Loading...
HomeMy WebLinkAboutMin - Parks and Recreation Board - 1998 - 11/09 - RegularMINUTES ' PARKS AND RECREATION BOARD REGULAR CALLED MEETING NOVEMBER 9, 1995 - 7 P.M. PARB MEMBERS PRESENT Jim Waldbauer, Chair Kevin Pierce, Vice -Chair Anne Campbell, Secretary Laurelle Zamparelli Mike Rippe MEMBERS ABSENT Dan Turner Cheri Jones GUESTS PRESENT None STAFF PRESENT Don Horton, Director Tim Dentler, Park Superintendent Larry Kirk, Athletic/Aquatic Programs Supervisor Sandy McGowan, Recreation Superintendent Sue Witkowski, Secretary PRE -MEETING WORKSHOP: CALL TO ORDER Chau Jim Waldbauer called the meeting to order at 7:03 p.m. I1. Staff Introductions No individual staff introductions were made. Page 2 Parks and Recreation Board Meeting November 9, 1998 III. AD-HOC COMMITTEE UPDATES/APPOINTMENTS Larry Kirk gave a brief presentation, including the background on the Field Enhancement Fund and it's intended uses. Larry quoted the sections from the Facility Use Policy, and indicated that Mike Smith, Football Commissioner for the Allen Sports Association (ASA) has requested that the Ad Hoc Committee for the Field Enhancement Fund be activated. The ASA Football program would like to make a presentation at the December Allen Parks and Recreation Board Meeting dealing with improvements to Jupiter Football Fields. Following a brief discussion Mike Rippe agreed to serve on the Ad Hoc Committee, along with Dan Turner. It was recommended that this Committee also be comprised of the ASA President, Tom Lunsford, along with the Past President, Robin Sedlacek. MOTION: Laurelle Zamparelli moved to form an Ad Hoc Committee for the Field Enhancement Fund. This committee would be comprised of Dan Turner, Mike Rippe, Tom Lunsford, Robin Sedlacek and Don Horton. The Motion carried, 5 for, 0 against. IV. ANNOUNCEMENTS Don Horton provided the Board with copies of a brochure produced by Clark Condon and Associates featuring Allen Station Park. He indicated that about a month to 6 weeks ago, following the last CASPER meeting, Sheila Condon had scheduled to appear before this Board at their November meeting. Due to a change in the Natatorium study, Don has asked Sheila to postpone her visit with the proposed Allen Station Park, Phase II Master Plan. It was reported by Staff that several cities have visited Allen Station Park, and that the facility has attracted a great deal of attention in the metro-plex. Jim Waldbauer indicated that additional trash cans might be considered for Allen Station Park. Larry Kirk indicated that ASA was supposed to be responsible for trash collection following their use of the facility Page 3 Parks and Recreation Board Meeting November 9, 1998 Sandy McGowan reminded the Board of the upcoming Rudolph Run and Tree Lighting Ceremony, to be held on December 5, 1998. V. QUESTIONS ON CURRENT AGENDA No questions were raised at this time. VI. DEPARTMENT/PROJECT UPDATES A. NATATORIUM Don Horton reported that the City Council and Allen Independent School District Board had held a joint meeting to discuss pertinent issues, one of which is the proposed natatorium facility Following that meeting, it was determined that Worley Stein (AISD Board), and Steve Terrell, Mayor would meet and set parameters to guide the school and City on operation of this proposed facility Don indicated that he would be recommending it go back to Brinkley Sargent to work on a new proposal based on the latest information. Don indicated that should the City build the natatorium, it would not be in place of the proposed Water Park, but possibly tied together. B. NEIGHBORHOOD PARK DEVELOPMENT Tim Dentler reported that renovations had begun on Reed, Rolling Hills, Hillside along with the development of Heritage Park. The rough grading work is complete, and concrete work is in progress at Reed. Green and Shadow Lakes Park received Allen Community Development Corporation Board funding, and the contract has been negotiated by staff. At their regular meeting on November 5, City Council approved the contract and authorized staff to proceed with these projects. C. COTTONWOOD CREEK BRIDGE Don reported that the drawings had been received from the engineers, and that it would be going to the newspaper to Page 3 Parks and Recreation Board Meeting November 9, 1998 Sandy McGowan reminded the Board of the upcoming Rudolph Run and Tree Lighting Ceremony, to be held on December 5, 1998. V. QUESTIONS ON CURRENT AGENDA No questions were raised at this time. VI. DEPARTMENT/PROJECT UPDATES A. NATATORIUM Don Horton reported that the City Council and Allen Independent School District Board had held a joint meeting to discuss pertinent issues, one