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03/03/2004 - Regular Agenda Packet - Parks Board
1. Call to order. 2. Pardon — possible action concerning requests for absences of members from meeting. 3. Public Hearing, discussion, and possible action concerning the development of Woodway Park. 4. Adj ourn. The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. SIGN -IN SHEET Woodway Park Public Hearing March 3, 2004 NAME (Please Print) ADDRESS P o . s o� � G 4a CS 77 �Vq �� �3� Z,"6me c, 111 rf. CS 7-/W1/o 45 t q ` 1e���e,:c��e� 2�3�- i���,v►�- C. S . ��-S ) (7 �1 dye_ Kove- tpo 0 ff/( \'T' o h n OYA Pv- C Q 7N q 0 �kP,A+ C CTDB a® �� �T � ?mac Ae� -361, CS -1-7846 �j ; z11 i OLVI -77901 L-7- ko N514 2 7Pi 4-C) SIGN -IN SHEET Woodway Park Public Hearing March 3, 2004 f v� cs -Apr- I C cn k °@cam 1909 hr Cs 77 Y`7'C-) edf 124 t oe v gCy`l%eu N(lele _77e `lO . I c�> ym v)r . �� �sX ZZSO 7�c�t� /CA +-�(ZZ K(�,stn� Ken C).e &I Cs 794 1 1 1 02/23/2004 1.0:59 FAX EAGLE Q001 6¢" 3737 NOTICE OF PUBLIC HEARING WEDNESDAY, MARCH 3, 2004 The College Station Parks and Recreation Board will hold a public hearing to consider the site development of Woodway Park. This park is located along the south side of Holleman Drive, south of Sienna Court, approxi- mately one block west of Wellborn Road. Features proposed for development may include a bas- ketball court, volleyball count, walking trails, lighting, pic- nic units, picnic shelter, playground, and parking. The ublic hearing will be held on Wednesday, March 3, 200� during a special meeting of the College Station Park and Recreation Board. The meeting will convene at 7:00 p.m. at the Lincoln ("enter, located at 1000 Elea- nor Street in College Station. The meeting is open to the public and comments from the public are invited. Interested persons may respond to the Woodway Park Project by writing to: College Station Parks and Recreation Department Attention: Director P.O. Box 9960 College Station, Texas 77842-9960 For additional information on the meeting, call the office of the Staff Assistant at 979-764-3414. For more infor- mation or to review related maps or plans, please con- tact Peter B. Vanecek, Senior Park Planner, College Station Parks and Recreation Department at 979-764- 3412. 2-25-0.4, 2-29-04 �a g ��,g� s 7 �3U,S? Rllj- (� � -7-3°9D P (.<,- q t 0 -,-� NOTICE OF PUBLIC HEARING WEDNESDAY, MARCH 3, 2004 The College Station Parks and Recreation Board will hold a public hearing to consider the site development of Woodway Park. This park is located along the south side of Holleman Drive, south of Sienna Court, approximately one block west of Wellborn Road. Features proposed for development may include a basketball court, volleyball court, walking trails, lighting, picnic units, picnic shelter, playground, and parking. The public hearing will be held on Wednesday, March 3, 2004, during a special meeting of the College Station Parks and Recreation Board. The meeting will convene at 7:00 p.m. at the Lincoln Center, located at 1000 Eleanor Street in College Station. The meeting is open to the public and comments from the public are invited. Interested persons may respond to the Woodway Park Project by writing to: College Station Parks and Recreation Department Attention: Director P.O. Box 9960 College Station, Texas 77842-9960 For additional information on the meeting, call the office of the Staff Assistant at 979-764-3414. For more information or to review related maps or plans, please contact Peter B. Vanecek, Senior Park Planner, College Station Parks and Recreation Department at 979-764-3412. Pam Springfield - Re: Acct # for Woodway Park public hearing Page 11 From: Carol Arnold To: Pam Springfield Date: 2/20/2004 3:27:38 PM Subject: Re: Acct # for Woodway Park public hearing 3090 >>> Pam Springfield 2/20/2004 3:02:24 PM >>> Sorry to bother you again. .. but I need to place an ad for the public hearing for Woodway Park. Ric and I weren't sure which account number to pay for it out of. The project number is PK9803. Would it be paid for out of 177-9111-971-3020 Parks Improvements Construction or 112-9111-967-3090 Parks Improvements Miscellaneous? Those are the account numbers I found linked to that project - I believe it is the 177 account number - but wanted to check with you first. The project will be paid for out of Park Zone 7 funds Thank you! Pamela Springfield Staff Assistant College Station Parks & Recreation Department (979)764-3414 Parks and Recreation Advisory Board Regular Meeting Tuesday, March 9, 2004, 7:00 p.m. EXIT Teen Center 1520 Rock Prairie Road College Station, Texas Staff Present: Steve Beachy, Director of Parks and Recreation; Eric Ploeger, Assistant Director; Curtis Bingham, Parks Operations Superintendent; Ross Albrecht, Forestry Superintendent; Peter Vanecek, Senior Parks Planner; Pamela Springfield, Staff Assistant. Board Members Present: John Nichols, Chairman; Larry Farnsworth; Ken Livingston; Don Allison; Glenn Schroeder (arrived late); Jodi Warner (arrived late); Gary Erwin, Alternate. Board Members Absent: Glen Davis Guests: Kendall Turton, Terry Nixson - College Station Little League 1. Call to order. John Nichols called the meeting to order at 7:00 p.m. 2. Pardon tv oossible action concerning requests for absences of members from meetinq. Glen Davis had submitted a request for absence. Ken Livingston made a motion to accept the request for absence, and Larry Farnsworth seconded. Hearing no opposition, the motion carried unanimously. Jodi Warner and Glenn Schroeder would be arriving late. 3. Hear visitors. Hearing none, this item was closed. 4. Discussion, consideration, and Dossible approval of minutes from the Regular Meeting of February 10, 2004. Don Allison stated that in item #8 regarding Draft Guidelines for Naming of Public Facilities, in the first line, the word 'snot" had been left out. The sentence should read the item which prohibited naming a facility for someone who was not deceased . . ." Larry Farnsworth moved to approve the minutes from February 10, 2004, with the change mentioned. Don Allison seconded the motion. All were in favor, and the motion passed unanimously. 5. Reaort, discussion, and Dossible action concerning requests for naming of [)ark facilities. a. Rock Prairie PTO: A letter had been sent by Ronda Raphael with Rock Prairie PTO regarding naming the track at Jack and Dorothy Miller Park in Parks and Recreation Advisory Board Page 1 of 6 Regular Meeting of March 9, 2004 honor of Coach Carole Weldon. Coach Weldon had been instrumental in creating the Road Runner program at the school and the PTO wanted to put up a plaque. Staff had sent a letter in response explaining that the City's guidelines were being changed. Don A. commented that he felt this would be very appropriate. John N. stated that he would like to see a letter of support from the principal of the school and CSISD showing that they agreed with this. Policy requires a petition of at least 25 names and the PTO would be instructed on that. b. College Station Little League: Kendall Turton, President of College Station Little League, and Terry Nixson were both present to request the naming of one of the Little League fields at Southwood Athletic Park after Jodi Moore. Ms. Moore passed away in 2003, and they wanted to name one of the fields after her and put up a 2' x 8' sign under the scoreboard on field #4, in honor of her contribution to the organization. A petition with approximately 250 signatures in support of this move had been collected. Ken L. felt that College Station Little League should go back and look at other individuals who had made significant contributions in the past. Steve stated that typically when facilities are named after someone, a plaque with a brief biography of the person is installed. Terry Nixson stated that College Station Little League has already committed funds to that project, pending the Board's approval. No action could be taken under this item until the Draft Guidelines for Naming of Public Facilities was approved by Council and the department's policy was updated. Both of these items would be referred to the Park Naming Subcommittee, pending action by Council. 6. Discussion, consideration, and possible action regarding a possible Park Land Dedication reauest by Nantucket, Ltd. for South Hamoton. This was the first dedication to occur in Park Zone 12. The developer was proposing a new addition of 62 lots. Since the land requirement would only be sixth -tenths of an acre, staff was recommending acceptance of the fee in lieu of the land which would be $34,472. Steve said that at some point in the future a site would have to be acquired for a park in that zone. John N. felt that some thought should be given at present as to where the best location would be. Glenn S. stated that Nantucket had some fairly significant common areas but they were located outside of the city limits. Don A. moved that the Board accept staff's recommendation to accept the fee in lieu of land. The motion was seconded, and hearing no opposition, carried unanimously. Parks and Recreation Advisory Board Page 2 of 6 Regular Meeting of March 9, 2004 7. Report, discussion. and possible action reaardina February 26. 2004 Resort to Council. Steve gave a brief follow-up regarding Council's direction based on the report he had given them. a. Intergenerational Parks Update - Council said to continue adding the amenities such as benches with backs, walkways, lights, landscaping, and drinking fountains. b. Neighborhood Park Status Report - Council expressed the desire to have improvements made in Eastgate, Steeplechase, and Woodland Hills. They requested an implementation plan based upon existing resources that looked at any areas where funding may need to be supplemented over a multi -year period. Glenn S. asked for feedback regarding what was wanted for Eastgate. Steve said the thought was to try and make it look more like the median at Texas and Walton Drive. c. Atheltic Field Status & Utilization Report - Staff was asked to present, within the next month or so, a development plan for consideration that would provide lighting for additional soccer fields over a four to five-year period. Steve stated that no plan had been developed as yet. John N. stated that he had attended the February meeting and had suggested that if there were additional funds available that could be devoted to development of these parks and the improvements mentioned, then perhaps all of the items should be considered together and a plan devised that weighed where the money should be spent. John N. stated that if staff needed the Board's endorsement of a plan to be brought back to Council, they would be happy to do that. Steve said that staff would have to look at the available dedication funds and decide what could be done and when, based on the priorities Council identified and other projects already in line. Staff was scheduled to report back to Council on April 8th, however it could be rescheduled to April 22nd in order to get the Board's guidance at the next regular meeting. d. Veterans Park & Athletic Complex Update — This update related to current usage, the potential for joint projects with A&M and the City of Bryan, and the planned schedule for development of the Phase II design process. The City of Bryan and their Council have given their permission to come up with a concept to link Veterans Park and the entire area with 95 acres that they own. This was an item on the City's Greenway Plan and would offer the opportunity to eventually have an extended greenbelt from Bryan all the way to Lick Creek Park. Eric P. gave a brief update on the status of the $300,000 for capital improvement projects received from the Bond Election. Handouts had been included in the packets with summaries of the projects that could be done and approximate budget amounts. Half of the bond money was available to spend in 2004, with the remaining half coming available in 2005. Staff's suggestion Parks and Recreation Advisory Board Page 3 of 6 Regular Meeting of March 9, 2004 was to move forward with the projects for 2004, and to do them as one project that would bid out in the fall. Because the $300,000 had been added on to the Bond Election by Council at the last minute, some of the items on the list had already been done with other funds. This would leave money left over in 205 that would have to be spent on intergenerational features in either developed or undeveloped parks. This was an informational item only, and no action was required 8. Discussion, consideration, and possible action reaardina botanical aardens (Board Goal #71. Steve stated that one of the first steps would be to define what the focus of this would be. True botanical gardens are usually quite elaborate and labor intensive. The A&M Horticultural Gardens were the closest thing in the area to a botanical garden. Glenn S. thought that the idea behind this focus was to see more color in the parks. Steve stated that over the last several years a diversity of trees, shrubs, and ornamentals had been planted in the parks in order to create some color. Ross Albrecht took the floor. Some of the trees that go into newly designed parks include crepe myrtles, Chinese pistache, Mexican Plum, Redbud, and Bradford pear, which all bloom at different times of the year providing color throughout the season. It is difficult with our soil, the amounts of rainwater we receive, the amounts and types of visitors to the parks, and the current resources, to make it showy. Steve stated that the practice of planting these types of trees would continue. The other thing that could be done would be to do something special at specific sites - something above and beyond what would be done in a neighborhood park. If there was definite interest in a true botanical garden, then perhaps it would be possible to do something cooperatively (financially) with the University since they have an established site. After further discussion it was decided that a tour of their site would be helpful. Gary E., who acts as a volunteer there, would try to set it for the regular May 11th meeting. The meeting could be held at the conference room there and a tour could be taken early. John N. asked that this item be placed on a future agenda. 9. Discussion, consideration, and uossible action reaardina Manual of Neiahborhood Park Improvement Standards. Eric P. reported that a meeting had been held with the City's Legal Department regarding the Manua/ of Neighborhood Park Improvement Standards and the potential Park Land Dedication Ordinance amendments. Legal had made some recommendations and Eric wanted the Board to know that they would be reviewing both items again. Parks and Recreation Advisory Board Page 4 of 6 Regular Meeting of March 9, 2004 He stated that Manual of Neighborhood Park Improvement Standards were the guidelines within the ordinance that provide control over any developer that wishes to develop a park. It will be referred to in the Ordinance as 'Improvement Standards', but will not be specifically mentioned. This will allow the Board to make changes as they see fit, without having to go back to Council each time. He gave a short presentation regarding the different standard site furnishings that go into neighborhood parks (see attached). This was an informational item only, and no action was required. 10. Discussion, consideration, and possible action reaardina Proposed Neighborhood Park Site in Park Zone 10,. The Fire Department was in the process of acquiring a site for fire station #5 on the north side of Barron Road, at the intersection of Alexandria and Barron Road. They had approached staff about the possibility of purchasing the remaining portion of the five -acre site for future park development. The fire station would only require about two acres and would have a community room in the station for use by neighborhood groups. The remainder of the site could be used as a mini -park site. There is a pond located on the property, but the property is not located in a floodplain. The cost would run between $50,000 and $70,000 for the three acres. The residents of this area have come before the Board on numerous occasions requesting park land. To acquire the site would take most of the remaining funds in Park Zone 10, so any development in that area would have to wait until more money comes into the fund or possibly through a future bond issue. During discussion, questions were raised as to whether the station's detention pond would be on the three acres and whether or not the existing pond would be left or filled in. Concerns were expressed about depleting the money in the zone fund, and also about buying a piece of property that did not meet the standard size requirement. Eric told the Board that over the next ten years this zone would generate property and probably a good portion of the cash that would be needed to develop most of the parks in the zone. Ken L. made a motion that staff pursue the purchase of the three acres, as long as the cost does not exceed $51,000. Don A. seconded the motion. Hearing no further discussion, a vote was called. The motion carried five to one. 11. Report, discussion, and possible action concerning status of the Arboretum. An update (attached) was given regarding the status of the bridge repairs that were underway. The other repairs had not started as yet. The bridge repairs should be completed within the next few weeks. John N. asked if any attempt had been made to contact The Society for Creative Anachronism. Steve said not yet. Ken L. asked about getting Parks and Recreation Advisory Board Page 5 of 6 Regular Meeting of March 9, 2004 irrigation to support the area. Steve said that was a separate project that was being worked on through the city crews. This was an informational item only. 12. Report, discussion, and possible action reaardina Fees Subcommittee Meetinq. The first meeting would be held on March 10, 2004. Several issues for 2005 would be reviewed, one being the use of credit cards for registration for Park programs and how to handle the fees associated with their use. More information would be available at the next meeting. 13. Report, discussion, and possible action concernina the Capital Improvement Proaram. Staff had nothing further to report (see update in item #7). John N. asked to see the Eastgate Master Plan at the next meeting. 14. Review, discussion, and possible action concernina Board and Department Goals and Obiectives, and Citv Council Strateaic Plan. John N. asked about the projects on hold in Zone 6. The project that had caused them to be placed on hold was still moving forward. If that project was cancelled, those on hold would be re-evaluated. John asked about the community needs assessment. Steve said this would be a determination about the types of uses for the Conference Center, but would not be done until the City found out about the new Conference Center going in. 15. Discussion of calendar, future meetina dates, and possible aaenda items. a. Rescheduling of April 13, 2004 regular meeting to April 20, 2004: The Board had no problem rescheduling the regular meeting for April 20th b. Citizen Committee Banquet on April 13, 2004: John N. said he would be out of town on this date and unable to attend. c. TMPA Regional Park tour on April 15, 2004: TMPA had confirmed the date for the tour. Everyone would meet at Central Park and leave at 4:00 p.m. A cook -out would be arranged for that evening at the TMPA site. John N. would be unable to attend the tour. 16. Adiourn. A motion was made to adjourn and seconded. Hearing no opposition, the meeting adjourned at 9:10 p.m. Parks and Recreation Advisory Board Page 6 of 6 Regular Meeting of March 9, 2004 1. Call to order. 2. Pardon N possible action concerning requests for absences of members. 3. Hear visitors. 4. Discussion, consideration, and possible approval of minutes from the Regular Meeting of February 10, 2004. 5. Report, discussion, and possible action concerning requests for naming of Park facilities by: ■ Rock Prairie PTO ■ College Station Little League 6. Discussion, consideration, and possible action regarding possible Park Land Dedication request by Nantucket, Ltd. for: ■ South Hampton 7. Report, discussion, and possible action regarding February 26, 2004 Report to City Council on: ■ Intergenerational Parks Update ■ Neighborhood Park Status Report • Athletic Field Status & Utilization ■ Veterans Park & Athletic Complex 8. Discussion, consideration, and possible action regarding botanical gardens (Board Goal #7). 9. Discussion, consideration, and possible action regarding Manual of Neighborhood Park Improvement Standards. 10. Discussion, consideration, and possible action regarding Proposed Neighborhood Park Site in Park Zone 10. 11. Report, discussion, and possible action concerning status of the Arboretum. 12. Report, discussion and possible action regarding Fees Subcommittee Meeting. The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. 13. Report, discussion, and possible action concerning the Capital Improvement Program: ■ Park Land Dedication Project List ■ Current Capital Improvement Project List ■ November 2003 Bond Election Projects 14. Review, discussion, and possible action concerning Board and Departmental Goals and Objectives, and City Council Strategic Plan. 15. Discussion of calendar, future meeting dates and possible agenda items: ■ Rescheduling of April 13, 2004 regular meeting to April 20, 2004 ■ Citizen Committee Banquet on April 13, 2004 ■ TMPA Regional Park tour on April 15, 2004 16. Adjourn The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. Parks and Recreation Advisory Board Regular Meeting Tuesday, March 9, 2004, 7:00 p.m. EXIT Teen Center 1520 Rock Prairie Road College Station, Texas Staff Present: Steve Beachy, Director of Parks and Recreation; Eric Ploeger, Assistant Director; Curtis Bingham, Parks Operations Superintendent; Ross Albrecht, Forestry Superintendent; Peter Vanecek, Senior Parks Planner; Pamela Springfield, Staff Assistant. Board Members Present: John Nichols, Chairman; Larry Farnsworth; Ken Livingston; Don Allison; Glenn Schroeder (arrived late); Jodi Warner (arrived late); Gary Erwin, Alternate. Board Members Absent: Glen Davis Guests: Kendall Turton, Terry Nixson - College Station Little League 1. Call to order. John Nichols called the meeting to order at 7:00 p.m. 2. Pardon N Dossible action concernina reauests for absences of members from meetinq. Glen Davis had submitted a request for absence. Ken Livingston made a motion to accept the request for absence, and Larry Farnsworth seconded. Hearing no opposition, the motion carried unanimously. Jodi Warner and Glenn Schroeder would be arriving late. 3. Hear visitors. Hearing none, this item was closed. 4. Discussion, consideration, and nossible aDDroval of minutes from the Reaular Meetina of February 10. 