HomeMy WebLinkAbout1996-11-04 - MinutesFAYETTEVI LLE THE CITY OF FAYETTEVILLE. ARKANSAS • DEPARTMENTAL CORRESPONDENCE • TO: FROM: DATE: PARKS AND RECREATION ADVISORY BOARD DALE D. CLARK, PARKS & RECREATION DIRECTOR OCTOBER 28, 1996 SUBJECT: PRAB MEETING ON MONDAY, NOVEMBER 4, 1996 AT 5:30 PM IN ROOM 219 OF THE CITY ADMINISTRATION BUILDING I. Approval of PRAB Minutes - October 7, 1996 - Regular Meeting II. Introduction Shannon Gay Lisa Paschal IV. GREENSPACE Development: Engineer: Architect: Owner: Location: of new Parks & Recreation Program Coordinator, - Dugwyler ISA Arborist Certification - Dugwyler Canterbury Place � -4wv - n ""1 - U Northwest Acres Michael E. Hill North of Joyce, Crossover Park District: Northeast Priority: *1* Total Acres: 20.19 Units: 15 Single Family Land Money in Lieu: 1990 Needs: 2010 Needs: Existing: Dedication Requirement: $4,500 22-44 Acres 34-68 Acres 72 acres. This includes 3 acres at Butterfield School, 5 acres at Veterans Memorial Park, 5 acres at Sweetbriar Park, 50 acres at Lake Fayetteville North, and 10 acres at the Adult & Custom Bldg. Products East of Old Missouri, West of .38 ,.\n l4 b a rLFA outilesit-oat, `"' Parks and Recreation Advisory Board Page 2 October 28, 1996 Softball Complex. This does not include the 533 acres that make up the boat dock area and the Environmental Study Center area. This parcel is approximately 1.7 miles by road to the nearest access of the Lake Fayetteville area and 1.2 miles to Sweetbriar Park. Outstanding Features: Proposed Trail Plans: None Staff Recommendations: V. BOTANICAL GARDEN COMMITTEE REPORT - Waite VI. NW ARKANSAS ZOOLOGICAL SOCIETY - Cynthia Hasseloff VII. OTHER BUSINESS Attachments: Facilities Committee Special Meeting Ad Hoc Committee Special Meeting Green Space Report HMR Report FOIA/Bambino Baseball Memorandum BGSO Draft Land Lease Agreement • • • PRAB REGULAR MEETING NOVEMBER 4, 1996 The meeting was called to order by Chairperson Waite at 5:30 p.m. in Room 219 of the City Administration Building. Members Present: Members Absent: Staff Present: Guests Present: Media Present: Waite, Driver, James, Jones Ackerman, Richard, McCutcheon - Out of Town Mackey - Illness Clark, Dugwyler, Orzek, Nelson, Gay Donna Porter, Kay Curry, Maryetta Carroll, Bill Wickizer, Ralph Odom - BGSO Lisa Paschal, Jerry Rose - City of Fayetteville Kurtis Jones - Northwest Engineers Cynthia Hasseloff - NWA Zoological Society Rusty Garrett, Northwest Arkansas Times Jennifer Pinkerton, Morning News Due to the fact that a quorum is not present, the PRAB is unable to conduct business which requires the vote of the committee. The PRAB convenes as a sub -committee of the Ad hoc Committee for consideration of the land -lease agreement with Botanical Gardens of the Ozarks and as a Facilities Committee to hear informational items concerning facilities and lease agreement. There were no objections. BUSINESS: I. Approval of PRAB Minutes - October 7, 1996 - Regular Meeting Approval of the Minutes requires a vote from the PRAB; therefore, this agenda item is deferred. 1 / November 4, 1996 • • • REGULAR PRAB MEETING II. Introduction of new Parks & Recreation Program Coordinator, Shannon Gay - Dugwyler Dugwyler introduced the new Parks and Recreation Program Coordinator, Shannon Gay. Gay will be working with the Adult Leagues (softball, basketball, volleyball), special programming, and special events. Gay will complete her masters degree in Recreation Administration in December. III. Lisa Paschal ISA Arborist Certification - Dugwyler Dugwyler recognized Lisa Paschal, Landscape Maintenance Specialist, for her achievement of completing the ISA Arborist Certification examination. This test was administered by the International Society of Arboriculture which is a scientific and educational organization devoted to the dissemination of information in care and preservation of shade and ornamental trees. IV. GREENSPACE Development: Engineer: Architect: Owner: Location: Park District: Priority: Total Acres: Units: Land Dedication Money in Lieu: 1990 Needs: 2010 Needs: Existing: Canterbury Place Northwest Acres Michael E. Hill & Custom Bldg. Products North of Joyce, West of Crossover Northeast *1* 20.19 15 Single Family Requirement: $4,500 22-44 Acres 34-68 Acres 72 acres. Butterfield .38 This School, East of Old Missouri, S 3 aces' ittislv49 4.000A tisOkakuma includes 3 acres at 5 acres at Veterans at Sweetbriar at Lake Fayetteville 10 acres at the Adult Softball This does not include the 533 that make up the boat dock area and Memorial Park, 5 acres Park, 50 acres North, and Complex. acres 2 / November 4, 1996 Outstanding Features: Proposed Trail Plans: Staff Recommendations: REGULAR PRAB MEETING the Environmental Study Center area. This parcel is approximately 1.7 miles by road to the nearest access of the Lake