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HomeMy WebLinkAbout1996-12-02 - MinutesFAYETTEVI LLE THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: FROM: DATE: PARKS AND RECREATION ADVISORY BOARD DALE D. CLARK, PARKS & RECREATION DIRECTOR NOVEMBER 25, 1996 SUBJECT: PRAB MEETING ON MONDAY, DECEMBER 2, 1996 AT 5:30 PM IN ROOM 219 OF THE CITY ADMINISTRATION BUILDING I. Approval of PRAB Minutes - October 7, 1996 - Regular Meeting II. Approval of PRAB Minutes - November 4, 1996 - Regular Meeting III. Approval of PRAB Minutes - November 7, 1996 - Special Meeting IV. Happy Hollow proposal from October PRAB Meeting - Jackie Tighe V.'Leverett proposal for matching funds for playground equipment - Julie Johnson VI. 1996 Swimming Pool Report - Gay VII. GREENSPAC$ Development: Engineer: '%Chpiier kbisitriat tisi.`EdliBpc Aatres't Stonebridge Meadows - Phase I Jorgenson & Associates 4111:4 adows ^bquth;0lHwy 1;6E. between Dead Horse Mtn. Rd.. "and Roberts Road Southeast This subdivision is outside of the 10.year Master Plan area and the 1994 city limits - no Piiority has been set inthis area ?FJiiht9k, 78 Single Family `.Ctiariii' Dsdicati:on Requirement: 1 95 • Parks and Recreation Advisory Board Page 2 November 25, 1996 Money in Lieu: $23,400 1990 Needs: 2010 Needs: Existing: Staff 15-30 Acres (only city limits) 17-34 Acres (only city limits) includes includes area within 1994 are within 1994 211 + 320 Regional Park acres (Lake Wilson) Recommendations: The owner will be seeking annexation andrezoning of this property in the early part of 1997. Development in this area is projected to include 300 - 500 residents. VIII. Zoological Society November 19, 1996 Special Meeting Report - Dugwyler IX. Gulley Park purchase status report - Clark X. Gym proposal from the November 7, 1996 Special Meeting - Clark XI. OTHER BUSINESS Attachments: Green Space Report HMR Report PRAB Regular Meeting Minutes - November 4, 1996 PRAB Special Meeting - November 7, 1996 NWA Zoological Society Minutes - November 19, 1996 on-site visit Leverett Elementary Playground Upgrade proposal attached Happy Hollow Elementary proposal attached • • • • TO: FROM: DATE: SUBJECT: PARKS AND RECREATION ADVISORY BOARD DALE D. CLARK, PARKS & RECREATION DIRECTOR NOVEMBER 25, 1996 PRAB MEETING ON MONDAY, DECEMBER 2, 1996 AT 5:30 PM IN ROOM 219 OF THE CITY ADMINISTRATION BUILDING I. Approval of PRAB Minutes - October 7, 1996 - Regular Meeting II. IV. v. VI. Approval of PRAB Minutes - November 4, 1996 - Regular. Meeting Approval of PRAB Minutes - November 7, 1996 - Special Meeting Happy Hollow proposal from October PRAB Meeting - Jackie Tighe Leverett proposal equipment - Julie for matching funds for playground Johnson 1996 Swimming Pool Report - Gay VII. GREENSPACE Development: Engineer* Owner: Location: Stonebridge Meadows - Phase I Jorgenson & Associates Bill Meadows South of Hwy 16E. between Dead Horse Mtn. Rd. and Roberts Road Park District: Southeast Priority: This subdivision is outside of the 10 year Master Plan area and the 1994 city limits - no Priority has been set in this area Total Acres: 37.98 Units: 78 Single Family Land Dedication Requirement: 1.95 Money in Lieu: $23,400 1990 Needs: 15-30 Acres (only includes area within 1994 city limits) 2010 Needs: 17-34 Acres (only includes are within 1994 city limits) • • • Parks and Recreation Advisory Board Page 2 February 17, 1998 Existing: 211 + 320 Regional Park acres (Lake Wilson) Staff Recommendations:The owner will be seeking annexation and rezoning of this property in the early part of 1997. Development in this area is projected to include 300 - 500 residents. VIII.Zoological Society November 19, 1996 Special Meeting Report - Clark IX. Gulley Park purchase status report - Clark X. Gym proposal from the November 7, 1996 Special Meeting - Clark XI. OTHER BUSINESS Attachments: Green Space Report HMR Report PRAB Regular Meeting Minutes - November 4, 1996 PRAB Special Meeting - November 7, 1996 NWA Zoological Society Minutes - November 19, 1996 on-site visit • • • PRAB REGULAR MEETING DECEMBER 2, 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: Staff Present: Guests Present: Media Present: BUSINESS: James, Waite, McCutcheon, Richard, Driver Clark, Orzek, Nelson, Gay Jacki Tighe, Happy Hollow PTO; Kati Jordan, Sarah Paul, Zack Kiser, Cal Johnson, Julie Johnson - Leverett Elementary School; Dave Jorgenson, Bill Meadows - Stonebridge Meadows Russell Ray, Morning