HomeMy WebLinkAbout2000-11-28 - Minutes•
TO: Parks and Recreation Advisory Board
FROM: Connie Edmonston, Parks 8i Recreation Superintendent
DATE: November 27, 2000
RE: Special PRAB Meeting Tuesday, November 28, 2000
12:00 p.m. in City Hall Room 326
FAYETTEVIJ S.F
PARKS & RECREATION
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AGENDA
1. Approval of Revised 2001 Capital Improvement Projects:
See attached proposed revision.
PRAB MOTION:
2. Approval of Land Lease to the Fayetteville Youth Center, Inc.
The lease term would be for 99 years. If the leased land ceases to be used for recreation
purposes or ceases to be used by the Fayetteville Boys and Girls Club, then the land
would revert back to the City. Any building construction on leased land would be
approved by PRAB prior to being built. The Fayetteville Boys and Girls Club would be
responsible for all maintenance of the leased land.
PRAB MOTION:
3. Approval of Working Agreement with the Fayetteville Youth Center, Inc.
• See attached proposed agreement. Please note this agreement must be reviewed by City
staff and possibly revised before submitting to City Council.
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PRAB MOTION:
4. Adjournment
Thank you for meeting on such a short notice. I would like to recap what I understand to be the City's
commitment to the Fayetteville Boys and Girls Club. The City has agreed to fund the following:
1. Street improvements by constructing Rupple Road South of Wedington Road
at an estimated cost of $1.0 million
2. Extend water/sewer lines to the site at an estimated cost of $124,000
3. Participate in the construction of a parking lot in an amount not to exceed
$300,000.
City Staff has met and the following is a recommendation for consideration of the Parks and Recreation
Advisory Board and City Council. It is recommended to revise our Parks and Recreation C1P to include a
one time transfer of $395,000 in 2001 to assist the Fayetteville Boys and Girls Club with their grant
project. The City funding would be contingent on the Donald Reynolds Foundation releasing the grant
funds to the Fayetteville Boys and Girls Club. Any proposed use of city mileages would be proposed by
the Boys and Girls Club to the City Council at the agenda session on Tuesday, November 28 or the City
Council meeting on Tuesday, December 5, 2000.
Attachments:
Proposed 2001 CIP Revision
Proposed Working Agreement
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MINUTES OF A SPECIAL MEETING
OF THE
PARKS AND RECREATION ADVISORY BOARD
NOVEMBER 28, 2000
PRESENT: Parks and Recreation Advisory Board members Thiel, Ackerman, Hill, Colwell, Nickell, Eads,
Shoulders; City staff Edmonston, Gulley, Nelson, Rogers, Schuldt, Wright; and Press.
Ms. Edmonston said the Fayetteville Boys and Girls Club had received a $9.2 million grant from the Donald
Reynolds Foundation. A $750,000 funding request per year for three years was submitted to City Council. After
meeting with city staff, the city has agreed to fund street improvements by constructing Rupple Road south of
Wedington Drive at an estimated cost of $1.0 million, to extend water/sewer lines to the site at an estimated cost of
$124,000, and to participate in the construction of a parking lot in an amount not to exceed $300,000. City staff
recommends revising the Parks and Recreation Capital Improvement Program to include a one time transfer of
$395,000 in 2001 to assist the Fayetteville Boys and Girls Club with their grant project. Ms. Edmonston said funds
had been budgeted for an aquatic park in 2003 but given the magnitude and cost of the project, it has been decided
to put it to vote. In order to free $395,000 in 2001, the Capital Improvement Program had to be revised.
AGENDA
Approval of Revised 2001 Capital Improvement Projects:
Ms. Edmonston presented 2001 CIP Revision.
PARKS DEVELOPMENT FUND
Request Subtract Revision
Park Land Acq.
Lk Fay Softball Com.
Bundrick Park
Park Trail Dev.
Davis Park Imp.
Fay. Boys & Girls Club
SALES TAX
Other Park Imp.
Lk Fay/Seq Imp
$ 35,000
$ 250,000
$ 55,000
$ 380,000
$ 20,000
0
-$ 35,000
-$ 50,000
-$ 380,000
0
$ 250,000
$ 5,000
0
$ 20,000
$ 395,000
$ 740,000 -$ 465,000 $ 670,000
Request Subtract Revision
$ 25,000
$ 75,000
-$ 75,000
November 28, 2000 / Page 1
$ 25,000
0
PRAB Special Meeting
Conc./Restroom Imp. $ 40,000 -$ 35,000 $ 5,000
Lewis/Asbell Athletic $ 314,000 $ 314,000
Complex Dev.