Fayetteville area and 1.2 miles to Sweetbriar Park. None This agenda item requires a vote from the PRAB and is deferred until next regular meeting. Staff also wants opportunity to gain information from surrounding land owners. V. BOTANICAL GARDEN COMMITTEE REPORT - Waite Waite: The results of the Ad hoc Committee meeting regarding the proposed land -lease agreement with the Botanical Garden Society of the Ozarks was fruitful. City Attorney Jerry Rose very rapidly drafted a revised land -lease agreement from that presented by BGSO. This draft addressed the following points raised during Ad hoc meeting: agreement must be compatible with trail and access areas, reduce term to 25 years plus 25 years renewability, add goals beyond twelve years, yearly review of both goals and financial situation, and representation of 25% of Board appointed by City Council. We need to look at latest revisions and determine whether we need to make further revisions prior to recommending this for approval and forwarding it to City Council. Driver: One suggestion I would make would be to stipulate that if the City is to appoint no less than 25% of the Board of Directors that at least one of those members be a standing member of the Parks and Recreation Advisory Board. I think communication would be improved to include a PRAB member or the Parks Director. I also suggest a PRAB member be included to the team which is appointed under Resolution of Conflict (Sec. 6.6). My other request would be the consideration of school groups regarding fees school classes might be assessed 3 / November 4, 1996 REGULAR PRAB MEETING to visit the botanical gardens. In some of the sample land - lease agreements from other cities schools were allowed to visit the botanical gardens without charge, and I think there is some merit to that. Porter: With those gardens the city was allocating funds. Driver: That issue might be negotiable with funding from the City? Porter: Yes. Driver: Do you want me to say something formally in terms of a motion about including a PRAB member on the Resolution of Conflict Board of Trustees? Waite: We can't vote, but I think you should as a member of this Ad hoc Committee. Are you going to say PRAB member of Parks Director? Driver: What is Clark's feeling about that? Clark: I haven't thought beyond the possibility of a Parks Board person, but I would be comfortable with a staff person as well. James: Jerry Rose, are we on legal ground by asking this? Rose: Yes, but the problem might be with overlapping your terms with theirs. Driver: I think that having the Parks Director on the BGSO Board of Trustees would be good. Porter: Our Board is a working Board. Rose commented that the Mayor is often appointed to Boards as a non-voting member. Either himself or a designee attends meetings. Driver asked Porter if the 25% appointed by City Council to the BGSO Board would be stipulated responsibilities, and Porter said those people would work like regular members. Driver questioned whether this should be stated in the agreement, and Rose responded that trustees appointed to BGSO Board would represent BGSO and not the PRAB. There could be conflict of interest because these are separate entities. Driver stated that her recommendation to City Council would be that at least one of people appointed by the City to the Board of Directors would be a standing member of the Parks and Recreation Advisory Board. Porter asked the City to provide insurance, and Rose said the City does not provide insurance. His advice is to not open the garden without insurance. There was some confusion as to the Lake Fayetteville Trail. Waite said the trail would not be turned over to BGSO to monitor and control; the City would maintain control of the trail. Porter was under the impression that the trail would remain as natural as 4 / November 4, 1996 • REGULAR PRAB MEETING possible due to its topography and the amount of extensive construction needed to widen it. Clark said the trail would remain open to the public and currently would be best served in its natural state. However, if need dictates the trail should be widened or surfaced in the future it would be done. Porter questioned the restriction of alcohol use at social events or private receptions at BGSO. Rose said that BGSO would not have to abide by Park policy because the land is leased to them. Fund raisers and public functions would require a permit from the state, but private events would not require a permit. Driver questioned the need of including operating policy in agreement. Porter said that it would be difficult to establish operating policy until the evolution of the gardens. Once the policies have been determined, they will be furnished to the PRAB. A SPECIAL PRAB MEETING IS SCHEDULED FOR THURSDAY, NOVEMBER 7, 1996 AT 4:30 P.M. AT CITY ADMINISTRATION BUILDING. • VI. NW ARKANSAS ZOOLOGICAL SOCIETY - Cynthia Hasseloff • Hasseloff responded to Driver's request to meet with the Botanical Garden Society of the Ozarks and the Lake Fayetteville Environmental Center to discuss how the Zoological Society of NW Arkansas might overlap or conflict with the different organizations. Hasseloff: We arranged a meeting for Tuesday, October 1 at our Hog Heaven site where we met with Donna Porter and one of her BGSO officers. We discussed the focus of the different organizations. At this point we did not see a conflict in what we intended to do. However, we think that in designating our proposed pilot project as a Children's Heritage Farm we might eliminate any perceived problems or conflicts. James: Your group did not see a conflict or you and Donna did not see a conflict? Hasseloff: We were in agreement. Dugwyler: Were you able to meet with the Environmental Study Center? Hasseloff: We invited them, but they were unable to attend. I have spoken to Hal Brown, and he did not have any criticism. 5 / November 4, 1996 • • • REGULAR PRAB MEETING The land in question is approximately 3-4 acres and would be mostly maintained in its natural state. Hasseloff is to arrange a meeting through Clark for members of the PRAB to survey the location. VII. COMPETITIVE YOUTH BASKETBALL - Hershey Garner Garner: I'd like to thank the PRAB for entertaining something you have already discussed before and that's the issue of when rent is charged on gymnasiums on which you control and to whom rent is charged. This specifically regards the Fayetteville Competitive Basketball League which involves 23 teams with over 200- 4th, 5th, and 6th graders. I hope we can get an answer fairly quickly because we are two weeks into the basketball season. I would like to consider a few options which might free up some scare gymnasium practice time. One option would be to allow people to check out a key and be responsible for cleanup Another option would be to readjust the hours the gyms are open. Currently the school opens the gym until 3:00 p.m. The Youth Center has the gyms from 3:00 until 6:00 p.m. The gyms are available for use if the Youth Center doesn't have any activities scheduled. The third option would be to check out a key and require a security deposit for any clean up. Garner questioned why facilities were not open until 9:00 p.m. Waite responded that it was due to economics because the Fayetteville Youth Center does not have funding to staff the gymnasiums. There must be a staff member in place. Garner said that the tax payers of Fayetteville should be able to use the facilities because they helped fund the construction. The current rent for facilities is $35 per hour plus $5.50 an hour not to exceed $200. Waite suggested the possibility of extending the hours the gymnasiums are open by looking for funding from the City. Dugwyler sees another issue. FYC uses facilities for all citizens of Fayetteville and questions why competitive league does not run their program through FYC. Garner responded that competitive league offers a stepped up program Garner believes that any Fayetteville resident who wishes to use the facilities should be allowed to without charge because Fayetteville dollars helped build facilities. Dugwyler said that the revenue from rent was to help recover maintenance and operating costs. Garner said it was the Mayor's notion that the expenses were the City's 6 / November 4, 1996 • REGULAR PRAB MEETING responsibility. Garner said that he was not charged for using the Yvonne Richardson Community Center or the two gymnasiums at Ramay Junior High. Driver said it was not unreasonable to charge a reasonable fee to help provide maintenance. A MEETING REGARDING THIS ISSUE WAS SCHEDULED TO TAKE PLACE THURSDAY, NOVEMBER 7, 1996 TO DETERMINE A POLICY TO DISCUSS WITH THE MAYOR AND FRED TURRENTINE. VII. OTHER BUSINESS Dugwyler introduced the portable booth used for the career fairs and provided a sampling of information brought back from the NRPA Fall Conference. Driver asked Nelson about progress regarding State Highway Department and surplus bridges. Nelson said that he would follow up on that request. The growing population of Northwest Arkansas is resulting in widening of roadways, and Driver is interested in pursuing the possibility of acquiring surplus bridges for the Lake Fayetteville spillway. Meeting adjourned at 7:35 p.m. MINUTES APPROVED: i2-02-96 r� MINUTES TAKEN BY: can `7-iQemier, John . Nelson 7 / November 4, 1996 • • • MONDAY, NOVEMBER 4, 1996 REGULAR PRAB MEETING NAME. (Please Print) GROUP REPRESENTING '9v-nna. `/17 b.0t 8050 4 GL �fy..�f�"j//�/�,'C/�1X,{IC_L¢� 22 „LUzcSo 4701-4124-ff B (.7- so tailedile cUU�T7S i� 7t �:� J� kiErteis tiwA tl "5 tot./ Jl c;Ge ,n i f/ Il /3 i,LAL 7hkt, ,.US „..42,-A4Y127 o