2004. Don Allison stated that in item #8 regarding Draft Guidelines for Naming of Public Facilities, in the first line, the word 'snot" had been left out. The sentence should read "... the item which prohibited naming a facility for someone who was not deceased . . . " Larry Farnsworth moved to approve the minutes from February 10, 2004, with the change mentioned. Don Allison seconded the motion. All were in favor, and the motion passed unanimously. S. Renort, discussion, and nossible action concernina reauests for namina of Dark facilities. a. Rock Prairie PTO: A letter had been sent by Ronda Raphael with Rock Prairie PTO regarding naming the track at Jack and Dorothy Miller Park in Parks and Recreation Advisory Board Page 1 of 6 Regular Meeting of March 9, 2004 honor of Coach Carole Weldon. Coach Weldon had been instrumental in creating the Road Runner program at the school and the PTO wanted to put up a plaque. Staff had sent a letter in response explaining that the City's guidelines were being changed. Don A. commented that he felt this would be very appropriate. John N. stated that he would like to see a letter of support from the principal of the school and CSISD showing that they agreed with this. Policy requires a petition of at least 25 names and the PTO would be instructed on that. b. College Station Little League: Kendall Turton, President of College Station Little League, and Terry Nixson were both present to request the naming of one of the Little League fields at Southwood Athletic Park after Jodi Moore. Ms. Moore passed away in 2003, and they wanted to name one of the fields after her and put up a 2' x 8' sign under the scoreboard on field #4, in honor of her contribution to the organization. A petition with approximately 250 signatures in support of this move had been collected. Ken L. felt that College Station Little League should go back and look at other individuals who had made significant contributions in the past. Steve stated that typically when facilities are named after someone, a plaque with a brief biography of the person is installed. Terry Nixson stated that College Station Little League has already committed funds to that project, pending the Board's approval. No action could be taken under this item until the Draft Guidelines for Naming of Public Facilities was approved by Council and the department's policy was updated. Both of these items would be referred to the Park Naming Subcommittee, pending action by Council. 6. Discussion, consideration, and possible action renardina a possible Park Land Dedication request by Nantucket. Ltd. for South Hampton,. This was the first dedication to occur in Park Zone 12. The developer was proposing a new addition of 62 lots. Since the land requirement would only be sixth -tenths of an acre, staff was recommending acceptance of the fee in lieu of the land which would be $34,472. Steve said that at some point in the future a site would have to be acquired for a park in that zone. John N. felt that some thought should be given at present as to where the best location would be. Glenn S. stated that Nantucket had some fairly significant common areas but they were located outside of the city limits. Don A. moved that the Board accept staff's recommendation to accept the fee in lieu of land. The motion was seconded, and hearing no opposition, carried unanimously. Parks and Recreation Advisory Board Page 2 of 6 Regular Meeting of March 9, 2004 7. Report, discussion, and possible action reaardina February 26. 2004 Report to Council. Steve gave a brief follow-up regarding Council's direction based on the report he had given them. a. Intergenerational Parks Update - Council said to continue adding the amenities such as benches with backs, walkways, lights, landscaping, and drinking fountains. b. Neighborhood Park Status Report - Council expressed the desire to have improvements made in Eastgate, Steeplechase, and Woodland Hills. They requested an implementation plan based upon existing resources that looked at any areas where funding may need to be supplemented over a multi -year period. Glenn S. asked for feedback regarding what was wanted for Eastgate. Steve said the thought was to try and make it look more like the median at Texas and Walton Drive. c. Atheltic Field Status & Utilization Report - Staff was asked to present, within the next month or so, a development plan for consideration that would provide lighting for additional soccer fields over a four to five-year period. Steve stated that no plan had been developed as yet. John N. stated that he had attended the February meeting and had suggested that if there were additional funds available that could be devoted to development of these parks and the improvements mentioned, then perhaps all of the items should be considered together and a plan devised that weighed where the money should be spent. John N. stated that if staff needed the Board's endorsement of a plan to be brought back to Council, they would be happy to do that. Steve said that staff would have to look at the available dedication funds and decide what could be done and when, based on the priorities Council identified and other projects already in line. Staff was scheduled to report back to Council on April 8th, however it could be rescheduled to April 22"d in order to get the Board's guidance at the next regular meeting. d. Veterans Park & Athletic Complex Update — This update related to current usage, the potential for joint projects with A&M and the City of Bryan, and the planned schedule for development of the Phase II design process. The City of Bryan and their Council have given their permission to come up with a concept to link Veterans Park and the entire area with 95 acres that they own. This was an item on the City's Greenway Plan and would offer the opportunity to eventually have an extended greenbelt from Bryan all the way to Lick Creek Park. Eric P. gave a brief update on the status of the $300,000 for capital improvement projects received from the Bond Election. Handouts had been included in the packets with summaries of the projects that could be done and approximate budget amounts. Half of the bond money was available to spend in 2004, with the remaining half coming available in 2005. Staff's suggestion Parks and Recreation Advisory Board Page 3 of 6 Regular Meeting of March 9, 2004 was to move forward with the projects for 2004, and to do them as one project that would bid out in the fall. Because the $300,000 had been added on to the Bond Election by Council at the last minute, some of the items on the list had already been done with other funds. This would leave money left over in 205 that would have to be spent on intergenerational features in either developed or undeveloped parks. This was an informational item only, and no action was required. S. Discussion. consideration, and possible action reaardina botanical aardens (Board Goal #71. Steve stated that one of the first steps would be to define what the focus of this would be. True botanical gardens are usually quite elaborate and labor intensive. The A&M Horticultural Gardens were the closest thing in the area to a botanical garden. Glenn S. thought that the idea behind this focus was to see more color in the parks. Steve stated that over the last several years a diversity of trees, shrubs, and ornamentals had been planted in the parks in order to create some color. Ross Albrecht took the floor. Some of the trees that go into newly designed parks include crepe myrtles, Chinese pistache, Mexican Plum, Redbud, and Bradford pear, which all bloom at different times of the year providing color throughout the season. It is difficult with our soil, the amounts of rainwater we receive, the amounts and types of visitors to the parks, and the current resources, to make it showy. Steve stated that the practice of planting these types of trees would continue. The other thing that could be done would be to do something special at specific sites - something above and beyond what would be done in a neighborhood park. If there was definite interest in a true botanical garden, then perhaps it would be possible to do something cooperatively (financially) with the University since they have an established site. After further discussion it was decided that a tour of their site would be helpful. Gary E., who acts as a volunteer there, would try to set it for the regular May 11th meeting. The meeting could be held at the conference room there and a tour could be taken early. John N. asked that this item be placed on a future agenda. 9. Discussion, consideration, and uossible action reaardina Manual of Neiahborhood Park Imorovement Standards. Eric P. reported that a meeting had been held with the City's Legal Department regarding the Manua/ of Neighborhood Park Improvement Standards and the potential Park Land Dedication Ordinance amendments. Legal had made some recommendations and Eric wanted the Board to know that they would be reviewing both items again. Parks and Recreation Advisory Board Page 4 of 6 Regular Meeting of March 9, 2004 He stated that Manua/ of Neighborhood Park Improvement Standards were the guidelines within the ordinance that provide control over any developer that wishes to develop a park. It will be referred to in the Ordinance as Improvement Standards', but will not be specifically mentioned. This will allow the Board to make changes as they see fit, without having to go back to Council each time. He gave a short presentation regarding the different standard site furnishings that go into neighborhood parks (see attached). This was an informational item only, and no action was required. 10. Discussion, consideration, and possible action reaardina Pr000sed Neighborhood Park Site in Park Zone 10,. The Fire Department was in the process of acquiring a site for fire station #5 on the north side of Barron Road, at the intersection of Alexandria and Barron Road. They had approached staff about the possibility of purchasing the remaining portion of the five -acre site for future park development. The fire station would only require about two acres and would have a community room in the station for use by neighborhood groups. The remainder of the site could be used as a mini -park site. There is a pond located on the property, but the property is not located in a floodplain. The cost would run between $50,000 and $70,000 for the three acres. The residents of this area have come before the Board on numerous occasions requesting park land. To acquire the site would take most of the remaining funds in Park Zone 10, so any development in that area would have to wait until more money comes into the fund or possibly through a future bond issue. During discussion, questions were raised as to whether the station's detention pond would be on the three acres and whether or not the existing pond would be left or filled in. Concerns were expressed about depleting the money in the zone fund, and also about buying a piece of property that did not meet the standard size requirement. Eric told the Board that over the next ten years this zone would generate property and probably a good portion of the cash that would be needed to develop most of the parks in the zone. Ken L. made a motion that staff pursue the purchase of the three acres, as long as the cost does not exceed $51,000. Don A. seconded the motion. Hearing no further discussion, a vote was called. The motion carried five to one. 11. Reoort, discussion, and oossible action concerning status of the Arboretum. An update (attached) was given regarding the status of the bridge repairs that were underway. The other repairs had not started as yet. The bridge repairs should be completed within the next few weeks. John N. asked if any attempt had been made to contact The Society for Creative Anachronism. Steve said not yet. Ken L. asked about getting Parks and Recreation Advisory Board Page 5 of 6 Regular Meeting of March 9, 2004 irrigation to support the area. Steve said that was a separate project that was being worked on through the city crews. This was an informational item only. 12. Report, discussion, and possible action reaardina Fees Subcommittee Meetinq. The first meeting would be held on March 10, 2004. Several issues for 2005 would be reviewed, one being the use of credit cards for registration for Park programs and how to handle the fees associated with their use. More information would be available at the next meeting. 13. Report, discussion, and possible action concerning the Capital Imorovement Proaram. Staff had nothing further to report (see update in item #7). John N. asked to see the Eastgate Master Plan at the next meeting. 14. Review, discussion, and possible action concernina Board and Department Goals and Obiectives, and Citv Council Strateqic Plan. John N. asked about the projects on hold in Zone 6. The project that had caused them to be placed on hold was still moving forward. If that project was cancelled, those on hold would be re-evaluated. John asked about the community needs assessment. Steve said this would be a determination about the types of uses for the Conference Center, but would not be done until the City found out about the new Conference Center going in. 15. Discussion of calendar, future meetinq dates, and possible agenda items. a. Rescheduling of April 13, 2004 regular meeting to April 20, 2004: The Board had no problem rescheduling the regular meeting for April 20tn b. Citizen Committee Banquet on April 13, 2004: John N. said he would be out of town on this date and unable to attend. c. TMPA Regional Park tour on April 15, 2004: TMPA had confirmed the date for the tour. Everyone would meet at Central Park and leave at 4:00 p.m. A cook -out would be arranged for that evening at the TMPA site. John N. would be unable to attend the tour. 16. Adiourn. A motion was made to adjourn and seconded. Hearing no opposition, the meeting adjourned at 9:10 p.m. Parks and Recreation Advisory Board Page 6 of 6 Regular Meeting of March 9, 2004 Parks and Recreation Advisory Board Public Hearing Tuesday, March 3, 2004, 7:00 p.m. Lincoln Recreation Center 1000 Eleanor Street College Station, Texas Staff Present: Steve Beachy, Director of Parks and Recreation; Eric Ploeger, Assistant Director; Peter Vanecek, Senior Park Planner; David Wood, Park Planner; Scott Hooks, West District Supervisor; Lance Jackson, Lincoln Center Supervisor; Pamela Springfield, Staff Assistant. Board Members Present: John Nichols, Chairman; Larry Farnsworth; Ken Livingston; Don Allison; Glenn Schroeder; Jodi Warner (arrived late); Gary Erwin, Alternate. Board Members Absent: Glen Davis. Visitors: Michael Levy, P.O. Box 6642, CS Shawn Thomas, 939 Spring Loop, CS Andrew Vacek, 1411 Antone Court, CS Mike Bennett, 1216 Oney Hervey, CS Jennifer Jobe, 2334 Pheasant, CS Bubba Molinare, 3201 Lane St., CS Kim Taylor, 2300 Axis Ct., CS Jeremiah Minarcik, 117 Ridge Cove Lance Haynie, 7576 River Ridge Dr., CS Joe Dalton, 1520 Wolf Run, CS Jennifer Johnson, Hickory Dr., CS Maria Gijon, 100 Winter Park #309, CS Lindsay McDonald, 4149 Wellborn Road #211, Bryan Arthur Soloman, 2250 Dartmouth #1228, CS Lori Buck, 2521 Ashford, CS Justin Minton, 3626 Hollyhock, CS Tomye Folts Zettner, 311 Stasney #1401, CS Kevin Myers, 3319 Lodgepole Circle, CS Grace Rabuck, 117 Holleman Dr. W. #13303, CS April Conkey, 1809-B Woodsman, CS Matt Wilson, 1216 Oney Hervey, CS Katie Kasmiersky, 617 San Mario, CS Pamela Kiekman, 117 Holleman Dr. W. #13102 CS Jennifer Sellers, 1415 Holik, CS Chris Ceballos, 2250 Dartmouth #1228, CS Krystal Kennedy, 1603-D Anderson, CS 1. Call to Order. John Nichols, Chairman, called the public hearing to order at 7:05 p.m. 2. Possible action reciardina reauests for absences. Jodi Warner had submitted a request that she may be unable to make the meeting. A motion was made by Glenn Schroeder to accept her request for absence and seconded by Larry Farnsworth. Hearing no objection, the motion carried unanimously. (Jodi W. ultimately arrived shortly before the meeting adjourned.) 3. Public hearina, discussion, and possible action concerning the development of Woodwav Park. John N. introduced Steve Beachy and Eric Ploeger, who would be leading the meeting. Eric thanked everyone for Woodway Park Public Hearing Page 1 March 3, 2004 attending and explained that the purpose of the meeting was to get feedback from the public on Woodway Park, and to take those ideas and formulate a conceptual plan for the construction of the park. Eric introduced Pete Vanecek, Senior Park Planner, who would be explaining a couple of concepts that had been developed. Eric stated that these were not the final designs for the park, only concepts of what was typical of neighborhood parks. He said neighborhood parks are intended to serve the immediate neighborhood and normally do not have amenities for organized sports, such as lighted ball fields, playing fields, or parking lots. However, since there were enough funds available and this park was located on a very busy street, a parking lot may be included. Eric briefly explained park zones and the Park Land Dedication Ordinance. Woodway Park is located in Park Zone 7, and is bordered Holleman on one side and the proposed Jones Butler Road extension. Once the extension is complete, the park will be bordered by two major thoroughfares. The park is basically a triangle divided into two sections, with the city owning the top 9.7- acre portion and negotiating to purchase the remaining 5.25 acres. There is an agreement for that portion, however the owner is waiting until work begins on the Jones Butler Road extension before he will sell it to the city. Staff intended to create a site plan for the entire piece of property. If the 5.25 acres was not acquired by the time construction was ready to begin, the 9.7-acre portion would be developed anyway, which is probably where most of the amenities would be situated. The second piece of property has some significant elevation changes, as well as a large pond. The pond would need to be evaluated to see if it will need to be cleaned up in order to make it attractive and safe. There was a significant amount of drainage that ran through the park, and if trails were put in, there would need to be some bridges. Ric stated that for the purpose of the meeting, the entire site should be considered. Ric mentioned some of the amenities that could be considered for the park, such as covered playgrounds, shelters, picnic units, bicycle racks, amenities for dogs, swing sets, and exercise stations. He turned the presentation over to Pete Vanecek. Pete V. talked about the two concepts which included parking for about 50 cars, a 1/2-3/4 mile jogging trail, a basketball court, a sand volleyball court, a pier on the pond for fishing, identifying signs, landscaping, and trees. There was an existing sidewalk along Holleman. The pond would probably be drained, dug deeper, and an aerator installed to keep the water circulating. The second concept was basically the same, except it had tennis courts and a practice backstop. Pete asked for ideas. (Staff responses are noted in parenthesis.) Maria Gijon asked how extreme the elevation changes on the proposed piece of property were, and if it would be handicap accessible. (The goal would be Woodway Park Public Hearing Page 2 March 3, 2004 to make as much of the property as possible, handicap accessible. Any trails put in would be handicap accessible,) Michael Bennett asked if staff had given any thought to a nine -hole disc golf course. (Those are a challenge for small facilities, but could certainly be looked at.) Joe Dalton didn't know if a dog park would be good in that neighborhood since everything around it was apartments and dogs weren't allowed. He liked the jogging trail. Jeremiah Minarcik asked what type of material the jogging path would be made of (Probably concrete.) Lance Haynie felt that since the neighborhood consisted of mostly students, a playground might not be necessary and asked if any demographic studies had been done. (Staff had some demographic information and the area is mostly students, but experience has shown that this changes over time.) Maria G. suggested putting the basketball court closer to Jones Butler Road so that it would be more easily accessible to the people in that area. Justin Minton said he knew that a sand volleyball court and basketball court would be used a lot. Lights were also important for play at night. Ken Livingston said that he didn't like the practice field so close to the busy streets in the second concept. (An attractive fence may have to be considered for along the street.) Joe Dalton asked if there would be any grassy, open spaces. (Probably the only open area would be around the pond or parking lot. Grass could be considered.) Jeremiah M. asked if the existing woods in concept one would be turned into open space. (It probably wouldn't be cleared completely - just the underbrush.) April Conkey would like the site to be left more wooded rather than completely cleared for open areas. She asked what the pond would be used for, and if Jones Butler Road would go through to 2818. (The Thoroughfare Plan proposes that the road continues out to 2818. Most ponds were for aesthetic purposes and stocked for fishing, but staff was open for comments.) Joe D. wondered if it was possible to develop the top portion and open the bottom portion for access but leave it as a natural habitat. (This will probably be what takes place due to the natural layout of the land. A trail system and a pier may be all that are done on that portion. There is also an issue with the pond. The pond level has been raised about two feet by beaver damming up a portion of it.) Lori Buck asked if there would be any drainage for the sand volleyball court. (Any new courts have a French drain - underground pipes that drain the water off elsewhere.) Jennifer Sellers would like to see the site remain more wooded and natural. Joe D. felt it wasn't completely necessary to develop that park - it could be left more natural and residents could use the facilities at the other apartment complexes. Lance H. would like to see the site kept more wooded. Woodway Park Public Hearing Page 3 March 3, 2004 John N. asked if the students would like to see benches in the park. Lori B. said a few benches would be nice, but not an overabundance. Krystal Kennedy said that if the dog park idea was considered, then signs should be posted requiring leashes or else it might keep people from going. (There was a leash law in College Station.) Kevin Myers would like to see an area where he could take his dog off -leash. If the jogging trails went in, then the brush would have to be cleared out for security purposes. Maria G. said that she thought the trails were a good idea and would prefer the underbrush cleared as well for safety reasons. She asked what type of material the trails would be. (They would probably be concrete or, depending on the budget, they could also be rubber cushioned surfacing.) Andrew Vacek liked the idea of lighted jogging trails and asked about the curfew time. He also wanted to know what would be done with the beaver if developed as a dog park. (Bank beaver are very hard on ponds. They tunnel into dams/dikes and destroy the integrity of them. They may have to be relocated. There is a Park Curfew Ordinance. For neighborhood parks the curfew is 11: 00 p.m. - 5: 00 a.m., unless changed by an ordinance amendment.) Lance H. would like to see a more natural type material, such as mulch, for the jogging trail. Jeremiah M. was in favor of concrete for the trails, because there would be a containment issue with mulch or gravel. He would like to see the metal benches with rubber on them (because they are more comfortable) placed along the trails. He also liked the idea of the basketball and sand volleyball courts. Unless you were a resident of one of the apartment complexes, you did not have access to their courts. (The benches that are used have backs.) Maria G. would like to see a dog park area within the park and asked about maintenance issues associated with it. (Maintenance is typically the biggest problem mostly because the grass disappears. Most dog parks are going to a gravel surface and the pet owner is required to pick up after their dog, with plastic bags and waste containers provided. It might be tough to do a dog park in this location. There were other parks, where it might work better.) David Wood stated that he had seen a dog park with a concrete boat ramp - type of entry into water. It kept the park a lot cleaner by cutting down on the mud. John N. stated that there was a fairly recent National Recreation and Park Society magazine that had an article on dog parks. One of the things stressed in the article was to have a local citizens' group get involved in helping to maintain the park. Jennifer S. asked what would happen to the beavers. (This had not been discussed, but it was possible they may no