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HomeMy WebLinkAbout2015-11-01 - MinutesCITY OF Tay e ARKAANNSAS Parks and Recreation Advisory Board Meeting November 2, 2015 at 5:30 p.m. City Administration Building Room 326 113 West Mountain Street Fayetteville, AR Members: Richie Lamb, David Priest, Wade Colwell, Terry Lawson, Chuck Maxwell, Kyle McHan, Phillip McKnight, David Proffitt, Phillip Watson City Staff: Connie Edmonston, Director; Byron Humphry, Maintenance Superintendent; Alison Jumper, Park Planning Superintendent; Alan Spann, Recreation Superintendent; Chanel Pennington, Operations Assistant AGENDA for 5:30 pm.: 1. Call to Order 2. Roll Call MINUTES Members present were Lamb, Priest, Colwell, Lawson, Maxwell, McHan, Proffitt, and Watson. Member absent was McKnight. 3. Approval of October 5th, 2015 PRAB Meeting Minutes PRAB Motion: Priest motioned to approve the minutes from the October 511 PRAB meeting, Lawson seconded the motion. Motion passed 6-0-0. 4. ARPA Awards Volunteer of the Year — Frank Sharp Group of the Year — Friends of Gulley Park Lamb read aloud information about Mr. Sharp's background, community involvement, and advocacy for Kessler Mountain. Lamb then presented him with the ARPA Volunteer of the Year for 2015. Mr. Sharp accepted the award and spoke briefly about Kessler Mountain. Lamb followed with information about Friends of Gulley Park and presented Max Mahler, Wade Colwell, and Ben Putman with the 2015 ARPA Group of the Year Award. Putman thanked everyone for their support and efforts for Gulley Park 5. Fayetteville Chain Gang Disc Golf Club Update on the disc golf course construction at Walker Park and request to name the new course "Waxhaws" in honor of the old Archibald Yell homestead bearing the same name that was located north of the Walker Park Senior Adult and Wellness Center. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Lamb read aloud a brief history of Waxhaws. Ray Moore and Ben Huss of the NWA Chain Gang discussed their work in Walker Park regarding the clearing of the course, debris removal, and planting of grass seed totaling more than 1,300 hours. They are also working with the Starr Foundation to acquire funding for the baskets. They are asking for the park to be named Waxhaws, in honor of Archibald Yell and the historic nature of the property. Watson asked if there was a waiting period. Edmonston replied no because name will go before City Council next. Staff Recommendation: Name the disc golf course at Walker Park Waxhaws Disc Golf Course PRAB Motion: Lamb motioned and Proffitt seconded to name the disc golf course, Waxhaws Disc Golf Course. The motion passed 6-0-0. 6. Park Land Dedication Proposal: Alison Jumper, Park Planning Superintendent Development Name: Engineer: Owner: Location: Park Quadrant Units: Total Acres: Land Dedication Requirement: Money in Lieu Requirement Existing Parks: Developer's Request: Staff Recommendation: Estimated Annual Maintenance: Justification: Wedington Apartments Blew and Associates Haven Campus Communities NW corner of Garland Ave. and Wedington Dr. NW 169 MF 6.75 2.36 acres $94,640 Gregory Park, Hotz Park, Creek/Frisco Trail Money in Lieu of land Money in Lieu of land Wilson Park, Scull N/A Existing parks in the area are adequate and will serve the needs of this residential community Watson asked how much longer Lewis Soccer Complex would be available. Edmonston noted the contract will end in June of 2018. Maxwell asked if the softball fields located near Asbell School were park property. Jumper said they were property of the Fayetteville School District. Lamb asked how far it development would be from the North Street Trail connection. Jumper said .25 to .5 mile. Maxwell asked what amenities would be available for the tenants. The developer mentioned there would be a pool, large open area, and a fitness center. Maxwell asked about the greenspace between Wedington Dr. and the property line. Blew noted that particular section land is managed by the state. Maxwell asked which park system the money would go to. Jumper said NW quadrant park system. PRAB Motion: Lawson motioned to accept money in lieu, Colwell seconded the motion. Motion passed 6-0-0. 7. Park Land Dedication Proposal: Alison Jumper, Park Planning Superintendent Development: Cross Keys North Engineer: Jorgensen and Associates. Developer: Charlie Sloan Location: West of Rupple Rd, South of Persimmon Park Quadrant SW Units: 12 single family Total Acres: 29 acres Land Dedication Requirement: 0.28 acres Money in Lieu Requirement $11,040 Existing Parks: Dale Clark Park is located within a one mile radius. Developer's Request: Dedicate approximately 0.28 acres of park land with this phase. Additional land to be dedicated as the remaining acreage develops. Staff Recommendation: Accept approximately 0.28 acres of park land long Owl Creek and acquiring additional land as indicated in the concept plan as future phases develop Justification: Approximately 500 single family units are proposed at full build out of this development though a timeline has not been identified. The increased number of residents in this area warrants the dedication of park land to meet the residents' needs. This area is identified on the Enduring Green Network map. Additionally, a trail is shown on the Alternative Transportation Plan along Owl Creek and should be acquired. Estimated Annual Maintenance Cost: $600 Lamb asked what the structure was on the eastern side of the map. Developer, Charlie Sloan, replied that it was his home and drive way. PRAB Motion: Watson motioned to accept park land, Priest seconded the motion. Motion passed 6-0-0. 8. Regional Park Update: Alison Jumper, Park Planning Superintendent Jumper noted that the park is moving along. The mass grading is complete. Building permits have been submitted and concrete should be poured soon for the two concession buildings. In the upcoming weeks there will be sodding on the western slope and an annual rye added to the fields. Jumper added that the entry road is stabilized. The landfill is moving along, the cap should be completed in mid-December. Lamb asked about the materials that will be used for the recreation surfaces. He asked if there are grasses available that would require less maintenance. Humphry noted that Buffalo grass will be used on the hillside, Bermuda grass on the athletic fields, and the surrounding common areas will be Fescue grass. Priest asked if everything was still on schedule for soccer in September of 2016. Jumper said yes. 9. 2016 Proposed Budget Presentation: Park & Recreation Staff According to City Ordinance, PRAB is to recommend an annual budget to the Mayor and City Council. Staff will present a proposed budget for 2016. Edmonston presented the financial profile for 2016. Total revenues for 2016 budgeted is $3,251,000.00. Total expenses are projected at $3,155,000. Operation expenses will total $4,305,000. Total Capital Expense will be $1,137.000. Total expenses for 2016 total $5,442,200. This does not include projects that will carry over from the previous year. Edmonston presented a chart to show the 2016 Operational Budget. The following were discussed: • Maintenance • Service and Charges • Materials and Supplies • Personnel Services Maxwell asked how many employees are staffed with Parks. Edmonston noted around fifty-five, full-time equivalent (FTE) employees. Colwell asked if insurance was purchased for the buildings on park properties. Edmonston said yes, all buildings were covered. Lawson asked if all city properties were covered as well. Edmonston said yes, including city vehicles. Lawson asked if there was consideration with regard to Regional Park in the budget for 2016. Edmonston replied yes and that Byron would report on those numbers. Edmonston discussed the HMR and the trend from 2011-2015. HMR is up 10.5% from 2011. Priest asked where the money is applied. Edmonston said 65% goes to the operations budget. The other 35% goes to capital. There is also a small amount of money reserved. Jumper presented the 2016 Capital Improvement Projects. She discussed the following: • Park Development Fund o Community Wilson Park Improvements o Gulley Land Acquisition o Natural Surface Trails • Sales Tax o Walker Park Senior Activity & Wellness Center Kitchen Expansion o Safety and ADA o Forestry and Habitat Improvement o Lights of the Ozarks o Park Paving Improvements • Tree Escrow Fund o Balance of $138,824.62. o The money is time sensitive, it must be spent within seven years of receipt. Colwell asked if citizens can request for trees to be planted along the city property in near their homes. Jumper said the Tree Escrow Fund only applies to new developments. Maxwell asked about the planting distance of the street trees. Jumper noted between the curb and the sidewalk. Lamb asked if the Celebration of Trees comes out of this fund. Jumper replied no, it comes out of the Sales Tax fund. Humphry presented information for the Volunteers Budget. He discussed the different groups / individuals who volunteer for the Parks and Recreation Department. The hours totaled 13,491 with a value of $304,222. Humphry then moved on to the Maintenance Requests. Two maintenance worker positions are requested to be reopened. They are also requesting a new grounds crew position for the Regional Park, along with a truck, trailer, and mower for this position. The rest of the budget will go to utilities and other maintenance required for the trails and parks. Maxwell asked if the proposed requests had been approved. Byron said no, City Council has to approve the budget. Spann presented the cost and revenue analysis for the recreation programs and special events. He discussed the following: • Registration Fees • Sporty Facility Rentals • Fayetteville Youth Baseball • Extra Services • Tournament Supplies / Awards • Publications and Dues • Contract Services • Wilson Pool Spann then discussed the Fayetteville Race Series and the revenue and expenses. Priest asked if the HMR impact associated with the events is being tracked. Alan replied yes, but staff is still collecting results. Lawson asked if Botanical Garden paid any revenue. Edmonston said no due to the benefits that are given back to the city residents, such as free admission days and workshops. Lawson asked if the city also benefited from Fayetteville Youth Baseball as it does from BGO. Spann said the revenue from FYB helps to cover the cost of field maintenance and utilities. Lamb noted that the city probably does not have any costs associated with BGO like it does for FYB. Spann noted that some of the remaining funds are going towards publicity for the race