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Home My WebLink About1997-12-08 - Minutes• FACILITIES COMMITTEE SPECIAL MEETING DECEMBER 8, 1997 P.R.A.B. Members Present: Ackerman, Bleidt, James, King, Waite Parks Staff Present: Clark, Nelson, Rogers School Representative: Fred Turrentine, Fayetteville School Maintenance Director Media Present: None SUBJECTS DISCUSSED: • Asbell aym interior ceiling, lights, & paint • FYC parking violations *Davis Park - acquiring more acreage • Davis Park Pond - Lily pad and filling it at a later time • Lake Fayetteville Trail - Phase I will be complete after receiving the final design from Landplan • Lake Fayetteville Trail,- boundaries to be permanently staked • BGSO - Parks Dept. to set permanent stakes to mark the boundaries according to their lease agreement • Mudcreek (near Gulley) trail to be done with the help of Sweetser's $10,000 commitment The Facilities Committee met at 5:30 p.m. on December 8, 1997 at the Asbell School gymnasium Committee members visually inspected the facilities; the current ceiling tiles are in need of repair. Turrentine proposed replacing the ceiling tiles with Tectum -brand acoustical panels to reduce the echo inside the gymnasium. Turrentine also stated that the school system has used this material in the past and it is more durable and sound absorbent. Turrentine has received price quotes from Nabholtz Client Service ranging from $17,648 to $21,485. Nabholtz would temporarily remove lighting, remove and dispose of existing ceiling tiles, install grid or furring of chosen type, install chosen type of ceiling tiles, paint ceiling if applicable, and reinstall lighting. For an additional fee of $2,351, Nabholtz would install new light fixtures which match four of the existing ones installed one year ago by Monday, December 8, 1997 / 1 Fac1297.wpd • Marrs Electric. Batten strips and edge trim were excluded from the quote. Turrentine stated that once the panels were installed with hold- down clips, School Maintenance personnel would maintain and replace any damaged tiles from stock. Renovation plans for the Asbell gymnasium also include painting the interior of the facilities, the application of a washable epoxy paint on the restroom walls, and the application of enamel paint on doors. Turrentine initially stated that the school would supply the labor (painter) in exchange for the City supplying an $1,000 for paint; however, when Ackerman suggested a 50%/50% split, Turrentine said he would want to include the $10.80 per hour painter's wages in the split. MOTION: WAITE/JAMES The Facilities Committee moved to approve up to but not to exceed $10,000 for the renovation of the Asbell School gymnasium with the school system providing labor and the City providing $1,000 for paint and up to $9,000 for the replacement of the interior ceiling panels and light fixtures subject to a match of funds from the school system. Motion approved unanimously 5-0. Committee member James inquired about possible roof damages. • Turrentine said Franklin and Sons had not evaluated it, but it was his opinion that minor repairs would probably not exceed $450 to $500. • Turrentine told the group that the current school millage would generate 18.4 million dollars. The district would like to spend 14 million dollars on the construction of two new middle schools. The balance of over 4 million dollars is tentatively ear marked for the renovation of all school gyms. FAYETTEVILLE YOUTH CENTER PARKIN( Clark reported that signage is being acquired to help alleviate the parking problems at the Fayetteville Youth Center. The area will be striped and designated restricted parking. Vehicles must display a FYC or school parking sticker. Clark has been in contact with University of Arkansas officials regarding the matter. Notes on windshields warning violators may be incorporated initially. Monday, December 8, 1997 / 2 Fac1297.wpd • • • LAKE FA E TTEVILLE TRAIL Facilities Committee members expressed differing opinions on what actions should be taken on the development of a trail around Lake Fayetteville. Ackerman stated that he has met with resistance for a multi -use facilities or anything other than a natural trail. Bleidt said although he had received a few comments favoring multi- use, the majority did not want to destroy the aesthetics of the area and relished keeping a natural trail. Clark suggested performing minimum maintenance to the existing trail and focus attention elsewhere. He suggested perhaps constructing a trail at Davis Park and Mudcreek (near Gulley) at this point. Everyone agreed that this trail issue would come up again in the future. It is important to mark the boundaries and make groups in the area aware of it and closely monitor their activities. MOTION: BLEIDT/JAMES The Facilities Committee ground area of the trail development and reassess consider Phase I complete Motion approved 5-0. moved to define on paper and stake the route, to take no immediate action or the feasibility at a later date, and Bleidt will outline the Lake Fayetteville trail decision in his newspaper column. OTI-JER BUSINESS In other business, there is some acreage which may be available on the west side of Davis Park. This possibility is being pursued. The water has been diverted from the pond at Davis Park. We will look at the possibility of filling the pond [with dirt] after a park master plan is completed. The