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HomeMy WebLinkAboutMin - Parks and Recreation Board - 1997 - 08/11 - RegularMINUTES PARKS AND RECREATION BOARD REGULAR CALLED MEETING AUGUST 11, 1997 - 7:30 P.M. PARB MEMBERS PRESENT Jim Waldbauer, Chairman Mark Stout, Vice -Chairman Mike Rippe, Secretary Ann Campbell Cheri Jones Dan Turner Kevin Pierce MEMBERS ABSENT None GUESTS PRESENT Laurelle Zamparelli STAFF PRESENT Don Horton, Director of Parks and Recreation Larry Kirk, Program Coordinator Tim Dentler, Park Superintendent Sandy McGowan, Special Activities Coordinator Sue Witkowski, Secretary I. CALL TO ORDER The meeting was called to order at 7.40 p.m., by Chairman, Jim Waldbauer II. CITIZENS COMMENTS PAGE 2 PARKS AND RECREATION BOARD MEETING AUGUST 11, 1997 There were no citizens wishing to speak to the Board at this time. III. APPROVE MINUTES FROM JULY 21, 1997, REGULAR CALLED MEETING MOTION: Anne Campbell moved to accept the Minutes as presented, and Kevin Pierce seconded. The Motion carried 7 for, 0 against. IV. UPDATE ON PLANNING OF NATATORIUM - ANNE CAMPBELL Board Member Anne Campbell reported that the Allen Independent School District, City of Allen, along with various community representatives met to begin the process to look at pools around the area. Among other towns, the representatives have visited Frisco, Duncanville, and most recently, Grapevine- Colleyville. Anne indicated that the final document is due September 6, to both i the City Manager and Superintendent of Schools. The City has committed $2 6 million toward the natatorium, ($1.1 million from Bond Funds, and $1.5 million from the 4b Sales Tax). The School District has not committed any funding toward this facility at this time. Don Horton indicated that it might be possible to phase in additional features at a later time, such as an adjoining outdoor aquatic facility He also indicated that of the pools they had looked at so far, the older ones seemed to have been built to meet the demands of the programs, while the newer ones seemed to have been dictated by the funding available. When asked whether the facility might open before the year 2000, Mr. Horton indicated that it would be possible if the facility were located on AISD property V. ALLEN STATION PARK PROGRESS REPORT - TIM DENTLER Tim Dentler reported that the contractors were moving swiftly, with the setting of poles for the backstops, rough grading being completed and they are close to a final grade. Tim indicated the slabs would be poured by the end of next week for the concession buildings. He also reported the irrigation pipe was installed on four of the five fields - possibly allowing for the finishing of soccer fields ■ ; this week. Tim also reported that the contractor has poured 'h of the 1200 feet of hike and PAGE 3 PARKS AND RECREATION BOARD MEETING AUGUST 11, 1997 bike trails which puts them on schedule. Tim indicated substantial progress is being made in all areas of development of this facility He indicated the road construction would begin on Wednesday, and the contractors have been instructed to contact the City prior to any vegetation being removed. Mark Stout questioned whether there might be excess funds on the Cedar Drive project. Don Horton indicated that the City did not know at this time if there would be excess funding, but that the Parks and Recreation Board would be involved in any decision process regarding the expending of those funds. Don also indicated that the firm has been asked to go back and look at items cut in Phase I and possibly evaluate the inclusion of those items back into the contract. Anne Campbell reported that following a meeting with several members of staff and the Board, it was decided that the Ground -Breaking Ceremony would not take place, and all energies would be focused on the Grand Opening of the facility VI. NEIGHBORHOOD PARK UPGRADES UPDATE - TIM DENTLER Tim reported that meetings were held with residents of Hillside, Rolling Hills and Heritage subdivisions regarding the proposed upgrades to their facilities. The Architect, David Baldwin, has been instructed to move ahead with construction plans for those facilities. Reed Park has been awaiting a meeting with the School District since that facility will effect the AISD property Mark Stout inquired as to whether the Allen American had been contacted regarding those upgrades, and Tim indicated they had not pending more definite plans. Tim indicated he was reluctant to put out information to the public that was in the preliminary planning stages. Tim also indicated that door hangars and local PTA's had been involved in getting the word out to residents about the meetings. VII. ROWLETT CREEK UPDATE - DON HORTON Don Horton reported that a negotiated contract had been signed by Halff and Associates and is now awaiting the signature of the City Manager Halff and Associates are being contracted to do a Master Plan for Development of Rowlett Creek from Highway 5, North to McDermott. They will also be taking a look at the Greenbelt Linear Park Study done for the City of Allen in 1986 to I PAGE 4 PARKS AND RECREATION BOARD MEETING AUGUST 11, 1997 evaluate how well developers are using that study They will also be doing an Erosion Control Study along the greenbelts in several cities including Allen, McKinney, Plano, Richardson. The Master Plan being performed for Allen will be finished by the end of January, 1998. VIII. EXERCISE EQUIPMENT FOR JOE FARMER RECREATION CENTER PROPOSAL -RECREATION CENTER STAFF Don Horton briefly reviewed the funding of this project with the Board, indicating that the $42,000 was made available to the Parks Department late in the budget year, therefore it became necessary to move rapidly with the competitive bidding process. Don introduced Jay Foster and Bruce McDonald to the Board and they presented background on the research they had done as well as the preparations for the bidding process. Jay indicated that they would be taking these bids to Council to ask for the awards to be made on either August 21, or September 4. The Board was reminded that this was "General Fund" money, and therefore would need to be spent prior to October 1, 1997 After visiting several fitness gyms and clubs in the surrounding area, staff put together their bid documents with a heavy emphasis on quality of equipment. The three types of equipment bid were Cadio Vascular Equipment, Selectorized Equipment and Free Weights. Also included in the package was minimum warranty requirements that would take the equipment beyond the manufactures warranties. The bid opening for this project was held on Friday, August 8, with three companies bidding. The apparent low -bidder came in at $39,129 Staff reported that they were considering charging an additional $24/year for Recreation Center members to use the weight training equipment. This would mean that members wishing to use the weight training facility would pay $48/year. Board Member, Mike Rippe indicated his concern with singling out these people to pay an additional charge when members wishing to use the racquetball courts were not charged an additional fee beyond their membership. He indicated that he uses the equipment in the Plano rec center, and is not charged an additional fee. Staff indicated that part of their proposal on this issue was based on generating PAGE 5 PARKS AND RECREATION BOARD MEETING AUGUST 11, 1997 revenue to pay for the maintenance and replacement of this equipment, as well as provide additional supervision for the use of this equipment. Don Horton indicated that staff would review the fee structure with the Parks and Recreation Board prior to its implementation. He also indicated that the staff needed a consensus from the Board to support the bidding process and move forward for Council approval of the awarding of a bid. He indicated that he would come back to Parks and Recreation Board to discuss management and the rules of the facility The Board indicated they wanted input in these areas. IX. HAUNTED TRAIL, 1997 - SANDY MCGOWAN Sandy reported that the date for this year's Haunted Trail was October 31, 1997 Following a brief discussion, it was determined that it might be better to avoid a conflict with football games on Friday night, as well as doing the trail on Halloween night. Following a brief discussion, it was suggested that October 25 might be a better time, but that due to the daylight savings time switch, the Trail could not begin until S p.m. rather than the desired 7 p.m. starting time. Sandy indicated she would rework the dates, looking at November 1 as well as October 25 as options and will come back to the Board in September regarding this event. X. OPEN DISCUSSION REGARDING SUB -COMMITTEE STRUCTURE, TRAINING WORKSHOP SCHEDULE, AND UPCOMING BOARD ELECTIONS AND APPOINTMENTS Jim Waldbauer indicated that following his discussion with the City Secretary, it was determined that new Board appointments would take place at the end of September, with the newly appointed Board members attending their first meeting in October. Therefore, he suggested the above item be tabled until the next meeting of the Board. XI. OTHER BUSINESS There was nothing under this item to discuss. There being no further business, the meeting was adjourned at 9' 10 p.m. PAGE 6 PARKS AND RECREATION BOARD MEETING AUGUST 11, 1997. These minutes read and approved this 13' day of October, 1997 Chairman I L