longer be there by the time the park is developed.) Tomye Folts asked if they were actually nutria and not beaver. Nutria is considered an invasive species and could be eliminated. (These have actually built a dam structure and there have been beaver in the parks before.) Woodway Park Public Hearing Page 4 March 3, 2004 Joe D. asked about the possibility of using mulch for the trails with wood decking in areas where drainage was a problem. (Mulch would be a maintenance issue anywhere that there is more than a 1 % slope.) Gary Erwin asked if mulch on the trail would inhibit the ADA requirements. (The department has a lot of experience with different trail surfaces. The cinder/crushed brick tracks are being taken out of the parks because maintenance is a problem, Concrete with a rubber surface is preferred and has been installed in a number of places. It runs about $8-$9 per square foot for the concrete and the surface. Fortunately, the budget for this park is good. The trail loop design will be looked at to see where it can be done.) Maria G. would like to see emergency phone boxes put on the trails. (The emergency phones were a possibility that would have to be checked into.) Kevin M. felt that the 5.25 acres would need to be cleared out so that law enforcement and emergency vehicles could have access. (Once Jones Butler Road went in, they would have good access.) Mike B. asked when construction on the existing park land would begin. (Based on the input from the meeting, staff would go back and prepare design concepts with cost estimates, which would be introduced to the Board at another public hearing, The exact schedule was not known, but it would be a month or two before that happened.) John N. asked that the next public hearing be held while the University was in session so that there would be good student representation. Jeremiah M. wanted to know if a dog park was put into place, where it would go and how large an area would be needed. (Staff had not gotten to that level of detail. The smallest park seen on the internet was about an acre, and some were as large as fifteen acres, with the entire area dedicated to dogs.) Jeremiah said if an area for dogs went in, he would like to see it be smaller. Jennifer Jobe would like to see a dog park. She wanted to know if the upper, existing park land could be developed with other amenities, while developing three acres or so of the lower portion as a fenced off dog park with a cement ramp going into the pond. The trails could continue around that portion of the park outside of the dog park area. (It was possible that this could be done.) Joe D. wanted to reiterate that it would be really nice to have a Frisbee golf course. Glenn Schroeder asked if Frisbee golf could be integrated in with other amenities such as sand volleyball and basketball courts. (Staff did not have a lot of experience with Frisbee golf courses and would have to look into it.) Mike B. thought it would be feasible to integrate all amenities together, and used Austin's Colony and Hensel Park as examples. Both were nine -hole courses with picnic tables, running trails, etc. with disk golf baskets set up along the jogging trails and integrated in with the other amenities. Lance H. wanted to encourage the idea of a disc golf park as well. Jeremiah M. said the course was integrated through the park but not near the open space, pavilion or playground. He felt that it would have to go into the proposed portion of the park land. Andrew V. added that it would not need to be spread out. Woodway Park Public Hearing Page 5 March 3, 2004 Joe D. asked where staff would go for information on designing a course. (The manufacturer could provide information, as well as the City of Bryan.) Justin Minton preferred the first concept over the second and didn't see the need for a playground. April C. would like to see a small playground put in. She said she lived in the neighborhood and there were people with small children. Others agreed. Michael Levy asked what style trash can would be used. (The standard trash can used is called the XTR. It has a plastic liner, with wood on the outside.) John N. asked if there were any other amenities that had not been mentioned that they would like to see considered. Mike B. reiterated that he would like to see the park kept as natural as possible. He felt the park needed a playground and other amenities, but would like to see it left more natural. Someone asked about restrooms in the park. (Restrooms do not normally go into neighborhood parks because most users are within walking distance from home. Depending on the amenities that go into the park, rest rooms may have to be considered.) Krystal K. felt that restrooms were needed. At Research Park you have to pack up and leave if you have to use the restroom. She also felt that the pavilion in Bee Creek Park was very nice. Jeremiah M. would like to see picnic units with a barbecue pit. (Picnic units have a table, barbecue pit, and a trash can.) Larry Farnsworth asked what size pavilion would go in. (Staff had no specific size in mind.) Krystal K. said she would like to see a larger pavilion that could be utilized by various organizations. (Larger pavilions require more parking and restrooms, and there would be an impact on the neighborhood.) April C. thought that a small pavilion and parking area would be best since there was a lot of traffic in the area already. Lance H. asked if there would be an aerator installed in the pond and if there was an alternative to the fountain type aerator. (Normally, aerators were installed in the ponds because it improved water quality and was better for the fish. There was an aerator that had been invented by someone locally that sat on the bottom, without the spray.) Jeremiah M. asked if there would be any irrigation or a sprinkler system. (Normally irrigation did not go into neighborhood parks except around trees, shrubs, or flowers.) A last comment was added that picnic tables were important. Ric said he felt that these were all very good ideas and appreciated everyone coming out. Everyone would be kept informed of the next public hearing, which hopefully would be held before finals. 4. Adiourn. A motion was made to adjourn and seconded. Hearing no objection the motion passed unanimously. Woodway Park Public Hearing Page 6 March 3, 2004 Park Land Dedication Ordinance Project Review Checklist Date Received: Park zone: Current Zone Balance: Project Location: Name of Development: Applicant: Address: City/State/Zip: Phone Number/Fax: E-mail: Engineer/Planner: Address: City/StateZip: Phone Number/Fax: E-Mail: Section 10-B-1: Land Dedication Single Family Dwelling Units: Multi -Family Dwelling Units: Total Land Requirement: Proposed Dedication: Section 10-13-2: Fee in Lieu of Land 2/24/2004 12 $0 Harpers Ferry Rd. South Hampton (Nantucket) Nantucket LTD 1101 University Drive East #108 College Station, TX 77840 Texcon 1707 Graham Rd. College Station, TX 77845 690-7711 REQUIRED COMPLIANCE 62 0.614 Acres 0 Has the Planning and Zoning Commission's approval been obtained? Land Fee: Single Family Fee ($198/dwelling unit): Multi -Family Fee ($160/dwelling unit): Total Acquisition Fee: Section 10-B-3: Park Development Fee Single Family Fee ($358/dwelling unit): Multi -family Fee ($292/dwelling unit): Total Fee Amounts: Total Single Family Fee ($556/dwelling Unit): Multi -Family Fee ($452/dwelling Unit): Fax Number: Fax Number: 62 x $198.00 = $12,276.00 62 x $358.00 = $22,196.00 $556 x 62 = $34,472 41 690-9797 Park Land Dedication Checklist O/Board/Park Land Dedicationlchecklist/Onginals/Long Version Revised.xls Page 1 rw� Y U ~��..,. �� i��:�i� -••asp-is=r.-i y��J ��i:•=+fir— �ai-*Ji_-�a :.� • �� �.rr.-.'is�* am _mar.=i_^--..-_ • : � • •:>if';"lC'�"lt^"�. fry -a i"T'a rl._-_ 2004 Intergenerational Upgrades Anderson Park Bee Creek Park Brothers Pond Park Central Park Emerald Forest Park Jack & Dorothy Miller Park Parkway Park Pebble Creek Park Raintree Park Sandstone Park Woodcreek Park Thomas Park (Suggested Schedule) Two drinking fountains - $8,000 $15,000 Playground Cover - $7,000 Drinking fountain - $4,000 $37,000 Covered Tot playground - $30,000 Two benches - $3,000 One bench - $1,500 $11,500 Playground Cover - $7,000 Ten trees - $3,000 One bench - $1,500 $1,500 Two benches - $3,000 $7,000 Drinking Fountain - $4,000 One bench - $1,000 $15,000 Two drinking fountains - $8,000 Twenty trees - $6,000 Two benches - $3,000 $30,000 Drinking Fountain - $4,000 Sidewalk - $23,000 Four benches - $6,000 $10,000 Drinking Fountain - $4,000 Drinking Fountain - $4,000 $4,000 Two benches - $3,000 $3,000 Four benches - $6,000 $6,000 Two fountains - $8,000 $8,000 Total $148,000 2005 Intergenerational Upgrades Cy Miller Park Georgie K. Fitch Park Lemontree Park Lincoln Center Longmire Park (Suggested Schedule*) Two benches - $3,000 One drinking fountain - $4,000 Four benches - $6,000 Seven lights - $28,000 ? Four benches - $6,000 Two benches - $3,000 Sidewalks - $53,000 $3,000 $4,000 $34,000 $6,000 $56,000 Total $103,000 * Some projects have been deleted from the original list because they have previously been completed or determined to be impractical at this time. Park Fa Upga► D31 O00 -ANNUAL OPERATING COSTS: $ 0 -City Council Vision Statement 4 Strategy 3a -Anderson (drink fountains and playground cover) $14, 000 -Bee Creek (drink fountains, playground, and benches) 30,000 -Brothers (drinking fountain, five benches, six lights, trees, playground cover) 60,000 -Central (four benches) 6,000 • Cy Miller (two benches) 3,000 -Emerald Forest (two benches) 3,000 • Georgie K. Fitch (drink fountain) 3,500 •J.D. Miller (two benches, trees, and jogging trail) 13,000 •Lemontree (four benches and seven lights) 41,000 • Lincoln Center (four benches) 6,000 -Parkway (Sidewalks and two benches) 40,000 -Pebble Creek (four benches) 6,000 •Raintree (drink fountain) 3,500 • Sandstone (two benches) 3,000 • Woodcreek (four benches) 6,000 •Longmire (concrete sidewalks and two benches) 56,000 • Staff cost (a) 5 % 16,000 • Total $310,000 Parks and Recreation Future Project List 1tt ishOnend0ilth Park 2 3 1 2 5 1 2 3 J§teeplechase Part $pring $315 000 $311§�00 "30?O'10 $19000 1 Loop Park $315,000 11 4 4 4 JCypress Grove ParkANestfield Delay ntil new elementary 5 3 5 Hills $415,000 1-choolu is developed, 6 6 6 (Woodland Pebble Creek Park, Phase 11 $150,000 $150,000 1 1 No site has been dedicated Sue Port Facilities ' J Al' 4, 4 2 �,4FO;16byshTf-�,��,,����,,,,,;,,��,�';�,���,,���--,-,,,,,��,�,��,,',,,',3 a 000 4000 �,IRCant 1 to . .. . . ...... '$0 4 I 5 4 I 5 lVeterans Park and Athletic C?71ex Shop 1 $500,0001 Delay until Phase 11 Development 5 4 South Dstrict Satellite Operations Shop $360,000 1 Pla 7 2 wd n one no ark 4 ch Carter P&r0MpnYV6merft S-�11 W� -�52117,000 '1$2,000, 3 4 1 3 4 4 Thomas and Me Oaks Parks Shade Structures $20,000 requested through FY2"003 budget request 1 3 0aintree Park B, Basketball Court $30,000 5 6 2 7 7 Thomas J Track PaXnq ra $100,000 6 Eastgate $150,000 7 1 5 Park Benches I $21,000 Could be added to lintergenerational upgrades. lCommur)ft Facilities 11,ol 4 f '21 �7 t'l— Wetl rJ( ik, thllelilal� Pa A fW 260 X,1 2 , , 4"�i " Creek 57810()0, W V ft �K %-k, 5 W�,- 4� IW*CemeWN,� Miss ww" J, 4',"— $66.00() 4 3 3 Lincoln Center Expansion $570,000 Possibility of using Comrnundy Development funds 1 6 6 5 6 5 2=ss Grove Recreation Center 1 $750,000 1 Delay unfit next bond issue 7 1 7 1 6 8 r Jones Landfill : Neighborhood Pod for the new "South" Community Park $239,000 i $1,00o.00o I I Delay unfit landfill closes New "South" Community Park, Phase I p $2,000,000 I (Delay until landfill closes 9 8 9 Potential Tennis Court Project with the new high school Delay until the new hight school its developed. I Park Improvements 2 I' ti rations[IJ deslo WAG( PAWA eM n on one r C lr� "41 $30%000 'Provit rquip Zrit fi I 'aR,— w �"V 1 4 2 1 Playground Shade 1 $144,01)(3 1 3 2 5 Emerald Forest Lights $30,000 I May be requested I FY2003 Budget Process through the 4 5 6 I 3 3 6 I Baft' s and backstops at Bee Creek Park $25.000 May be requested through the FY2003 Budget Process. I=crceaerPark Lights I $35,000 6 I 5 1 I 4 (Cover basketball courts at Southwood Valley Athletic Complex I i $330,000 f I J 1 1 I 4 Pool Imrvements �Adamson 1 2 1 3 1 n Lagoon Shoyun Slide 1 $50,000 1 1 1 3 (.Additional shelter; Adamson Lagoon 1 $40,000 1 1 3 4 I 2 ornas Pool bathhouse renovation 1 $150,000 1 1 Funds could be requested 4 2 4 (Adamson bathhouse pitched roof $85,000 1budget through Facilities Maintenance :Park Acquitislon I I Pos�ibtdity of using park land INorthgate dedication or Community Park $1,000,000 $1,000,000 Development funds Total Priority Cost 1$8,574,260 Updated 10/8/2002 Neighborhood Park Development Standards Standard Site Furnishings * Alternate items to be reviewed by staff One year warranty required Selected for durability, cost, appearance, and replacement availability Water Fountains - - Typical Sign ._ A1 7 �95 ( MIER P r � a i Picnic Tahle5 u^rbeque Pits Benches ol ct)ve'retl P 0. " -..-Oxft ,#,OPIMWW— V� �- 'A 13 icycle, go Basketball Goals Bridge Lighthg Draft City of College Station Parks and Recreation Department Neighborhood Park Improvements Standards Park Development in Lieu of Fee I. Site Plan Development A. Neighborhood park site plans will be provided by the developer with input from the Parks and Recreation Department staff. B. Site plan development may require public hearings before the Parks and Recreation Advisory Board. This will be at the discretion of the Parks and Recreation Advisory Board. C. All site plans will require Parks and Recreation Advisory Board approval. City Council approval may be required as needed. D. The park development budget is required to be equal to or greater than the required development fee of the development. Budget estimates will be approved by the Parks and Recreation Department staff. Excess amounts over the required development fee are not transferable to other projects. H. Park Furnishings A. In order to maintain consistency with other parks, park site furnishings will require approval from the Parks and Recreation Department staff. A list of approved items will be provided. Alternate substitutions must be approved by the Parks and Recreation Department staff in advance of construction (see attached). Specifications of all park furnishings will be provided for approval by Parks and Recreation Department staff. B. All items will require a one (1) year warranty from the day of acceptance by the Parks and Recreation Department. C. All park construction will be reviewed by the Parks and Recreation Department staff and other City inspectors for quality control. III. Construction Documents A. All construction documents must be sealed by a design professional. O/Board/Park Land Dedication/PL Dedication Policy.doc Page 1 Of 4 B. All construction documents must be approved by the Parks and Recreation Department staff before construction. C. All projects over the amount of $50,000 will require approval from the Texas Department of Licensing and Regulations. Approval is the responsibility of the developer. IV. Project Acceptance Procedures A. Upon notice of completion, a Parks and Recreation Department representative will make arrangements for the inspection of work and preparation of a punch list within ten (10) calendar days of contractor (developer) notification. B. Upon contractor (developer) notification that final completion of the punch list items has occurred, the Parks and Recreation Department representative will inspect the project and, if completion is confirmed, issue a certificate of completion. C. As built plans of all site items, utilities and landscaping will be provided following construction. D. Certificate of completion will not be delivered until as -built plans are received and warranty security has been provided as required by the Park Land Dedication Ordinance. QlSoard/Park Land Dedication/PL Dedication Policy. doc Page 2 of 4 Acceptable Neighborhood Park Site Furnishings BENCHES - Powder coated steel, as manufactured by Victor Stanley # CR-196, 6' long with vertical steel slats or equal. DRINKING FOUNTAINS - Concrete fountains, with dual height bubblers, exposed aggregate finish as manufactured by Haws # 3150 or Stern Williams ADF-3700-C. BASKETBALL GOALS/BACKBOARDS - Aluminum backboards, painted white, fan shaped Gametime #854 or equal - Goal, Gametime breakaway type, #874 or equal - Galvanized post, cantilevered, Gametime #459, 32" extension, 3-1/2" diameter post (or equal). PLAYGROUNDS - Playgrounds to be manufactured of steel and plastic with powder coating paint system for steel parts. - Playgrounds to be a commercial type versus residential use type. - Acceptable manufacturers include: - Gametime - Little Tykes - Landscape Structures - Playworld Systems - Burke - Columbia Cascade - Recreation Creations PLAYGROUND SURFACING - Poured in place rubber cushioning for playground units - Installed at 1-1/2"-2" thick for a 6' high fall (for play units). - 3/8" pea gravel with 3/8" rubber granule mix, 12" total thickness of gravel and rubber granules (for swing sets) - Acceptable manufacturers include: - Rubber cushioning installers - Surface America - Playtop - Robertson Industries - Gametime - Rubber granules available from4-D Corporation, Duncan, Oklahoma AREA LIGHTS - Light poles to be direct burial concrete poles 12-16' height above grade. 0/Board/Park Land Dedication/PL Dedication Policy. doc Page 3 of 4 Manufactured by Ameron or Traditional Concrete, Inc. Light fixtures to be an acorn -shape or antique style, 175-watt minimum metal halide lamp. BASKETBALL OR TENNIS COURTS - To have Plexipave or equal, acrylic paint surfacing system or equal, on top of concrete. SHELTERS - Shelters to be constructed with galvanized steel columns and framing, painted. - Roof to have composition shingles (25-year) with wood decking under shingles. SIGNAGE - Park signs to be constructed of Cylex (concrete/plastic composite material) with etched letters. BRIDGES - Park bridges to be constructed of Corten self -weathering steel with treated pine decking. - Manufacturers: - Continental - Steadfast Bridges - Canyon Creek Iron Works PICNIC TABLES - Picnic tables to be aluminum, 6 or 8' long, heavy-duty frame (can be aluminum color or painted) Gametime #796 or 798, or equal. BIKE RACKS - Bike racks to be Loop design, painted steel, in -ground mount Gametime #7702 or equal. BBQ GRILLS - Grills to be galvanized steel, in -ground installation, 24" square, 360-degree rotation, Gametime #51 or equal. Black color. SHADE COVERS FOR PLAYGROUNDS - Shade covers to be constructed with galvanized, painted posts and framing with polypropolene mesh. O/BoardjPark land Dedication/PL Dedication Policy. doc Page 4 of 4 Section 10-B-4: Park Development in Lieu of Fee Required development cost: Staff review date and comment: Parks Board review and decision: Section 10-B-5: Minimum Park Size Is the proposed park less than five (5) acres? If yes, staff recommends: Section 10-B-7: Prior Park Acquisition Is there an existing park that can serve the proposed development? If yes, staff recommends: Acceptance of fee Section 10-E: Comprehensive Plan Is the proposed park dedication in compliance with the City's Comprehensive Plan and the Recreation, Park, and Open Space Master Plan? Comments: Section 10-F: Additional Information 1. Is land in the 100-year floodplain? a. Detention/Retention? Acreage in floodplain: Acreage in detention: Acreage in greenways: Comments: NO Percentage: NO Size: Meets Board Policy? Park Land Dedication Checklist O/Board/Park Land Dedication/checklist/Originals/Long Version Revised.xls Page 2 Percentage: Percentage: Percentage: NO Section 10-F (of the Park Land Dedication Ordinance) 10-F. 1 Any land dedication to the City under this section must be suitable for park and recreation uses. Consideration will be given to land that Is in the floodplain or may be considered "floodable" even though not in a federally regulated floodplain as long as, due to its elevation, it is suitable for park improvements. (a) Neighborhood park sites should be adjacent to residential areas in a manner that serves the greatest number of users. Comments: (b) Neighborhood park sites should be located so that users are not required to cross arterial roadways to access them. Comments: (c) Sites should not be severely sloped or have unusual topography which would render the land unusable for organized recreational activities. Comments: (d) Sites should have existing trees or other scenic elements. Comments: (e) Detention/retention areas will not be accepted as part of the required dedication, but may be accepted in addition to the required dedication. If accepted as part of the park, the detention/retention area design must be approved by the City staff and must meet specific parks specifications. Comments: 10-F. 2 Parks should be easy to access and open to public view so as to benefit area development, enhance the visual character of the city, protect public safety, and minimize conflict with adjacent land uses. The following guidelines should be used in designing parks and adjacent development: (a) Where physically feasible, park sites should be located adjacent to greenways and/or schools in order to encourage both shared facilities and the potential co -development of new sites. Comments: Park Land Dedication Checklist 0/8oard/Park Land Dedication/checkhst/Originals/Long Version Revised.xls Page 3 Comments: (c) Where a non-residential use must directly abut a park, the use must be separated by a screening wall or fence and landscaping. Access points to the park may be allowed by the Planning and Zoning Commission if a public benefit is established. Comments: (d) It is desirable that a minimum of fifty percent (50%) of the perimeter of a park should abut a public street. In all cases, the City shall approve the proposed street alignment fronting on city parks. Comments: (e) Streets abutting a park shall be built in accordance with the thoroughfare plan and the standards of this ordinance; however, the City may require any residential street built adjacent to a park to be constructed to collector width to ensure access and prevent traffic congestion. The developer may request oversize participation in such an instance. Comments: Staff Recommendations: Section 10-G: Approval: Parks and Recreation Advisory Board: Planning and Zoning Commission: City Council: Acceptance of fee. The Board approved acceptance of the fee in lieu of land at the March 9, 2004 regular meeting. Park Land Dedication Checklist O/Board/Park Land Dedication/checklist/Originals/Long Version Revised.xls Page 4 Arboretum Update Adam Lassiter is still working on the Arboretum bridges for his Eagle Scout project. He and his crew of volunteers started work on the five bridges on the morning of Saturday, March 6t". They have almost completed the rebuilding of one bridge. Three of the bridges have been sanded down and treated with water sealant. Two of the bridges still need some minor repairs consisting of board replacement. Adam has also trimmed back part of the trails. He will continue the work as time allows. The completion date for the project is as yet unknown. PARKS AND RECREATION DEPARTMENT CAPITAL IMPROVEMENT & PARK LAND DEDICATION PROJECTS FY 2004 March 2, 2004 Bee Creek Liqht Pole Replacement Hensel Park Playground Replacement Wolf Pen Creek Signs Cemetery Rear Entrance Design and Construction Cemetery Land Acquisition Southeast Community Park Two -Acre Purchase Lincoln Center Expansion/Improvements Richard Carter Park Irrigation, Walks, Drinking Fountain Thomas Park Signs Eastqate Improvements Woodland Hills Park Design Landscaping Six City Sites vement Under Construction Pete PK0303 $118,000 '98 G.O. 2/04 Under Construction David PK0210 $45,390 Replacement Account 5/04 Under Construction Pete WP0460 $70,500 General Fund 3104 Bids Received Pete N/A $55,000 General Fund 5/04 Pending Contract Ross GG9905 $275,000 '98 G.O. Unknown Pending Contracts M. McAuliffe $40,000 12/04 In Design Ric PK0319 $984,000 CDBG Funds 3/05 In Design Pete $18,000 Replacement Account 12/04 In Design In Design On Hold Out to Bid (2/24) (Greens Prairie Rd Landscaping & Irrigation Design In Design Hereford Street Traffic Island Landscaping & Irrigation Design In Design David $3,600 Replacement Account 4/04 David $40,000 Brazos Beautiful Unknown Pete/David ? Pete N/A General Fund Hotel -Motel David I ST0214 Street Project Fund David I ST 0305 $20.000 Streets CIP Fund CIP Summary Under Construction 3 Bids Received 1 Pending Contracts 2 Out to Bid 1 In Design 6 Pending Land Acquisition 0 Other 0 On Hold 1 $87,565 Park Land Dedication North ate Park Accluisition On Hold Zone 1 Funds • • 1 • I I I I Raintree Improvements I On Hold I Pete I NA I $01 Zone 4 Funds Windwood Improvements I On Hold I Pete I NA I $01 Zone 4 Funds • 1 1 1 I I 1 Zone 5 & Jack & Dorothv Miller Park Exercise E ui ment In Design Pete $20,0001 Replacement 5104 • Southwest Park Development i On Hold Pete/David I $90,000 Zone 6 Funds Anderson Walk and Benches s I On Hold David I PK0315 $45,000 Zone 6 Funds Bee Creek Benches s I On Hold David I PK0316 $12,000 Zone 6 Funds Anderson Park Swing Set I On Hold David I PK0314 $12,0001 Zone 6 Funds Gabbard Park Sidewalk 1 • Woodway Park Development s ZONE 10 $88,655 Zone 10 Park Developments Desi n Edelweiss Gartens • •1 Pebble Creek Park Improvements/Tot Playground s • im On Hold I David I NA I $01 Zone 6 Funds In Design I Pete/David 1 I PK9803 $710,000 Zone 7 Funds I 1 I Unknown Il 1 Under Construction Pete I PK0060 $185,0001 Zone 10 Funds 4/15/04 On Hold Pete In Design Pete I I NA I i $30,0001 Zone 11 Funds Park . Dedication Under Construction 1 Bids Received 0 Pending Contracts 0 Out to Bid 0 In Design I 3 Pending Land Acquisition I 0 On Hold 9 O:/Projects/CIP/CIP & Park Land Ded Project List doc I — Intergenerational Project Page 2 STRATEGIC PLANS IMPLEMENTATION CALENDAR FEBRUARY — MAY 2004 STATEMENT Core Services SUBJECT P[OVid@ Effective TEAM Steve, Ron, FEBRUARY -Bid Cemetery Rear Entrance project MARCH Start Construction on Cemetery Rear APRIL MAY - Develop operational cost estimates @' Cemetery ��� -Meeting w/Cound on 2f12 on new Entrance project and revenue projections for cemetery Site operation by 5/1/04 Parks ContinueSecond 5�yp' Quarter report to Parks Advisory Board Leisure Implementation of ft Cut't4 Request funding for contract landscape Services Pants Maintenance Ross maintenance services - WPC Phase II S I.a Standards Develop maintenance standard surveys for Zone 1 pads. rve s Parks &- ° F update tree-t'etated info on d y`S _ Leisure. implementation of Steve, website (this milestone de Payed urtfil -Select consultant to develop policy (rb= FOrWA RQSS, the next update oiihe TM Gro"v (On Hold) Services management Plan Guide —move mde t to forward} Parks k1teterOnal Steve? RAC, parks on 2J26 -update COW4 t)R� Design and construct Hensel Park Leisure Parks Pet@V, playground S 2.a - Update Joint Use Agreement with Assist with Brazos Valley Intemational @ RRIO tt"re _. Stev CSISD move milestone forwarder) Festival SerYiCe g .. Conduct community needs Present recommendations for Ser iric@s David a . assessment for Conference Center Conference Center utilization to Parks S 2 l3 ` (moved milestone forward4) Advisory Board Parks Leisure " CQ�DCiatiY@ �fptk8 SBV@, :. Complete evaluation of current P -Joint Parks Board Meeting & tour of 9 �,f'ce s.. With tyK :":-.