Mud Creek/Sweetser boundaries have been staked. Ackerman has visited with Jerry Sweetser, and he (Sweetser) has the pipe if the City can put in the fill. Sweetser will engineer the project, install the pipe, and furnish the labor and equipment. We need to coordinate with Sweetser and get this project completed. Meeting adjourned at 6:27 p.m. MINUTES PREPARED BY: First draft 12.09.97 • 8:17 a.m. Monday, December 8, 1997 / 3 Fac1297.wpd FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS • DEPARTMENTAL CORRESPONDENCE TO: PARKS AND RECREATION ADVISORY BOARD FROM: Dale D. Clark, Parks & Recreation Director DATE: November 24, 1997 SUBJECT:- PRAB MEETING ON MONDAY, December 1, 1997, AT 5:30 PM IN ROOM 326 OF THE CITY ADMINISTRATION BUILDING I. Approval of PRAB Minutes - November 3, 1997 Meeting II. Annual Report from AR Baseball (Fayetteville Fall Baseball) - Gary Atha & Rex McGill • III. Annual Report from the Fayetteville Soccer Association 1 Hung Doung, Ken Ball, and Bill Craft IV. Girls Softball Complex Phase II update (bid status)- Clark (rebid in January) V. Daily Work Summary Report - Nelson VI. Green Space money in lieu formula update from the November 4 Council Meeting - Dugwyler (copy attached) Ordinance to be updated every two years VII. Lake Fayetteville Trail update - Dugwyler VIII. Walker Park parking lot design update - Dugwyler IX. Parks Board volunteered hours(244) for 1997 - Clark X. Announcement that the Parks Ordinance was established 30 years ago this year - Clark XI. Parks' Project Status Report - Clark XII. OTHER BUSINESS • Parks and Recreation Advisory Board Page 2 December 2, 1997 ATTACRMENTS : Updated Green Space Ordinance • Recreation & Parks in America: An Open Letter to the 105th Congress (info only) • October 28, 1997 Synopsis from the Lake Fayetteville Trail Plan Meeting • Landplan's Minutes/Comments for Consideration dated October 31, 1997 by Keith Franklin • Lake Fayetteville Multiuse Trails Newsletter from Landplan's Keith Franklin • • • PRAB REGULAR MEETING DECEMBER 1, 1997 The meeting was called to order by Chairman Ackerman at 5:30 p.m. in Room 326 of the City Administration Building. Members Present: Ackerman, Bleidt, James, Judy, King, Staggs, Thiel, Waite Staff Present: Clark, Dugwyler, Nelson, Paschal, Rogers Guests Present: Rex McGill, President, Fayetteville Fall Baseball; Gary Atha, Treasurer, Fayetteville Fall Baseball; Hung Duong, President, Fayetteville Soccer Association; Ken Zantow, Bill Craft, Ken Ball, Robert Twiggs - Fayetteville Soccer Association; Peggy Smith - Fayetteville Chamber of Commerce / Fayetteville Jaycees Media Present: Rusty Garrett, Northwest Arkansas Times Jill Smith, Morning News BUSINESS: 1. MOTION: JAMES/BLEIDT The Minutes from the November 3, 1997, PRAB regular meeting were approved unanimously 8-0. 11. Annual Report from Fayetteville Fall Baseball - Rex McGill / Gary Atha Rex McGill, President of Fayetteville Fall Baseball presented an annual report to the Parks and Recreation Advisory Board. Current goals of Fayetteville Fall Baseball include 1) to provide an opportunity for young people to play competitive baseball which otherwise does not exist in Fayetteville; 2) to teach the fundamentals of baseball in a competitive environment using major league baseball rules; 3) to promote good sportsmanship and teamwork; 4) to offer a relatively short season with a 20-25 game format; 5) to improve the quality and competitiveness of Fayetteville Baseball. Since the inception of fall baseball, Fayetteville All-Star teams have gotten more competitive on a statewide level each year. In 1997, Fayetteville won the state tournament in the 15- and 13 -year-old division, while the 11- and 10 -year-old teams finished second in their state tournaments. There are two divisions in Fayetteville Fall Baseball; there is a 10 & Under division and a 12 & Under division. Approximately 220 players participated in the 1997 Fall Baseball season. There were 90 players in the 10 -year-old division and 130 players in the 12 -year- old division. There were also 45 coaches participating in the program in 1997. Fayetteville Page 1 • • 1 PRAB Regular Meeting December 1, 1997 Fall Baseball Board Members predict 300 baseball players for 1998 and 1999. Gary Atha, Treasurer, presented the financial report for 1997. The Fall organization purchased sod for improvements to three fields at Walker Park. Mr. Atha stated that the $500 team registration fee generated $7500 (for the 15 teams) and concessions revenue was $10,210 for a total income of $17,710. Expenses included insurance costs, concession costs of goods sold, concession labor, trophies, baseballs, utilities, grounds maintenance, umpires, and miscellaneous expenses for a total of $17,333. Goals for the next five years include: 1) to establish a more flexible system using a combination of league play and tournament play; 2) to develop a trial girls fast pitch softball league using fields presently not used; 3) to attract more teams from the area through better advertising; 4) to build a program which would include a division for each age group (9, 10, 11, 12); 5) to sponsor more pitching and coaching clinics, 6) to generate revenue for Walker Park improvements; 7) to continue to improve the competitiveness of Fayetteville baseball on a statewide and regional level; 8) to get City help maintaining fields during active season; and 9) to help teams