recommendation taken to the Council at their November 21 meeting. B. Annual Boards and Commissions Dinner Director Savage reported to everyone the Board and Commissions Dinner was scheduled to be held December 11. An invitation would be mailed to each member indicating the exact time and location for the dinner. It was explained that this event is hosted by the City to express its appreciation of those who serve on a Board. C. Status Report - Allen Special Use Facility Director Savage reviewed three overheads with the Parks and Recreation Board reflecting the projected fee schedule for the Allen Special Use Facility vs the Actual Fees expended, the increases proposed to Phase lA and omissions from the current project construction. The approved budget for the Allen Special Use Facility, Phase I is $1.1 million. Based on the cost projections for Phase IA, once construction is complete there will be a remaining balance of $263,894. Staff has been negotiating Phase IA with the contract in an attempt to decrease the cost for infrastructure development and increase the design elements for Phase IA. Some elements planned to be included in Phase 1B will therefore be moved into Phase IA of construction. Although there are deducts to the original contract ($107,600), the change order add ins are expected to offset the deducted amount with the expenditures for IA being close to the original contract amount. PAGE 4 MINUTES -PARKS AND RECREATION BOARD NOVEMBER 11, 1991 If feasible, items to be added to Phase IA include the primary electrical, area lights, the electrical distribution, upper and middle spillways and the picnic pavilion. Although these items are planned to be included in Phase 1A, a deadline for their completion will be set after the February 1 deadline for the completion of all construction to remain eligible for grant reimbursement. An overview of the Park Master Plan projects approximately $2.5 million expenditures for construction. Because funds for developing the full Master Plan are not available, the construction has been divided into Phases. Phase 1A includes all elements required by the State and construction must be substantially completed by December 31, 1992. Our main objective for Phase 1B is to complete the primary structure. Gordon asked a question regarding the status of the clubhouse presently existing on the property. I told him that the Council wants to see a facility with an enclosed meeting area included 1 in Phase I. Consequently, either the clubhouse would need to remain and be renovated or the primary structure would need to be designed including some type of indoor meeting area. Staff feels the best approach is to demolish the old structure and build the primary structure including the desired meeting area. Rhoda Savage mentioned that if the restrooms currently existing on site are allowed to be used by the public, we must renovate at least one toilet facility to meet the requirements of the Texas Department of Licensing and Regulation regarding the United States Architectural and Transportation Barrier Compliance (i.e., handicap accessibility). During the overview of the Park Master Plan, areas that will not be addressed until additional funds become available were: OMISSIONS FROM CURRENT PROJECT CONSTRUCTION Secondary Structures $ 140,000.00 $140,000.00 Service Center $ 300 000.00 $ 440 000.00 Bethany Parking $ 106 040.00 $ 546 040.00 Service Parkin Drive and $ 15,620.00 $ 561,660.00 Picnic Stations $ 1,500.00/ea ($ 9,000.00) $ 570,660.00 PAGE 5 MINUTES - PARRS AND RECREATION BOARD NOVEMBER 11, 1991 Decks (2) $ 31,250.00 $ 601,910.00 Lower Spillway $ 30,000.00 $ 631,910.00 Small Lagoons $ 25 600.00 $ 657 510.00 Irrigation $ 175 594.00 $ 833 104.00 Utilities to Secondary Structure $ 40,830.00 $ 873,934.00 Service Center Utilities $ 46,615.00 $ 920,549.00 Lighting 15 Pole $ 4 Tree 37,500.00 $ 6,000.00 $ $ 958,049.00 964,049.00 Architect $ 85,800.00 $ 1,049,849.00 The lighting included lights along the existing walkways. Architectural fees were calculated at 10$ of construction costs. Tom Clark asked where Allen Heights was planned to be built. Director Savage reported that Allen Heights was planned to intersect what is presently known as Hillside Lane across from Park Place Drive. There is a possibility that at the request of the developer, the Planning and Zoning Commission would consider changing the location for Allen Heights to reduce the burden of the infrastructure development costs on that developer. Because the parcel of land north of the Special Use Facility is approximately 15 acres and the infrastructure development includes the installation of two six -lane bridges on Allen Heights, the profit margin for a developer may be very small. If the Planning and Zoning Commission allowed the location of Allen Heights to be changed, it would run along the south side of the existing creek and possibly cut across the most northwest corner of the Allen Special Use Facility. Under those circumstances, both six lane bridges would be eliminated along Allen Heights and the development cost to the developer of the 15 acre parcel in question would be greatly reduced. IV. CONSIDER RENEWAL OF BOARD NRPA MEMBERSHIP Rhoda Savage mentioned November was the date to renew the NRPA Board Membership. As Director, she mentioned that she was uncertain if the Board felt the membership was beneficial. If they felt it was, she felt the renewal would be worth the expense. She also mentioned that if the Boards members did not read the magazines or attend NRPA programs, they may want to discontinue their membership. PAGE 6 MINUTES - PARKS AND RECREATION BOARD NOVEMBER 11, 1991 Tom Clark indicated that if the membership dues could be applied toward technical training for department employees, he would opt not to renew. Lonnie Thomas suggested that the Board members could pay for their renewal at approximately $45 per person. Ray Galloway mentioned that one of the best reasons to be an NRPA member is to allow members to receive parks related literature. Because the Board members have no hands-on experience in the field of Parks and Recreation, he felt that being able to read about current Parks issues would be highly beneficial. Several members indicated they had not received a copy of the NRPA magazine and thus could not evaluate its merit. Deby Chappell felt the Board should renew its membership but prior to the expiration date, evaluate its benefit. MOTION: Gordon McIntyre moved to renew the 1991-92 Annual Board Membership in the National Recreation and Parks Association at a cost of $315. Tom Clark seconded and the motion carried, 6 for, 0 against. V. OPEN DISCUSSION - DEVELOPMENT OF PRASE 1B, ALLEN SPECIAL USE FACILITY Rhoda Savage reported that most of the information regarding Phase 1B had been discussed during the Director's report. Gordon asked about our previous discussion about holding a special workshop and allowing the Parks and Recreation Board to help design a construction strategy for the remainder of the project. Savage reported that we could not hold a workshop until our costs for the change order add ins were complete. Once they are completed, we will know how much money is remaining for Phase 1B. Our main desire is to build the primary structure in Phase 1B. Lonnie reminded the members that he felt the Parks and Recreation Board was to seek opportunities for staff to locate an architect who had experience in designing a facility similar to what we want as a primary structure. There could be a substantial cost savings if someone else's design could be used at our facility. Rhoda conferred with Lonnie and asked Board members to take the initiative to scope out facilities existing in other parks and cities and contact our office if a certain architectural design appears suitable for our park. The Parks and Recreation Board may want to be more PAGE 7 MINUTES - PARRS AND RECREATION BOARD NOVEMBER 11, 1991 VI. involved at a later date once the selection process for an architect begins. Ray asked if the Board pools its expertise and gets involved in the construction aspect of this project if it would be out of the ordinary for a Parks and Recreation Board. Savage responded by saying most boards do not dedicate themselves to that magnitude. Our Board would be performing above and beyond their normal scope of services. Not all boards would be able to assist staff in this fashion, but our Board has members that have the expertise to help maximize the use of available park funds for land development. Gordon reminded the Board about the Jaycees Christmas Parade at 5:30 p.m. down Main Street in Allen. This years nighttime event has the theme "Parade of Lights". The parade entry fee is $5.00. VII. ADJOURN There being no further business the meeting was adjourned at 9:47 p.m. These minutes read and approved this 9th day of December, 1991. Ray Ga ay, airman Mary owson- artii