Park Trail Dev. 0 $ 180,000
$ 454,000
Funds moved from previous years
-$ 110,000 $ 524,000
Park Land Acquisition: (96 -HMR Funds) $ 61,370
Trails $ 280,013
96 -HMR $ 100,013
01 -Sales Tax $ 180,000
Lighting and playground replacement for the Lake Fayetteville Softball Complex as well as parking
improvements for the Lewis/Asbell Athletic Complex are priority projects with safety concerns. Ms.
Edmonston suggested in-house ground work at Bundrick Park, holding a public meeting for neighbor input,
and request Park Land Dedication Ordinance funds for development. A wetlands delineation study for Davis
Park is also imperative.
Ms. Thiel said the Boys and Girls Club is a wonderful organization which serves many in a number of ways.
She emphasized the budgeted amounts allocated to the Boys and Girls Club annually for operations,
additional funding for strategic planning, and donation of park land as overwhelming support for the
organization but expressed other organizations deserved funding too. Ms. Thiel said she hoped in the future
the Boys and Girls Club could become more self sufficient.
Ms. Nickell said it was her understanding that the HMR tax was presented to the citizenry to include
renovation of the youth center. Ms. Thiel read the unprioritized listing: purchase of land, renovation of
Wilson Park pool, construction of additional aquatic facilities, development of lake sites, additional sport
facilities, acquisition of equipment and playing areas to facilitate wider participation of all ages and groups
in recreationaVcompetitive leagues, renovation of the Fayetteville Youth Center, development of Walker
Park Senior Citizens Center, construction of park maintenance facility, and development of trails, gardens,
and non -sport recreational programs.
Mr. Ackerman said the Parks and Recreation Division and the City of Fayetteville supports the Fayetteville
Youth Center by providing more than $250,000 each year for services the city would have to offer if the
Youth Center wasn't already offering them. He said the support should continue as best possible to help the
Boys and Girls Club secure the Donald Reynolds Foundation grant.
Mr. Hill said the only condition to the grant was raising the endowment which has to be in place before
construction begins. There is a construction deadline of August 2003. Mr. Hill explained the pledging
process. The $395,000 from Parks and Recreation would be used for construction.
Mr. Ackerman asked if the Fayetteville Boys and Girls Club would be willing to provide the Parks and
Recreation Advisory Board and city a quarterly status report regarding fund raising. Mr. Hill said quarterly
November 28, 2000 / Page 2
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PRAB Special Meeting
meetings are part of the new working agreement.
II. Approval of Land Lease to the Fayetteville Youth Center, Inc.
Parks and Recreation Advisory Board members discussed a land lease term of 99 years. If the leased land
ceases to be used for recreation purposes or ceases to be used by the Fayetteville Boys and Girls Club, then
the land would revert back to the City. Any building construction on leased land would be approved by the
Parks and Recreation Advisory Board prior to being built. The Fayetteville Boys and Girls Club would be
responsible for all maintenance of the leased land.
Ms. Nickell questioned the number of acres that would be leased. Ms. Edmonston said 9.2 city -owned acres
would be included in the lease. The actual building would be situated on land owned by the Fayetteville
Youth Center, and the leased land would be surrounding areas which would include parking and recreational
areas.
III. Approval of Working Agreement with the Fayetteville Youth Center, Inc.
Parks and Recreation Advisory Board members briefly discussed working procedures and responsibilities
for the City of Fayetteville Parks and Recreation Division and the Fayetteville Youth Center. Ms. Thiel said
city ordinances requiring two Youth Center Board of Directors to serve on the Parks and Recreation
Advisory Board will be amended to include that all Parks and Recreation Advisory Board positions will be
appointed by City Council.
Ms. Edmonston quickly highlighted areas of change within the agreement. Members discussed a condition
of the annual funding requiring the Fayetteville Youth Center to make its pool available to residents of the
City of Fayetteville for a daily fee without the need to purchase a membership to the club.
Mr. Stockland said the annual funding the city provides the Youth Center is equivalent to the money
needed transportation and swimming pool operating costs.
Mr. Colwell said it was important that the facilities and programs be available to anyone. Participation and
membership fees, scholarships, budgeting and fund raising was discussed.
Mr. Stockland said the corporate name was the Fayetteville Youth Center, Inc. dba the Boys and Girls Club.
Ms. Rogers asked if the $395,000 would satisfy the HMR requirement for the Youth Center renovation, Mr.
Stockland said there wasn't an amount associated with it, but he felt this was a fair compromise. Ms. Rogers
also inquired about fund raising plans, and Mr. Stockland said a fund raising professional had been hired.
