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Home My WebLink About1996-11-07 - Minutes• PRAB SPECIAL MEETING NOVEMBER 7, 1996 The meeting was called to order by Chairperson Waite at 4:30 p.m. in Room 219 of the City Administration Building. Members Present: Members Absent: Guests Present: Waite, Ackerman, Driver, James, Jones Richard, McCutcheon - Out of Town Mackey - Illness Donna Porter, Maryetta Carroll - BGSO Hershey Garner - Youth Competitive Basketball Kurtis Jones - Northwest Engineers Shannon Gay, Atty. Jerry Rose - City of Fayetteville Media Present: Rusty Garrett, Northwest Arkansas Times Jennifer Pinkerton, Morning News BUSINESS: I. BOTANICAL GARDEN SOCIETY OF THE OZARRS LAND -LEASE AGREEMENT The first item discussed at the PRAB Special Meeting was the revised land -lease agreement regarding the Botanical Garden Society of the Ozarks. Rose: The changes you requested have been incorporated into the revised land -lease agreement. You now have, unilaterally, the right to place the trail where you want; it's your decision. The only other change was Ms. Driver's request that one of the Society's Board Members be a standing PRAB member and a standing PRAB member be appointed to the arbitration committee as well. Driver: I believe it reads that it will be appointed by the PRAB... Rose: Yes. You may choose who you want - one of your members or you may choose someone else. That option is left up to you. Waite: Do we have any questions by the PRAB members? James: I have a question about the phases, and I will direct it to Ms. Porter. The revised land -lease agreement mentions these phases will be attached hereto. Have you drawn up a design or a phase besides what we received when Mr. Burgraff gave his presentation? You had Phases I, II, and III... Porter: Those phases were included in the folder submitted to 1 / November 7, 1996 • SPECIAL MEETING the PRAB. James: That is the way you are going to construct the gardens? Will there be changes made to those three phases? Porter: There could possibly be changes once we begin working on the final master plan. I can definitely foresee some changes to that, but they will be submitted to you as soon as they are written. James: That is what will come to us and be attached to this agreement to go to the City Council? Porter: The final master plan will not be complete by then. Those are guidelines for the development phasing of the site. When we do get our final master plan completed then there is a possibility that the later phases could change. I think they are fairly general, but there could be changes. They will be submitted to you as soon as we realize them ourselves. James: The reason I was questioning that is because of the 75 percentile that should be completed in the three year time period before we move on to the next phase. If you add to that does that extend the time period that you need to have 75 percent completed before moving on to the next phase? Porter: I think it would be expanded to include it. James: And all of this is contingent on your fund raisers in what you can accomplish in those phases? Porter: Yes. We hope to acquire a landscape architect who has had extensive experience with botanical garden design. I think they will be instrumental in telling us whether these phases are obtainable and better guide us through them. James: Who determines how the 75 percent falls in? Is it under the original plan or does it encompass everything you're trying to do if you incorporate new changes? Porter: I think it would also include the incorporation of some new things. Driver: Let me make certain James' question is clarified. Because your master plan isn't final then you have not finalized Phase I. At what point will your projected projects for Phase I be completed in this process of having this particular land lease approved by the City Council? Will you try to have your projects for Phase I finalized at the time of having this agreement passed by City Council? Porter: Yes. Ackerman: I think our concerns are addressed in Section 6.1 of this agreement. I think it gives us the protection, in detail, in regard to your plan of development phases -ins. You are going to submit us a master plan which has to be approved. At this point I think it would be difficult for you to give us detail on particular phase -ins at this point. James: My concern is that after a year and a half if a design is changed does it throw off the 75 percent? 2 / November 7, 1996 • • • SPECIAL MEETING Porter: I don't think there are going to be too many major changes in the development phase. I think during that initial three year period we will be doing the final master planning. I don't think there will be any major construction during that time, and those goals will primarily remain our objective for the first three years. MOTION: DRIVER/JAMES The PRAB recommends the land lease agreement as is to the City Council for acceptance. Motion approved unanimously 5-0. Waite expressed gratitude to City Attorney Jerry Rose for his assistance on this matter and to BGSO and all others involved for their effort. II. COMMUNITY GYMNASIUMS OPERATING HOURS Clark: There was a request to extend the operating hours of the gymnasiums. We have requested that there be a fee charged to cover the additional staff required. The Mayor's office feels that the gyms should be open longer hours and be open to the general public. Dugwyler and I feel that to have a significant presence at the site would cost a minimum of $7.00 an hour. In addition, other costs would inflate our costs to approximately $7.84 an hour. The Fayetteville Youth Center staffs these gyms from 2:45 p.m. until 6:00 p.m. daily for youth programs. I am recommending a trial period from November 15 to April 1 of opening these gyms from 6:00 p.m. until 9:00 p.m. Monday through Friday and Sunday afternoons from 1:00 p.m. until 5:00 p.m. This would be nineteen hours for each of the three gyms (Asbell, Holcomb, Vandergriff). We have part of the maintenance costs in our budget already which is taken from our parks maintenance staff. We are recommending that those gyms be open to the general public. If someone wishes to reserve one of them, they could only reserve half of Holcomb or half of Vandergriff and the other half would be open to the general public. You can