series. Funds from existing FTE will be allocated to add a second Camp Wilson. Costs for programs as a whole has been looked at and staff has determined that there has not been on increase in quite some time. Staff has decided to raise to cost of program registrations to an additional ten dollars for any registration currently under $100.00. Any program registration over $100.00, will be raised 10%. Lamb asked if there increase would apply to every program. Spann noted yes, with the exception to Adult Softball. Lamb expressed his concern that everyone might not be able participate in the programs if there is a registration cost increase. He asked if there are still donations to the program. Spann replied yes and that there is a workable payment plan option available as well. Lamb asked what the least expensive program is. Spann said swimming lessons and summer camp. Lamb asked what the most expensive team sports is. Spann said youth softball, per child. Spann added that if staff received any negative feedback or noticed a decline in registration, that they would revisit costs. He noted that he did not want anyone to be turned away due to financial restrictions. Colwell asked if sponsorship was still available and how the process worked. Spann said it was hard to budget for how many sponsors would be available for each season and program. The money does stay in the program. Spann noted that staff is trying to grow with the city and stay competitive, but not at the expense of participants. Maxwell asked if the same consideration had been given to structural rentals. Spann noted that there has not been much discussion about the price of rentals. PRAB Motion: Watson motioned to accept the budget, Maxwell seconded the motion. Motion passed 6-0-0. 10. Other Business: 1. Maxwell gave a brief update for the OORC Lake Fayetteville Project. Confirmation of grand funding has come through, with the exception of the flow -track. They will start working this month. Spann asked if there still a possibility for the flow -track. Maxwell replied that is currently on hold. 2. Colwell expressed his concerned about the Gulley Park lease of two acres of land to Appleseeds for a working farm. He added that many individuals are worried about the fence that will be needed for the working farm. The concern is that this was brought about without being presented to PRAB. Edmonston noted that the bid was contingent upon having a lease agreement. Priest asked about the terms of the lease. Edmonston said that Appleseed would have provided benefits back to the city by allowing free services to the public. Colwell mentioned people that would not like to look at an eight foot tall fence at Gulley Park. Colwell would like to see a presentation from Appleseeds for the use of the land. Edmonston noted that the lease of the land went with the sale of the house. Maxwell expressed his concern that the community should have been able to have input regarding the sale and lease. Priest noted that the two acres represented an 18% reduction in what Friends of Gulley Park worked for. He asked if the city attorney was involved. Edmonson replied yes, that the city attorney helped with the lease agreement. Lamb mentioned that he would have preferred to have input from PRAB regarding the sale of the house. Priest asked if that was the only bid we received on the property. Edmonston said no, there was another bid, but it was much lower. Staff attempted to sell the house themselves, but did not have any bids. Watson asked how long the lease would last. Edmonston said twenty years. Colwell said he had been given information from the Arkansas Canoe Club regarding a possible White Water Park at the old dam site on the White River near Pump Station Road. He added that federal funding is available for the removal of old dams. He said the city could receive credits for making these removals. The feature would be a great a benefit to the city and its recreation users. He asked that parks staff look at the proposal and have Mr. Reynolds present the information at a future PRAB meeting. Edmonston said that staff will need to review the information first and then schedule a meeting. 4. Pennington announced that effective December 31, 2015 the three year term commitments for David Proffitt, Philip Watson, and Chuck Maxwell will be completed. Applications are currently available on City Clerk's web page if anyone is interested in applying for a second term. Lamb asked what how many terms a board member can serve. Edmonston noted two terms. She added that anyone who has already served their two terms could still be considered if they were the most qualified applicant. 11. Announcements November 7 Lake Sequoyah Cleanup 9 Spring Soccer Registration Begins 14 Golden Ball Classic - Kickball Tournament 14 Fayetteville Trails Cleanup 20 Lights of the Ozarks 22 Run for the Parks 12. Adjourn Priest motioned to adjourn the meeting, at 7:23 pm. Attachments 1. October 5th, 2015 PRAB Meeting Minutes 2. Waxhaws Naming Proposal 3. Wedington Apartments Development Proposal 4. Cross Keys North Development Proposal Reports: HMR Monthly Report Note PRAB minutes provides the basic discussions and motions of the PRAB meeting. For more information, please refer to the PRAB meeting video provided on the city's website, www.favetteville-ar.gov