of which is the proposed natatorium facility Following that meeting, it was determined that Worley Stein (AISD Board), and Steve Terrell, Mayor would meet and set parameters to guide the school and City on operation of this proposed facility Don indicated that he would be recommending it go back to Brinkley Sargent to work on a new proposal based on the latest information. Don indicated that should the City build the natatorium, it would not be in place of the proposed Water Park, but possibly tied together. B. NEIGHBORHOOD PARK DEVELOPMENT Tim Derider reported that renovations had begun on Reed, Rolling Hills, Hillside along with the development of Heritage Park. The rough grading work is complete, and concrete work is in progress at Reed. Green and Shadow Lakes Park received Allen Community Development Corporation Board funding, and the contract has been negotiated by staff. At their regular meeting on November 5, City Council approved the contract and authorized staff to proceed with these projects. C. COTTONWOOD CREEK BRIDGE Don reported that the drawings had been received from the engineers, and that it would b going to the newspaper to Page 4 Parks and Recreation Board Meeting November 9, 1998 announce the bid process this Saturday. Within the next three weeks, this project should go to Council. The landscape planning is in progress for this facility, and the lights are being bid as alternates. VII. DISCUSSION ON BOARD TRAINING Jim Waldbauer indicated he had asked for this item to be placed on the agenda to discuss different options for Board training. Don Horton indicated there was $400 in this year's operating budget for this purpose. He also indicated that the TRAPS Conference was coming upon December 3, and offered each of the Board members an opportunity to attend along with staff. Don also reported that the Southwest Parks Training Institute would be held this coming February, and indicated his support of this conference. VIII. OPEN FORUM Since this is a new item on the agenda, a brief discussion was held regarding what would be appropriate to discuss under this topic. Jim Waldbauer suggested that maybe one issue per meeting would be of value to the Board. It would be appropriate to bring up new ideas under this topic, as well as discuss such issues as private/public land, etc. REGULAR MEETING IX. APPROVAL OF MINUTES FROM OCTOBER 12, 1998, REGULAR CALLED MEETING MOTION: Laurelle Zamparelli moved to accept the minutes as presented from October 12, 1998 Regular Called Meeting. Kevin Pierce seconded, and the Motion carried 5 for, 0 against. X. CITIZENS COMMENTS There were no citizens present wishing to speak to the Board at this time. Page 5 Parks and Recreation Board Meeting November 9, 1998 XI. READING OF BYLAWS The Secretary of the Board is required to read he bylaws of the Parks and Recreation Board the first meeting following the election of officers. Anne Campbell provided the Board with a copy of the bylaws, and performed a brief overview of the document. XII. DISCUSSION ON PROPOSED REFUND POLICY Several years ago, the department developed a refund policy for classes being offered at the Ford Swimming Pool and the Joe Farmer Recreation Center. This policy has not been published in recent years, and a brief review of circumstances which prompted the revival of this policy was held. The following was presented as the proposed policy- I9M a1L1�7� Refunds will be issued by the Allen Parks and Recreation Department under the following guidelines. A "Refund Request' form must be completed prior to the issuance of refunds. No refunds will be issued if participation in any program is canceled with notification of less than five (5) working days before the start of the program and the Parks and Recreation Department is unable to fill that vacancy, or the request is not applicable to any of the following refund criteria. Partial refund will be issued if participation is canceled after the start of any program due to unusual or unforeseen circumstances i.e. sickness, injury, death in the family. The amount of the refund will be prorated according to the number of days the participant attended class, minus applicable charges for supplies and/or materials furnished. All partial refunds are subject to a $5.00 administrative charge. Partial refund will he issued if participation in any program is canceled regardless of reason with notification of five (5) or more working days before the class is scheduled to start. A $5.00 administrative charge will be the only deduction from the amount being refunded. Page 6 Parks and Recreation Board Meeting November 9, 1998 Partial refund will be issued if participation in any program is canceled with less than five (5) working days notice and the Parks and Recreation Department is able to fill the vacancy prior to the start of the program. A $5.00 administrative charge will be the only deduction from the amount being refunded. Full refunds will be issued if participation in any program is not possible due to the cancellation of the program or a change in day, time, or location by the instructor or the Parks and Recreation Department. An administrative charge will not be withheld from the refund. TRANSFERS Participants may transfer to another available class with a $5.00 transfer fee. Transfer must be made in person at the Joe Farmer Recreation Center at least five (5) working days prior to the beginning of the class for which they are currently enrolled. Following a brief review of the situations that might arise and clarification of the policy being proposed, MOTION: Kevin Pierce moved to start enforcing the proposed Refund/Transfer Policy, and Laurelle Zamparelli seconded. The motion carried 5 for, 0 against. XIII. UPCOMING BOND PROPOSED PROJECTS At the Special Called Workshop held on October 15, 19998, the Board reviewed the Parks and Recreation Department proposed projects for the upcoming Bond Committee. These projects have been further revised and prioritized by staff in accordance with input from this Board. The list of projects has been reviewed by the Community Development Department and will be combined into a city-wide CIP Manual for the Bond Committee and City Council. Don provided the Board with the latest copy of the list and support documents turned into the Community Development Department. Don also briefly reviewed the "A, B or C" ranking criteria to be used on these projects by the Committees. XIV. BOLIN PARK RESTROOM CONCESSION FACILITY Tim Dentler reminded the Board that Danny McLarty and Dave Baldwin had attended the last Parks and Recreation Board Meeting to review the Page 7 Parks and Recreation Board Meeting November 9, 1998 Bolin Park Restroom/Concession Facility. The original budget for this project in 1992 was set at $165,000. The current cost estimate for this project has been completed and is approximately $80,000 over budget. Based on the last Board meeting, staff has not reduced the scope of the project because it would jeopardize the quality In an effort to increase the money available for this project, Tim Dentler presented the Board with a plan to sell "memorial bricks" as pavers either for the plaza walkway, retaining wall, or walls of the facility. Following a brief discussion, Tim called for a volunteer to sit on a subcommittee to work on this project. Kevin Pierce volunteered and it was also determined that one ASA member would also be asked to serve. XV. PARKLAND FIGHTS PLAT Director Don Horton gave the Board a brief background on the development of land bounded by Stacy, Allen Heights, Exchange and Malone. Don reported that the Comprehensive Plan calls for a neighborhood park in this area. Don told the Board that normally neighborhood parks are located adjacent to elementary schools, or along the greenbelt. This property is somewhat different because it is the end of a greenbelt strip that is connected to Fairview. An elementary school is also scheduled to be located on the site. Staff has reviewed the site and has made a recommendation to the developer on park location. The location, however, is not centrally located within the community, but, is on the northwest edge of the development. The reason this area was chosen is because of the natural features of the site. XVI. REQUEST FOR FUTURE AGENDA ITEMS No requests were made at this time. XVII. SELF-EVALUATION Don provided the Board with a brief background on the Allen City Council and their use of the self-evaluation form. Following a brief discussion, the Board it was determined that this item would be used and filled out on a rotation basis, based on the Board Members Place 3 Number. Page 8 Parks and Recreation Board Meeting November 9, 1998 MOTION: Kevin moved to adopt the self-evaluation form. Anne Campbell seconded, and the motion carried 5 and 0 against. XVIILITEMS OF INTEREST Kevin Pierce reported damage to trees in the median along Allen Heights from the installation of lighting. Jim Waldbauer directed the Boards attention to the "Allen Image" article featuring Don Horton. Members were reminded of the December 2, 1998 Board Appreciation Dinner XIX. ADJOURN There being no further business, the meeting was adjourned at 9 p.m. These minutes read and approved this 14th day of December 1998. T aldbauer, Chairman Anne Campbell, Secretary L