° f , `. Peie�'c:;-:,:. programs moved from November P ag � ) TMPA site 4115. �Qf+i�fiLW '. David GL' Parks Leisuure Ski 1 . ServAk� YES Park . , :.. " Phase", ; . Ctff#4 lw �1i�y L P� liev@lOptHe!>t of a:° YV 5teve,.R i` ' -Assistw�tt kn m of CIP Boo �b Develop long-range athletic facility replacement & improvement Ian P P Develop implementation plan for CIP P� P Leisttt+e Pete V.,� . (�J+; (moved from February) v approved in the November 2003 Bond $gry{cgs r Facilities D" „ Design neighborhood dark for Park Election by 411104 •@ _" _ .. Zone7 (Woodway area) Public Hearing for Woodway Park on 313 — -_,i� ert i by svcac to re rai Parks Leisure Regional Planning & ; Steve;' Rr� i'}tse ronJ: r_atuppExi4) S@rc@s° Development., . (en#s tryPego .. S 4.a . .... ':ativ� -httiJ�tr€VPACw3ffEa�C2t3i TAMU t & y— ( ng 4I Planning &e Parkland ikatt revWons toPaft Bisa►d on 2110 Develop recommendations to Development ;" . Wicafin...... Steve, ....... Rk . improve platting process & provide for developer -constructed parks. S i.tl' Winance Develop guidelines for developer- , _ ......, ,- . constructed park facilities. NOTE. Shaded items have been completed. Revised March 4, 2004 City of College Station Parks & Recreation Advisory Board Goals & Objectives FY2004 (Not prioritized) 1. Oversee the development of a new Five -Year Capital Improvement Program (VS2S2e) ® Assist with the November 4, 2003 Bond Election ❑ Develop recommendations for new 5 year CIP implementation ❑ Provide oversight for planning and completion of CIP projects 2. Provide oversight and emphasis on further development of Veterans Park & Athletic Complex, Phase II (VS2S2d) ® Develop recommendation regarding schedule for development Status: December 9, 2003, Board meeting. ❑ Assist with the selection of design professionals ❑ Review & provide input concerning Phase II conceptual plans 3. Review and update the Park Land Dedication Ordinance (VS3S1 d) ® Review the existing ordinance and methodology Status: Draft approved; first review by Board at January13, 2004 meeting. ® Develop recommendations that will allow developers to construct parks Status: Draft approved by Board on February 1Otn 4. Oversee the design process and recommend improvements for neighborhood parks (VS2S2e) ❑ Park Zone 1 (Park site in the Northgate area) ❑ Park Zone 2 (Eastgate Park) ❑ Park Zone 2 (Richard Carter Park) ® Park Zone 6 (Southwest Park) Status: Park Land Dedication project prioritization on November 4, 2003. On December 9, 2003, the Board approved the conceptual design and park land dedication funds were dedicated, not to exceed the amount of $90,000, ❑ Park Zone 7 (Woodway Park) ® Park Zone 9 (Woodland Hills Park) Status: Request from Woodland Hills Homeowner's Association on December 9, 2003. ® Park Zone 10 (Park in the Shenandoah area) Status: Construction in progress. ❑ Develop recommendations for park and facility names Status: Subcommittee has been formed (Ken Livingston, Jodi Warner, Gary Erwin). Approved: October 14, 2003 Page 1 Updated: March 1, 2004 S. Provide oversight and support for the continued implementation of the Park Maintenance Standards (VS2Sla) ❑ Review policies and standards for re -appraisal of existing parks, facilities, and services offered by the Department ❑ Review and identify critical needs and develop recommendations to address them 6. Restore the Arboretum at Bee Creek Park to its former value (VS2S2e) ❑ Develop recommendations for redevelopment of the trails Status: Report to Board on January 13, 2004. ❑ Develop recommendations for signage and interpretive sites ❑ Develop recommendations for the pond areas ❑ Develop recommendations for graminetium ❑ Develop an operations and maintenance plan 7. Develop recommendations for botanical gardens in existing or proposed parks ❑ Determine the scope of the proposal ❑ Develop a proposed list of potential sites ❑ Develop recommendations for implementation 8. Oversee the design and development of the W. A. Tarrow Park Corridor Master Plan (VS2S2e) ® Review conceptual plans for Lincoln Center expansion Status: December 9, 2003, Board meeting. ® Review conceptual plans for Tarrow Park additions Status: December 9, 2003, Board meeting. ❑ Develop recommendations for FY2005 CDBG Budget 9. Provide guidance and support for the implementation of a regional park site in Grimes County (VS2S4a) ® Develop local support for a state-wide $500M bond issue Status: Report at the November 4, 2003, Board meeting. On December 9, 2003, the Board approved a resolution that will be presented to the City Council in support of the project. ❑ Conduct a site tour of the TMPA property Status: Scheduled for April 15, 2004. ❑ Develop a recommendation for the budget process 10. Assist with the implementation of an Urban Forest Management Plan (VS2S1b) ❑ Review and assist in the development of a policy for street trees and hazard trees ❑ Develop recommendations for implementation Approved: October 14, 2003 Page 2 Updated: March 1, 2004 11. Continued interaction between the Board and other City Boards ® Attend a joint briefing related to growth issues Status: Growth Report held on October 6rh, 2003. In attendance was PARD supervisory staff, the Board, the Senior Advisory Committee, and the Cemetery Committee. ❑ Conduct joint meeting with the City Council ® Conduct joint meeting with the Planning & Zoning Comm. Status: Joint meeting was held on October 30, 2003. ® Conduct a joint meeting with the Senior Advisory Committee Status: Board met with Vice Chairperson Robert Meyer on October 14, 2003, and approved the Senior Advisory Committee goals for Fiscal Year 2004. ❑ Conduct a joint meeting with the Bryan Parks & Rec. Board 12. Support increased efforts to implement the Greenways Master Plan (VS3S2d) ® Review the status of the current greenways acquisition Status: Greenways Report on October 30th Joint Meeting with the Planning and Zoning Commission ❑ Support increased efforts for acquisition of greenways 13. Provide support & assistance for Departmental goals ❑ Develop recommendations for a donations program Status: Senior Advisory Committee Goal for FY04. ❑ Continue joint programming with outside agencies (VS2S4a) ❑ Identify potential sources of additional revenue ❑ Develop policies for on-line registration procedures ❑ Continue communication with outside user groups (VS2S4a) ❑ Support agency accreditation process Status: In progress. C'1 Approved: October 14, 2003 Page 3 Updated: March 1, 2004 City of College Station Parks & Recreation Department Goals & Objectives FY2004 b Implementation of the CIP Program Implementation of Special Projects & Programs b Continuation of Staff Development Implementation of City Council Strategiclssues Implementation of the CIP Program ® Implementation of the FY2004 CIP and Park Land Dedication Project List Status: In progress. Refer to project list. ® Support the November 2003 bond election projects Status: Election on Nov. 4, 2003. Continuation of Staff Development ® Complete Management Academy (Sheila Walker, David Hudspeth, Peter Vanecek) Status: Graduation on Feb 13, 2004. ® Complete Supervisory Academy (Pam Springfield, David Wood) Status: Graduation on Tuesday, November 18, 2003. ® Complete Emergency Management Academy (Jimmy Charanza) Status: Graduated from the class on February 25tn ® Attend NRPA Revenue Management School (Peter Lamont, David Gerling) Status: Attended February 7tn _ 11tn ❑ Attend TRAPS Conference (Peter Lamont, Geri Marsh) Status: Will attend March 10tn _ 12tn ❑ Conduct Arbor Master Training Status: (Date to be Determined) ® Attend the 10th Annual Southeast Texas Grounds Maintenance Conference in Conroe (to obtain required CEU's to maintain pesticide applicator's licenses) Status: Ross Albrecht, Gerald Guillory, Delmer Charanza, Sandra Weggman, Nina Stanley, Frank Thompson, David Sturdivant, Keith Fails, Mike Watson, Bruce Ray, Greg Richards attended on October 22, 2003. Implementation of City Council Strategic Issues ❑ Acquire new cemetery site and develop a plan for operations (VS1S1e) Status: Department is currently working on a Cemetery Management Plan. ❑ Continue implementation of Park Maintenance Standards (VS2S1a) Status: 1st Quarter Report presented to the Parks and Recreation Advisory Board on January 13, 2004; ❑ Continued implementation of the Urban Forest Management Plan (VS2S1b) Status: On hold. ® Continue efforts to make parks more intergenerational (VS2S2a) Status: Ongoing. Report to Council on February 26, 2004. ❑ Review leisure service programs (VS2S2b) Status: ❑ Pursue cooperative efforts with the City of Bryan on joint programming (VS2S2c) Status: Ongoing. Joint meeting on April 15, 2004. ❑ Develop veterans Park & Athletic Complex, Phase II (VS2S2d) Status: ® Develop new five-year Parks Capital Improvement Projects (VS2S2e) Status: Completed January 26, 2004 ❑ Promote performing arts (VS2S3a) Status: Marian Anderson String Quartet performances on Nov. 2nd and 31d. 2004 Starlight Music Series planning in progress. Parks & Recreation Dept. FY04 Goals & Objectives Page 1 of 2 Updated: March 2, 2004 ® Implement regional planning and develop initiative (VS2S4a) Status: Dr. John Crompton gave a report to the Parks & Recreation Advisory Board on November 4t", and the Board was in consensus on supporting a resolution to go to the City Council in support of a future regional park site in Grimes County. The resolution was approved by the Board during its December 9t" meeting. ® Update the Park Land Dedication Ordinance (VS3Sld) Status: Draft document complete - February 2004. Implementation of Special Projects & Programs ® Assist with the development and implementation of the City's website Status: The City went on-line February 3, 2004, ❑ Implement automated recreation registration software Status: RecWare contract approved byCouncil on January 8, 2004. Software installation March 15tn - 22na ® Adopt and implement temp/seasonal pay plan Status: In progress. Plan has been completed - February 2004. ❑ Implement cemetery software Status: Request for proposals being developed. ❑ Conduct benchmark survey of similar cities Status: Parks information has been entered into ActiveParks.Org, ® Coordinate the City's 65th Birthday Celebration on October 19th Status: Complete. ❑ Investigate the feasibility for departmental accreditation Status: Initial staff "kick off" meeting on November 18th. In progress. ❑ Investigate the feasibility of implementing a Donations Program for the department Status: Senior Advisory Committee goal for Fiscal Year 2004. Draft document complete. �44 "0900� Parks & Recreation Dept, FY04 Goals & Objectives Page 2 of 2 Updated: March 1, 2004 CITY OF COLLEGE STATION CONFERENCE CENTER ADVISORY COMMITTEE REGULAR MEETING Wednesday, January 27, 2004 AT 12:00noon College Station Conference Center 1300 George Bush Drive College Station, Texas 77840 MINUTES Staff Present: Grace Calbert, Conference Center Facility Supervisor David Gerling, Parks Superintendent Nita Hilburn, Recording Secretary Members Present: Mollie Guin, (Chair), Alma Molina (Vice Chair), Glenda Elledge, Annie Lee Finch Members Absent: None Call to Order: The meeting was called to order at 12:10 p.m. Pardon -Consider requests for absences of members from meeting: None Hear visitors - Lynn Reed and Kristen Harper of the Dynacisers Exercise Group were visitors. Ms. Reed & Ms. Harper presented a history of the Dynacisers Exercise Group. They requested the Conference Center Advisory Committee place the group in the Non-profit classification rate fee, instead of the Standard rate fee. Mollie Guin, Chair, thanked them for their visit and the information. Ms. Guin said, the Conference Center Advisory Committee would take their request into consideration. Approval of the Minutes: Glenda Elledge made a motion to approve the minutes from Regular Meeting of December 17, 2003. Alma Molina seconded the motion. Motion passed. Revenue Reports: Revenue reports were reviewed for December 2003, Revenues for December 2003 were $ 9,309.25 versus December 2002 of $ 7,900.48. Number of clients served December 2003 was 5,301 vs. December 2002 of 5,036. Adjourn: The meeting adjourned at 12:35 p.m. The next meeting will be held at the College Station Conference Center on Wednesday February 18,2004 at 12:OOnoon. Respectfully submitted, Nita Hilburn, Recording Secretary Senior Advisory Committee Regular Meeting Monday, February 23, 2004 College Station Teen Center 1520 Rock Prairie Road 10:00 am MINUTES Members Present: E.E. Burns, Frank Camplone, Catherine Lamb, Robert Meyer;Vice-Chairman, Haskell Monroe, Neal Nutall, Suzanne Reynolds, Colleen Risinger, Yvonne Stevens, Betty Wilbom and Joanna Yeager; Chairman Members Absent: Fred Dollar and Laura Holmes Staff Present: Marci Rodgers, Senior Services Coordinator I. Call to order. The meeting was called to order by Joanna Yeager, Chairman, at 10:04am. II. Hear Visitors. No visitors present. III. Approval of minutes from regular meeting on January 26, 2004. Haskell Monroe made the motion that the minutes be approved. Robert Meyer seconded the motion. The motion passed. IV. Discussion, consideration and possible action from the sub -committees: • Program Sub -Committee. Catherine Lamb reported for the sub -committee. In observance of Black History Month the City of College Station Historic Preservation Committee and the Senior Advisory Committee are planning a Lunch/Lecture for Wednesday, February 25th from 11:30am-1:OOpm at the College Station Conference Center, 1300 George Bush Dr. The purpose for the luncheon is to bring together individuals of all ethnicity, races, and cultures who are interested in furthering race relations in our community. There is no cost, but a reservation is necessary by Monday, February 23ra. Please call Katie Elrod at 764-3761 or Marci Rodgers at 764-6371 for more information. The Azalea Trail Tour will be held on Saturday, March 6th. Seniors are encouraged to sign-up for this day trip to Houston by Thursday, February 261h. Travel is by bus and is scheduled to leave the Teen Center at 9:OOam and return by 6:OOpm. The cost is $15.00 for a ticket and lunch is on your own. The trip includes transportation and stops at the Bayou Bend Gardens and tours of private homes and gardens in River Oaks. Lunch will be your choice of restaurants located within the River Oaks Shopping Center. V. Review, discussion and possible action concerning committee goals. Robert Meyer, Vice -Chairman, reported that he had met with Marci Rodgers to review and discuss the progress of each of the committee goals. Each month Mr. Meyer will report to the committee on the current status of each goal. Catherine Lamb made the motion that under goal six which reads: "Provide and Promote Non -Organized Areas and Activities for Seniors and Investigate and Expand Programs that Break Down Barriers between Cultures and Races" that a 5th recommendation be added to read: Participate in VIP program with Teen Center by providing projects for youth to work with seniors. Yvonne Stevens seconded the motion. The motion passed. (Copy of Goals attached) VI. Senior Services Coordinator Report. (Report attached) Marci Rodgers asked Katherine Bennett, Teen Center Staff to report on the VIP project. Ms. Bennett reported that on Saturday, February 21St twelve teens and two EXIT staff members went to Mr. Luke Palermo's home in North Bryan for a service project. During their stay the teens cleared leaves and sticks from his yard and filled approximately 140, 40-gallon bags with leaves. The teens had a great time and enjoyed taking breaks and jumping into the big piles of leaves they had raked! The teens that participated in this service project were able to earn points towards their VIP membership status. VIP is a trip program of eleven trips ranging from going for pizza and bowling to trips to the Houston Livestock Show and Rodeo. The Teen Center staff and Marci Rodgers are working together to coordinate service projects to help seniors in the community. Mr. Palermo's name was given to the group by Elder -Aid. On Saturday, March 131h the teens will work flower beds and clean up jobs at Lulac Oakhill. VII. Next meeting date and agenda items. Monday, March 29, 2004 • Monthly report on activities scheduled at Teen Center and number of participants • An update on the Escort Driver program • Senior discounts at athletic/fitness centers. VIII. Adjourn. The meeting was adjourned at 11:OOam City of College Station Senior Advisory Committee Goals FY 2004 The purpose of the Senior Advisory Committee is to address the needs of older adults in the community. The committee members offer ideas to the Senior Services Coordinator for programs that promote the physical, social, educational, recreational and emotional well-being of older adults in the College Station area. The Senior Advisory Committee adopted the following goals for 2003-2004: 1. Develop and Implement a Senior Information Center Need: Seniors need a single location where they can get pertinent senior information Objective: Develop a facility at the EXIT (Teen Center) to be used by seniors during school hours. Recommendations: ❑ 1. Establish an office for Senior Services Coordinator ❑ 2. Develop monthly schedule of activities for Seniors at Teen Center Q 3. Purchase comfortable sofa & chairs for lobby of Teen Center (10-30-03) Q 4. Purchase display rack for brochures and information (10-30-03) Q 5. Complimentary coffee service in lobby (10-30-03) Q 6. Signage in front of building (10-30-03) 2. Develop Recommendations for Utilization of the Existing Parks and Recreation Department Headquarters Building Need: Seniors need a facility designated primarily for their needs. The Teen Center can be used temporarily. The new parks and recreation headquarters will be relocated to the new city center. When the department moves the current facility would be available for remodeling and use by the seniors. Objective: A committee was established and found the building to be an excellent facility with some modifications. Dr. Ray Reed is leading the sub -committee. Recommendations: Q 1. The Senior Advisory Committee approved the motion to pursue the use of the current Parks & Recreation Headquarters as a senior center Q 2. Schematic drawings presented by Ray Reed Q 3. Formal recommendation presented to Parks and Recreation Board on January 13, 2004 ❑ 4. The proposed building will include: a central information area in the lobby, staff offices, meeting rooms of various sizes, an elevator to the second floor, a fully equipped kitchen, a computer room, a pool room, an outdoor activity area around the building (covered patios) and various equipment including: computers, TV, VCR, tables, intercom system, and first aid station ❑ 5. All areas will be handicapped accessible 3. Encourage the Development of a Gift Program for Donations to the City of College Station Need: Develop a system to accept donations to the city from generous citizens who wish to contribute Objective: To assist in developing a program whereby citizens can contribute money or personal property as designated gifts that will enhance the City property and prestige. Recommendations: ❑ 1. Finalize a recommended donation application form ❑ 2. Develop a suggested gift list with costs ❑ 3. Suggest to the Park and Recreation Board that the City develop a City-wide gift program and appoint someone manager (possibly the City Secretary or City Forester) 4. Promote and Implement New Low Cost or Free Programs and Continue to Develop Current Programs Need: Some present programs need to be expanded and new ones developed for seniors Objective: To encourage and where possible increase participation in more activities. Recommendations: Q 1. Develop free discussion/lunch lecture series ❑ 2. Develop a monthly calendar listing all City sponsored activities ❑ 3. Expand computer course and other educational course capabilities ❑ 4. Increase organized table activities such as bridge, other card games, dominoes, scrabble and puzzles. ❑ 5. Develop more daytime socials ❑ 6. Develop outside activities such as swimming, fishing, walking, softball, tennis, horseshoes ❑ 7. Promote day trips and cultural events 5. Support and Encourage Programs that Promote Physical Fitness Need: Seniors need to be physically fit Objective: To encourage the development of programs geared for seniors Recommendations: ❑ Encourage walking ❑ Encourage increased swimming