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Home My WebLink About1987-05-11 - MinutesFAYETTEVILLE, ARKANSAS PARKS AND RECREATION DEPARTMENT 113 W. MOUNTAIN 72701 (501) 521-7700 PRAB SPECIAL MEETING May 11, 1987 The Special Meeting of the Parks and Recreation Advisory Board came to order at 5:03 p.m., Room 326, City Hall. MEMBERS PRESENT: Colwell, Lashley, Lucas, Melton, Ryan, Waite, Yarbrough, York STAFF PRESENT: VISITORS Clark, Edmonston : Scott Linebaugh, Mary Coates,.Phyllis Rice, Channel 29, Channel 5 PRAB discussed drafting a response to the City Board of Directors concerning Mr. Bumpass' request for a recreational center in the Northeast section of Fayetteville. PRAB was concerned about whether or not the request was from one Board Member, or from the entire City Board. Scott Linebaugh stated that the City Board disapproved a survey to be sent through the public schools concerning this issue. Waite stated that Mr. Bumpass had made a request for a second City Pool in the Northeastsection, but not for a recreational center. According to the Parks Plan, PRAB has been looking for additional park land in the Northeast and Northwest Park Districts over the past several years. Data and participation counts are being collected on the demographics of the Youth Center and City Pool. MOTION: RYAN/LUCAS PRAB recommends scheduling a joint meeting with the City Board of Directors to discuss the .-Year Plan. Said meeting to be set Mid -summer, 1987. Motion passed unanimously. (8-0) Lashley stated he viewed three items that need to be addressed: 1. Publicly answer that PRAB has considered another. Recreational Center since the beginning of PRAB. PRAB also considered what is needed, not wanted. PRAB has weighed all factors in determining needs FAYETTEVILLE, ARKANSAS PARKS AND RECREATION DEPARTMENT 113 W. MOUNTAIN 72701 (501) 521-7700 PRAB - SPECIAL MEETING - MAY 11, 1987 Page Two as based upon budget restraints, ongoing programs, and future needs. 2. PRAB would like clarification from the City Board as to proper procedures. In the past, projects have gone before PRAB, first, for their recommendation, or non - recommendation, if desired, and then submitted to the City Board of Directors. 3. From the viewpoint of the City Board, where does PRAB stand. PRAB has volunteered their -time to help the City Board on all aspects concerning the Fayetteville Parks and Recreation Programs. MOTION: MELTON/LASHLEY PRAB supports the Fayetteville Youth Center request for $150,000:00 to upgrade the' Fayetteville Youth Center Swimming Pool. Motion unanimously approved. (8-0) PRAB stressed that they have considered a recreational facility at two specific sites and they are on the "lobkout" for others. PRAB has been' looking for possible sites as early as 1969, even though they do not have moneyfor the land. PRAB stated, "Do not confuse lack of agreement with lack of consideration." PRAB approved and revised a letter drafted by Chairman Waite to Mayor Marilyn Johnson, which is attached to these minutes, as Addendum "A". PARK TRUST FUND Clark explained to PRAB that the Sherman Lollar Association has expended $3,000 towards adding a new baseball field at Walker Park. The Sherman Lollar Association has requested a $1,000. contribution from the Parks Department for com- pletion of the field. J FAYETTEVILLE, ARKANSAS PARKS AND RECREATION DEPARTMENT 113 W. MOUNTAIN 72701 (501) 521-7700 PRAB - SPECIAL MEETING - MAY 11, 1987 Page Three PARK TRUST FUND - CONTINUED MOTION: LASHLEY/MELTON The Park Trust Fund will match the $3,000.00 contributed by the Sherman Lollar Association with $1,000.00 for the addition of a new baseball field at Walker Park. Motion passed unanimously (7-0) (Yarbrough left earlier) SPECIAL MEETING ADJOURNED:6:30 p.m. DATE MINUTES APPROVED: Io r .n ssistant Parks Director I • MEMORANDUM TO: .‘", FROM: DATE: Mayor Marilyn Johnson Bill Waite, Chairman, Parks and Recreation Advisory Board May 13, 1987 ADDENDUM "A" Special Meeting 5-11-87 The Parks and Recreation Advisory Board requests the City Board to clarify its position and desires with regard to the development of priorities for parks and recreation and the means by which they are to be found. For the past several years the PRAB has maintained a long-range plan for the orderly development of parks and recreational programs throughout the city. Each year the City Board is furnished a copy of this plan and is presented the rationale behind it at the annual meeting between the two boards. This past year, at the request of the City Board, a far more detailed five-year budget forecast of capital expenditures was developed and presented at the annual meeting prior to finalization of the 1987 City Budget. These plans and budget estimates represent a considerable effort and are a careful compromise between all that is desired and what may even be optimistically expected. The priorities assigned each program reflect this compromise between the perceived needs and desires of the citizens and their willingness and ability to provide the funds to fulfill them. The information on needs and desires is obtained primarily from contacts made to individual PRAB members, by formal requests made by both indi- viduals and groups to the PRAB at open meetings, and on occasion by conduct of citizen surveys. The information on funding availability is obtained entirely from the City Board. This comes first by reviewing the funds -allocated in past years, second from the annual meeting be- tween the boards, and third by the reaction of the City Board to non - budgeted special requests recommended by the PRAB during the course of the year. From this information a priority listing is made and the an- nual Parks Department Budget request is formulated. The best possible case is made to substantiate and justify each item proposed. The City Board presumably effects the same sort of compromise between the needs and desires for all city services and the funds available to satisfy them. This well-known progression of activities is reviewed primarily to point out a recent and significant departure from this mode of operation. At the past three annual meetings between the PRAB and City Board, Di- rector Bumpass has expressed a desire that the PRAB consider the need for a second swimming pool to be located in Northeast Fayetteville. At the most recent meeting, this request was expanded to include not only a swimming pool but a complete recreational facility. • MEMORANDUM TO: Mayor Marilyn Johnson -2- May 13, 1987 Each time the PRAB has given this request long and detailed consideration and in each instance it was concluded that primarily due to funding con- siderations, the duplication of more expensive facilities such as a swim- ming pool on a neighborhood basis was not a high priority. Lack of agree- ment with the priority assigned this facility should not be confused with lack of consideration. This also does not say that such a facility is not desirable nor that it may not become a high priority as the city grows and expands both in needs and in funding ability. Neither does this reflect opposition by the PRAB to such a facility but merely what is felt to be a realistic allocation of limited resources. In contrast to what has been suggested, the PRAB considers acquisition of additional park land and development of recreational facilities an extremely high priority. In the long-range plan for park land acquisition developed in 1981, target areas in northeast and northwest Fayetteville were assigned the highest priority. Unfortunately, funds available from Green Space Fees alone are not sufficient to purchase enough land in these areas for even a neighborhood park. The traditional procedure for initiation or development of a new park, facility, or program has been to first present the proposal to the PRAB. If there is agreement on the desirability of the project it is next in- corporated into the PRAB development plan with an assigned priority and schedule with respect to other projects. Where implementation is not pos- sible within the normal budget process, this requires development of a feasible proposal for funding of the project. When the project is both desirable and feasible, it is presented to the City Board with a full de- scription and justification along with a funding request for implementation. This may occur in the annual budget process or by special appeal to the City )Board during the budget year. It is suggested that following the above procedure would have resolved many of the conflicting priority associated with a Northeast recreation center, prior to consideration by the full City Board. If the City Board desires a modification of this procedure, the PRAB needs to be. so informed. FAYETTEV.ILLE, ARKANSAS PARKS AND RECREATION DEPARTMENT 113 W. MOUNTAIN 72701 (501) 521-7700 PRAB SPECIAL MEETING May 11, 1987 The Special Meeting Board came to order Members Present: Staff Present: of the Parks and Recreation Advisory at 4:00 p.m., Room 326, City Hall. Colwell, Lashley, Lucas, Melton, Ryan, Waite, Yarbrough, York Clark, Edmonston MOTION: MELTON/LASHLEY PRAB supports the Fayetteville Youth Center request for $150,000.0.0 to upgrade the Fayetteville Youth Center Swimming Pool. Motion unanimously approved. (8-0) • 4 -LV -0/ AGREEMENT This AGREEMENT entered into this day of , 19 , by and between the City of Fayetteville, Arkansas, hereinafter referred to as the "City", and the Board of Trustees of the University of Arkansas, hereinafter referred to as the "University". WHEREAS, the University is interested in constructing a 20' x 40' metal building east of the present boat dock on the north side of Lake Fayetteville to hoeipmentj�used in classes; and WHEREAS, the City cannot fund this project; and WHEREAS, the University may finance the construction of said building provided a satisfactory agreement for such construction can be reached with the City; and WHEREAS, the City maintains the proposed site as a part of a city park. and desires that the University submit construction plans for the building to the City for approval of design/appearance. NOW, THEREFORE, IN CCNSIDERATZON OF THE MUTUAL COVENANTS AND AGREEMENTS CONTAINED HEREIN, the parties agree as follows: Section I - Scope of the Project The work covered by this Agreement includes the necessary services to design and construct a 20' x 40' metal building that will serve as a storage building