from within the program attend national tournaments Mr. McGill also presented the following capital improvement needs for the Walker Park baseball facility: 1) batting cages; 2) a press box; 3) repairs to gates, fencing, and dugouts; and 4) dirt work on fields 4, 5, 6, and 8. The Fall Baseball Board has voted to contribute funds toward the addition of batting cages. McGill estimated the required netting would cost around $3,000. Additional costs would be incurred on poles and other materials However, volunteer labor could be utilized in the installation of batting cages. Chairman Ackerman suggested Fayetteville Fall Baseball Board Members evaluate each capital improvement needs, develop a priority list, get cost estimates, prepare a proposal, and present the information to the Parks and Recreation Advisory Board for consideration. 111. Annual Report from Fayetteville Soccer Association - Hung Duong Fayetteville Soccer Association President, Hung Duong, presented an annual report for the soccer program. The primary mission of the Fayetteville Soccer Association is `Promoting Soccer as Recreational Activity to the Majority of the Fayetteville Youth'. Goals of the organization include: 1) affordable (players fees range from $35 to $55 depending on age group); 2) developmental (players are not chosen according to skill; novices are taught soccer skills); 3) focusing on the majority; and 4) provide a positive environment for youth. Mr. Duong reported over 900 players participated in the soccer program during 1997. Statistics indicate that soccer is most popular among youth 12 -years -old and younger. Upper age groups make up only 1/6 of the overall population. There were 850 players Page 2 • PRAB Regular Meeting December 1, 1997 (33% growth) for the fall season which ended November 2, a total of 70 teams, 140 coaches, and an average of ten games and ten practices for the fall season. There was also a high turnover for older age groups which is consistent with surrounding areas. Treasurer, Ken Ball, presented an overview of the Association's income and expenses over the past three and one half years. $30,348 was raised in registration fees for the fall season alone. Sponsorships and other income accounted for $8,846.66. Total expenses for the fall season were $31,229.42. The Association expects to make a profit for the first time in a number of years. Mr. Ball also presented copies of tax returns and financial statements. Short term goals for 1998 include: 1) financial stability; 2) coaches' training, clinics, license, games; 3) better equipment and uniforms, 4) development of web pages; 5) Constitution revision (May '98 objective); and 6) early registration (electronic, internet, telephone) to expedite processing. Mr. Duong also stated that he was happy to see non FSA members using the facilities when they are not in use and feels positive effects are generated such as creating an interest in fitness and school interest in the sport of soccer. However, a serious issue was raised regarding facility control. The Fayetteville Soccer Association recommends more fields and parking, better field and facility conditions, facility control, and other soccer interests. One problem is not having control over non FSA groups who utilize the fields and do not understand the importance of letting fields recover from heavy use Mr. Duong feels it is important to look at different grass mixtures to better suit the younger players and better prevent accidents. He also stated that FSA is the only group which contributes to the facility, but other [non contributing] groups use it. PRAB member, Thiel asked Mr. Duong how he would keep other groups from using the fields. The logistic is to not necessarily prevent other groups from using the fields, but to find a happy medium. Clark said the fields should be reserved through the Parks Division, and FSA should be given primary scheduling rights. The Parks Division must be in control of the scheduling before being able to police the fields. In the past, the game schedule and practice schedule has been delegated by the Fayetteville Soccer Association. The Parks Division has not been involved in this process. Chairman Ackerman suggested FSA form a subcommittee to work with the Parks Division to develop methods and procedures to coordinate activities and make decisions which will aid in the accomplishment of what is needed within the facilities restraint. The constant growth the program is experiencing needs to be communicated consistently to the Parks Division. Collectively, suitable solutions should be derived. IV. Girls Softball Complex Phase II update (bid status) - Clark Clark reported that bids received on Phase 11 exceeded the budgeted amount of $550,000. Page 3 • PRAB Regular Meeting December 1, 1997 Because the deductive alternates did not bring us within this range, the project will be re- bid in January. The dirt work will be bid as the first phase, the concession bid as the second phase, and the fence work will probably be bid separately. V. Daily Work Summary Report - Nelson Nelson reported that in October 1996, he distributed a daily work summary form to Parks Maintenance personnel on which to record their daily work duties. The form was designed in a simplistic manner to avoid taking valuable time away from work activities. The data is input into a database from which information is drawn. From these entries, the amount of time spent in each park location and the type of work activity performed can be determined. Information from these reports are also used to determine performance measures for budgeting purposes Each month copies of this report are distributed to the Parks Director, the Assistant Parks Director, and the Parks Maintenance Supervisor for their review as to how and where work hours are performed. As a side note, Nelson also stated his concern for the volume of paper used daily for the work summary forms. Both sides of the paper is used and one form is used for each crew performing the same tasks. VI. Green Space money in lieu formula update from the November 4 City Council Meeting — Dugwyler (copy attached) Ordinance to be updated every two years Dugwyler reported that City Council approved the request to change the Green Space money in lieu formula, and they added an amendment to review every two years. The past ordinance was based on the market price of $12,000 per acre; the amended amount is $15,000 per acre. We will begin collecting on new developments as of November 4, 1997. This will be a November PRAB agenda item every two years. VII. Lake Fayetteville Trail update - Dugwyler Two public workshops have been conducted to generate public input. PRAB member, King suggested paving across the dam and north toward the Environmental Study Center and make a loop, and pave the south toward the Botanical Garden Society and make a loop, and leave the rest natural. He suggested developing a year to year maintenance contract for the upkeep of the natural trail. There are several options which would accomplish our goals. Chairman Ackerman suggested that the PRAB review all the facts and the input received and evaluate the information to determine what is needed at Lake Fayetteville. There are a lot of things to be taken into consideration, primarily cost, and this project will have to be phased over a period of years. Additional public comment may be needed as the PRAB Page 4 • PRAB Regular Meeting December 1, 1997 begins evaluating all of the information. Clark stated that he felt the interest shown for the project did not justify the expense. There are other projects which can be focused upon. PRAB member, Waite stated there wasn't a lot of interest in the trails at Gulley and Wilson either in the beginning, but both trails are now used heavily. Clark said he felt the development of a trail was a good idea, but there are a lot of issues the PRAB need to address and make a decision. VIII. Walker Park parking lot design update - Dugwyler Dugwyler reported that herself, Clark, the Public Works Director, and the Traffic Department had met regarding the Walker Park parking lot. The intersection of Block St. and 13th Street will be striped. A meeting with the City Planning Department and the City Tree Coordinator is planned for the end of the week to work on a few aspects of the design Cost estimates will be developed, and the project will go to bid. Parks Maintenance can clear underbrush in the area during the winter months. IX. Parks Board volunteered hours for 1997 - Clark Clark expressed his appreciation for the number of hours each PRAB member has volunteered during 1997 and thanked them for their support. Waite's and James' terms end this year, and Clark thanked them for being spokespersons and for their devotion and efforts. X. Announcement that the Parks Ordinance was established 30 years ago this year - Clark Clark announced that the Parks Department was established in 1967. This is the thirtieth year the ordinance has been in effect. XI. Parks' Project Status Report - Clark Clark reported that the Lewis soccer fields additions will go before large scale development and will require the widening of Mt. Comfort Road and the construction of sidewalks. We are going to appeal to the Planning Commission and the City Council that this be moved up on the Street priority list. The Mt. Comfort improvements need to be done, but it is our opinion that it should not be funded from the Parks budget. Drainage improvements are being made at Willow Springs. This level area will be made available for playground or soccer field development. Clark asked that the Facilities Committee evaluate the Asbell gym in the near future. The school is developing a renovation project of which they want us to participate. XII. OTHER BUSINESS Page 5 • • PRAB Regular Meeting December 1 1997 Clark announced that this is his last meeting as the Parks Director. Beginning January 1, 1998, Mr. Clark will concentrate his efforts on the Fayetteville Youth Center. He will remain active in recreation and as a consultant. Chairman Ackerman informed the group that Mr. Clark had served the parks and the community for 27 years. He has implemented many programs and has worn two hats for many years. Under Clark's guidance, the program has grown astronomically over the past twenty-five years. Mr. Clark has a wealth of information that we all will continue to call upon. PRAB member, King announced that this is his last meeting as well because he is moving to Fort Smith, Arkansas. Meeting adjourned at 7:38 p.m. MINUTES APPROVED: / -,5- 98 MINUTES TAKEN BY: "Idid n John L. Nels n First Run 1.Dec.97 11:45 p.m. Second Run 3.Dec.97 4:30 p.m. Page 6 MONDAY, DECEMBER 1, 1997 REGULAR PRAB MEETING NAME (Please Print) GROUP REPRESENTING ReY ML6 LL ALL-,Biiss.), 1,6A/44 1 worrm ii v