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Home My WebLink AboutMin - Parks and Recreation Board - 2007 - 08/13 - RegularPARB MEMBERS PRESENT Ben Ferguson, Chair Cheryl Lawson, Vice -Chair Gary Alan Moore Todd McIntosh, Secretary Libby Jones Vicki Wester John Kelley MEMBERS ABSENT None 1 STAFF PRESENT Tim Dentler, Director of Parks and Recreation Lori Smeby, Assistant Director of Parks and Recreation Brian Bristow, Senior Landscape Architect Jeff Holt, Golf Services Manager Robert Townsend, Park Services Manager Shawn Mosley, Marketing Coordinator Sue Witkowski, Senior Administrative Assistant GUESTS Various residents CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT Chair, Ben Ferguson called the meeting to order at 7:07pm and announced a quorum was present. 2. CITIZENS COMMENTS No comments were received. MINUTES PARKS AND RECREATION BOARD REGULAR MEETING AUGUST 13, 2007 PARB MEMBERS PRESENT Ben Ferguson, Chair Cheryl Lawson, Vice -Chair Gary Alan Moore Todd McIntosh, Secretary Libby Jones Vicki Wester John Kelley MEMBERS ABSENT None 1 STAFF PRESENT Tim Dentler, Director of Parks and Recreation Lori Smeby, Assistant Director of Parks and Recreation Brian Bristow, Senior Landscape Architect Jeff Holt, Golf Services Manager Robert Townsend, Park Services Manager Shawn Mosley, Marketing Coordinator Sue Witkowski, Senior Administrative Assistant GUESTS Various residents CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT Chair, Ben Ferguson called the meeting to order at 7:07pm and announced a quorum was present. 2. CITIZENS COMMENTS No comments were received. Page 2 Parks and Recreation Board Meeting August 13, 2007 3. APPROVE MINUTES FROM JUNE 11, 2007 REGULAR MEETING MOTION: Libby Jones moved to accept the minutes from Jane 11, 2007 Regular Park Board Meeting as prepared and presented. Todd McIntosh seconded, and the Motion carried 7 for, 0 against 4. REVIEW OF PROPOSED BUDGET 2007-2008 Director of Parks and Recreation, Tim Dentler provided a brief background on the past weekend where staff presented their proposed budgets from 2007-2008 to the City Council. This report includes a review of the different divisions within each department, along with projections for the upcoming year. Tim provided a Power Point presentation to the Board with an overview of what he had presented to City Council at their annual budget retreat. UPDATE ON PRIVATE/PUBLIC PARTNERSHIP Tim Dentler also provided the Board members with an update on the proposed joint venture to be installed at the Hillside Ball Field location. Tim reminded the Board that many years ago, this facility was declared a "temporary park" by City Council. Tim also told the Board that no agreements have been signed, still in the preliminary stages, but would contain an indoor soccer facility, concessions, as well as a "re -do" of the Hillside Ball Field site. The Power Point presentation is attached to these minutes. 6. TRAIL PLAN UPDATE Brian Bristow indicated he would have a presentation prepared for the September Park Board Meeting regarding newly added trails. 7. QUARTERLY REPORTS - JEFF HOLT, GOLF SERVICES MANAGER AND ROBERT TOWNSEND, PAR SERVICES MANAGER Jeff provided a brief update regarding the impact of such a wet spring on the playability of Chase Oaks Golf Course. Jeff reported that during the reporting period (third quarter), of the 99 days of possible play, 27 were rain effected. Jeff reported 30 classes having been offered with 18 completed, and 4 tournaments being held. Jeff reported the completion of the pavilion and is looking forward to new opportunities of renting that portion of the clubhouse for weddings, reunions, parties, etc. Jeff also mentioned the facility has received a new beverage cart. With "family play" being emphasized at Page 3 Parks and Recreation Board Meeting August 13, 2007 Chase Oaks, it is anticipated that segment of the population will be more frequent visitors to the facility Robert Townsend reported that the annual color program will be coming back this fall, and that more non-traditional irrigation systems are being considered. Upcoming projects for this division are the central irrigation control system being installed at various park facilities, as well as the lighting control system being installed at Allen Station softball and baseball fields. Robert also informed the Board Members regarding