for equipment and supplies used in University classes. The work contemplated does not include a boat launch, boat deck, runway area from the storage building to the lake, or driveway to the existing facility. Section II - Scope of University Services The University shall provide at its own expense a suitable staff to perform any necessary studies, to prepare plans and specifications, and to furnish inspection for the construction of the aforementioned facility, all as hereinafter set out. The staff shall carry out the work in an efficient and expeditious manner. The required services shall be: A. Preliminary Design Services Preliminary studies will be performed to assist the City and University in determining the desired site and layout of the proposed facility. B. Final Design: Preparation of Plans and Specifications, and Furnishing Construction Management Services Based upon the preliminary design services set out above, and -upon approval of the final layout by the City and University, the University will provide the following services: 1. Prepare final project design for.approval by the City. 2. Prepare detailed construction specifications and contract drawings. 3. Establish the scope of any soil investigation which may be required for design. 4. Furnish to the City all necessary copies of approval plans, specifications, notices to bidders and proposal forms. 5. Furnish the City copies of the formal contract documents. -2- 6. Furnish personnel to make periodic visits to the site to observe the progress and quality of the executed work and to determine in general if the work is proceeding in accordance with the contract documents. In performing these duties the University personnel will endeavor to protect the City against defects and deficiencies in the work of the contractor; but it cannot guarantee the performance of the contractor, not be held responsible for the actual supervision of construction operations or for the safety measures that the contractor takes or should take. 7. Advise the City on progress of construction; issue all instructions to the contractor requested by the City; and prepare routine change orders as required. 8. Review samples, catalog data, shop drawings, and shop and mill tests with representatives designated by the City. This review is for the benefit of the City to insure general conformance by the Contractor with the information given in the contract documents. It does not relieve the contractor of any responsibilities under the contract documents 9. Conduct with the City's representative a final inspection of the project to determine compliance with the contract document; and, approve in writing final payment to the contractor. 10. Furnish to the City two copies of the "as -built" drawings to show the work as actually constructed. Section III - Payment The University shall pay for all labor and materials within fifteen days after statements are submitted and verified by representatives of the University and the City. • Payment of all construction costs shall entitle the University to the following: 1. Exclusive use of the facility for a period of ten (10) years during which time the University shall not be required to pay rent orboat•dock fees for canoes and sail boats used by classes, �--'r 2. The right of first refusal to negotiate a teno() year lease with the City for the use of the building at the conclusion of the first ten (10) years. Section IV - Miscellaneous Provisions 1. The University shall furnish permits and approvals fran all governmental authorities having jurisdiction over the project. 2. The University or City shall give prompt written notice to the contractor whenever the University or City observes or otherwise becomes aware of any defects in the project. 3. All drawings, specifications, and documents prepared by the contractor shall become the property of the City and the construction contract shill so pueort Section V - Ownership 11 The facility to be constructed under this Agreement shall be owned by the City. -3 - Section VI - Responsibilities of the University The University shall establish and monitor programs designed tot promote order and safety within the building. The University shall provide liability insurance in an amount approved by the City. Rules and regulations as established by the Parks and Recreation Department shall be observed at all times. The University shall pay all utilities providing service to the facility, including but not limited to, electricity, gas, water, sewer and telephone. Section VII - Responsibilities'of the City The City shall establish and monitor programs designed to promote order and safety in areas surrounding the facility. The City shall be responsible for the cost of repairs to the outside of the facility. The security program for the facility will be the same as for other programs at Lake Fayetteville. Absolute security is not guaranteed and the City will not assume any responsibility for stolen, lost or misplaced equipment. IN WITNESS WHEREOF, THIS AGREEMENT EXECUTED ON THE BATE FIRST ABOVE %MIT1fN. City of Fayetteville, Arkansas Board of Trustees of University of Arkansas By: Mayor ATTEST: City Clerk By: Chairman ATTEST: Secretary