use the gym, but it would never be closed to the general public. This is an experiment for nineteen weeks. The total cost for extra maintenance and the staff to supervise the facilities is $11,620. This does not include any extra maintenance which we will be required to do. If you wish to reserve one of the gyms for a private party we recommend that you pay $35 an hour plus staff up to $100, and you must use it at a time other than the hours set aside for 3 / November 7, 1996 • • • SPECIAL MEETING public use. Those hours would be limited to late at night or early in the morning. The staff recommends this trial period of nineteen weeks. We might want to advertise the use of these facilities, but parks programs will take precedence over open gym time. James: Is Mark Paul or Leann Crawley going to control this? Clark: We haven't decided who will supervise the staff at this point. James: But this will go through the Youth Center? Clark: Yes. The front desk at the Youth Center is our information register. There will be supervisory staff at the gyms during operating hours. Waite: There may need to be time limits set on reservation times. Clark: I think we will have to limit reservations to an hour. This will have to evolve. There will be a few kinks, but we will work them out. Waite: There will need to be advertising to get the word out that these gyms are open. Clark: We are going to ask the City administration to help us recover some of our maintenance funds. The gyms will need to be stripped and waxed a couple of times a year. Driver: I would certainly recommend that we try this and have the people staffing these facilities report back to us in four or five weeks in regards to usage and discuss any revisions which need to be made. Ackerman: I think it's an attempt to be fair to our ongoing programs and the public. I think we need to do some planning in regards to the costs of this ongoing operation and the new expenses we will incur. Clark: At the Youth Center our only form of recovery for utilization of the facilities is our membership fee. We are also subsidized by the United Way and others. In this case, the tax dollars are subsidizing these gyms. The community gymnasiums will be staffed, open from 6pm-Bpm daily and 1pm-spm on Sunday, and open to the genera] E?Ublic. Half the gym at Holcomb and Vandergriff can be reserved, but the entire facility will not be restricted from public use. Parks programs take precedence over open gym times. Privattq functions are charged rental fees. Garner: I hope next year we can avoid this overlap of league play and rename Competitive Basketball. I don't think it is any more competitive than Youth Center programs; the rules are just different. It would be nice to perhaps integrate this with the Youth Center. 4 / November 7, 1996 • • • SPECIAL MEETING MOTION: DRIVER/JONES The PRAB recommends the staff recommendation of a nineteen week trial period of opening community gymnasiums for public play and requesting $11,620 funding from the City. Motion approved unanimously 5-0. III. GREENSPACE Development: Engineer: Architect: Owner: Location: Park District: Priority: Total Acres: Units: Land Dedication Money in Lieu: 1990 Needs: 2010 Needs: Existing: Outstanding Features: Canterbury Place Northwest Acres Michael E. Hill & Custom Bldg. North of Joyce, East of Old West of Crossover Northeast *1* 20.19 15 Single Family Requirement: .38 $4,500 22-44 Acres 34-68 Acres 72 acres. Butterfield This School, 5 acres at Memorial Park, 5 acres at Sweetbriar acres at Lake Fayetteville North, acres at the Adult 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 Lake Fayetteville Area and 1.2 miles to Sweetbriar Park. Products Missouri, en .53unsA. 2t.✓r*R¢-d.)L °(f{�'N''f' ..tedo co,tsa.Ra AIq7 L. 4 qM I) wattikartat includes 3 acres at Veterans Park, 50 and 10 Proposed Trail Plans: None Staff Recommendations: Kurtis Jones with Northwest Engineers represented the developers and requested the PRAB to make a recommendation to accept money in lieu of the green space dedication. Clark informed the PRAB that Dr. Hudson has approximately 10-12 acres of property adjoining this development on the west, and he has expressed an interest in donating his property to the 5 / November 7, 1996 • • • SPECIAL MEETING City as a park. If this takes place, it would be in the City's best interest to take .38 acres as green space dedication to enhance Dr. Hudson's property. Clark met with developers on possibly purchasing three lots as a buffer, but the price appears to be non-negotiable. We would like to work with the developers to take .38 acres somewhere close to Dr. Hudson's property. Dr. Hudson's biggest concern is drainage from the subdivision, and K. Jones said the developers were addressing those concerns and working to minimize them as much as they could. Driver suggested taking the .38 acres along the tree line between the two properties to provide a buffer, but K. Jones said that the lots were too shallow to meet other requirements of the City. He stated that it would be impossible to meet the City's setback requirements if the developers took .38 acres off the west side of the property, and they would have to move lot lines around and dedicate a lot that would access between Dr. Hudson's property and the roadway. Driver informedIC Jones that the PRAB recommendation had more latitude in asking the developer to comply with what the PRAB recommends the green space land be. K. Jones said if the PRAB was adamant about acquiring land along the west buffer zone it would basically kill the development. After discussing and reviewing the plat of the proposed development, K. Jones said he would agree to work with the City to ensure that the property and configuration of land dedicated would be satisfactory. MOTION: DRIVER/JAMES The PRAB recommends a land dedication of .38 acres (description to be determined) to satisfy the green space requirement. Motion approved unanimously 5-0. Meeting adjourned at 5:40 p.m. .Lv, MINUTES APPROVED: /2-02-96 ± MINUTES TAKEN BY: John oh Ne sdn on 6 / November 7, 1996 • • • THURSDAY, NOVEMBER 7, 1996 SPECIAL PRAB MEETING NAME (Please- Print) GROUP REPRESENTING Pt" 2 751!//17,4 C fl-7,IAl (207,v �ilAnnJ` /Yv4/17.,b< AI�/y /ice/ r Alfie/i4.lr-1 q— /j/G0_015 2,QS/4ww-i/ci2Q!/7PPinsl, ctr.s,,,ado (;-)*7