a tree that was moved from the American National Bank location during renovations of that facility to Montgomery Farm. 8. ITEMS FOR BOARD MEMBERS DISCUSSION A. Around the Horn - Board Members John Kelley asked if additional shades would be provided in the Chase Oaks Pavilion to control early morning sun during the Rotary Club Meeting. Libby Jones said she was very pleased the City of Allen Parks Department would be investigating non-traditional forms of irrigation. Cheryl Lawson asked about the workout equipment being replaced at the Joe Farmer Recreation Center and Rodenbaugh Natatorium. She also inquired as to if there was a process whereby all City parks were put on a schedule for refurbishing (painting, etc). Cheryl wanted to know if the Department would be placing dog debris pickup stations in all major parks. Cheryl inquired as to the meeting schedule that various Board members had volunteered to attend outside of the Park Board Meetings. Todd McIntosh asked about the projected opening (connection) the hike and bike trail that passes under Angel Parkway at Celebration Park, as well as the status of the dog park construction now that the water restrictions have been lifted for the City of Allen. Ben Ferguson reported he had received two completed Board Evaluation Forms and compiled those responses and submitted it to the City Secretary's Office (a copy was provided at tonight's meeting.) B. Subcommittee Reports Todd McIntosh reported the Senior Center was closed this week for deep cleaning of the facility Ben Ferguson reported having attended the Collin County Open Space Committee Meeting. Page 4 Parks and Recreation Board Meeting August 13, 2007 I 8. OTHER BUSINESS Staff Updates City of Allen Website Shawn Mosley, the Marketing Coordinator for the Parks and Recreation Department did a brief update on the newly renovated website for the City of Allen. She pointed out some of the new features and format. as well as informed the Board that the www.allenoarks.ore website would remain active. Shawn felt the Board would see this website revamp completed by the end of this year. Allen USA Update Tim reported that this was the first time in 12 years the event had to be cancelled. He also reported on the financial efforts of Tony Hill in soliciting sponsorships for this event. While there was a financial loss sustained, this was not property tax dollars being spent to produce this event. Event Center Update Tim provided a brief update on the announced event center coming to Allen. All agreed that this would provide a nice venue to attract residents of surrounding communities to Allen Tim said the City of Allen will not be managing the facility, but partner with them. Youth leagues As well as adult leagues will be allowed to use the ice facility being built at this location. 10. ADJOURN There being no further business, the meeting was adjourned at 9 pm. These minutes read and approved this the 10th day of September, 2007 Ben Ferguson, Chair Todd McIntosh, Secretary I VAWM -� U 4�t Yi gY �pN„ ii N I Attachment 1 Parks and Recreation Board Minutes August 13, 2007 Terms of Agreement Lease Agreement 25 to 50 yeah in Length Optional Lease Year l through Year 9 $12,000 per year Leese Year 10 Mrough Year 19 $16.000 per year Lease Year 20 through Year 29 $20,000 per year Lease Year 30 though Year 39 $23,500 per year Lease Year 40 Mrough Year 50 $26,750 per year or OptlonN 1 % Me Gross Revenue per Leese Year I I Attachment 1 Parks and Recreation Board Minutes August 13, 2007 Terms of Agreement Developer Responsidbty Design of building and mtrastmcture Construction of budding 8 parkng Deyelopment of additional recreebon amenity - ouwoor soccer fied(sll paper, rattle Construction of penmeter fence adjacent to building Payment of lease or revenue sham, Allow public access to comma onsr restmoms for ray managed facilities Anticipated Schedule rental Schedule Site survey & Finabse L O 1 - 2 months Concept Dev Mapm rm - 3 weeks Public Input (Parks Boand) - t month Rewri g IN Property -2 months Finalras Agreement & Concept Plan- t months complete Design Development -2 morMa Begin Construction - schedule TBD Terms of Agreement City Respomibility Site survey Site concept and layout Development of park amenities -T-Ball fields Construction of perimeter fence adjacent to park amenities Space allocation for future water tower