News I. MOTION: JAMES/DRIVER The Minutes from the October 7, 1996 PRAB regular meeting were approved unanimously 5-0. II. MOTION: JAMES/DRIVER The Minutes from the November 4, 1996 PRAB regular meeting were approved unanimously 5-0. III. MOTION: JAMES/DRIVER The Minutes from the November 7, 1996 PRAB special meeting were approved unanimously 5-0. IV. Happy Hollow proposal from October PRAB Meeting - Jacki Tighe Tighe: Since I was here in October talking about our play structure, we have had our fund raiser, we have raised our money, and we are ready to purchase the structure. We started looking at ground cover materials to put under the structure. We want to do everything in a handicap accessible fashion, so we looked only at ground covers which meet that criteria. We've looked at wood mulch, chopped tires, tiles, and poured - in -place surfaces and have gotten some bids on these items. 1 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 The poured -in-place surface is really expensive, so that is why I came back to you. I know you normally do not participate in the ground cover part of playgrounds, but we want to do a surface that would require minimal maintenance and have a long life and yet achieve the goal of complete [handicap] accessibility under the entire structure. I talked to Nancy Dugwyler, and she gave me the name of Surface America and suggested we look at the poured -in-place surface. Diversified Recreation is the company from which we are getting the playground equipment. I have samples of these different surfaces. What we would like to do, ideally, is install a poured -in-place surface under the entire structure because of the maintenance, the quality, and the [handicap] accessibility it would provide. What I am asking is for the Parks Board to provide 50% of the cost in addition to the school district's 25% contribution and the PTO's contribution of 25%. Mr. Turrentine said he was willing to pay 25%. The price for a poured -in-place surface includes installation, and all that would be required of the [school] district would be to pour a concrete pad underneath. My proposal is that the PRAB consider contributing $6126.45 [50%] for a poured -in-place surface from Surface America. Waite: I would like for our Facilities Committee meet with Mr. Turrentine. This opens a new area for us. We need to sit down with the school and develop some guidelines as to how we are going to work together on these things in the future. I don't mean to put you off, but I would like to have that meeting with Mr. Turrentine between now and our next regular meeting. Driver: Do you not feel that in our [previous] meeting with Mr. Turrentine we did delineate fairly clearly... Waite: Hasn't the school always taken care of the installation and surface preparation? Clark: Yes. Waite: In the past it has always been a fairly moderate expense. With the ADA requirements now, the surface and means of getting [handicapped] people to it [the structure] certainly become a substantial cost of the equipment. Driver: What is your memory of the outcome of the meeting with Mr. Turrentine? James: It seems to me Dugwyler and Turrentine were going to 2 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 get back together and discuss what proportion of shared expenses would be under the new proposal. Clark: I don't know that they were going to discuss about shared expenses, but I know that they were going to talk about at least making some part of the [playground] equipment [handicap] accessible and ADA requirements would be satisfied. Driver: My memory of that discussion was that everyone agreed that the cost of meeting safety regulations would be much higher than before but when we looked at the hours of sharing between the schools and the park department those hours were commensurate. It seemed to me that there was at least a past agreement that it was going to be shared fairly equally. Waite: I vaguely remember that, but I think we are going to have to write some agreement down. Driver: We did ask for a written agreement... Waite: I don't think we got into the detail of splitting it out between equipment and installation costs. Clark: I don't think so, no. Richard: I would suggest you would want to identify what the standards are going toward and then evaluate the costs. It looks like doubling the cost of participation in all of these facilities going forth. Driver: One of the reasons I was holding Happy