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HomeMy WebLinkAboutMin - Parks and Recreation Board - 1993 - 11/08 - RegularMINUTES PARKS AND RECREATION BOARD REGULAR CALLED MEETING NOVEMBER 8. 1993 - 7:30 P.M. MEMBERS PRESENT Lonnie Thomas, Chairman Jim Waldbauer, Vice -Chairman Ross Obermeyer, Secretary Frank Maitland Byron Nielsen Leah Magruder MEMBERS ABSENT Ray Galloway Ron Hobbs Architect James M. Genneken Randy Mayberry STAFF PRESENT Rhoda Savage, Director of Parks and Recreation Sue Witkowski, Secretary Sandy McGowan, Special Activities Coordinator Larry Kirk, Program Coordinator I. CALL TO ORDER The meeting was called to order at 7:30 p.m., by Chairman Lonnie Thomas. PAGE 2 PARKS AND RECREATION BOARD MEETING NOVEMBER 8, 1993 H. ITEMS OF INFORMATION A. Citizens Comments There were no citizens present wishing to speak to the Board. It was decided that in the interest of guests wishing to address the Board, the agenda items III.B. and III.C. would be addressed out of order. HI. ITEMS REQUIRING BOARD ACTION B. Consider Use of Ford Park by Unique Concepts in Batting Cages (UCBC) James Genneken, representing Unique Concepts in Batting Cages spoke to the Board regarding a proposal to place batting cages, video games, scoreboards, and scorekeeper tables. They indicated that in return for allowing the private enterprize to operate on public land, they would provide the labor to prepare fields (chalking and dragging) for league games and tournaments. The scoreboards and scorekeepers tables would be donated to the City Randy Mayberry, also representing Unique Concepts in Batting Cages also spoke briefly of the construction of an office space on Ford Park (350-450 square feet). The City would pay for all electricity and water associated with this venture. Unique Concepts in Batting Cages would provide the liability insurance coverage necessary. Following their presentation it was determined that the Board agreed in concept with the idea of private enterprise on public land. A subcommittee was formed to work with staff and the Unique Concepts in Batting Cages to form a recommendation and go to Council for approval. Frank Maitland and Byron Nielsen, with Frank being the Chairperson, volunteered to work with Larry Kirk on this issue and report back to the Board. C. Presentation by Ron Hobbs Architect, Regarding the Facility Plans for Bethany Lakes Ron Hobbs presented several 'overlay" concepts to the Board regarding the facilities being planned for Bethany Lakes Park. His first PAGE 3 PARKS AND RECREATION BOARD MEETING NOVEMBER 8, 1993 presentation represented the "Primary Structure" called out in the Master Plan for this facility Ron presented the Board with an the idea of a building that would be of a very low -profile, partially extended over the water, with glass on the water side. This facility would be air-conditioned and heated, have restrooms that were accessible from inside as well as outside the facility, along with kitchen. Following his presentation, the Board determined that they would support the conceptual plan presented to them and that it should be prepared as a recommendation to the next Council Meeting (November 18, 1993). Ron Hobbs next provided the Board with four conceptual overlay ideas for the Recreation Center to be built at Bethany Lakes. All four plans called for the facility to utilize the 'bowl' area on the southern boundary of the park. After reviewing the four concepts for placement and facility, as well as reviewing the "pros and cons" on each, it was determined that conceptual plan #4 would be the fust choice recommended to the subcommittee along with conceptual plan #2 (being a distant second recommendation). Following a brief discussion regarding the existing Club House, it was determined that nothing would be recommended at the present time regarding that structure. The $10,000 previously authorized by Council for the upgrade of that facility was diverted to the Recreation Center at the last Council meeting. II. ITEMS OF INFORMATION B. Review Bylaws and Procedures for Board Meetings According to the ordinance, the bylaws and procedures for Board Meetings will be presented to the Board at the first meeting following the appointment of officers. Chairman Thomas referred the Board to the documents enclosed in their agenda packets for their review Chairman Lonnie Thomas also reminded Board members that in order to speak to any issue, they are welcome to contact either Rhoda or himself regarding being placed on the Parks and Recreation Board LAgenda. He reminded Board members that specific issues regarding athletic fields, park maintenance, irrigation, etc should be made directly PAGE 4 PARKS AND RECREATION BOARD MEETING NOVEMBER 8, 1993 to the Parks and Recreation Department rather than brought before the Board. C. Director Rhoda Savage requested this item be included with item IILD for presentation later in the agenda. D Annual Boards and Commissions Dinner The Board members were encouraged to make arrangements to attend the dinner scheduled for December 21, 1993. Formal invitations will be mailed at a future date. Spouses are welcome to attend with Board members. E. Rookie of the Year Award Rhoda gave a brief background on the National Youth Sports Association and the fact that Larry Kirk had been conducting coaches certification seminars and had currently certified 455 Allen Sports Association coaches. Allen has earned the award of "Most Productive New Chapter" as well as Larry having earned the "Chapter Director of the Year Award" from this organization. The Board congratulated Larry on a job well done. F Christmas Parade and Tree Lighting Ceremony Sandy McGowan presented a brief overview of upcoming activities sponsored by the Parks and Recreation Department. Horseback Riding Camp is currently being offered to begin on November 18, 1993. Sandy will be traveling with the Senior Citizens to San Antonio on November 30, 1993, to see the Christmas Lights. Sandy also informed the Board that the Annual Jaycee Christmas Parade will be held on Saturday, December 4, 1993, in Downtown Allen, with a visit with Santa, and tree lighting ceremony to follow at the Senior Citizens Building. G. Strategy for Planning Future Park Facilities Rhoda asked the Board for their input on scheduling a workshop to plan for future park facilities particularly dealing with Capital Improvement Projects that might be upcoming. It was determined that this workshop PAGE 5 PARKS AND RECREATION BOARD MEETING ' NOVEMBER 8, 1993 could be held at the regular scheduled meeting scheduled for December 13, 1993. This meeting will begin at 6:30, with a light supper being provided. HI. ITEMS REOUIRING BOARD ACTION A. Approve Minutes from October 11, 1993, Regular Called Meeting MOTION: Jim Waldbauer moved to approve the Minutes from October 11, 1993, Regular Called Meeting as presented. Frank Maitland seconded, and the motion carried, sic for, zero against. D Approve Parks and Recreation Department Program and Fees for the Months of January, February and March, as well as an Open Gym Program Update Larry Kirk presented a brief background to the Board members regarding the Open Gym Program. In the past, the School District had not been charging the City for air conditioning, but for the last two months, the City has been charged $800+ for air conditioning. Larry presented the Board with attendance records for the past months, along with revenues generated ($1,100) and costs associated ($3,268) with the program. He indicated that he is currently working with Bob Curtis at the AISD Service Center and he has currently reduced the air conditioning bill by $400. Larry indicated that he will keep the Board informed of any progress in negotiations with the school district on this issue. Larry reported that the Adult Volleyball Program was scheduled to begin on February 21, 1994, at the current rate of $135 plus user fees ($2 for Allen residents and $5 for non-residents). MOTION: Ross Obermeyer moved to approve the Adult Volleyball Program as presented, and Leah Magruder seconded. The Motion carried six for, zero against. Larry also presented the budgets and fee recommendations for softball for the spring league. He indicated that the spring league would begin PAGE 6 PARKS AND RECREATION BOARD MEETING NOVEMBER 8, 1993 on March 14, 1994, and he asked the Board for approval on a rate increase from $230/per team to $250/per team (plus the user fees of $2 for each Allen player and $5 for each non-resident player). Byron Nielsen indicated that a possible cost reduction to the program would be to eliminate the scorekeepers and have each team keep a book. MOTION: Frank Maitland moved to approve the rate increase as proposed and Ross Obermeyer seconded. The Motion carried six for, zero against. E. Approve Sports Seasons and Ballfield Allocations and Approve Use of Ford Park by the Allen High School Girl's Fastpitch Team Larry Kirk provided the Board Members with a copy of his proposed Athletic Fields Use Policy Following a brief discussion regarding seasons, allocations, reservations, user fees, tournament fees, and enforcement of the above policy, it was determined that a subcommittee would be formed to work with staff on this policy Leah Magruder will Chair the committee, and Byron Nielsen will assist. It was determined that staff would prepare and post the agenda for these meetings, as well as contact the subcommittee members. Larry informed the Board that he would be meeting with Coaches Purcell and Davidson regarding the use of Ford Park by the Allen High School Girl's Fastpitch Team. He indicated that they were requesting the use of Ford 1/2 each week day in the afternoon for practices, as well as each Tuesday and Thursday evening for games. A letter requesting this use will be forthcoming from the School District. Following a brief discussion by the Board, it was determined that they do not disagree with it being an appropriate use of the facility, but feel they don't have enough information to approve the request either. It was determined that this item would be placed on the December 13, 1993 agenda for further discussion and possible presentation by the School District. IV. ADJOURN I [j 0 PAGE 7 PARKS AND RECREATION BOARD MEETING NOVEMBER 8, 1993 There being no further business the meeting was adjourned at 10:18 p.m. These minutes read and approved this 13th day of December 1993. Lonnie Thomas, Chairman oss Obermeyer, retary