and water fitness participation ❑ Develop a video -led aerobic exercise program at the Teen Center ❑ Evaluate senior level softball and tennis teams 6. Provide and Promote Non -Organized Areas and Activities for Seniors and Investigate and Expand Programs that Break Down Barriers Between Cultures and Races Need: Many seniors are not joiners and will not participate or attend an organized program, but they will enjoy the parks and facilities Objective: To encourage the City to develop and expand activities that will encourage these seniors to come together. Recommendations: ❑ 1. To provide benches along trails where people can sit and visit ❑ 2. To provide tables outside where people can play games without formal organization. ❑ 3. To provide coffee and water ❑ 4. Continue to expand the fishing program to encourage a variety interests to participate 7. Continue to Promote Senior Programs Through Effective Marketing Need: Seniors need to be aware of opportunities available to them. Objective: To increase senior program visibility to the population once a central organization can be developed Recommendations: Q KBTX Midday Show promoting Holiday Dance Q Events listed monthly in the Golden Eagle, Datebook, Club Report Q Utilize City Utility Bill Newsletter, Press Releases, Cable Channel ❑ Promote the use of the new City of College Station website address Senior Services Coordinator Report February 2004 The Azalea Trail in Houston A senior trip is planned for Saturday, March 6, 2004. Transportation provided by a chartered bus. We will leave the Teen Center at 9:OOam and return by 6:OOpm. Cost is $15.00 by Thursday, February 26t" and lunch is on your own. We will tour the Bayou Bend Gardens and private homes in River Oaks. The bus will take the group to River Oaks shopping center for lunch. A variety of restaurants are located in the center. We have limited space available. Please join us! Lunch/Lecture-In observance of Black History Month The Senior Advisory Committee and Historic Preservation Committee are working together to bring another free lunch and lecture to the community. Individuals of all ethnicity's, races and cultures interested in furthering race relations in College Station are encouraged to attend. The Luncheon is scheduled for Wednesday, February 25t" from 11:30am-1:00pm at the College Station Conference Center. To make a reservation please contact Kate Elrod at 764-3761 or Marci Rodgers at 764-6371 by Monday, February 23, 2004. Brazos Greenways Council Guided Walk A guided tour is scheduled for Thursday, March 25t" at 10:OOam at Wolf Pen Creek. The walk is planned for approximately 45 minutes. More information and a flyer will be available soon. Police and Fire Academy for Seniors The College Station Senior Citizen Police and Fire Academy will be offered this year from April 1 — May 201". The course will be every Thursday at the College Station Teen Center from 9:00 — 11:30am. The course is free and designed to give an overview of the two city departments. Applications are available at the Teen Center and Police and Fire Department. Valentine Dance The Gold Medallion Club and Senior Services sponsored a Valentine Dance on Thursday, February 121". Approximately 25 seniors attended. Door prizes were given away and a good time was had by all. February 17, 2004 Rhonda Raphael Rock Prairie P.T.O. 3400 Welsh Avenue College Station, TX 77845 Dear Mrs. Raphael: Thank you for your letter concerning the potential naming of the track at Jack and Dorothy Miller Park. In March of this year, the City Council is to consider a new policy for the naming of City facilities. When this new policy is approved, we will submit your request to the Parks and Recreation Advisory Board. Thank you for your interest in Jack and Dorothy Miller Park. If you have any further questions, I can be reached at (979) 764-3415 Sincerely, Eric Ploeger Assistant Director College Station Parks and Recreation pas copy: Steve Beachy, Director Rhonda Raphael Rock Prairie PTO 3400 Welsh Avenue College Station, Texas 77845 Ric Ploeger College Station Parks And Recreation Board 1000 Krenek Tap Road College Station, Texas 77845 Dear Board Members, The Rock Prairie PTO would like to name the track located at the Jack and Dorothy Miller Park in honor of Coach Carole Weldon. Coach Weldon has been instrumental in creating and establishing the Road Runner program utilized by the students at Rock Prairie. This is a wonderful opportunity to recognize her hard work and her visionary methods. She encourages the children to set and achieve physical goals that they normally would not do. The students have all had the joy of celebrating their accomplishments with Coach Weldon. On behalf of the PTO, would you please consider our request? Thank you. Sincerely, � honda Raphael CITY OF COLLEGE STATION PARKS AND RECREATION Absence Request Form For Elected and Appointed Officers I will not be in attendance at the meeting of for the reason(s) specified: c rl .VL V�lruca g loot( Signature This request shall be submitted to the office of the committee/board secretary prior to the meeting date. o.board/absenteefbrm.doe 7. Renort, discussion, and uossible action reaardina February 26. 2004 Renort to Council. Steve gave a brief follow-up regarding Council's direction based on the report he had given them. a. Intergenerational Parks Update - Council said to continue adding the amenities such as benches with backs, walkways, lights, landscaping, and drinking fountains. b. Neighborhood Park Status Report - Council expressed the desire to have improvements made in Eastgate, Steeplechase, and Woodland Hills. They requested an implementation plan based upon existing resources that looked at any areas where funding may need to be supplemented over a multi -year period. Glenn S. asked for feedback regarding what was wanted for Eastgate. Steve said the thought was to try and make it look more like the median at Texas and Walton Drive. c. Atheltic Field Status & Utilization Report - Staff was asked to present, within the next month or so, a development plan for consideration that would provide lighting for additional soccer fields over a four to five-year period. Steve stated that no plan had been developed as yet. John N. stated that he had attended the February meeting and had suggested that if there were additional funds available that could be devoted to development of these parks and the improvements mentioned, then perhaps all of the items should be considered together and a plan devised that weighed where the money should be spent. John N. stated that if staff needed the Board's endorsement of a plan to be brought back to Council, they would be happy to do that. Steve said that staff would have to look at the available dedication funds and decide what could be done and when, based on the priorities Council identified and other projects already in line. Staff was scheduled to report back to Council on April 8t", however it could be rescheduled to April 22nd in order to get the Board's guidance at the next regular meeting. d. Veterans Park & Athletic Complex Update — This update related to current usage, the potential for joint projects with A&M and the City of Bryan, and the planned schedule for development of the Phase II design process. The City of Bryan and their Council have given their permission to come up with a concept to link Veterans Park and the entire area with 95 acres that they own. This was an item on the City's Greenway Plan and would offer the opportunity to eventually have an extended greenbelt from Bryan all the way to Lick Creek Park. Eric P. gave a brief update on the status of the $300,000 for capital improvement projects received from the Bond Election. Handouts had been included in the packets with summaries of the projects that could be done and approximate budget amounts. Half of the bond money was available to spend in 2004, with the remaining half coming available in 2005. Staffs suggestion Parks and Recreation Advisory Board Page 3 of 6 Regular Meeting of March 9, 2004 was to move forward with the projects for 2004, and to do them as one project that would bid out in the fall. Because the $300,000 had been added on to the Bond Election by Council at the last minute, some of the items on the list had already been done with other funds. This would leave money left over in 205 that would have to be spent on intergenerational features in either developed or undeveloped parks. This was an informational item only, and no action was required. 8. Discussion, consideration, and possible action reaardina botanical gardens (Board Goal #7). Steve stated that one of the first steps would be to define what the focus of this would be. True botanical gardens are usually quite elaborate and labor intensive. The A&M Horticultural Gardens were the closest thing in the area to a botanical garden. Glenn S. thought that the idea behind this focus was to see more color in the parks. Steve stated that over the last several years a diversity of trees, shrubs, and ornamentals had been planted in the parks in order to create some color. Ross Albrecht took the floor. Some of the trees that go into newly designed parks include crepe myrtles, Chinese pistache, Mexican Plum, Redbud, and Bradford pear, which all bloom at different times of the year providing color throughout the season. It is difficult with our soil, the amounts of rainwater we receive, the amounts and types of visitors to the parks, and the current resources, to make it showy. Steve stated that the practice of planting these types of trees would continue. The other thing that could be done would be to do something special at specific sites - something above and beyond what would be done in a neighborhood park. If there was definite interest in a true botanical garden, then perhaps it would be possible to do something cooperatively (financially) with the University since they have an established site. After further discussion it was decided that a tour of their site would be helpful. Gary E., who acts as a volunteer there, would try to set it for the regular May 11t" meeting. The meeting could be held at the conference room there and a tour could be taken early. John N. asked that this item be placed on a future agenda. 9. Discussion, consideration, and Dossible action reaardina Manual of Neiahborhood Park Improvement Standards. Eric P. reported that a meeting had been held with the City's Legal Department regarding the Manua/ of Neighborhood Park Improvement Standards and the potential Park Land Dedication Ordinance amendments. Legal had made some recommendations and Eric wanted the Board to know that they would be reviewing both items again. Parks and Recreation Advisory Board Regular Meeting of March 9, 2004 Page 4 of 6 He stated that Manua/ of Neighborhood Park Improvement Standards were the guidelines within the ordinance that provide control over any developer that wishes to develop a park. It will be referred to in the Ordinance as 'Improvement Standards', but will not be specifically mentioned. This will allow the Board to make changes as they see fit, without having to go back to Council each time. He gave a short presentation regarding the different standard site furnishings that go into neighborhood parks (see attached). This was an informational item only, and no action was required. 10. Discussion, consideration, and uossible action reaardina Proaosed Neiahborhood Park Site in Park Zone 10. The Fire Department was in the process of acquiring a site for fire station #5 on the north side of Barron Road, at the intersection of Alexandria and Barron Road. They had approached staff about the possibility of purchasing the remaining portion of the five -acre site for future park development. The fire station would only require about two acres and would have a community room in the station for use by neighborhood groups. The remainder of the site could be used as a mini -park site. There is a pond located on the property, but the property is not located in a floodplain. The cost would run between $50,000 and $70,000 for the three acres. The residents of this area have come before the Board on numerous occasions requesting park land. To acquire the site would take most of the remaining funds in Park Zone 10, so any development in that area would have to wait until more money comes into the fund or possibly through a future bond issue. During discussion, questions were raised as to whether the station's detention pond would be on the three acres and whether or not the existing pond would be left or filled in. Concerns were expressed about depleting the money in the zone fund, and also about buying a piece of property that did not meet the standard size requirement. Eric told the Board that over the next ten years this zone would generate property and probably a good portion of the cash that would be needed to develop most of the parks in the zone. Ken L. made a motion that staff pursue the purchase of the three acres, as long as the cost does not exceed $51,000. Don A. seconded the motion. Hearing no further discussion, a vote was called. The motion carried five to one. 11. Reoort, discussion, and possible action concernina status of the Arboretum. An update (attached) was given regarding the status of the bridge repairs that were underway. The other repairs had not started as yet. The bridge repairs should be completed within the next few weeks. John N. asked if any attempt had been made to contact The Society for Creative Anachronism. Steve said not yet. Ken L. asked about getting Parks and Recreation Advisory Board Page 5 of 6 Regular Meeting of March 9, 2004 irrigation to support the area. Steve said that was a separate project that was being worked on through the city crews. This was an informational item only. 12. Report, discussion, and possible action reaardina Fees Subcommittee Meetinq. The first meeting would be held on March 10, 2004. Several issues for 2005 would be reviewed, one being the use of credit cards for registration for Park programs and how to handle the fees associated with their use. More information would be available at the next meeting. 13. Report, discussion, and Dossible action concernina the Capital Improvement Proaram. Staff had nothing further to report (see update in item #7). John N. asked to see the Eastgate Master Plan at the next meeting. 14. Review, discussion, and possible action concernina Board and Department Goals and Obiectives, and Citv Council Strategic Plan. John N. asked about the projects on hold in Zone 6. The project that had caused them to be placed on hold was still moving forward. If that project was cancelled, those on hold would be re-evaluated. John asked about the community needs assessment. Steve said this would be a determination about the types of uses for the Conference Center, but would not be done until the City found out about the new Conference Center going in. 15. Discussion of calendar, future meetina dates, and possible agenda items. a. Rescheduling of April 13, 2004 regular meeting to April 20, 2004: The Board had no problem rescheduling the regular meeting for April 20tn b. Citizen Committee Banquet on April 13, 2004: John N. said he would be out of town on this date and unable to attend. c. TMPA Regional Park tour on April 15, 2004: TMPA had confirmed the date for the tour. Everyone would meet at Central Park and leave at 4:00 p.m. A cook -out would be arranged for that evening at the TMPA site. John N. would be unable to attend the tour. 16. Adiourn. A motion was made to adjourn and seconded. Hearing no opposition, the meeting adjourned at 9:10 p.m. Parks and Recreation Advisory Board Page 6 of 6 Regular Meeting of March 9, 2004 1. Call to order. 2. Pardon N possible action concerning requests for absences of members. 3. Hear visitors. 4. Discussion, consideration, and possible approval of minutes from the Regular Meeting of February 10, 2004. 5. Report, discussion, and possible action concerning requests for naming of Park facilities by: ■ Rock Prairie PTO ■ College Station Little League 6. Discussion, consideration, and possible action regarding possible Park Land Dedication request by Nantucket, Ltd. for: ■ South Hampton 7. Report, discussion, and possible action regarding February 26, 2004 Report to City Council on: • Intergenerational Parks Update ■ Neighborhood Park Status Report ■ Athletic Field Status & Utilization • Veterans Park & Athletic Complex S. Discussion, consideration, and possible action regarding botanical gardens (Board Goal #7). 9. Discussion, consideration, and possible action regarding Manual of Neighborhood Park Improvement Standards. 10. Discussion, consideration, and possible action regarding Proposed Neighborhood Park Site in Park Zone 10. 11. Report, discussion, and possible action concerning status of the Arboretum. 12. Report, discussion and possible action regarding Fees Subcommittee Meeting. The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. 13. Report, discussion, and possible action concerning the Capital Improvement Program: ■ Park Land Dedication Project List ■ Current Capital Improvement Project List ■ November 2003 Bond Election Projects 14. Review, discussion, and possible action concerning Board and Departmental Goals and Objectives, and City Council Strategic Plan. 15. Discussion of calendar, future meeting dates and possible agenda items: ■ Rescheduling of April 13, 2004 regular meeting to April 20, 2004 ■ Citizen Committee Banquet on April 13, 2004 ■ TMPA Regional Park tour on April 15, 2004 16. Adjourn The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. Parks and Recreation Advisory Board Regular Meeting Tuesday, March 9, 2004, 7:00 p.m. EXIT Teen Center 1520 Rock Prairie Road College Station, Texas Staff Present: Steve Beachy, Director of Parks and Recreation; Eric Ploeger, Assistant Director; Curtis Bingham, Parks Operations Superintendent; Ross Albrecht, Forestry Superintendent; Peter Vanecek, Senior Parks Planner; Pamela Springfield, Staff Assistant, Board Members Present: John Nichols, Chairman; Larry Farnsworth; Ken Livingston; Don Allison; Glenn Schroeder (arrived late); Jodi Warner (arrived late); Gary Erwin, Alternate. Board Members Absent: Glen Davis Guests: Kendall Turton, Terry Nixson - College Station Little League 1. Call to order. John Nichols called the meeting to order at 7:00 p.m. 2. Pardon ,.► Dossible action concernina reauests for absences of members from meetinq. Glen Davis had submitted a request for absence. Ken Livingston made a motion to accept the request for absence, and Larry Farnsworth seconded. Hearing no opposition, the motion carried unanimously. Jodi Warner and Glenn Schroeder would be arriving late. 3. Hear visitors. Hearing none, this item was closed. 4. Discussion, consideration, and Dossible aooroval of minutes from the Reaular Meetina of February 10, 2004. Don Allison stated that in item #8 regarding Draft Guidelines for Naming of Public Facilities, in the first line, the word "not" had been left out. The sentence should read "... the item which prohibited naming a facility for someone who was not deceased . . ." Larry Farnsworth moved to approve the minutes from February 10, 2004, with the change mentioned. Don Allison seconded the motion. All were in favor, and the motion passed unanimously. 5. Report, discussion, and Dossible action concernina reauests for namina of Dark facilities. a. Rock Prairie PTO: A letter had been sent by Ronda Raphael with Rock Prairie PTO regarding naming the track at lack and Dorothy Miller Park in Parks and Recreation Advisory Board Page 1 of 6 Regular Meeting of March 9, 2004 honor of Coach Carole Weldon. Coach Weldon had been instrumental in creating the Road Runner program at the school and the PTO wanted to put up a plaque. Staff had sent a letter in response explaining that the City's guidelines were being changed. Don A. commented that he felt this would be very appropriate. John N. stated that he would like to see a letter of support from the principal of the school and CSISD showing that they agreed with this. Policy requires a petition of at least 25 names and the PTO would be instructed on that. b. College Station Little League: Kendall Turton, President of College Station Little League, and Terry Nixson were both present to request the naming of one of the Little League fields at Southwood Athletic Park after Jodi Moore. Ms. Moore passed away in 2003, and they wanted to name one of the fields after her and put up a 2' x 8' sign under the scoreboard on field #4, in honor of her contribution to the organization. A petition with approximately 250 signatures in support of this move had been collected. Ken L. felt that College Station Little League should go back and look at other individuals who had made significant contributions in the past. Steve stated that typically when facilities are named after someone, a plaque with a brief biography of the person is installed. Terry Nixson stated that College Station Little League has already committed funds to that project, pending the Board's approval. No action could be taken under this item until the Draft Guidelines for Naming of Public Facilities was approved by Council and the department's policy was updated. Both of these items would be referred to the Park Naming Subcommittee, pending action by Council. 6. Discussion, consideration, and possible action reaardina a possible Park Land Dedication reauest by Nantucket. Ltd. for South Hampton. This was the first dedication to occur in Park Zone 12. The developer was proposing a new addition of 62 lots. Since the land requirement would only be sixth -tenths of an acre, staff was recommending acceptance of the fee in lieu of the land which would be $34,472. Steve said that at some point in the future a site would have to be acquired for a park in that zone. John N. felt that some thought should be given at present as to where the best location would be. Glenn S. stated that Nantucket had some fairly significant common areas but they were located outside of the city limits. Don A. moved that the Board accept staff's recommendation to accept the fee in lieu of land. The motion was seconded, and hearing no opposition, carried unanimously. Parks and Recreation Advisory Board Page 2 of 6 Regular Meeting of March 9, 2004 7. Report, discussion, and possible action reaardina February 26, 2004 Report to Council. Steve gave a brief follow-up regarding Council's direction based on the report he had given them. a. Intergenerational Parks Update - Council said to continue adding the amenities such as benches with backs, walkways, lights, landscaping, and drinking fountains. b. Neighborhood Park Status Report - Council expressed the desire to have improvements made in Eastgate, Steeplechase, and Woodland Hills. They requested an implementation plan based upon existing resources that looked at any areas where funding may need to be supplemented over a multi -year period. Glenn S. asked for feedback regarding what was wanted for Eastgate. Steve said the thought was to try and make it look more like the median at Texas and Walton Drive. c. Atheltic Field Status & Utilization Report - Staff was asked to present, within the next month or so, a development plan for consideration that would provide lighting for additional soccer fields over a four to five-year period. Steve stated that no plan had been developed as yet. John N. stated that he had attended the February meeting and had suggested that if there were additional funds available that could be devoted to development of these parks and the improvements mentioned, then perhaps all of the items should be considered together and a plan devised that weighed where the money should be spent. John N. stated that if staff needed the Board's endorsement of a plan to be brought back to Council, they would be happy to do that. Steve said that staff would have to look at the available dedication funds and decide what could be done and when, based on the priorities Council identified and other projects already in line. Staff was scheduled to report back to Council on April 8t", however it could be rescheduled to April 22nd in order to get the Board's guidance at the next regular meeting. d. Veterans Park & Athletic Complex Update — This update related to current usage, the potential for joint projects with A&M and the City of Bryan, and the planned schedule for development of the Phase II design process. The City of Bryan and their Council have given their permission to come up with a concept to link Veterans Park and the entire area with 95 acres that they own. This was an item on the City's Greenway Plan and would offer the opportunity to eventually have an extended greenbelt from Bryan all the way to Lick Creek Park. Eric P. gave a brief update on the status of the $300,000 for capital improvement projects received from the Bond Election. Handouts had been included in the packets with summaries of the projects that could be done and approximate budget amounts. Half of the bond money was available to spend in 2004, with the remaining half coming available in 2005. Staff's suggestion Parks and Recreation Advisory Board Page 3 of 6 Regular Meeting of March 9, 2004 was to move forward with the projects for 2004, and to do them as one project that would bid out in the fall. Because the $300,000 had been added on to the Bond Election by Council at the last minute, some of the items on the list had already been done with other funds. This would leave money left over in 205 that would have to be spent on intergenerational features in either developed or undeveloped parks. This was an informational item only, and no action was required. 8. Discussion, consideration, and Dossible action reciardina botanical gardens (Board Goal #71. Steve stated that one of the first steps would be to define what the focus of this would be. True botanical gardens are usually quite elaborate and labor intensive. The A&M Horticultural Gardens were the closest thing in the area to a botanical garden. Glenn S. thought that the idea behind this focus was to see more color in the parks. Steve stated that over the last several years a diversity of trees, shrubs, and ornamentals had been planted in the parks in order to create some color. Ross Albrecht took the floor. Some of the trees that go into newly designed parks include crepe myrtles, Chinese pistache, Mexican Plum, Redbud, and Bradford pear, which all bloom at different times of the year providing color throughout the season. It is difficult with our soil, the amounts of rainwater we receive, the amounts and types of visitors to the parks, and the current resources, to make it showy. Steve stated that the practice of planting these types of trees would continue. The other thing that could be done would be to do something special at specific sites - something above and beyond what would be done in a neighborhood park. If there was definite interest in a true botanical garden, then perhaps it would be possible to do something cooperatively (financially) with the University since they have an established site. After further discussion it was decided that a tour of their site would be helpful. Gary E., who acts as a volunteer there, would try to set it for the regular May 11t" meeting. The meeting could be held at the conference room there and a tour could be taken early. John N. asked that this item be placed on a future agenda. 9. Discussion, consideration, and Dossible action reaardina Manual of Neiahborhood Park Improvement Standards. Eric P. reported that a meeting had been held with the City's Legal Department regarding the Manua/ of Neighborhood Park Improvement Standards and the potential Park Land Dedication Ordinance amendments. Legal had made some recommendations and Eric wanted the Board to know that they would be reviewing both items again. Parks and Recreation Advisory Board Page 4 of 6 Regular Meeting of March 9, 2004 He stated that Manua/ of Neighborhood Park Improvement Standards were the guidelines within the ordinance that provide control over any developer that wishes to develop a park. It will be referred to in the Ordinance as 'Improvement Standards', but will not be specifically mentioned. This will allow the Board to make changes as they see fit, without having to go back to Council each time. He gave a short presentation regarding the different standard site furnishings that go into neighborhood parks (see attached). This was an informational item only, and no action was required. 10. Discussion, consideration, and Dossible action reaardina Proposed Neiahborhood Park Site in Park Zone 10. The Fire Department was in the process of acquiring a site for fire station #5 on the north side of Barron Road, at the intersection of Alexandria and Barron Road. They had approached staff about the possibility of purchasing the remaining portion of the five -acre site for future park development. The fire station would only require about two acres and would have a community room in the station for use by neighborhood groups. The remainder of the site could be used as a mini -park site. There is a pond located on the property, but the property is not located in a floodplain. The cost would run between $50,000 and $70,000 for the three acres. The residents of this area have come before the Board on numerous occasions requesting park land. To acquire the site would take most of the remaining funds in Park Zone 10, so any development in that area would have to wait until more money comes into the fund or possibly through a future bond issue. During discussion, questions were raised as to whether the station's detention pond would be on the three acres and whether or not the existing pond would be left or filled in. Concerns were expressed about depleting the money in the zone fund, and also about buying a piece of property that did not meet the standard size requirement. Eric told the Board that over the next ten years this zone would generate property and probably a good portion of the cash that would be needed to develop most of the parks in the zone. Ken L. made a motion that staff pursue the purchase of the three acres, as long as the cost does not exceed $51,000. Don A. seconded the motion. Hearing no further discussion, a vote was called. The motion carried five to one. 11. Report. discussion. and possible action concernina status of the Arboretum. An update (attached) was given regarding the status of the bridge repairs that were underway. The other repairs had not started as yet. The bridge repairs should be completed within the next few weeks. John N. asked if any attempt had been made to contact The Society for Creative Anachronism. Steve said not yet. Ken L. asked about getting Parks and Recreation Advisory Board Page 5 of 6 Regular Meeting of March 9, 2004 irrigation to support the area. Steve said that was a separate project that was being worked on through the city crews. This was an informational item only. 12. Renort, discussion, and uossible action reaardina Fees Subcommittee Meetinq. The first meeting would be held on March 10, 2004. Several issues for 2005 would be reviewed, one being the use of credit cards for registration for Park programs and how to handle the fees associated with their use. More information would be available at the next meeting. 13. Renort, discussion, and uossible action concernina the Capital Imurovement Proaram. Staff had nothing further to report (see update in item #7). John N. asked to see the Eastgate Master Plan at the next meeting. 14. Review, discussion, and uossible action concernina Board and Deuartment Goals and Obiectives, and Citv Council Strateaic Plan. John N. asked about the projects on hold in Zone 6. The project that had caused them to be placed on hold was still moving forward. If that project was cancelled, those on hold would be re-evaluated. John asked about the community needs assessment. Steve said this would be a determination about the types of uses for the Conference Center, but would not be done until the City found out about the new Conference Center going in. 15. Discussion of calendar, future meetina dates, and uossible aaenda items. a. Rescheduling of April 13, 2004 regular meeting to April 20, 2004: The Board had no problem rescheduling the regular meeting for April 20tn b. Citizen Committee Banquet on April 13, 2004: John N. said he would be out of town on this date and unable to attend. c. TMPA Regional Park tour on April 15, 2004: TMPA had confirmed the date for the tour. Everyone would meet at Central Park and leave at 4:00 p.m. A cook -out would be arranged for that evening at the TMPA site. John N. would be unable to attend the tour. 16. Adiourn. A motion was made to adjourn and seconded. Hearing no opposition, the meeting adjourned at 9:10 p.m. Parks and Recreation Advisory Board Page 6 of 6 Regular Meeting of March 9, 2004 Parks and Recreation Advisory Board Public Hearing Tuesday, March 3, 2004, 7:00 p.m. Lincoln Recreation Center 1000 Eleanor Street College Station, Texas Staff Present: Steve Beachy, Director of Parks and Recreation; Eric Ploeger, Assistant Director; Peter Vanecek, Senior Park Planner; David Wood, Park Planner; Scott Hooks, West District Supervisor; Lance Jackson, Lincoln Center Supervisor; Pamela Springfield, Staff Assistant. Board Members Present: John Nichols, Chairman; Larry Farnsworth; Ken Livingston; Don Allison; Glenn Schroeder; Jodi Warner (arrived late); Gary Erwin, Alternate. Board Members Absent: Glen Davis. Visitors: Michael Levy, P.O. Box 6642, CS Shawn Thomas, 939 Spring Loop, CS Andrew Vacek, 1411 Antone Court, CS Mike Bennett, 1216 Oney Hervey, CS Jennifer Jobe, 2334 Pheasant, CS Bubba Molinare, 3201 Lane St., CS Kim Taylor, 2300 Axis Ct., CS Jeremiah Minarcik, 117 Ridge Cove Lance Haynie, 7576 River Ridge Dr., CS Joe Dalton, 1520 Wolf Run, CS Jennifer Johnson, Hickory Dr., CS Maria Gijon, 100 Winter Park #309, CS Lindsay McDonald, 4149 Wellborn Road #211, Bryan Arthur Soloman, 2250 Dartmouth #1228, CS Lori Buck, 2521 Ashford, CS Justin Minton, 3626 Hollyhock, CS Tomye Folts Zettner, 311 Stasney #1401, CS Kevin Myers, 3319 Lodgepole Circle, CS Grace Rabuck, 117 Holleman Dr. W. #13303, CS April Conkey, 1809-B Woodsman, CS Matt Wilson, 1216 Oney Hervey, CS Katie Kasmiersky, 617 San Mario, CS Pamela Kiekman, 117 Holleman Dr. W. #13102 CS Jennifer Sellers, 1415 Holik, CS Chris Ceballos, 2250 Dartmouth #1228, CS Krystal Kennedy, 1603-D Anderson, CS 1. Call to Order. John Nichols, Chairman, called the public hearing to order at 7:05 p.m. 2. Possible action reaardina reauests for absences. Jodi Warner had submitted a request that she may be unable to make the meeting. A motion was made by Glenn Schroeder to accept her request for absence and seconded by Larry Farnsworth. Hearing no objection, the motion carried unanimously. (Jodi W. ultimately arrived shortly before the meeting adjourned.) 3. Public hearina, discussion. and possible action concernina the develoument of Woodway Park. John N. introduced Steve Beachy and Eric Ploeger, who would be leading the meeting. Eric thanked everyone for Woodway Park Public Hearing Page 1 March 3, 2004 attending and explained that the purpose of the meeting was to get feedback from the public on Woodway Park, and to take those ideas and formulate a conceptual plan for the construction of the park. Eric introduced Pete Vanecek, Senior Park Planner, who would be explaining a couple of concepts that had been developed. Eric stated that these were not the final designs for the park, only concepts of what was typical of neighborhood parks. He said neighborhood parks are intended to serve the immediate neighborhood and normally do not have amenities for organized sports, such as lighted ball fields, playing fields, or parking lots. However, since there were enough funds available and this park was located on a very busy street, a parking lot may be included. Eric briefly explained park zones and the Park Land Dedication Ordinance. Woodway Park is located in Park Zone 7, and is bordered Holleman on one side and the proposed Jones Butler Road extension. Once the extension is complete, the park will be bordered by two major thoroughfares. The park is basically a triangle divided into two sections, with the city owning the top 9.7- acre portion and negotiating to purchase the remaining 5.25 acres. There is an agreement for that portion, however the owner is waiting until work begins on the Jones Butler Road extension before he will sell it to the city. Staff intended to create a site plan for the entire piece of property. If the 5.25 acres was not acquired by the time construction was ready to begin, the 9.7-acre portion would be developed anyway, which is probably where most of the amenities would be situated. The second piece of property has some significant elevation changes, as well as a large pond. The pond would need to be evaluated to see if it will need to be cleaned up in order to make it attractive and safe. There was a significant amount of drainage that ran through the park, and if trails were put in, there would need to be some bridges. Ric stated that for the purpose of the meeting, the entire site should be considered. Ric mentioned some of the amenities that could be considered for the park, such as covered playgrounds, shelters, picnic units, bicycle racks, amenities for dogs, swing sets, and exercise stations. He turned the presentation over to Pete Vanecek. Pete V. talked about the two concepts which included parking for about 50 cars, a 1/2-3/4 mile jogging trail, a basketball court, a sand volleyball court, a pier on the pond for fishing, identifying signs, landscaping, and trees. There was an existing sidewalk along Holleman. The pond would probably be drained, dug deeper, and an aerator installed to keep the water circulating. The second concept was basically the same, except it had tennis courts and a practice backstop. Pete asked for ideas. (Staff responses are noted in parenthesis.) Maria Gijon asked how extreme the elevation changes on the proposed piece of property were, and if it would be handicap accessible. (The goal would be Woodway Park Public Hearing Page 2 March 3, 2004 to make as much of the property as possible, handicap accessible. Any trails put in would be handicap accessible.) Michael Bennett asked if staff had given any thought to a nine -hole disc golf course. (Those are a challenge for small facilities, but could certainly be looked at.) Joe Dalton didn't know if a dog park would be good in that neighborhood since everything around it was apartments and dogs weren't allowed. He liked the jogging trail. Jeremiah Minarcik asked what type of material the jogging path would be made of (Probably concrete.) Lance Haynie felt that since the neighborhood consisted of mostly students, a playground might not be necessary and asked if any demographic studies had been done. (Staff had some demographic information and the area is mostly students, but experience has shown that this changes over time.) Maria G. suggested putting the basketball court closer to Jones Butler Road so that it would be more easily accessible to the people in that area. Justin Minton said he knew that a sand volleyball court and basketball court would be used a lot. Lights were also important for play at night. Ken Livingston said that he didn't like the practice field so close to the busy streets in the second concept. (An attractive fence may have to be considered for along the street.) Joe Dalton asked if there would be any grassy, open spaces. (Probably the only open area would be around the pond or parking lot. Grass could be considered.) Jeremiah M. asked if the existing woods in concept one would be turned into open space. (It probably wouldn't be cleared completely - just the underbrush.) April Conkey would like the site to be left more wooded rather than completely cleared for open areas. She asked what the pond would be used for, and if Jones Butler Road would go through to 2818. (The Thoroughfare Plan proposes that the road continues out to 2818. Most ponds were for aesthetic purposes and stocked for fishing, but staff was open for comments.) Joe D. wondered if it was possible to develop the top portion and open the bottom portion for access but leave it as a natural habitat. (This will probably be what takes place due to the natural layout of the land. A trail system and a pier may be all that are done on that portion. There is also an issue with the pond. The pond level has been raised about two feet by beaver damming up a portion of it.) Lori Buck asked if there would be any drainage for the sand volleyball court. (Any new courts have a French drain - underground pipes that drain the water off elsewhere.) Jennifer Sellers would like to see the site remain more wooded and natural. Joe D. felt it wasn't completely necessary to develop that park - it could be left more natural and residents could use the facilities at the other apartment complexes. Lance H. would like to see the site kept more wooded. Woodway Park Public Hearing Page 3 March 3, 2004 John N. asked if the students would like to see benches in the park. Lori B. said a few benches would be nice, but not an overabundance. Krystal Kennedy said that if the dog park idea was considered, then signs should be posted requiring leashes or else it might keep people from going. (There was a leash law in College Station.) Kevin Myers would like to see an area where he could take his dog off -leash. If the jogging trails went in, then the brush would have to be cleared out for security purposes. Maria G. said that she thought the trails were a good idea and would prefer the underbrush cleared as well for safety reasons. She asked what type of material the trails would be. (They would probably be concrete or, depending on the budget, they could also be rubber cushioned surfacing.) Andrew Vacek liked the idea of lighted jogging trails and asked about the curfew time. He also wanted to know what would be done with the beaver if developed as a dog park. (Bank beaver are very hard on ponds. They tunnel into dams/dikes and destroy the integrity of them. They may have to be relocated. There is a Park Curfew Ordinance. For neighborhood parks the curfew is 11:00 p.m. - 5:00 a.m., unless changed by an ordinance amendment.) Lance H. would like to see a more natural type material, such as mulch, for the jogging trail. ]eremiah M. was in favor of concrete for the trails, because there would be a containment issue with mulch or gravel. He would like to see the metal benches with rubber on them (because they are more comfortable) placed along the trails. He also liked the idea of the basketball and sand volleyball courts. Unless you were a resident of one of the apartment complexes, you did not have access to their courts. (The benches that are used have backs.) Maria G. would like to see a dog park area within the park and asked about maintenance issues associated with it. (Maintenance is typically the biggest problem mostly because the grass disappears. Most dog parks are going to a gravel surface and the pet owner is required to pick up after their dog, with plastic bags and waste containers provided. it might be tough to do a dog park in this location. There were other parks, where it might work better.) David Wood stated that he had seen a dog park with a concrete boat ramp - type of entry into water. It kept the park a lot cleaner by cutting down on the mud. 7ohn N. stated that there was a fairly recent National Recreation and Park Society magazine that had an article on dog parks. One of the things stressed in the article was to have a local citizens' group get involved in helping to maintain the park. Jennifer S. asked what would happen to the beavers. (This had not been discussed, but it was possible they may no longer be there by the time the park is developed.) Tomye Folts asked if they were actually nutria and not beaver. Nutria is considered an invasive species and could be eliminated. (These have actually built a dam structure and there have been beaver in the parks before.) Woodway Park Public Hearing Page 4 March 3, 2004 Joe D. asked about the possibility of using mulch for the trails with wood decking in areas where drainage was a problem. (Mulch would be a maintenance issue anywhere that there is more than a 1 % slope.) Gary Erwin asked if mulch on the trail would inhibit the ADA requirements. (The department has a lot of experience with different trail surfaces. The cinder/crushed brick tracks are being taken out of the parks because maintenance is a problem. Concrete with a rubber surface is preferred and has been installed in a number of places. It runs about $8-$9 per square foot for the concrete and the surface. Fortunately, the budget for this park is good. The trail loop design will be looked at to see where it can be done.) Maria G. would like to see emergency phone boxes put on the trails. (The emergency phones were a possibility that would have to be checked into.) Kevin M. felt that the 5.25 acres would need to be cleared out so that law enforcement and emergency vehicles could have access. (Once Jones Butler Road went in, they would have good access.) Mike B. asked when construction on the existing park land would begin. (Based on the input from the meeting, staff would go back and prepare design concepts with cost estimates, which would be introduced to the Board at another public hearing. The exact schedule was not known, but it would be a month or two before that happened.) John N. asked that the next public hearing be held while the University was in session so that there would be good student representation. Jeremiah M. wanted to know if a dog park was put into place, where it would go and how large an area would be needed. (Staff had not gotten to that level of detail. The smallest park seen on the internet was about an acre, and some were as large as fifteen acres, with the entire area dedicated to dogs.) Jeremiah said if an area for dogs went in, he would like to see it be smaller. Jennifer Jobe would like to see a dog park. She wanted to know if the upper, existing park land could be developed with other amenities, while developing three acres or so of the lower portion as a fenced off dog park with a cement ramp going into the pond. The trails could continue around that portion of the park outside of the dog park area. (It was possible that this could be done.) Joe D. wanted to reiterate that it would be really nice to have a Frisbee golf course. Glenn Schroeder asked if Frisbee golf could be integrated in with other amenities such as sand volleyball and basketball courts. (Staff did not have a lot of experience with Frisbee golf courses and would have to look into it.) Mike B. thought it would be feasible to integrate all amenities together, and used Austin's Colony and Hensel Park as examples. Both were nine -hole courses with picnic tables, running trails, etc. with disk golf baskets set up along the jogging trails and integrated in with the other amenities. Lance H. wanted to encourage the idea of a disc golf park as well. Jeremiah M. said the course was integrated through the park but not near the open space, pavilion or playground. He felt that it would have to go into the proposed portion of the park land. Andrew V. added that it would not need to be spread out. Woodway Park Public Hearing Page 5 March 3, 2004 Joe D. asked where staff would go for information on designing a course. (The manufacturer could provide information, as well as the City of Bryan.) Justin Minton preferred the first concept over the second and didn't see the need for a playground. April C. would like to see a small playground put in. She said she lived in the neighborhood and there were people with small children. Others agreed. Michael Levy asked what style trash can would be used. (The standard trash can used is called the XTR. It has a plastic liner, with wood on the outside.) John N. asked if there were any other amenities that had not been mentioned that they would like to see considered. Mike B. reiterated that he would like to see the park kept as natural as possible. He felt the park needed a playground and other amenities, but would like to see it left more natural. Someone asked about restrooms in the park. (Restrooms do not normally go into neighborhood parks because most users are within walking distance from home. Depending on the amenities that go into the park, rest rooms may have to be considered.) Krystal K. felt that restrooms were needed. At Research Park you have to pack up and leave if you have to use the restroom. She also felt that the pavilion in Bee Creek Park was very nice. Jeremiah M. would like to see picnic units with a barbecue pit. (Picnic units have a table, barbecue pit, and a trash can.) Larry Farnsworth asked what size pavilion would go in. (Staff had no specific size in mind.) Krystal K. said she would like to see a larger pavilion that could be utilized by various organizations. (Larger pavilions require more parking and restrooms, and there would be an impact on the neighborhood.) April C. thought that a small pavilion and parking area would be best since there was a lot of traffic in the area already. Lance H. asked if there would be an aerator installed in the pond and if there was an alternative to the fountain type aerator. (Normally, aerators were installed in the ponds because it improved water quality and was better for the fish. There was an aerator that had been invented by someone locally that sat on the bottom, without the spray.) Jeremiah M. asked if there would be any irrigation or a sprinkler system. (Normally irrigation did not go into neighborhood parks except around trees, shrubs, or flowers.) A last comment was added that picnic tables were important. Ric said he felt that these were all very good ideas and appreciated everyone coming out. Everyone would be kept informed of the next public hearing, which hopefully would be held before finals. 4. Adiourn. A motion was made to adjourn and seconded. Hearing no objection the motion passed unanimously. Woodway Park Public Hearing Page 6 March 3, 2004 Park Land Dedication Ordinance Project Review Checklist Date Received: Park zone: Current Zone Balance: Project Location: Name of Development: Applicant: Address: City/State/Zip: Phone Number/Fax: E-mail: Engineer/Planner: Address: City/StateZip: Phone Number/Fax: E-Mail: Section 10-B-1: Land Dedication Single Family Dwelling Units: Multi -Family Dwelling Units: Total Land Requirement: Proposed Dedication: Section 10-B-2: Fee in Lieu of Land 2/24/2004 12 $0 Harpers Ferry Rd. South Hampton (Nantucket) Nantucket LTD 1101 University Drive East #108 College Station, TX 77840 Texcon 1707 Graham Rd. College Station, TX 77845 690-7711 REQUIRED COMPLIANCE 62 0.614 Acres 0 Has the Planning and Zoning Commission's approval been obtained? Land Fee: Single Family Fee ($198/dwel(ing unit): Multi -Family Fee ($160/dwelling unit): Total Acquisition Fee: Section 10-B-3: Park Development Fee Single Family Fee ($358/dwelling unit): Multi -family Fee ($292/dwelling unit): Total Fee Amounts: Total Single Family Fee ($556/dwelling Unit): Multi -Family Fee ($452/dwelling Unit): Park Land Dedication Checklist 0/Board/Park Land Dedication/checklistlOnginals/Long Version Revised.xls Page 1 Fax Number: Fax Number: 62 x $198.00 = $12,276.00 62 x $358.00 = $22,196.00 $556 x 62 = $34,472 NO 690-9797 Section 10-134: Park Development in Lieu of Fee Required development cost: Staff review date and comment: Parks Board review and decision: Section 10-B-5: Minimum Park Size Is the proposed park less than five (5) acres? If yes, staff recommends: Section 10-13-7: Prior Park Acquisition Is there an existing park that can serve the proposed development? If yes, staff recommends: Acceptance of fee Section 10-E: Comprehensive Plan Is the proposed park dedication in compliance with the City's Comprehensive Plan and the Recreation, Park, and Open Space Master Plan? Comments: Section 10-F: Additional Information 1. Is land in the 100-year floodplain? a. Detention/Retention? Acreage in floodplain: Acreage in detention: Acreage in greenways: Comments: NO Percentage: NO Size: Meets Board Policy? Percentage: Percentage: Percentage: Park Land Dedication Checklist O/Board/Park Land Dedication/checklistlOnginals/Long Version Revised.xis Page 2 NO Section 10-F (of the Park Land Dedication Ordinance) 10-F. 1 Any land dedication to the City under this section must be suitable for park and recreation uses. Consideration will be given to land that is in the floodplain or may be considered "floodable" even though not in a federally regulated floodplain as long as, due to its elevation, it is suitable for park improvements. (a) Neighborhood park sites should be adjacent to residential areas in a manner that serves the greatest number of users. Comments: (b) Neighborhood park sites should be located so that users are not required to cross arterial roadways to access them. Comments: (c) Sites should not be severely sloped or have unusual topography which would render the land unusable for organized recreational activities. Comments: (d) Sites should have existing trees or other scenic elements. Comments: (e) Detention/retention areas will not be accepted as part of the required dedication, but may be accepted in addition to the required dedication. If accepted as part of the park, the detention/retention area design must be approved by the City staff and must meet specific parks specifications. Comments: 10-F. 2 Parks should be easy to access and open to public view so as to benefit area development, enhance the visual character of the city, protect public safety, and minimize conflict with adjacent land uses. The following guidelines should be used in designing parks and adjacent development: (a) Where physically feasible, park sites should be located adjacent to greenways and/or schools in order to encourage both shared facilities and the potential co -development of new sites. Comments: Park Land Dedication Checklist O/Board/Park Land Dedication/checklist/Originals/Long Vernon Revised.xls Page 3 Comments: (c) Where a non-residential use must directly abut a park, the use must be separated by a screening wall or fence and landscaping. Access points to the park may be allowed by the Planning and Zoning Commission if a public benefit is established. Comments: (d) It is desirable that a minimum of fifty percent (50%) of the perimeter of a park should abut a public street. In all cases, the City shall approve the proposed street alignment fronting on city parks. Comments: (e) Streets abutting a park shall be built in accordance with the thoroughfare plan and the standards of this ordinance; however, the City may require any residential street built adjacent to a park to be constructed to collector width to ensure access and prevent traffic congestion. The developer may request oversize participation in such an instance. Comments: Staff Recommendations: Section 10-G: Approval: Parks and Recreation Advisory Board: Planning and Zoning Commission: City Council: Acceptance of fee. The Board approved acceptance of the fee in lieu of land at the March 9, 2004 regular meeting. Park Land Dedication Checklist O/Board/Park Land Dedication/checklisVOriginals/Long Version Revised.xls Page 4 •----------_ -- = ._--- - --- ---- -- -- -.— — — J e�ro: sai^..vnunrn P 45E5 i a 6 l •rw au"i.w,�.,ssi �' { ; IfOKKIN y\\tki ; woes lNLM�NNII I t I r MINI I'271 .64 ME � / l VICIN1WIMP 1 LW 1ASLE uw/ oe W Or MASTER PRELIMINARY PLAT SOUTH HAMPTON SUBDIVISION PHASES 2, 3 & 4 NANTUCKET SUBDIVISION PHASES 6, 6B & 7 FAIRHAVEN COVE SUBDIVISION 65.290 ACRES STERNER O. W M tEA0UE . A-210 COUEAE WATOM. NAAMS CCUPM TEXAS SCALE: 1'.100' FONUARl. 2004 OMNEIVOEVE OM D400MM �wlw r. r 7MQ0 I V e4 a�w t rww 91N.V.E.40y.1� _ � dlCo'1=raobn 2004 Intergenerationa/ Upgrades Anderson Park Bee Creek Park Brothers Pond Park Central Park Emerald Forest Park Jack & Dorothy Miller Park Parkway Park Pebble Creek Park Raintree Park Sandstone Park Woodcreek Park Thomas Park (Suggested Schedule) Two drinking fountains - $8,000 Playground Cover - $7,000 Drinking fountain - $4,000 Covered Tot playground - $30,000 Two benches - $3,000 One bench - $1,500 Playground Cover - $7,000 Ten trees - $3,000 One bench - $1,500 Two benches - $3,000 Drinking Fountain - $4,000 One bench - $1,000 Two drinking fountains - $8,000 Twenty trees - $6,000 Two benches - $3,000 Drinking Fountain - $4,000 Sidewalk - $23,000 Four benches - $6,000 Drinking Fountain - $4,000 Drinking Fountain - $4,000 Two benches - $3,000 Four benches - $6,000 Two fountains - $8,000 $15,000 $37,000 $11,500 $1,500 $7,000 $15,000 $30,000 $10,000 $4,000 $3,000 $6,000 $8,000 Total $148,000 20051ntergenerational Upgrades Cy Miller Park Georgie K. Fitch Park Lemontree Park Lincoln Center Longmire Park (Suggested Schedule*) Two benches - $3,000 One drinking fountain - $4,000 Four benches - $6,000 Seven lights - $28,000 ? Four benches - $6,000 Two benches - $3,000 Sidewalks - $53,000 $3,000 $4,000 $34,000 $6,000 $56,000 Total $103,000 * Some projects have been deleted from the original list because they have previously been completed or determined to be impractical at this time. Park Facility Upgrades $310000 -ANNUAL OPERATING COSTS: $ 0 -City Council Vision Statement 4 Strategy 3a -Anderson (drink fountains and playground cover) $14, 000 -Bee Creek (drink fountains, playground, and benches) 30,000 -Brothers (drinking fountain, five benches, six lights, trees, playground cover) 60,000 • Central (four benches) 6,000 • Cy Miller (two benches) 3,000 -Emerald Forest (two benches) 3,000 •Georgie K. Fitch (drink fountain) 3,500 •J. D. Miller (two benches, trees, and jogging trail) 13,000 •Lemontree (four benches and seven lights) 41,000 -Lincoln Center (four benches) 6,000 -Parkway (Sidewalks and two benches) 40,000 -Pebble Creek (four benches) 6,000 •Raintree (drink fountain) 3,500 -Sandstone (two benches) 3,000 • Woodcreek (four benches) 6,000 •Longmire (concrete sidewalks and two benches) 56,000 • Staff cost (a) 5 % 16,000 • Total $310,000 Parks and Recreation Future Project List 1 1 1 - Sheriendosh Park ` 2 2 �echase Park 'I In3 $60,000 1t - $�1189 JI 3 p Loop Par $000 I ( ,00000002 IWopodland I Delay until new elementary _ J I yy Park/Westfield 8415,000 school is developed 5 I 6 I 3 6 5 I 6 Hills I i jPebbla Creek Park, Phase II siso,a;o 1 I I I r I $1SO,OW I INo site has been deol'cateo I 1 I I I Su000rt Facilities 1 1 F ShGnn F t}'� i fE7t1 I ? I :JRenoi'rate" IP c�tti�,;�� _ .. r�v�t� a ., I p„7 $0 4 4 5 lVeterans Park and Athletic Complex Shop $500,000 Delay until Phase II Development I 5 I I I 5 I 4 I (South District Satellite Operations Shop I I $360,000 I I 1 J I I I I INe�,hborhood Plan ImVementation r I 1 I I 1 I 1 ? �. B r ,T, I 1 3 : ISandstona Part .�,,v ; h 547 Q00 x ->IRIrJiard Carter Park A 41000 x r .mPretieinenta �.,o a:='!I t s3217.000 t „ t _ 42,000 3 I 4 1 3 4 I 4 (Thomas and MeOaks Parks Shade Structures I w $20,000 I May be requested thro IFY2003 get requestgh budget 1 3 1Raintree Park Basketball Court j $30,000 I I I I 5 I 2 7 (Thomas Jp�aQaing Track f Par $100,000 1 I I J 1 I 6 I 7 6 lEastgate I $150,000 1 I 1 I I (Park Could be added to 7 I I I 1 5 I Benches I I $21,000 I �intergenerational upgrades. I I 1 I ICommun)jv Facilities I I I I I I I I 1 r 1 1 1 lVeteransPark*'Athietl P aseil ' ',r r, f 1 �S 823250 f aw j86 , 1 2 a ,,, ,IhlokCreetrPase �r 3� f �SS7b�000�� r 1 1 20t 2 ,e _ I 4T_: IIk1v�Genietery 1 1, ,.., '11=100o r . n 3 a... ;_ �; ) 68,000 1 ILInWnC 1 1Developtjy�eof� Possibili4 usingCommunity I 5 I 3 5 3 I 5 ter Expans'{off I Cyppj�ess trove Recreation Center $570,000 $750,000 I I Delay unfit bond issue I 6 I 6 1 6 (Luther Jones Landfill 1 $239,000 I next I I I 1 Neig rhood Pool for new Community Park 1 Park, 1 1 Delay until landfill closes I 6 9 I 7 INewhSouth' Community Phase 1 $2,000,000 1Delay unfit landfill closes I I I I Delayuntil e new hight school 9 8 9 Potential Tennis Court Project with the new high school I I is developed. I I I Park Improvements I 1 I I s 1 .; ;r., t. ;A.._ Il: , llnte�aeneratlonal radesforexhairr OW 1 `;.-f308A005i'>' , . I _.;, ,r .? , ,.i, - ,,, . , , °$3,000 I 2 1 4 1 2 [Provide Playground Equipment Shade I $144,000 1May I I I I I be requested thro the 3 2 5 Emerald Foqorest Lights I $30,000 I I sgh FY2003 Budget ProcessMay be equested the _ I backstops at Bee Creek Park I $25;� I I+ FY2003rBudget Process. I 5 3 6 IBatting Woodcreek Park LL I I I 6 I I I 5 1 4 1 Cover basketball courts at Southwood Valley Athletic Complex I I $330,000 1 I I I I I 1 1 I Pool Improvements I I 1 I I I I I I 1 I 4 1 (Adamson Lagoon Shotgun Slide I $50,000 1 1 I I I 2 I 3 1 3 IAddtional shelter at Adamson Lagoon I $40,000 1 1 I I I 3 I 4 1 2 +Thomas Pool bathhouse renovation I $150,000 1 1 I Funds could be requested through FaGkties Maintenance budget I i I Possibility of using park land dedication or Community $ 1,000,000 Development funds I I I I I I 1$8,574,250' J $197,000 Updated. 10/8/2002 Neighborhood Park Development Standards • Standard Site Furnishings • Alternate items to be reviewed by staff • One year warranty required * Selected for durability, cost, appearance, and replacement availability Water Fountab v TVpicaI Sign :.: J rt'd� Picnic Tables orb e Pits Benches Covered Pltggrouud Playground Sarfaciur Bicycle Racks Basketball Goals Bridge Lighliag Draft City of College Station Parks and Recreation Department Neighborhood Park Improvements Standards Park Development in Lieu of Fee I. Site Plan Development A. Neighborhood park site plans will be provided by the developer with input from the Parks and Recreation Department staff. B. Site plan development may require public hearings before the Parks and Recreation Advisory Board. This will be at the discretion of the Parks and Recreation Advisory Board. C. All site plans will require Parks and Recreation Advisory Board approval. City Council approval may be required as needed. D. The park development budget is required to be equal to or greater than the required development fee of the development. Budget estimates will be approved by the Parks and Recreation Department staff. Excess amounts over the required development fee are not transferable to other projects. II. Park Furnishings A. In order to maintain consistency with other parks, park site furnishings will require approval from the Parks and Recreation Department staff. A list of approved items will be provided. Alternate substitutions must be approved by the Parks and Recreation Department staff in advance of construction (see attached). Specifications of all park furnishings will be provided for approval by Parks and Recreation Department staff. B. All items will require a one (1) year warranty from the day of acceptance by the Parks and Recreation Department. C. All park construction will be reviewed by the Parks and Recreation Department staff and other City inspectors for quality control. M. Construction Documents A. All construction documents must be sealed by a design professional. 0/Board/Park Land Dedication/PL Dedication Policy.doc Pagel of 4 B. All construction documents must be approved by the Parks and Recreation Department staff before construction. C. All projects over the amount of $50,000 will require approval from the Texas Department of Licensing and Regulations. Approval is the responsibility of the developer. IV. Project Acceptance Procedures A. Upon notice of completion, a Parks and Recreation Department representative will make arrangements for the inspection of work and preparation of a punch list within ten (10) calendar days of contractor (developer) notification. B. Upon contractor (developer) notification that final completion of the punch list items has occurred, the Parks and Recreation Department representative will inspect the project and, if completion is confirmed, issue a certificate of completion. C. As built plans of all site items, utilities and landscaping will be provided following construction. D. Certificate of completion will not be delivered until as -built plans are received and warranty security has been provided as required by the Park Land Dedication Ordinance. 0/Board/Park Land Dedication/PL Dedication Policy.doc Page 2 Of 4 Acceptable Neighborhood Park Site Furnishings BENCHES - Powder coated steel, as manufactured by Victor Stanley # CR-196, 6' long with vertical steel slats or equal. DRINKING FOUNTAINS - Concrete fountains, with dual height bubblers, exposed aggregate finish as manufactured by Haws # 3150 or Stern Williams ADF-3700-C. BASKETBALL GOALS/BACKBOARDS - Aluminum backboards, painted white, fan shaped Gametime #854 or equal - Goal, Gametime breakaway type, #874 or equal - Galvanized post, cantilevered, Gametime #459, 32" extension, 3-1/2" diameter post (or equal). PLAYGROUNDS - Playgrounds to be manufactured of steel and plastic with powder coating paint system for steel parts. - Playgrounds to be a commercial type versus residential use type. - Acceptable manufacturers include: - Gametime - Little Tykes - Landscape Structures - Playworld Systems - Burke - Columbia Cascade - Recreation Creations PLAYGROUND SURFACING - Poured in place rubber cushioning for playground units - Installed at 1-1/2"-2" thick for a 6' high fall (for play units). - 3/8" pea gravel with 3/8" rubber granule mix, 12" total thickness of gravel and rubber granules (for swing sets) - Acceptable manufacturers include: - Rubber cushioning installers - Surface America - Playtop - Robertson Industries - Gametime - Rubber granules available from4-D Corporation, Duncan, Oklahoma AREA LIGHTS - Light poles to be direct burial concrete poles 12-16' height above grade. O/Board/Park land Dedication/PL Dedication Policy.doc Page 3 Of 4 Manufactured by Ameron or Traditional Concrete, Inc. Light fixtures to be an acorn -shape or antique style, 175-watt minimum metal halide lamp. BASKETBALL OR TENNIS COURTS - To have Plexipave or equal, acrylic paint surfacing system or equal, on top of concrete. SHELTERS - Shelters to be constructed with galvanized steel columns and framing, painted. - Roof to have composition shingles (25-year) with wood decking under shingles. SIGNAGE - Park signs to be constructed of Cylex (concrete/plastic composite material) with etched letters. BRIDGES - Park bridges to be constructed of Corten self -weathering steel with treated pine decking. - Manufacturers: - Continental - Steadfast Bridges - Canyon Creek Iron Works PICNIC TABLES - Picnic tables to be aluminum, 6 or 8' long, heavy-duty frame (can be aluminum color or painted) Gametime #796 or 798, or equal. BIKE RACKS - Bike racks to be Loop design, painted steel, in -ground mount Gametime #7702 or equal. BBQ GRILLS - Grills to be galvanized steel, in -ground installation, 24" square, 360-degree rotation, Gametime #51 or equal. Black color. SHADE COVERS FOR PLAYGROUNDS - Shade covers to be constructed with galvanized, painted posts and framing with polypropolene mesh. O/Board/Park Land Dedication/PL Dedication Policy. doc Page 4 of 4 Arboretum Update Adam Lassiter is still working on the Arboretum bridges for his Eagle Scout project. He and his crew of volunteers started work on the five bridges on the morning of Saturday, March 6th. They have almost completed the rebuilding of one bridge. Three of the bridges have been sanded down and treated with water sealant. Two of the bridges still need some minor repairs consisting of board replacement. Adam has also trimmed back part of the trails. He will continue the work as time allows. The completion date for the project is as yet unknown. PARKS AND RECREATION DEPARTMENT CAPITAL IMPROVEMENT & PARK LAND DEDICATION PROJECTS FY 2004 March 2, 2004 vement Bee Creek Light Pole Replacement Under Construction Pete PK0303 $118,000 '98 G.O. 2/04 $87,565 Hensel Park Playground Replacement Under Construction David PK0210 $45,390 Replacement Account 5/04 Wolf Pen Creek Signs Under Construction Pete WP0460 $70,500 General Fund 3/04 Cemetery Rear Entrance Design and Construction Bids Received Pete N/A $55,000 General Fund 5/04 (Cemetery Land Acquisition Pending Contract Ross GG9905 $275,000 '98 G.O. Unknown Southeast Community Park Two -Acre Purchase Pending Contracts M. McAuliffe $40,000 12/04 (Lincoln Center Expansion/Improvements In Design Ric PK0319 $984,000 CDBG Funds 3/05 Richard Carter Park Irrigation, Walks, Drinking In Design Pete $18,000 Replacement Account 12/04 Fountain Thomas Park Signs In Design David $3,600 Replacement Account 4/04 Eastgate Improvements In Design David $40,000 Brazos Beautiful Unknown Woodland Hills Park Design On Hold Pete/David ? Landscaping Six City Sites Out to Bid (2/24) Pete N/A General Fund Hotel -Motel (Greens Prairie Rd Landscaping & Irrigation Design In Design David ST0214 Street Project Fund Hereford Street Traffic Island Landscaping & Irrigation Design In Desian David ST 0305 $20,000 Streets CIP Fund Under Construction 3 Bids Received 1 Pending Contracts 2 Out to Bid 1 In Design 6 Pending Land Acquisition 0 Other 0 On Hold 1 Park Land Dedication cts Raintree Improvements Windwood Improvemen Jack & Dorothy Miller Park Exercise E ui ment • Southwest Park Development Anderson Walk and Benches Bee Creek Benches I Anderson Park Swing Set Gabbard Park Sidewalk I Park Development I 10 Park Development f n Edelweiss Gartens Creek Park On Hold I Zone 1 Funds On Hold I Pete I NA I $01 Zone 4 Funds On Hold I Pete I NA I $01 Zone 4 Funds In Design On Hold On Hold On Hold On Hold On Hold In Design Under Construction On Hold I Pete I I Pete/David David I PK0315 David I PK0316 David I PK0314 David I NA Pete/David PK9803 Pete I PK0060 Pete In Design I Pete I NA Zone 5 & $20,000 Replacement I 5/04 1 1 1 $90,OOO1 Zone 6 Funds $45,OOO1 Zone 6 Funds $12,OOO1 Zone 6 Funds $12,OOO1 Zone 6 Funds $01 Zone 6 Funds $710,OOO1 Zone 7 Funds I Unknown $185,OOO1 Zone 10 Funds I 4/15/04 $30,OOO1 Zone 11 Funds I - Intergenerational Project Page 2 STRATEGIC PLANS IMPLEMENTATION CALENDAR FEBRUARY — MAY 2004 Core Services Provide Effective Steve, RAJ -Bid Cemetery Rear Entrance project -Meeting wlCouncil on 2112 on near Start Construction on Cemetery Rear - Develop operational cost estimates Entrance project and revenue projections for S i,e Cemetery S@tYiCeS cemetery site operation by 5/1/04 Second Quarter report to Parks Parks & continue Steve, Advisory Board � Leisure implementation of RiC, Curtis,. Request funding for contract landscape Services Patios Maintenance Ross maintenance services - WPC Phase II S to Standards . Develop maintenance standard surveys for Zone 10 park. - Update free -related info on Ws . Parks ilnpiamentatton of Stgve, website (#his milestone delayed uW Select consultant to develop policy Leisure Urban Forest Ross, : the next update of the Tree GrowfiV (On Hold) Servk0s Management Piart Guide —move M#Wone forwardy S i.b . int cjener t i Parks.& it rg r tt�nat..... e Save; Rt _ �on Leisure Parini Services Aavi<It W S 2.8 - -, -Update Joint Use Agreement with Leisure ReVIOW $tgyg� .. CSISD (move milestone torward4) Setviro programs ° .. Peter L., °.,._ - Conduct community needs Services assessment for Conference Center ..Sib j (moved milestone fonvard4) Parks.