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HomeMy WebLinkAboutPRB 2002-11-04 Minutes MINUTES OF THE PARK AND RECREATION BOARD OF THE CITY OF NORTH RICHLAND HILLS, TEXAS HELD AT THE PRE COUNCIL CHAMBERS LOCATED AT 7301 NORTHEAST LOOP 820 November 4, 2002 ATTENDANCE Present: Board: Mark Haynes Chairman Brad Greene Vice-Chairman Janie McGuigan Board Member Marlin Miller Board Member Fred Durko Board Member Jim Allen Board Member Kim Kirby Alternate Present: Staff: Jim Browne Director of Parks and Recreation Vickie Loftice Assistant Director of Parks and Recreation Christina Lopez Administrative Secretary Bill Thornton Assistant Director of Parks and Recreation ~ Greg Vick Assistant City Manager ITEM 1. CALL TO ORDER Chairman Haynes called the meeting to order November 4, 2002 at 6:02 p.m. ITEM 2. APPROVAL OF THE MINUTES APPROVED MOTION: Mr. Miller made a motion, seconded by Mr. Greene, to approve the minutes of the October 7, 2002 meeting. Motion to approve carried 6-0. ITEM 3. PR 02-32 - UPDATE ON ESTABLISHING A POLICY FOR REQUESTS FOR ADDITIONAL PARK AMENITIES Mr. Thornton updated the Park and Recreation Board on the steps taken in establishing a policy for requests for additional park amenities. Staff surveyed area cities to determine what policies are currently in place. Survey results were distributed to the Board. None of the eleven cities surveyed have a policy in place to address the request for additional park amenities. Grapevine used to have a matching grant program, but it is no longer in place. They are considering resurrecting the plan, but it will not be in the immediate future. After further discussion, the Park and Recreation Board reached a consensus and requested staff establish some general guidelines to be included in a policy which staff will bring back to a future meeting for the Boards review. ITEM 4. PR 02-33 - DISCUSSION OF YOUTH ASSOCIATION ISSUES Ms. Loftice updated the Park and Recreation Board on several issues with the Youth Sports Associations. Staff is not looking for direction at this time, but wanted to give the Board sufficient time to discuss and think about these items prior to any possible policy modification or Council recommendations. Electrical Costs - Currently youth sports associations pay 100% of their electrical use. With electric deregulation some electrical costs are expected to increase up to 200%. Some of the youth associations have requested that the City of North Richland Hills consider subsidizing electrical costs. Staff conducted a survey of ten area cities asking how they manage electrical costs with youth sports associations. The research indicated that eight out of ten cities pay all the electrical costs. The City of Arlington charges $7 per hour and the City of Keller passes on the full cost of electrical consumption to the youth associations. Staff budgets for the full cost of electrical in the budget and the youth associations are billed monthly to reimburse the City of their use. The City has for the past 15+ years adopted the philosophy that the "user pays" when they receive a direct benefit. Contractual Agreement with Youth Associations - Currently youth associations sign a"Contractual Agreement for Use of City Park Athletic Facilities" which outlines policies for use of city owned facilities and obligations of both the youth sports association and the City. The Parks & Recreation Department works with six area youth associations and although we do not manage the daily operations of the youth associations we frequently receive phone calls from parents wanting the City to mediate or respond to a concern. To protect the interests of all parties involved, staff is recommending that all policies be examined and updated to ensure full compliance. It is recommended that all youth sports associations have open records and be transparent in its overall organization management including policies and procedures and financial standing to Park and Recreation Board Minutes November 4, 2002 2 ensure the trust of the public. Some areas to be examined or possibly implemented are: • Audited financial statements provided to the City each year. • Revenue & Expense Reports provide to the City after each season • Requirement that all youth sports associations be in good standing as a non-profit organization. • Requirement that all youth sports associations comply with the requirements of a 501(C3) non-profit organization including public notice of board meetings, annual election of officers, etc... • Requirements that all conditions within the contractual agreement with the City be met including timely payment of maintenance and electrical costs, trash pick up, timely submission of league schedules, practice fields and tournaments, criminal background checks and adherence to practice policies, etc... • Establish determination of consequences should these requirements not be met. • Develop policy on shared use of facilities between user groups and policies relating to priority of use. Discussion was held. Mr. Browne wanted the Park and Recreation Board to be informed of the above issues and allow the Board time to get feedback from their constituents, neighbors and citizens to see how they feel about some of these issues. These items will be brought back before the Park and Recreation Board at a future meeting. ITEM 5. PR 02-34 - RECREATION, ATHLETICS, SENIOR ADULTS, TEENS, TENNIS CENTER AND CULTURAL ARTS PROGRAM REPORTS Boo Bash was held at North Hills Mall on Saturday, October 26 with approximately 6,000 in attendance. Attendance increased dramatically compared to the last few years. Activities included trick or treating for candy, carnival games with prizes, bounce house, and a costume contest with approximately 400 contestants. The event was sponsored by the NRH Parks and Recreation Department and North Hills Mall. The Recreation Center was approved to be a host site to hundreds of health and fitness professionals in 2003, the National Fitness Professional Training Association. In addition, we will receive complimentary training for our staff and instructors. All current Recreation Attendants were trained and certified on the use of our AED machine located in the Front