MOTION:
Ms. Nickell moved to approve the revised 2001 Capital Improvement Program.
Mr. Shoulders seconded the motion.
November 28, 2000 / Page 3
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PRAB Special Meeting
Upon roll call, the motion was approved 6-0-2 with Thiel, Ackerman, Colwell, Nickell, Eads, and
Shoulders voting 'yes' and Hill and Stockland abstaining.
MOTION:
Mr. Shoulders moved to approve a land lease to the Fayetteville Youth Center.
Ms. Eads seconded the motion.
Upon roll call, the motion was approved 6-0-2 with Thiel, Ackerman, Colwell, Nickell, Eads, and
Shoulders voting 'yes' and Hill and Stockland abstaining.
MOTION:
Mr. Ackerman moved to approve a Working Agreement with the Fayetteville Youth Center, Inc.
subject to City Staff approval.
Ms. Nickell seconded the motion.
Upon roll call, the motion was approved 6-0-2 with Thiel, Ackerman, Colwell, Nickell, Eads, and
Shoulders voting 'yes' and Hill and Stockland abstaining.
IV. Adjournment
The meeting adjourned at 1:15 p.m.
MINUTES APPROVED:
MINUTES TAKEN BY:
DEC 0 4 2000
/144077
John elson
November 28, 2000 / Page 4
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE
CITY OF FAYETTEVILLE PARKS AND RECREATION DIVISION
AND THE FAYETTEVILLE YOUTH CENTER, INC.
This Agreement is made and entered into between the City of Fayetteville Parks and Recreation
Division (Parks and Recreation) and the Fayetteville Youth Center, Inc. (hereinafter FYC).
WHEREAS, the parties are two of the providers of recreational sports for the citizens of
Fayetteville and wish to define a working agreement which may be revisited and modified each year
upon mutual agreement between the Superintendent of Parks and Recreation and the Executive Director
of the Fayetteville Boys and Girls Club; and.
WHEREAS it is the goal of both parties to work in cooperation to enhance the recreation
facilities and programs offered by the parties and to act together in meeting the needs of the citizens of
Fayetteville; and
WHEREAS, increased communications and a new set of operating procedures will assist with
the working relationship and will benefit both agencies and their operations; and,
WHEREAS Parks and Recreation believes the goals of Parks and Recreation and FYC would
best be accomplished by defining and streamlining responsibilities and procedures; and, is therefore
recommending the merging of facility and program management for all recreation offerings,
thereby providing administrative accountability for all services provided to the citizens.
NOW, THEREFORE, in order to define and improve the current working relationship between
Parks and Recreation and FYC, the following set of detailed operating procedures and responsibilities are
hereby established.
I . FYC will be responsible for working with the Fayetteville School System to provide staffing,
programming, maintenance, promotion and development for the following facilities: Asbell Gymnasium,
Holcomb Gymnasium, Vandergriff Gymnasium, and the Youth Center. FYC will assume responsibility
for the hiring, evaluating, and supervising of gymnasium supervisors and custodians at Holcomb, Asbell,
and Vandergriff Gymnasiums.
2. Parks and Recreation will be responsible for providing or approving the staffing,
programming, maintenance, promotion and development for the city and school parks, including the
following facilities which are utilized for sports programming; Asbell Soccer/Softball Complex, Gary
Hampton Softball Complex, Lewis St. Soccer Complex, Walker Baseball/Soccer Complex, White River
Baseball Complex, and the Wilson Softball Field. Parks and Recreation shall be responsible for outdoor
facilities owned or leased by the City of Fayetteville excluding the property leased to FYC pursuant to
written agreement.
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3. FYC will be responsible for providing or approving the management, staffing, and promotion
and development of the following programs and activities. FYC will coordinate with the Fayetteville
School System for use of their facilities. FYC will be responsible for the majority of sports and activities
held at indoor recreation facilities, including but not limited to the following:
-Basketball
-Baton
-Camps (Environmental Study, Spring Break, Christmas Break, Summer)
-Cheerleading
-Dance
-Fishing Rodeo
-Flag Football (Youth)
-Golf
-Gymnastics
-Karate
-Ping Pong
-School Kids Connection
-Swim Lessons
-Volleyball
-Tackle Football
-Track
-Special Events
*Boys and Girls Club programs which do not compete with those listed in paragraph 4.
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4. Parks and Recreation will be responsible for providing or approving the management, staffing,
and promotion and development of the following programs and activities. Parks and Recreation will be
responsible for the majority of sports and activities held at outdoor recreation facilities, including but not
limited to the following:
-Baseball
-Fast-pitch Softball
-Flag Football (Adult)
-Hobby Use Groups
-Sand Volleyball
-Slow-pitch Softball
-Soccer
-Special Events
-Swim Lessons
-Tennis Lessons
5. The Girls Recreational Slow -pitch Softball shall be a joint effort between Parks and
Recreation and FYC. FYC shall be responsible for registration, sponsorship, uniforms, team division and
coach recruitment. Parks and Recreation shall be responsible for practice scheduling and management,
game scheduling and management, umpires and concessions. There will be an advisory board comprised
of a program professional from FYC, chairman of the program committee at FYC, program professional
from Parks and Recreation, three at large members selected by the Executive Director of FYC. The
advisory board will establish the philosophy and rules of the league and establish a mechanism to
evaluate the program. The youth slow -pitch softball player fee will be determined annually.
Page 2
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6. FYC and Parks and Recreation both currently provide swim lessons and pool programs. The
parties agree to work together for the common good of both programs. FYC agrees not to establish a
program that competes with an established program provided by Parks and Recreation. Moreover, FYC
agrees to provide Parks and Recreation with information relating to any of its programs including roster
of players. coaches, rules of the league and similar relevant data upon request by Parks and Recreation It
is the intent of both parties to work together for the common good of the citizens of Fayetteville by not
providing public funding for multiple competing program offerings.
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7. In the event the FYC wishes to allow programs which fall in the general description of
paragraph 4 above, which it does not believe competes with current City programs. FYC will provide
advance notice of intent to start the program to the City providing the City with time to determine
whether it is a competing program or not. In the event that FYC offers a program that the Parks and
Recreation Division believes is a competing program within the meaning of this document, Parks and
Recreation Staff shall give FYC written notice of its assessment. FYC shall either cease operating such
program within 30 days of such notice or shall provide a written response to Parks and Recreation that
disputes whether such program is in fact a competing program. If FYC fails to cease such program or
respond to the assessment from Parks and Recreation, City may discontinue funding for FYC on the 31
day after such notice. If FYC files a dispute, the issue shall be resolved by City Council and the finding
of City Council shall be final and not subject to appeal. If FYC fails to cease operation of such program
within 30 days of a decision requiring such cessation by City Council. then the City may stop funding
annual funding to FYC.
8. City ordinances requiring two Youth Center Board of Directors to serve on the Parks and
Recreation Advisory Board will be amended to included that all Parks and Recreation Advisory Board
positions will be appointed by City Council. FYC Board of Directors and the Parks and Recreation
Advisory Board shall have a Joint board meeting annually. The meeting shall be held in the month of
June each year on a mutually agreeable date The Parks and Recreation Superintendent and a board
member from PRAB shall meet with the FYC Executive Director and a member of FYC Board in
September. December and March of each year at mutually convenient times. The meetings are designed
to ensure communication between the two entities.
9. It is understood and agreed that the City's annual funding will be tied to a formula relating to
the population of Fayetteville as provided by the Northwest Regional Planning office and contingent on
the availability of City funds. The City has informed FYC that it does not intend to increase the budget
in the future for inflation or increased needs. The City specifically declines to fund the additional costs
of transportation that will be necessary at the new facility.
10. Beginning in January 1. 2000, the FYC Board of Directors will be responsible for the
management and operation of the annual funding allocation to FYC from the City of Fayetteville and
shall have the responsibility for prioritizing the use of such funds. However, up to one-half of the
funding may come from HMR tax and shall be used only for promotion and development.
Page 3
11. As part of the annual funding, FYC agrees to make its pool available to residents of the City
of Fayetteville for a daily fee without the need to purchase a membership to the club. The initial fee shall
be the sum of $3.00. It is understood and agreed that the pool facility will be unavailable to the general
public during pool programming, member swim times, or use by a specific group such as a birthday
party. FYC shall provide the City with a schedule of times the pool will be available for nonmember
citizens of Fayetteville. It is understood and agreed that if the pool reaches capacity or the staff to
participant ratio reaches a maximum limit, potential pool users may be turned away or forced to wait
until capacity or ratios will allow entrance.
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12. FYC shall submit an annual financial report to the Public Works Director on or before April
of each year Such report shall detail FYC's use of the City of Fayetteville's funding allocation.
13. FYC shall comply with the schedules and procedures established by the Budget & Research
Department, of the City of Fayetteville, for annual funding requests.
14. The working procedures and responsibilities contained herein shall become effective
January 1, 2001.
ATTEST:
By:
ATTEST:
By:
Page 4
CITY OF FAYETTEVILLE
By:
FAYETTEVILLE YOUTH CENTER, INC
By: