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HomeMy WebLinkAboutPRB 1999-01-04 Minutes MINUTES OF THE PARKS AND RECREATION BOARD OF THE CITY OF NORTH RICHLAND HILLS, TEXAS, HELD AT THE NORTH RICHLAND HILLS PRE-COUNCIL CHAMBERS LOCATED AT 7301 NORTHEAST LOOP 820 JANUARY 4, 1999 ATTENDANCE PRESENT Board: Rick Work Chairman Pam Jackson Vice Chairwoman Sharon Battles Board Member Sherry Christensen Board Member Dwayne Leslie Board Member John Pena Board Alternate Staff: Jim Browne Director of Parks and Recreation Christina Lopez Administrative Secretary Chris Swartz Aquatic Park Manager Bill Thornton Assistant Director of Parks and Recreation Monica Sue Wa{sh Assistant Director of Parks and Recreation ABSENT: Ann Perchard Board Member Sherry Milano Board Member ITEM 1. CALL TO ORDER Mr. Work ca{{ed the meeting to order January 4, 1999 at 6:00 p.m. ITEM 2. APPROVAL OF THE MINUTES Ms. Jackson made a motion, seconded by Mr. Leslie, to approve the minutes, as amended, of the December 7, 1998 meeting. (Motion passed 5-0) ITEM 3. RECREATION, ATHLETICS, SENIOR ADULTS AND TENNIS CENTER REPORTS Ms. Walsh updated the Board on the following: The "Time of Your Life" Brochure was mailed out the third week in December. Classes are schedu4ed to begin the week of January 11, 1999. The Bursey Road Senior Center Gad-A-Bouts trip to Branson is full and they are planning another trip to Hot Springs in February. Thirty seniors from the Dan Echols Senior Center took a bus trip to Marshall, Texas to see the Christmas lights. Bob Hagin, Athletic Coordinator, was recognized by NYSCA in the Top Ten Club for certifying 283 coaches for the third quarter. All Saints Sports Care has been secured as a sponsor for the 1999 Spring Softball Season. A Friday Night Out Dance was held with 450 kids in attendance. The Teen After School Program is preparing to begin at Smithfield Middle School on January 11. The program has been delayed one week. The Richland Tennis Center held a mini hofiday session for leagues with 50 participants in four different leagues. ITEM 4. PARK OPERATIONS AND CAPITAL 1MPROVEMENT PROGRAM STATUS REPORT Mr. Thornton updated the Board on the fo{lowing: Preliminary trail alignments are being completed on the CaHoway Branch Trail and the Litt4e Bear Creek trail. Staff is completing negotiations with a developer on the acquisition of approximately 33 acres of parkland in the Little Bear Creek Flood Plain. The Phase I Bike Route Map is in review at TxDOT. Appraisals for the signs are also being submitted to TxDOT for their approva{ and then will go out for bid. The preliminary trail alignment has been completed for the North Hills Multi-Use Trai1. Staff will be meeting with the hospital to prepare necessary easements. Park and Recreation Board Minutes January 4, 1999 2 The bid opening for the 100 Acre City Park has been delayed until January 13. Due to the holidays, the contractors needed additional time in preparing bids. Phase I will include the baseball fields, restroom/concession building and parking. The natural areas will be included in Phase II that is planned for next year. Staff is jointly working with Southlake and Colleyville on the preliminary trail alignment for the Cottonbelt Trail. Staff also was able to ride the Tarantula Train to see the proposed trail. Staff has incorporated the comments made at the last meeting into the Park System Master Plan survey form. The next step will to have final approval on the survey and distributed to the citizens of North Richland Hills. Dunkin, Sims and Stoffels, Inc. have been selected as the consultant for the South Electric Trail project. They were also the consultants for the Green Valley Soccer Complex and 100 Acre City Park site. The consultant selection has been submitted to TxDOT for review and once that is approved, a contract will be initiated with Dunkin, Sims and Stoffels, Inc. The improvements to Northfield Park, which include fencing, and berms along drives and parking lots, will be out for bid later this month. Staff is working on the design in house of the Thornbridge Neighborhood Park. Appraisals are being prepared for the acquisition of the land. Plans are complete and will be out for bid in the next few weeks for the HVAC system for the Green Extreme at NRH2O. Staff has completed an inventory this summer identifying trees for replacement and new installation. The award of bid will go to City Council at their next meeting. Mr. Leslie wanted to know if the Thornbridge Neighborhood Park was six acres or 33 acres. Staff responded that Mr. Thornton was able to get additional acres to make the park 11 acres total and another phase of development will be dedicated and incorporated into the park. Staff also responded that the only development in the park will be in the upper area. Ms. Christensen wanted to know if the park would be connected to Northfield Park. Mr. Thornton responded that it would. Mr. Pena wanted to know if we have given any more thought to the renovation of Fossil Creek Park. Mr. Browne responded that staff is waiting on