Hollow up before is that I do think the safety regulations need to be met. I don't think we need to hope that the present government changes fast enough that the safety regulations will not be in effect any longer. I think they are there for a purpose. I think the handicap regulations are also there for a purpose. I am in favor of sharing these costs as long as the school district and PTO picks up half and the usage remains 50-50 as well. Clark: This is something we haven't participated in the past. If you think of this in terms of a total package as opposed to coming back later and retro -fitting, I see this as something (if we are willing to do it) that does not violate the guidelines in which we follow. Driver: I agree. Waite: I would still like to ask James and the Facilities Committee to set up a meeting with Mr. Turrentine and perhaps LaGayle McCarty to get this written out as a policy. We have 3 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 been going with this 50-50 guideline, but it has been pretty much limited to the playground equipment itself. It has been more of a 60-40 because the schools have voluntarily been installing the equipment themselves. I think we should write it down as to the interpretation as to whether the installation of the safety surfaces be considered part of the equipment as well. Driver: I would suggest that some kind of proposal be prepared prior to the meeting that Mr. Turrentine could take to the school board to see if it would be feasible to them. I really feel like we have had the meeting in which we hashed it over, and I think Mr. Turrentine was fairly clear about saying that it needed to be 50-50 and that the safety regulations, particularly with the fall material, needed to be considered as part of the playground equipment. Waite: I don't remember that discussion. Driver: I'm not adverse to having another meeting. I think some sort of proposal needs to be written to give you a starting point. Clark: We can develop a proposal. Installation and ground cover is part of the initial cost. James: This would be on new equipment and existing equipment as well? Clark. I think this would be on new equipment. As I understand the [ADA] guidelines, anything new has to do this. We would not be required to go back and do all of our old equipment. Richard: There should be some position on what is the correct ground cover that meets ADA requirements. There are four different proposal bids here, and their costs are wildly different. Tighe: They all meet ADA requirements. It's just a matter of maintenance and quality. Richard: There is a big difference in costs. I think part of the proposal should be to understand what we are recommending for a surface. Driver: If a sidewalk had to be poured from the school building to a playground, it might seem to be more of a school -related cost than a sidewalk from a parking lot to a playground which would be more of a parks and recreation cost. Other than that, the equipment itself, it seems to me if these 4 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 requirements are part of it that it needs to be considered a part of the playground itself. Tighe: Because we can't install the equipment without an acceptable surface. Waite: Mr. Turrentine definitely should be consulted because we are both interested in not only the safety aspect but also the maintenance aspect. There needs to be an agreement on whether we should go with a more expensive surface with less maintenance or not. I think for the most part maintenance still falls upon the schools. Driver: I think that also needs to be delineated because I think that was a major part of the discussion. How do we split up the maintenance of these playgrounds between schools and the Parks Department? Tighe: Dugwyler recommended the pour -in-place surface. Waite: I don't know that we need to specifically designate which type of surface needs to be done at this meeting. Guidelines need to be set on which both parties agree upon. Clark is to draft a proposal and arrange a meeting with Fred Turrentine and the Facilities Committee. After the meeting, the proposal will be brought before the PRAB for approval. Tighe reported that Turrentine had agreed to finance 25% of the cost of the poured -in-place surface and to pour the concrete underneath it. He also agreed to provide access from the (school] building to the structure. Tighe gave Clark specifications for playground equipment to order. V. Leverett proposal for matching funds for playground equipment - Julie Johnson Johnson: We have been working on this proposal for a couple of years, and we have raised the funds for our part. We've involved the parents, the entire faculty, and we visited playgrounds. We designed something to do with the Leverett playground which is in much need. We also went to all the students. We have representatives here who represent the student body. 5 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 Zack Kiser, Kati Jordan, and Sarah Paul presented proposed ideas for the upgrade of the Leverett playground which included improvements to the soccer fields, basketball court and goals, volleyball/tetherball court, turf maintenance, fencing, and picnic area. Richard: Your proposal is for half of $20,525? Yet nearly $12,000 of that is for drainage and erosion control which you say is already completed and fencing which you say is also completed and sodding the north field? Johnson: The fencing is not complete. That is a typographical error. Turrentine did have Fayetteville Tree and Trench do the drainage on a portion of the north field at a cost of $3,700. Turrentine did the estimates which I presented to the PRAB. Richard: I think this falls into the same discussion we just had. This is way beyond playground equipment. It is now into facilities maintenance. Waite: I think we'd even need to get a legal opinion here because we're reaching the point where we are verging on capital investment on school property. Afterall, the ground does belong the school system. Driver: How is it different from building a gymnasium' James: I think we should take this list from Leverett to our meeting with Turrentine and discuss this issue. Driver: How many of these items do they have to get three bids on? Orzek: All of them except for the small portable basketball goal. Driver: And the PTO would get those bids? Clark: No, if we are buying we would have to do it. We have to meet out purchasing guidelines. Orzek: The city has to abide by state law. Driver: It seems there has to be a meeting with Turrentine before this board can act. I believe it will be a good outcome. VI. 1996 Swimming Pool Report - Gay Gay: Basically the Wilson Park swimming pool in 1996 had a 6 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 good year. There were no major problems or setbacks. The pool operated more efficiently this year and operated with a highly qualified staff. There were some transition with turnover of staff as well as the Program Coordinator leaving toward the end of the season. As usual, the swimming lessons were a big success. Lap swim was so popular there were many requests to extend the hours in which it operated. We also had new programs offered such as snorkeling and kayaking. Attendance was down somewhat this year compared to 1995. This could be because of cool weather in July and August. A water feature such as a slide could raise attendance. Nelson prepared this year's pool report. (see attachments following this page} Building and grounds maintenance costs were up due to the fact that three of the pool building's roofs were replaced this year. A donations from the Lions Club purchased furniture for the pool which will be in place for the 1997 season. A Funbrella awning donated by Tx Trumbo was installed this season. Orzek and Nelson revised the pool staff manual which will be printed and presented to pool staff this spring. Staff is studying changing from gas chlorine to chlorine tablets. A cost analysis will be done. The 1997 CIP projects include a minor renovation of the mens and womens dressing rooms to include new toilet partitions, flooring, and fixtures. The renovation of the mechanical room and the purchase of a handicap accessible chair lift. Richard: You said the attendance was down this year? Gay: This year the attendance was around 28,500. Last year the attendance was 32,328. Richard: Is the intention, for the good of the city, to continue to run at a 100% deficit on the operation of the pool? Clark: We have discussed this from time to time and talked about raising the rates. The kids we want to cater to may not be able to come up with the extra money. We purposefully kept admission fees low; we recognize that it costs money to operate. It's been a deliberate thing to do that. Driver: Many cities our size have several swimming pools in different areas. Clark: The