Min - Parks and Recreation Board - 2006 - 07/10 - RegularMINUTES
PARKS AND RECREATION BOARD
REGULAR MEETING
JULY 10, 2006
PARB MEMBERS PRESENT
Ben Ferguson, Chair
Cheryl Lawson, Vice -Chair
John Kelley
Mary Fritsche
Gary Alan Moore
MEMBERS ABSENT
Vicki Wester, Secretary
Todd McIntosh
STAFFPRESENT
Lori Smeby, Assistant Director of Parks and Recreation
Robert Townsend, Park Services Manager
Jeff Holt, Golf Services Manager
Carrie Cessna, Recreation Services Manager
Sue Witkowski, Senior Administrative Assistant
GUESTS
Residents
CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT
Chair Ben Ferguson called the meeting to order at 7:04 pm and announced a
quorum was present.
2. CITIZENS COMMENTS
One comment was received about the success of Allen USA 2006.
1 3. APPROVE MINUTES FROM JUNE 12, 2006 REGULAR MEETING
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Parks and Recreation Board Meeting
July 10, 2006
MOTION: Cheryl Lawson moved to accept the minutes from June 12, 2006
Regular Park Board Meeting as presented. John Kelley
seconded, and the motion carried 5 for, 0 against.
4. ATHLETIC FACILITY USE FEES
Assistant Director of Parks and Recreation, Lori Smeby gave a brief background
on the resolution passed by City Council in August, 2003 that set the fees for
various field uses. Lori discussed some possible items that staff would be giving
consideration to, and bringing back to the Board at a future date. Lori explained
that initially, the plan was to ask for Board approval on new fees. In light of the
serious drought conditions, staff has re-evaluated the proposal and determined
that postponement would be most appropriate.
Lori indicated staff would be returning to the Board at a future date for updates to
the resolution.
5. DISCUSS YOUTH AFTER-SCHOOL (YAP) PROGRAM
Lori reminded the Board that each year the Ordinance outlining our YAP program
must be taken to City Council for approval.
After re-evaluating the program, and meeting extensively with Allen Independent
School District (AISD), staff has determined that with the expansion of "Kids
Club" (AISD after-school program), there is no need to duplicate services.
Therefore, staff is recommending the closure of the City operated Youth After -
School Program.
By agreement with AISD, all children currently enrolled in the City program will
be guaranteed a spot in the AISD "Kids Club" after-school program.
Staff informed the Board that should concerns arise, or the need present itself in
the future, they would be glad to re-evaluate the program.
6. DROUGHT IMPACT TO CITY OF ALLEN PARK SERVICES
Lori Smeby, Assistant Director of Parks and Recreation and Robert Townsend,
Park Services Manager discussed the various impacts to City park services, based
on the current drought Stage III and impeding further reduction in services based
on anticipated Stage IV restrictions.
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Parks and Recreation Board Meeting
July 10, 2006
Some items mentioned were that Allen Sports Association (ASA) would no
longer be allowing practices on game fields (beginning with the fall season).
Staff clarified that the City will be honoring items currently on the books and
asking ASA to re-evaluate their tournament schedule. Typically, staff plants rye
grass each winter on the athletic fields — that will not be done this winter.
Therefore, any play on dormant fields will take its toll. The spray ground hours
will be re-evaluated if we move to Stage IV restrictions. Mowers have been
instructed to raise the mowing height in all areas.
Some of the projects that were scheduled for development in the new future such
as the Allenwood Neighborhood Park will only be receiving hard-scape items
(such as playgrounds, picnic tables, pavilions, etc). The items that require water
(such as irrigation, ponds, etc) will be postponed.
ITEMS FOR BOARD MEMBERS DISCUSSION
A. Around the Horn — Board Members
John Kelley — felt the watering of neighborhood parks was an issue for
residents. John also asked about the replacement of a dead tree in
Glendover Park.
Mary Fritsche — asked if staff would be notifying the Allenwood residents
regarding the postponement of some of the amenities in their
neighborhood park.
Cheryl Lawson — asked about reported vandalism at the hockey courts at
The Edge, and projected date to reopen those facilities.
Ben Ferguson — asked about the proposed dog park progress, as well as
CDC funding projects form this year's list of projects.
B. Subcommittee Reports
No subcommittee reports were received.
8. OTHER BUSINESS
Allen USA Wrap-up
Lori provided a copy of the survey being conducted on-line showing responses of
those who have completed it. While only 69 respondents have participated, staff
has received many compliments on the event and how well it went this year. Lori
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Parks and Recreation Board Meeting
June l,2,2006
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indicated Shannon Craft, Special Activities Coordinator for the City of Allen, had
done a great job, and credited Shannon with a smooth event.
Molsen Farm
Lori reported that an agreement is being signed with a gentleman who has grazed
cattle on this land in the past to allow him to continue. He will pay a nominal fee
to the City of Allen for this privilege.
Spring Meadow and Allenwood Parkland Development
On June 20, 2006, one bid was received for the construction of Spring Meadow
Park. Staff has recommended that City Council reject the bid for the construction
of that facility based upon the bid being substantially over budget and incomplete.
This will go to Council tomorrow evening on July 11, 2006.
Staff is currently investigating options to restructure the bid for Spring Meadow in
order to defer items that could be built in a later phase of construction. The Parks
and Recreation Department staff plan on re -bidding the project in August 2006.
Staff met with the Consultant for Allenwood Park on June 26, 2006 to discuss
options of restructuring the bid items of the project in order to accommodate
potential drought conditions during the construction phase of the project.
Parks and Recreation staff plan on bidding this project in August 2006 and hope
to start construction this fall. Staff is currently evaluating options and alternatives
to moving the existing structures (which has to occur prior to construction.)
Existing residents intend on completing their move by the end of July
CIP and CDC Projects Status
Board members were directed to their packet of information for the latest
progress/status report filed by Brian Bristow on currently funded CIP and CDC
projects.
4. ADJOURN
There being no further business, the meeting was adjourned at 8:lOpm.
These minutes read and approved this 14" day
11of//August, 2006.
�—o Ritmo
Ben Ferguson, ehair Vicki Wester, Secretary