the outcome of the Park System Master Plan survey and the results evaluated. Ms. Christensen wanted to know if the Cottonbelt Trail is paved yet. Mr. Thornton responded that it is still in design. The project will be bid to include NRH, Southlake and Colleyville and completed as one project by one contractor. Park and Recreation Board Minutes January 4, 1999 3 ITEM 5. MAINTENANCE FEES FOR ATHLETIC FIELD MAINTENANCE @ WALKER'S CREEK PARK AND FOSSIL CREEK PARK Mr. Pena made a motion, seconded by Mr. Leslie, to remove this item from the table, of the December 7, 1998 meeting, and open for discussion. The Parks and Recreation Board held discussion regarding the implementation of a maintenance fee for the purpose of offsetting the costs associated with the City maintaining athletic fields for use by the North Richland Girl's Softball League (NRGSL). NRGSL currently prepares the fields at Fossil Creek Park for their league and tournament play. The Parks and Recreation Department, at no cost to NRGSL performed the athletic field maintenance responsibilities at Walker's Creek Park this past fall season due to field conditions. The following maintenance responsibilities are based on three days per week for seven fields (Walker's Creek and Fossil Creek Park) for a total of 210 field preparations, during their ten week spring season. Painting of foul lines Chalking designated areas Dragging and leveling base lines Topdressing / tilling infield conditioner Dragging and leveling skinned infield areas Clay and sand amendment In addition to the maintenance tasks associated with the maintenance fee program, staff will continue to provide at no cost to NRGSL, the following sports field turf services Aeration Top dressing of outfields Fertilization Pesticide application Over seeding Mowing NRGSL has successfully worked with Little Miss Kickball to establish joint use of the fields at Fossil Creek Park, and both organizations have expressed interest in participating in the proposed maintenance fee program. Staff evaluated our anticipated labor and supply costs and developed the following proposed user fees: NRGSL User Fee $15 Non-resident $12 Resident Little Miss Kickball $12 Non-resident $10 Resident These fees are based on one season of league play per year and do not include tournaments or other special events. The maintenance fee for tournaments or other special events will be based on a flat fee of $30 per one-time field preparation per field. Little Miss Kickball representatives agreed with the recommended maintenance fee for residents and non residents for their programs as presented at the December 7, 1998 Parks and Recreation Board meeting. The Parks and Recreation Board directed staff to meet with representative from NRGSL to discuss the maintenance fee program. Tim Hightshoe, Superintendent of Park Operations Park and Recreation Board Minutes January 4, 1999 4 and Maintenance, met with the NRGSL Board on December 16, 1998. At this meeting, NRGSL expressed their continued interest in having the Parks and Recreation Department implement the maintenance fee program, and offered the following comments: 1. Can a scholarship program be implemented? 2. Can a family with multiple children receive a discount? 3. Can the Parks Department assist with advertising and marketing the fee? 4. Can the fee be lower the initial year and increase the next several years? Staff has researched and evaluated the questions raised by NRGSL and offer the following: 1. Scholarship Program The Parks and Recreation Department provides a scholarship program to qualified residents for programs offered by the Department. This same type of program could be applied to the participant fee for NRGSL, by NRGSL. 2. Multiple Child Discount NRGSL currently offers a discount for families with multiple children participating in their programs. The proposed maintenance fee is based upon total registered participants compared to the cost to provide the services. The cost per participant remains the same regardless of family surname. NRGSL can continue to provide a registration price break. 3. Assistance with Promoting the Program The Parks and Recreation Department can assist with educating the association's participants. Staff would be willing to work with them. 4. Discounting, then incrementally increasing the Maintenance Fee Over Several Years Based on NRGSL's current participation, the proposed maintenance fee will recover only 70% of actual maintenance costs. Ideally, staff recommends recovering 100% of maintenance costs over the next several years. The table below demonstrates the move toward full cost recovery given a static participation rate of 375 resident and 125 non-resident participants: 70% 80% 90% 100% NRGSL Resident $12 $14 $16 $17 NRGSL Non-Resident $15 $17 $19 $21 Please note that the calculated maintenance fee could remain stable and not increase due to program growth and increased participation. The proposed maintenance fee only recovers 70% of the costs to provide the maintenance services. Should the Board elect to move