Office at the Recreation Center. Training was provided by a member of the NRH Fire Department. Class registration for the Winter/Spring 2003 season will begin December 1St at the Recreation Center and on-line. Park and Recreation Board Minutes November 4, 2002 3 The 12th annual Daddy/Daughter Dance will be held on Saturday, February 1, 2003. The theme for the dance this year is "Enchanted Garden". The dance for daughters ages 4-8 is from 6:00 p.m. - 8:00 p.m. and those ages 9-15 is from 8:30 p.m. -10:30 p.m. Staff welcomes Aaron Brothers of North Richland Hills as a sponsor this year. The title sponsor for the fourth consecutive year is Wal-Mart, along with Chick-fil-A, and Sir Speedy as contributing sponsors. Tickets for the dance go on sale December 1St Mr. Miller complimented staff on the Friday Night Out Dances and the Daddy/Daughter Valentine Dance. He said they are really great programs. Mr. Haynes has also been to a few Daddy/Daughter Dances. The amount of rain this month has significantly affected fall softball, with the season now being extended in some cases into late December as well as Saturday games being scheduled. The 2003 Corporate Challenge will begin Organizing Committee Meetings in November for the annual spring athletic event. On October 2nd participants from the Bursey Senior Center went to a health fair held at the Fort Worth Zoo. The Bursey Seniors held their first Garage/Bake Sale on October 5th from 7:00 a.m. - 5:00 p.m. They raised $600 for the day. A bus was chartered, by the Parks and Recreation Department, on October 9th to take 55 participants from both senior centers to the State Fair of Texas. The Annual Craft/Bake Sale is being held at Dan Echols on November 8-9. Proceeds go to the scholarship fund for a BISD High School graduate. The seniors at Dan Echols Senior Center will be "Grandparent Buddies" with the Mullendore Elementary School students again this year. The project is to assist second graders in reading. They meet once a week with their "buddies". The 'edge' at North Richland Middle School took a field trip to Smithfield Middle School to compete in a flag football tournament with the 'edge' there. This will be a monthly event to allow the two schools to get together and socialize with each other. The next Friday Night Out teen dance will be held on Friday, November 8th. A professional DJ will entertain with top tunes and light show. The Youth Advisory Committee will help chaperone this dance. The Youth Advisory Committee had four members that helped at Boo Bash. They helped set up, decorate, worked game booths, and helped at the bounce house. The Youth Advisory Committee will have two guest speakers at their next meeting. The meeting will evolve around Social Services. A Representative from The Bridge Youth Shelter, as well as the Battered Women's Shelter will give a presentation. Park and Recreation Board Minutes November 4, 2002 4 Cultural Arts is Chairing the Activity Committee for the 50th Anniversary Celebration. A Gala featuring the Fort Worth Symphony Orchestra is slated for February 22"d with several other activities planned throughout the spring and summer. This event will also serve as a fundraiser for the public art program. Staff is currently trying to recruit an artist to commission an oil painting honoring NRH's 50th Anniversary. The unveiling will hopefully occur at the Gala in February. Richland High School kept the tennis center very busy this past month. The varsity hosted one dual match on October 1St and played their district tournament on October 18th. The junior varsity hosted one dual match on October 10th and the middle school program held one dual match on October 31St The area Combo Tournament hosted by the local tennis associations was held at RTC October 5th & 6t". RTC had two teams advance to the state competition in Houston, a women's 5.5 team and a men's 9.5 team captained by Assistant Tennis Professional Dustin Tankersley. A number of RTC staff played on the men's 9.5 team. The women's team placed first in the tournament. Richland Tennis Center's revenue for FY2001/02 increased by over $36,714 from last year's revenue. Total revenues for 2001/02 were $308,069 while in 2000/01 they were $271,355. ITEM 6. PR 02-30 - PARK OPERATIONS AND CAPITAL IMPROVEMENT PROGRAM STATUS REPORT Bids will be opened on November 7th for the five neighborhood parks as part of the Neighborhood Park Initiative. An award of contract for construction should be taken to City Council at their second meeting in November. The project calls for construction of the Brandonwood, Snow Heights, Foster Village, Mullendore, Amundson/Main Neighborhood Parks. Mr. Miller asked about the time frame for the Neighborhood Parks if they would all be constructed at the same time. Mr. Thornton said we would not dictate the construction, but that we will have substantial completion of the sites by September 2003. Mr. Haynes asked about Liberty Park and that it is not included in the bid. Mr. Thornton responded that staff is working with another government agency in resolving flood plain issues with regards to jurisdictional waters. He said it is a lengthy process. Staff is putting together the last part of the bid packages for the planting walls and landscaping around park signs. It will then be ready to go out for bid. ITEM 7. OTHER INFORMATIONAL ITEMS Mr. Miller inquired about the possibility of getting a bus for the seniors and kids. Mr. Browne let him know that NETS is reorganizing and has a service in place to get Park and Recreation Board Minutes November 4, 2002 5 seniors from home to the doctor and shopping and such. The Parks and Recreation Department also has finro 15 passenger vans and one 7 passenger mini van. Grapevine has a bus, which has a lift for wheel chairs. Mr. Browne said if there was interest on the Boards part we could have it placed on the agenda for discussion and possible recommendation to Mayor and Council. ITEM 8. ADJOURNMENT Mr. Greene made a motion, seconded by Mr. Miller to adjourn the meeting at 7:24 p.m. Motion to approve carried 6-0. ~U.~ Mark Haynes, Ch rman ATTEST: 7 , Christina Lopez, dmin' t' e Secretary Park and Recreation Board Minutes November 4, 2002 6