pools that are self-supporting have features which attract and draw from much wider areas. I think you have to 7 / December 2, 1996 • • • Program Revenues General Revenues Pool Concessions Revenues Total Program Revenues Program Expenditures 1996 Pool Report Actual 1995 REGULAR MEETING DECEMBER 2, 1996 Actual 1996 $ 43,401 $ 40,396 19,011 14,706 $ 62,412 $ 55,102 Personnel Services $ 68,166 $ 53,583 Materials and Supplies 21,570 14,849 Services and Charges 20,060 18,229 * Maintenance 6,513 8,252 Capital 1,928 5,857 Less Total Program Revenues Net Difference $ 118,237 $ 100,770 (62,412) 55,825 (55,102) 45,668 * *Accounts marked with an asterisk are currently active and will increase. As of 12/02/96 8 / December 2, 1996 • • • 1996 Pool Report REGULAR MEETING Actual Actual DECEMBER 2, 1996 1995 1996 Personnel Services Salaries & Wages $ 61,825 $ 49,134 Overtime 962 61 Social Security Taxes 4,828 3,758 Insurance - Life 22 22 Insurance - Health 190 188 Insurance - LTD 16 15 Insurance - ADD 7 _ 6 Retirement Savings Plan 316 399 $ 68,166 $ 53,583 • Materials and Supplies Office Supplies & Printing $ 641 $ 301 Cleaning Supplies 1,053 654 Chemicals 5,049 4,634 Concession Supplies 14,349 9,118 Signs 351 14 Safety Devices 127 128 Total Materials and Supplies $ 21,570 $ 14,849 Services and Charges Uniforms & Personal Equipment $ 317 $ 202 Publications and Dues 50 199 Lease Expense 0 83 Utilities 17,158 14,424 • Telephone Expense 611 842 • Insurance -Vehicles & Buildings 114 129 Contract Services 1,810 2,350 Total Services and Charges $ 20,060 $ 18,229 Maintenance Buildings & Ground Maintenance $ 6,513 $ 8,252 Total Maintenance $ 6,513 $ 8,252 Total Operations Before Capital and Depreciation Capital Fixed Assets Building Costs Minor Equipment Total Capital Total 116,309 94,913 $ 980 $ 5,489 0 0 948 368 $ 1,928 ----118 237 5,857 100 770 *Accounts marked with an asterisk are currently active and will increase. As of 12/02/96 9 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 look at them in two different ways. I look at the pool as a service to the community, and I don't look at it as a way to support your budget. The other way is to look at it as either being self-supporting or not be there at all. But that has not been the philosophy that we operate this pool under. We recognize that the pool is continually going to cost us money to offer the service to the community. Driver: But it's the community's money. Richard: I dust wanted to make sure that we weren't being surprised by this. Clark: Sometimes it surprises me. During my tenure here, I think the closest I ever got was around $20,000. Waite: Do you have any particular percentage you shoot for? Clark: Several years ago we did a study of all the pools in Arkansas, and most of them are operating at 30% to 40%. VII. GREENSPACE Development: Engineer: Owner: Location: Park District: Priority: Stonebridge Meadows - Phase I Jorgenson & Associates Bill Meadows South of Hwy 16 E between Dead Horse Mtn. Rd. and Roberts Rd. Southeast This subdivision is outside of the 10 year Master Plan area and the 1994 city limits - no priority has been set in this area. Total Acres: 37.98 Units: 78 Single Family Land Dedication Requirement: 1.95 Money in Lieu: $23,400 1990 Needs: 15-30 acres (only includes area within 1994 city limits) 2010 Needs: 17-34 acres (only includes area within 1994 city limits) 211 + 320 Regional Park acres (Lake Wilson) Existing: Staff Recommendations: The owner will be seeking annexation and 10 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 rezoning of this property in the early part of 1997. Development in this area is projected to include 300-500 residents. Jorgenson: We have a consideration of green space versus money in lieu for the Stonebridge Meadows subdivision Phase I. A plat and a copy of the overall concept plat has been submitted to you. The owner, Bill Meadows, is here to help answer questions. I have talked to Clark and Dugwyler; the preference of the owner is to dedicate property. The area in which we would like to dedicate the property is in the vicinity of directly east after crossing the bridge across the river. Or possibility property on the north and to the west. Driver: What about subsequent phases? Is there an idea to make it larger? Jorgenson: Exactly. That's another good reason for this area because we can set it aside and dedicate more property as other phases are developed. This would make for a good area for a park. Driver: If your future expectation is to have 300 residents, how many homes is that? Jorgenson: These are single-family. I need to remind you that this Phase I is the only one that [owner, BillJ Meadows is planning on taking on right now. Looking ahead, I'm not exactly sure what the projected number of houses might be. Driver: I'm trying to get an idea of what the total land dedication might be. Jorgenson: I think it would be 10-13 acres. In the area we are talking about setting aside we can easily accommodate 10-13 acres. Driver: What kind of park land? Is it usable? Jorgenson: It's useable, but it is in the 100 -year flood plain. There are two accesses to this property. One access is off Stonebridge Road, but the primary access is a roadway we are putting in off Hwy. 16. Driver: Is there a staff recommendation? Clark. Yes. I want to ask a couple of questions. Are there any assurances that you will be the developer of the next phase? Meadows: It depends on how well this first phase goes. 11 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 Clark: 1.95 acres is not very significant for this area because there is going to be a golf course there. However, with the other phases coming on I think the staff recommendation would be to acquire land in that area. I haven't been there to look at the land, but I do think we should acquire some land there. This has a potential of serving up to 500 residents. Jorgenson: I don't recall exactly how we handled another project, Meadowlands, on the west side of town. We had several phases there. I don't know if we prepared a letter or bill of assurance to the effect that stated subsequent land dedication would occur adjacent to the previous one done in the first phase. I think something like that could be done so that the next developer would know and you would have a continuous piece of property. Driver: That would certainly be courteous. Waite: I'm not sure if we could put a bill of assurance on this or not. We could make the statement that that is our intent and get that information to owners and potential developers of the area. MOTION: DRIVER/JAMES PRAB intends to accept land dedication, 1.95 acres, to satisfy green space requirement for Stonebridge Meadows - Phase I. Motion approved unanimously 5-0. VIII. Zoological Society November 19, 1996 Special Meeting Report - Dugwyler Clark spoke in Dugwyler's absence. Clark requested the NWA Zoological Society write specifically what they wanted, what they expect, what they planned to do with use of land west of Lake Fayetteville dam, and for how long. They are going to prepare this information and appear at the January meeting. Waite explained that the Lake Fayetteville trail could possibly lie somewhere on that land. Other than the trail, Waite stated that he did not see any other utilization of the 12 / December 2, 1996 • • • REGULAR MEETING DECEMBER 2, 1996 land in question. Clark said he felt the group did not want to disturb the area and would undoubtably keep it as natural as possible. A statement of purpose from the group should suffice as opposed to a more formal land lease agreement as with BGSO. IX. Gulley Park purchase status report - Clark There has been some question from Mayor Hanna as to the price of this land. Waite said PRAB view points and background work should be presented to city administration before addressing this issue. X. Gym proposal from the November 7, 1996 Special Meeting - Clark Clark said the community gymnasiums have been staffed and operating hours extended. This will continue until April. There is a demand for utilization. We are negligent in getting newspaper advertising; Clark said he would work on that aspect to get the word out to the public that these facilities are available and open. XI. OTHER BUSINESS Mackey's, Driver's, Jones', and Richard's PRAB terms expire this month. There will be open positions next year. Waite urged those who knew others interested in parks and recreation to turn in their names. Meeting adjourned at 6:40 p.m. MINUTES APPROVED: /-/p-97 MINUTES TAKEN BY: J hn Neon 13 / December 2, 1996 • MONDAY, DECEMBER 2, 1996 REGULAR PRAB MEETING NAME (Please Print) GRRO_UP' REPRESENTING c VAI Y3/'{. upJ..LJ(_JC C i a d A) • -�-� H�o/LI&LLD - 6U r./r i Si 'At � x A dM .papa LtAt-kAs`J .LkM�l�, �n 41 n e o n �C�1 CT -q au,_ !tiger Lex.e.Ptet-St/ et/ c/441564 j o a/ //Jede/e-'� )') Vie A_ t- 720./2 a,',oza.4.41fl .O, y 7tadowa._'