towards full cost recovery, the maintenance fee could be based on a percentage of recovery and implemented with annual increased over the next 4 years, allowing participant growth in NRGSL programs to help offset the per participant increase, thereby stabilizing the maintenance fee. Should the 100% direct cost Park and Recreation Board Minutes January 4, 1999 5 philosophy be adopted, then the cost for providing these services would be periodically evaluated and reviewed to appropriately adjust the price per participant. Mr. Scott Bowers, Commissioner - NRGSL, and Mr. Kent Bowman, Vice Commissioner - Practice Scheduler, were present. Mr. Bowers offered the following: NRGSL is grateful for the facilities and they have met with NRGSL Board of Director's and there is clearly some resistance to the maintenance fees. Mr. Bowers said that they have done the field maintenance for 30 seasons and feels that the fees may be based on a limited knowledge. He said it is impossible to determine what this fee is based on. Mr. Bowers said that he has hard numbers on Fossil Creek Park and feels that there is a huge difference. Staff responded that they are confident the cost estimates are accurate based on information from maintenance of Northfield Park and based on the fact that there are now seven fields to maintain as opposed to three fields. The NRGSL Board would like to propose a"pay as you go" process and pay for actual material used instead of an up front payment. Other suggestions were made such as a rebate at the end of the season should the numbers prove to be inaccurate or an additional payment from NRGSL should the numbers prove to be to low. Mr. Bowers also wanted to know if electricity was included. Staff responded that electrical use is separate and would continue to be billed for actual use, as in the past. Mr. Bowman stated that NRGSL was going to have to increase their fees this year due to other increases already without the maintenance fees. Mr. Leslie wanted to know how much cost should be recovered? Staff responded that city managemenYs and staff's philosophy is 100%, however staff is proposing an initial 70% cost recovery. MOTION: Mr. Leslie made a motion, seconded by Ms. Christensen, to approve the maintenance fees for NRGSL at $12 for Residents and $15 for Non-Residents at a 70% cost recovery rate and reevaluate at the end of the first season to make adjustments as needed. Maintenance fees are also approved for Little Miss Kickball at $10 for Residents and $12 for Non-Residents. (Motion passed 7-0) ITEM 6. DISCUSSION OF CITY COUNCILIPARK AND RECREATION JOINT WORKSHOP Mr. Pena made a motion, seconded by Mr. Leslie, to remove this item from the table, of the December 7, 1998 meeting, and open for discussion. The Park and Recreation Board and City Council held a joint workshop on November 17, 1998. Chairman Rick Work requested that this item be placed on the Agenda for any further discussion by the Board. Mr. Leslie wanted to know if Linda Spurlock Park is going to be considered a neighborhood Park since the restroom facility is being installed or if that status would change? Mr. Park and Recreation Board Minutes January 4, 1999 6 Browne responded that Linda Spurlock Park is a neighborhood park and they are usualiy 6-10 acres, this park is actua{ly 16 acres. A community park generally starts at 25 acres and up. Mr. Pena commented that for the cost the Linda Spurlock Park restroom facility is costing we could have built trails. Mr. Leslie and Ms. Christensen requested copies of the budget. Mr. Browne stated that the Budget is a public documents and the Library has published budget documents and reminded the Board that they are an advisory board not a policy board. (The ordinance creating the Park and Recreation Board specifically states that the Board does not have the authority to commit nor expend any funds of the City). Mr. Browne commented that staff will be working on developing a Field Use Policy in the next few months and will look to the Board to help with recommendations. Mr. Pena wanted to know if staff is responsible for coming up with these policies and commented that CoUeyville charges non-residents considerably more. He also wanted to know why we couldn't charge non-residents higher fees. Mr. Browne stated that a Revenue Policy will a{so be developed. Ms. Christensen wanted to know when the contracts would be up with the youth associations to implement a Field Use Policy. Mr. Browne commented that the youth associations sign a contract on a seasonal basis. The Policy will take a fittle longer to develop. It will need to be eva{uated. Mr. Leslie wanted to know when the ballfields at Walker's Creek Park could be used. Mr. Browne said that citizens could use the fields whenever they are not being used for league games and practices. Mr. Pena wanted to know if the Park Board could have a goal setting session to discuss policies, whereas we can be proactive not reactive. Mr. Work reminded the Board that we are not a policy making body. Mr. Browne said that we have an outstanding