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 • 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. • 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 • • • 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 • • • 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 • • • 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. • • • 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. • 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 • • • 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. • 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. • 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: