The URL can be used to link to this page

Home My WebLink AboutMin - Parks and Recreation Board - 2004 - 11/08 - RegularMINUTES PARKS AND RECREATION BOARD REGULAR MEETING NOVEMBER 8, 2004 — 7 P.M. PARD MEMBERS PRESENT Ben Ferguson, Chair Todd McIntosh Cheryl Lawson Joey Herald, Vice Chair Vicki Wester, Secretary Mary Fritsche Gary Alan Moore MEMBERS ABSENT None STAFF PRESENT Tim Dentler, Director of Parks and Recreation Lori Smeby, Assistant Director of Parks and Recreation Brian Bristow, Landscape Architect Anthony Hill, Recreation Services Manager Robert Townsend, Park Services Manager Bryan Rauscher, Golf Services Manager Sue Witkowski, Senior Administrative Assistant GUESTS Ken Geest, Executive Director of Allen Sports Association Jay Vandergriff, Public Relations, Allen Sports Association Julie Baldwin, Chair, Murphy Parks and Recreation Board 1. CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT Chair Ben Ferguson called the Regular Parks and Recreation Board Meeting to Order at 7 p.m. Page 2 Parks and Recreation Board Meeting November 8, 2004 1 2. CITIZENS COMMENTS Ben Ferguson called for any citizens wishing to speak to the Board on any issue other than what was currently called out on the agenda. Executive Director, Ken Geest gave a brief update to the Board regarding the operations at the Allen Sports Association (ASA) offices, and the numbers of participants in their programs. Ken also introduced Jay Vandergriff who will be handling the Public Relations efforts for ASA. Carl Clemencich was recognized for his years of service to the Parks and Recreation Board. Carl has recently been appointed to the Allen Economic Development Board. 3. DEPARTMENT PERSONNEL UPDATES BRYAN RAUSCHER, GOLF SERVICES MANAGER Bryan introduced himself and indicated that he began his employment with the City of Allen on October 15, which was the date of closing on that facility by the City of Allen. Bryan has been with the Chase Oaks Golf Club since 1989. 4. APPROVE MINUTES FROM OCTOBER 11, 2004 REGULAR MEETING MOTION: Cheryl Lawson moved to accept the minutes from October 11, 2004 Regular Meeting as presented. Joey Herald seconded, and the Motion carried 7 for, 0 against. 5. ANNUAL READING OF BY-LAWS The Parks and Recreation Board By -Laws specify that at the first regular meeting following the election of officers, the Secretary shall read the Board By -Laws as prescribed in Ordinance 306 and in the By -Laws. Secretary, Vicki Wester read aloud the By -Laws as prescribed. 6. MEMORIAL POLICY AD-HOC SUBCOMMITTEE UPDATE Brian Bristow reported that Todd McIntosh, Cheryl Lawson and himself had met and begun to review policies of other entities as well as consider issues such as participants who might like to donate, items that might be considered for acceptance, quality control, maintenance, overseers, etc. Brian reported that a Page 3 Parks and Recreation Board Meeting November 8, 2004 more formal proposal would like be placed before the Board at their December meeting for consideration. 7. UPDATE ON ALLEN STATION PARK, PHASE II MANAGEMENT PLAN Bryan Bristow and Lori Smeby did a presentation regarding the various items being considered for management of the Allen Station Park, Phase It. (A copy of the presentation highlighting the considerations is attached to these minutes.) They also indicated that they would likely be bringing a formal proposal for the management of this facility to the Board in the near future for their consideration. 8. WORK PLAN — GOAL 7.B Board members were invited to attend the annual meeting of ASA Commissioners and other non-profit co-sponsored organizations currently scheduled for December 14, 2004, at 7 pm in Anderson Elementary located at 305 N. Alder Drive. f9. DEMONSTRATION OF TMA SOFTWARE SYSTEM Robert Townsend, Park Services Manager for the Parks and Recreation Department did a brief demonstration of the TMA Software purchased two years ago by the City of Allen. Robert indicated this is database software that is currently being used to generate work orders. Robert pointed out that there are other applications to this software such as web -based that would allow residents to eventually enter in work requests. 10. STAR CREEK DEVELOPMENT UPDATE Brian Bristow reported that he, Tim Dentler and Matt McComb had toured the Frisco Texas development with the representatives of Blue Star, as well as visited the City of Allen "Trail at the Woods" to get a perspective on different rail options and opportunities as it relates to the Star Creek Development in Allen. Brian reported that currently the City has agreed to a Park Open Space and Greenbelt Agreement to allow the filing of the preliminary plat. Before a final plat is filed, there will be a facilities agreement entered into. There will be a parkland dedication fee of $600,000 paid, as well as a soft rail on the east side of the creek and a concrete rail on the west side of the creek through this development. Page 4 Parks and Recreation Board Meeting November 8, 2004 11. CHASE OAKS GOLF COURSE UPDATE Bryan Rauscher, Golf Services Manager reported on several minor repairs that have already been made to the facility, as well as planned major updates. He reported that the winter months are the dormant time of the year, and that April 2005 is the target date for the grand -reopening celebration. 12. ITEMS FOR BOARD MEMBERS DISCUSSION Joey Herald: Announced 1Gwanis Golf Tournament held at Chase Oaks Golf Course was a success and pleased that it was held only a couple of days after the City of Allen assumed ownership. Vicki Wester: asked if the Parks Department made money on the recent festival held at the Joe Farmer Recreation Center. Gary Moore: asked about the Christmas tree planned for the plaza. Todd McIntosh: asked if he needed to RSVP for annual ASA meeting as well as asked for update on TRAPS meeting information. 13. OTHER BUSINESS Staff Updates: TRAPS Region 2&3 Reminder of Program and Times. It was agreed that transportation issues would be covered via email with Board members currently registered to attend as the date got closer. Athletic Field Request Update Lori Smeby announced that the City of Allen Parks Department is receiving several requests for fields from Lacrosse Club Teams as well as Rugby Club Teams. Racquetball Court Renovations Update Tony Hill announced that the renovations at the Joe Farmer Recreation Center Racquetball Courts are underway, and that members are encouraged that should they need another facility to workout in during this time, the City of Plano has been contacted and will welcome them to their facilities. Upcoming Events: All Board members were encouraged to attend as many events as possible. Page 5 Parks and Recreation Board Meeting November 8, 2004 14. ADJOURN There being no further business, the meeting was adjourned at 9:30 p.m. These minutes read and approved this 13ih day of December, 2004. Ben Ferguson, Char Vicki Wester, Secretary H 0 Attachment 1— Allen Station Phase II Management Update Parks and Recreation Board Minutes November 8, 2004 Allen Station Phase II Management Plan Update Allen Parks and Recreation Board November 8, 2004 F Allen Station Phase II Construction • Youth Center metal roof — 99% complete • Hockey Pavilion roof — in progress • Youth Center glazing and overhead doors this month • Skate Park completion — late Dec. .04 • Youth Center completion — mid Feb '05 • Landscape/Imgation— mid Feb'05 0 Allen Station Phase II • Youth Center • Skate Park BMX Track 2 - In Line Hockey Rinks AYn;, k Allen Station Phase II Youth Center Research. Irving Youth Center Manhattan Beach, CA Youth Center McLean, VA Community Center Gaithersburg, MD Youth Center Attachment I — Allen Station Phase II Management Update Parks and Recreation Board Minutes November 8, 2004 Allen Station Phase II Youth Center Features: Activity space, media room, computer lab, snack bar, once. Restrooms accessible from the inside and outside. Bnght accent walls In the media room, computer room and once (youth provided color input). Hours -schedule based on school year =lender Fees - similar to existing JFRC fees for youth General rules similar to JFRC U Allen Station Phase II BMX Track • Maintenance - high maintenance following heavy rains or vandalism • Staff function or volunteer? • Main focus on competition and practicing for competition I Allen Station Phase II BMX Track BMX = Bicycle Motorcross Dirt track with starting ramp, jumps, turns No lights, limited weekday use during non Daylight Savings Time Rearched ABA (American Bicycle Assoc.) and NBL (National Bicycle League) Considering operator RFP or open use at your own risk Allen Station Phase II Skate Park 37,000+ square feet Numerous street elements Varying degrees of difficulty (beginner to advanced) Lighted Largest outdoor skate parkin the metroplex, possibly in Texas Researched countless parks across the country Attachment I — Allen Station Phase II Management Update Parks and Recreation Board Minutes November 8, 2004 n Allen Station Phase II Skate Park • Considerations —Philosophy: extreme sports off publiclprivate property —Supervision: no additional liability either way, cost effectiveness a concem —Fees: if yes, inexpensive enough so that people will use it —WILL be a regional draw (businesses stand to benefit) —Rules: recommended or by ordinance E Allen Station Phase II Skate Park Opportunities: —Benchmark facility —Extreme Sports competitions —Unique Gasses, programs —Economic impact —Overflow into the youth center �rn.L, 1 0 Allen Station Phase II Skate Park Considerations (cont.) - Equipment allowed: Skate boards, skates, bikes, scooters(?), nothing motorized - Sessions vs. all together - Educating users Allen Station Phase II General Securing of site at night ASA's use of facility— in line hockey rinks High potential for unauthorized after hour use Spectacular grand opening Attachment 2 — Capital Projects and Grants Update Parks and Recreation Board Minutes November 8, 2004 M1 IPJM UPDATE ALLEN PMKS AN PMNS AND RECREATION RECREATNINIAARD OCTOSEX8,2OO4 ADMINISTRATION EEAOYLOX-CNVX ryDFXRER.oIP£ROR AMTHERQ.D-NL IR LMIEMMMI..S ANT ...T..BEQ . IREMQ4 CNERYLMWEgI WE WRMEM'RD JCEYMERYp ADNIKAAGATY OMTAtM MOON! �_ CAPITAL PROJECTS ORAXTS DTVI S ION 1DW Ye MOEX MRWIWMTOM.UN.E MNIY MTMXE MCXITECT nllaCDM6 VIM FWVIRA [OINYb ORWTS Attachment 2 — Capital Projects and Grants Update Parks and Recreation Board Minutes November 8, 2004 n I