professional staff, and that a lot of the burden for programming does not fall on the board, but that staff will welcome input. Ms. Christensen wanted to know where we are with the Master Plan. Staff responded that we have been extremely busy with the Town Center and that the Master Plan has been put on "temporary hold" so that the outcomes of the Town Center approval process can be included and taken into consideration for the Master Plan. Staff wil{ decide on the best way to distribute the survey. Mr. Pena would like to see the Board get together to brainstorm as a group. Mr. Browne said that we could arrange a time after the survey results are in. Park and Recreation Board Minutes January 4, 1999 7 ITEM 7. LINDA SPURLOCK PARK RESTROOM PLANS Ron Hobbs, Architeet, who is working on architectural work for the City Park, has been designing a restroom facility that will blend in with Linda Spurlock Park. Mr. Thornton presented a picture of the Linda Spurlock Park pavilion to the Board to show the architecture. Staff said our goal is tv build the most cost effective and aesthetically appropriate restroom building we can, very simplistic. Mr. Leslie wanted to know what the budget is for the facility. Mr. Thornton responded $105,000 -$95,000 for construction and $10,000 for design services. Ms. Christensen wanted to know if the building would be lit outside. Staff responded that it sits near streetlights. The Board fiked the Plan. Mr. Hobbs will continue with design work and staff will move forward to bid the project out. ITEM 8. {NPUT TO LAND USE AD HOC COMMITTEE The Land Use Ad Hoc Committee wiN make a presentation on the Landscape and Sign Ordinance on Tuesday, January 12, 1999 at 6:30 p.m. at the Recreation Center. The Park and Recreation Board has been invited. Mr. Work wanted to know what the Boards role would be at the meeting. Mr. Browne responded that the Committee will be making a report of their work and formal action wifl be taken at a later time. The Board is welcome to ask questions and forward any comments or suggestions to staff to pass on to City Management and City Councif. ITEM 10. AQUATtC REPORT -1998 ANNUAL REPORT Mr. Chris Swartz, Aquatic Manager, introduced the waterpark staff: Kelli Carter - Revenue Coordinator Dena Pierson - Office Coordinator Tracey Dickson - Group Sales Representative Marcia Minnies - Marketing Specialist Mr. Swartz presented the 1998 Annual Report in a power point presentation. Mr. Swartz proclaimed 1998 at the "Year of The Green Extreme". Attendance: Park attendance for 1998 was 243,007 compared to 1997, which was 202,957, an increase of 19.7 percent. The increase in attendance is attributed to the hot dry summer and the opening if the Green Extreme, the world's tal{est and longest uphill water coaster. All of the on-park profit centers showed increases as well. Food Service sales increased 29.57 percent for total revenue of $363,730. Gift Shop sales increase 189.85 percent for total revenues of $296,915. (This increase can be attributed to the Beanie Baby craze}. Locker rental sales increased 22.47 percent for total revenues of $37,373. Birthday Park and Recreation Board Minutes January 4, 1999 8 Parties increased 18.55 percent for total revenues of $54,589. Overall the 1998 unaudited total revenues are approximately $3.1 million. V Recommendations for 1999 include shade structures for Professor Frogstein's Forest, concrete walkways to the Green Extreme stairways, relocating existing funbrelfas to forest area, shade structure near the wave pool, an additional birthday island, group sales check in area and snack shack. Recommendations for 2000 inc{ude the addition of a Rapid/Wave River. This river would be used to increase the entertainment capacity of NRH2O and provide more of a separation of age groups. Mothers and smafl children will continue to use the Endless River and teenagers and young adults will find the Rapid/Wave River more appealing. Conclusions: NRH2O showed an increase in attendance of over 40,000 people and an increase in revenue of almost $1,000,000. Mr. Pena told Ghris he did a good job with the presentation. Ms. Jackson wanted to know about overflow parking and exceeding the maximum capacity of the park. Staff responded that over flow parking is on the grassy area leading back to the soccer field. Estimated park capacity would be about 3,000, but the park can monitor the on park attendance hourly, they have come close but have never had to shut the gate due to large crowds. Ms. Christensen commented about the bee problem. Bees were extremely high this year not only at NRH2O but at all other parks as well. ~ MOTION: Ms. Christensen made a motion, seconded by Ms. Jackson, to accept the 1998 Season Report and 1999/2000 Recommendations and forward a recommendation to Mayor and City Council. (Motion passed 7-0) 11. OTHER INFORMATION ITEMS No other items. 12. ADJOURNMENT The meeting was adjourned at 9:20 p.m. Rick ork, Chairman ATTEST: Christina A. Lopez, Administrative Secretary Park and Recreation Board Minutes January 4, 1999 g