&' Leisure CpoOirative Efforts ` Stow; ■ ... Sei vic" with the City of Peter' Lg S U � i?avid G Parks &." . L sure' pmeot of S#e % Ric, veteran park Gr, , �;g Ross Leisure i3esretbp of 8 , .. Pete Y., -Assistwith p�rr�e irtlaflorr of GP Bond .. Ftve"yearC than ' pJ? f:"3 Services :: - for Pa rk Facilities paviri Yi!... Ze 5 teftt by B; WG toxqum o utat_ Parks & Leisure ftegt©nat Planning & Steve i tt kl)e*site 1 , -)ate#supprut tturston Vdsmess Services i)ereia�pmetrt - Puks�uard ....... S 4.a )ilitlatlYes....::- - implement � of VPAC *0 aort ..... TAMU ferb' �` (£}t�oing �►j ....... Planning & — ... Update Park Land ...,,.. . Steve .. Draft revisions to Parks Board on 20 Devekpnlent medication S 1,d Ordinance .. . Assist with Brazos Valley International Festival Present recommendations for Conference Center utilization to Parks Advisory Board - Complete evaluation of current programs (moved from November) Develop long-range athletic facility replacement & improvement plan (moved from February) Design neighborhood park for Park Zone 7 (Woodway area) Pubs fib t Woodway Par# on 3P3 Joint Parks Board Meeting & tour of TMPA site 4/15. - Develop implementation plan for CIP approved in the November 2003 Bond Election by 411/04 - Design and construct Hensel Park playground Develop recommendations to improve platting process & provide for developer -constructed parks. Develop guidelines for developer - constructed park facilities. NOTE: Shaded items have been completed. Revised March 4, 2004 City of College Station Parks & Recreation Advisory Board Goals & Objectives FY2004 (Not prioritized) 1. Oversee the development of a new Five -Year Capital Improvement Program (VS2S2e) ® Assist with the November 4, 2003 Bond Election ® Develop recommendations for new 5 year CIP implementation ❑ Provide oversight for planning and completion of CIP projects 2. Provide oversight and emphasis on further development of Veterans Park & Athletic Complex, Phase II (VS2S2d) ® Develop recommendation regarding schedule for development Status: December 9, 2003, Board meeting. ❑ Assist with the selection of design professionals ❑ Review & provide input concerning Phase II conceptual plans 3. Review and update the Park Land Dedication Ordinance (VS3S1 d) ® Review the existing ordinance and methodology Status: Draft approved; first review by Board at Januaryl3, 2004 meeting. ® Develop recommendations that will allow developers to construct parks Status: Draft approved by Board on February 10tn 4. Oversee the design process and recommend improvements for neighborhood parks (VS2S2e) ❑ Park Zone 1 (Park site in the Northgate area) ❑ Park Zone 2 (Eastgate Park) ❑ Park Zone 2 (Richard Carter Park) ❑ Park Zone 6 (Southwest Park) Status: Park Land Dedication project prioritization on November 4, 2003. On December 9, 2003, the Board approved the conceptual design and park land dedication funds were dedicated, not to exceed the amount of $90,000. ❑ Park Zone 7 (Woodway Park) ® Park Zone 9 (Woodland Hills Park) Status: Request from Woodland Hills Homeowner's Association on December 9, 2003. ® Park Zone 10 (Park in the Shenandoah area) Status: Construction in progress. ❑ Develop recommendations for park and facility names Status: Subcommittee has been formed (Ken Livingston, Jodi Warner, Gary Erwin). Approved: October 14, 2003 Page 1 Updated: March 1, 2004 S. Provide oversight and support for the continued implementation of the Park Maintenance Standards (VS2Sla) ❑ Review policies and standards for re -appraisal of existing parks, facilities, and services offered by the Department ❑ Review and identify critical needs and develop recommendations to address them 6. Restore the Arboretum at Bee Creek Park to its former value (VS2S2e) ❑ Develop recommendations for redevelopment of the trails Status: Report to Board on January 13, 2004. ❑ Develop recommendations for signage and interpretive sites ❑ Develop recommendations for the pond areas ❑ Develop recommendations for graminetium ❑ Develop an operations and maintenance plan 7. Develop recommendations for botanical gardens in existing or proposed parks ❑ Determine the scope of the proposal ❑ Develop a proposed list of potential sites ❑ Develop recommendations for implementation S. Oversee the design and development of the W. A. Tarrow Park Corridor Master Plan (VS2S2e) ® Review conceptual plans for Lincoln Center expansion Status: December 9, 2003, Board meeting. ® Review conceptual plans for Tarrow Park additions Status: December 9, 2003, Board meeting. ❑ Develop recommendations for FY2005 CDBG Budget 9. Provide guidance and support for the implementation of a regional park site in Grimes County (VS2S4a) ® Develop local support for a state-wide $500M bond issue Status: Report at the November 4, 2003, Board meeting. On December 9, 2003, the Board approved a resolution that will be presented to the City Council in support of the project. ❑ Conduct a site tour of the TMPA property Status: Scheduled for April 15, 2004. ❑ Develop a recommendation for the budget process 10. Assist with the implementation of an Urban Forest Management Plan (VS2S1b) ❑ Review and assist in the development of a policy for street trees and hazard trees ❑ Develop recommendations for implementation Approved: October 14, 2003 Page 2 Updated: March 1, 2004 11. Continued interaction between the Board and other City Boards ® Attend a joint briefing related to growth issues Status: Growth Report held on October 6`h, 2003. In attendance was PARD supervisory staff, the Board, the Senior Advisory Committee, and the Cemetery Committee. ❑ Conduct joint meeting with the City Council ® Conduct joint meeting with the Planning & Zoning Comm. Status: Joint meeting was held on October 30, 2003. ® Conduct a joint meeting with the Senior Advisory Committee Status: Board met with Vice Chairperson Robert Meyer on October 14, 2003, and approved the Senior Advisory Committee goals for Fiscal Year 2004. ❑ Conduct a joint meeting with the Bryan Parks & Rec. Board 12. Support increased efforts to implement the Greenways Master Plan (VS3S2d) ® Review the status of the current greenways acquisition Status: Greenways Report on October 30th Joint Meeting with the Planning and Zoning Commission ❑ Support increased efforts for acquisition of greenways 13. Provide support & assistance for Departmental goals ❑ Develop recommendations for a donations program Status: Senior Advisory Committee Goal for FY04. ❑ Continue joint programming with outside agencies (VS2S4a) ❑ Identify potential sources of additional revenue ❑ Develop policies for on-line registration procedures ❑ Continue communication with outside user groups (VS2S4a) ❑ Support agency accreditation process Status: In progress. CI Approved: October 14, 2003 Page 3 Updated: March 1, 2004 City of College Station Parks & Recreation Department Goals & Objectives FY2004 rt, Implementation of the CIP Program Implementation of Special Projects & Programs Continuation of Staff Development r Implementation of City Council StrategicIssues Implementation of the CIP Program ® Implementation of the FY2004 CIP and Park Land Dedication Project List Status: In progress. Refer to project list. ® Support the November 2003 bond election projects Status: Election on Nov. 4, 2003. Continuation of Staff Development ® Complete Management Academy (Sheila Walker, David Hudspeth, Peter Vanecek) Status: Graduation on Feb 13, 2004. ® Complete Supervisory Academy (Pam Springfield, David Wood) Status: Graduation on Tuesday, November 18, 2003. ® Complete Emergency Management Academy (Jimmy Charanza) Status: Graduated from the class on February 25rn ® Attend NRPA Revenue Management School (Peter Lamont, David Gerling) Status: Attended February 7tn _ 11 th ❑ Attend TRAPS Conference (Peter Lamont, Geri Marsh) Status: Will attend March 10tn _ 12tn ❑ Conduct Arbor Master Training Status: (Date to be Determined) ® Attend the 10th Annual Southeast Texas Grounds Maintenance Conference in Conroe (to obtain required CEU's to maintain pesticide applicator's licenses) Status: Ross Albrecht, Gerald Guillory, Delmer Charanza, Sandra Weggman, Nina Stanley, Frank Thompson, David Sturdivant, Keith Fails, Mike Watson, Bruce Ray, Greg Richards attended on October 22, 2003. Implementation of City Council Strategic Issues ❑ Acquire new cemetery site and develop a plan for operations (VS1S1e) Status: Department is currently working on a Cemetery Management Plan. ❑ Continue implementation of Park Maintenance Standards (VS2S1a) Status: 1st Quarter Report presented to the Parks and Recreation Advisory Board on January 13, 2004; ❑ Continued implementation of the Urban Forest Management Plan (VS2S1b) Status: On hold. ® Continue efforts to make parks more intergenerational (VS2S2a) Status: Ongoing. Report to Council on February 26, 2004. ❑ Review leisure service programs (VS2S2b) Status: ❑ Pursue cooperative efforts with the City of Bryan on joint programming (VS2S2c) Status: Ongoing. Joint meeting on April 15, 2004. ❑ Develop Veterans Park & Athletic Complex, Phase II (VS2S2d) Status: ® Develop new five-year Parks Capital Improvement Projects (VS2S2e) Status: Completed January 26, 2004 ❑ Promote performing arts (VS2S3a) Status: Marian Anderson String Quartet performances on Nov. 2"d and 3rd. 2004 Starlight Music Series planning in progress. Parks & Recreation Dept. FY04 Goals & Objectives Page 1 of 2 Updated: March 2, 2004 ® Implement regional planning and develop initiative (VS2S4a) Status: Dr. John Crompton gave a report to the Parks & Recreation Advisory Board on November 4th, and the Board was in consensus on supporting a resolution to go to the City Council in support of a future regional park site in Grimes County. The resolution was approved by the Board during its December 9`h meeting. ® Update the Park Land Dedication Ordinance (VS3Sid) Status: Draft document complete - February 2004. Implementation of Special Projects & Programs ® Assist with the development and implementation of the City's website Status: The City went on-line February 3, 2004. ❑ Implement automated recreation registration software Status: RecWare contract approved byCouncil on January 8, 2004. Software installation March 15rh - 22 nd. ® Adopt and implement temp/seasonal pay plan Status: In progress. Plan has been completed - February 2004. ❑ Implement cemetery software Status: Request for proposals being developed. ❑ Conduct benchmark survey of similar cities Status: Parks information has been entered into ActiveParks.Org. ® Coordinate the City's 65th Birthday Celebration on October 19th Status: Complete. ❑ Investigate the feasibility for departmental accreditation Status: Initial staff "kick off" meeting on November 18th. In progress. ❑ Investigate the feasibility of implementing a Donations Program for the department Status: Senior Advisory Committee goal for Fiscal Year 2004. Draft document complete. Parks & Recreation Dept. FY04 Goals & Objectives Page 2 of 2 Updated: March 1, 2004 CITY OF COLLEGE STATION CONFERENCE CENTER ADVISORY COMMITTEE REGULAR MEETING Wednesday, January 27, 2004 AT 12:00noon College Station Conference Center 1300 George Bush Drive College Station, Texas 77840 MINUTES Staff Present: Grace Calbert, Conference Center Facility Supervisor David Gerling, Parks Superintendent Nita Hilburn, Recording Secretary Members Present: Mollie Guin, (Chair), Alma Molina (Vice Chair), Glenda Elledge, Annie Lee Finch Members Absent: None Call to Order: The meeting was called to order at 12:10 p.m. Pardon -Consider requests for absences of members from meeting: None Hear visitors - Lynn Reed and Kristen Harper of the Dynacisers Exercise Group were visitors. Ms. Reed & Ms. Harper presented a history of the Dynacisers Exercise Group. They requested the Conference Center Advisory Committee place the group in the Non-profit classification rate fee, instead of the Standard rate fee. Mollie Guin, Chair, thanked them for their visit and the information. Ms. Guin said, the Conference Center Advisory Committee would take their request into consideration. Approval of the Minutes: Glenda Elledge made a motion to approve the minutes from Regular Meeting of December 17, 2003. Alma Molina seconded the motion. Motion passed. Revenue Reports: Revenue reports were reviewed for December 2003. Revenues for December 2003 were $ 9,309.25 versus December 2002 of $ 7,900.48. Number of clients served December 2003 was 5,301 vs. December 2002 of 5,036. Adjourn: The meeting adjourned at 12:35 p.m. The next meeting will be held at the College Station Conference Center on Wednesday February 18,2004 at 12:00noon. Respectfully submitted, Nita Hilburn, Recording Secretary Senior Advisory Committee Regular Meeting Monday, February 23, 2004 College Station Teen Center 1520 Rock Prairie Road 10:00 am MINUTES Members Present: E.E. Burns, Frank Camplone, Catherine Lamb, Robert Meyer;Vice-Chairman, Haskell Monroe, Neal Nutall, Suzanne Reynolds, Colleen Risinger, Yvonne Stevens, Betty Wilborn and Joanna Yeager; Chairman Members Absent: Fred Dollar and Laura Holmes Staff Present: Marci Rodgers, Senior Services Coordinator I. Call to order. The meeting was called to order by Joanna Yeager, Chairman, at 10:04am. II. Hear Visitors. No visitors present. III. Approval of minutes from regular meeting on January 26, 2004. Haskell Monroe made the motion that the minutes be approved. Robert Meyer seconded the motion. The motion passed. IV. Discussion, consideration and possible action from the sub -committees: • Program Sub -Committee. Catherine Lamb reported for the sub -committee. In observance of Black History Month the City of College Station Historic Preservation Committee and the Senior Advisory Committee are planning a Lunch/Lecture for Wednesday, February 25th from 11:30am-1:OOpm at the College Station Conference Center, 1300 George Bush Dr. The purpose for the luncheon is to bring together individuals of all ethnicity, races, and cultures who are interested in furthering race relations in our community. There is no cost, but a reservation is necessary by Monday, February 23rd. Please call Katie Elrod at 764-3761 or Marci Rodgers at 764-6371 for more information. The Azalea Trail Tour will be held on Saturday, March 6th. Seniors are encouraged to sign-up for this day trip to Houston by Thursday, February 261h. Travel is by bus and is scheduled to leave the Teen Center at 9:OOam and return by 6:OOpm. The cost is $15.00 for a ticket and lunch is on your own. The trip includes transportation and stops at the Bayou Bend Gardens and tours of private homes and gardens in River Oaks. Lunch will be your choice of restaurants located within the River Oaks Shopping Center. V. Review, discussion and possible action concerning committee goals. Robert Meyer, Vice -Chairman, reported that he had met with Marci Rodgers to review and discuss the progress of each of the committee goals. Each month Mr. Meyer will report to the committee on the current status of each goal. Catherine Lamb made the motion that under goal six which reads: "Provide and Promote Non -Organized Areas and Activities for Seniors and Investigate and Expand Programs that Break Down Barriers between Cultures and Races ", that a 51h recommendation be added to read: Participate in VIP program with Teen Center by providing projects for youth to work with seniors. Yvonne Stevens seconded the motion. The motion passed. (Copy of Goals attached) VI. Senior Services Coordinator Report. (Report attached) Marci Rodgers asked Katherine Bennett, Teen Center Staff to report on the VIP project. Ms. Bennett reported that on Saturday, February 21S` twelve teens and two EXIT staff members went to Mr. Luke Palermo's home in North Bryan for a service project. During their stay the teens cleared leaves and sticks from his yard and filled approximately 140, 40-gallon bags with leaves. The teens had a great time and enjoyed taking breaks and jumping into the big piles of leaves they had raked! The teens that participated in this service project were able to earn points towards their VIP membership status. VIP is a trip program of eleven trips ranging from going for pizza and bowling to trips to the Houston Livestock Show and Rodeo. The Teen Center staff and Marci Rodgers are working together to coordinate service projects to help seniors in the community. Mr. Palermo's name was given to the group by Elder -Aid. On Saturday, March 131h the teens will work flower beds and clean up jobs at Lulac Oakhill. VII. Next meeting date and agenda items. Monday, March 29, 2004 • Monthly report on activities scheduled at Teen Center and number of participants • An update on the Escort Driver program • Senior discounts at athletic/fitness centers. VIII. Adjourn. The meeting was adjourned at 11:00am City of College Station Senior Advisory Committee Goals FY 2004 The purpose of the Senior Advisory Committee is to address the needs of older adults in the community. The committee members offer ideas to the Senior Services Coordinator for programs that promote the physical, social, educational, recreational and emotional well-being of older adults in the College Station area. The Senior Advisory Committee adopted the following goals for 2003-2004: 1. Develop and Implement a Senior Information Center Need: Seniors need a single location where they can get pertinent senior information Objective: Develop a facility at the EXIT (Teen Center) to be used by seniors during school hours. Recommendations: ❑ 1. Establish an office for Senior Services Coordinator ❑ 2. Develop monthly schedule of activities for Seniors at Teen Center Q 3. Purchase comfortable sofa & chairs for lobby of Teen Center (10-30-03) Q 4. Purchase display rack for brochures and information (10-30-03) Q 5. Complimentary coffee service in lobby (10-30-03) Q 6. Signage in front of building (10-30-03) 2. Develop Recommendations for Utilization of the Existing Parks and Recreation Department Headquarters Building Need: Seniors need a facility designated primarily for their needs. The Teen Center can be used temporarily. The new parks and recreation headquarters will be relocated to the new city center. When the department moves the current facility would be available for remodeling and use by the seniors. Objective: A committee was established and found the building to be an excellent facility with some modifications. Dr. Ray Reed is leading the sub -committee. Recommendations: Q 1. The Senior Advisory Committee approved the motion to pursue the use of the current Parks & Recreation Headquarters as a senior center Q 2. Schematic drawings presented by Ray Reed Q 3. Formal recommendation presented to Parks and Recreation Board on January 13, 2004 ❑ 4. The proposed building will include: a central information area in the lobby, staff offices, meeting rooms of various sizes, an elevator to the second floor, a fully equipped kitchen, a computer room, a pool room, an outdoor activity area around the building (covered patios) and various equipment including: computers, TV, VCR, tables, intercom system, and first aid station ❑ 5. All areas will be handicapped accessible 3. Encourage the Development of a Gift Program for Donations to the City of College Station Need: Develop a system to accept donations to the city from generous citizens who wish to contribute Objective: To assist in developing a program whereby citizens can contribute money or personal property as designated gifts that will enhance the City property and prestige. Recommendations: ❑ 1. Finalize a recommended donation application form ❑ 2. Develop a suggested gift list with costs ❑ 3. Suggest to the Park and Recreation Board that the City develop a City-wide gift program and appoint someone manager (possibly the City Secretary or City Forester) 4. Promote and Implement New Low Cost or Free Programs and Continue to Develop Current Programs Need: Some present programs need to be expanded and new ones developed for seniors Objective: To encourage and where possible increase participation in more activities. Recommendations: 0 1. Develop free discussion/lunch lecture series ❑ 2. Develop a monthly calendar listing all City sponsored activities ❑ 3. Expand computer course and other educational course capabilities ❑ 4. Increase organized table activities such as bridge, other card games, dominoes, scrabble and puzzles. ❑ 5. Develop more daytime socials ❑ 6. Develop outside activities such as swimming, fishing, walking, softball, tennis, horseshoes ❑ 7. Promote day trips and cultural events 5. Support and Encourage Programs that Promote Physical Fitness Need: Seniors need to be physically fit Objective: To encourage the development of programs geared for seniors Recommendations: ❑ Encourage walking ❑ Encourage increased swimming and water fitness participation ❑ Develop a video -led aerobic exercise program at the Teen Center ❑ Evaluate senior level softball and tennis teams 6. Provide and Promote Non -Organized Areas and Activities for Seniors and Investigate and Expand Programs that Break Down Barriers Between Cultures and Races Need: Many seniors are not joiners and will not participate or attend an organized program, but they will enjoy the parks and facilities Objective: To encourage the City to develop and expand activities that will encourage these seniors to come together. Recommendations: ❑ 1. To provide benches along trails where people can sit and visit ❑ 2. To provide tables outside where people can play games without formal organization. ❑ 3. To provide coffee and water ❑ 4. Continue to expand the fishing program to encourage a variety interests to participate 7. Continue to Promote Senior Programs Through Effective Marketing Need: Seniors need to be aware of opportunities available to them. Objective: To increase senior program visibility to the population once a central organization can be developed Recommendations: Q KBTX Midday Show promoting Holiday Dance Q Events listed monthly in the Golden Eagle, Datebook, Club Report Q Utilize City Utility Bill Newsletter, Press Releases, Cable Channel ❑ Promote the use of the new City of College Station website address Senior Services Coordinator Report February 2004 The Azalea Trail in Houston A senior trip is planned for Saturday, March 6, 2004. Transportation provided by a chartered bus. We will leave the Teen Center at 9:OOam and return by 6:OOpm. Cost is $15.00 by Thursday, February 26th and lunch is on your own. We will tour the Bayou Bend Gardens and private homes in River Oaks. The bus will take the group to River Oaks shopping center for lunch. A variety of restaurants are located in the center. We have limited space available. Please join us! Lunch/Lecture-In observance of Black History Month The Senior Advisory Committee and Historic Preservation Committee are working together to bring another free lunch and lecture to the community. Individuals of all ethnicity's, races and cultures interested in furthering race relations in College Station are encouraged to attend. The Luncheon is scheduled for Wednesday, February 251h from 11:30am-1:OOpm at the College Station Conference Center. To make a reservation please contact Kate Elrod at 764-3761 or Marci Rodgers at 764-6371 by Monday, February 23, 2004. Brazos Greenways Council Guided Walk A guided tour is scheduled for Thursday, March 251h at 10:00am at Wolf Pen Creek. The walk is planned for approximately 45 minutes. More information and a flyer will be available soon. Police and Fire Academy for Seniors The College Station Senior Citizen Police and Fire Academy will be offered this year from April 1 — May 201h. The course will be every Thursday at the College Station Teen Center from 9:00 — 11:30am. The course is free and designed to give an overview of the two city departments. Applications are available at the Teen Center and Police and Fire Department. Valentine Dance The Gold Medallion Club and Senior Services sponsored a Valentine Dance on Thursday, February 12th. Approximately 25 seniors attended. Door prizes were given away and a good time was had by all. February 17, 2004 Rhonda Raphael Rock Prairie P.T.O. 3400 Welsh Avenue College Station, TX 77845 Dear Mrs. Raphael: Thank you for your letter concerning the potential naming of the track at Jack and Dorothy Miller Park. In March of this year, the City Council is to consider a new policy for the naming of City facilities. When this new policy is approved, we will submit your request to the Parks and Recreation Advisory Board. Thank you for your interest in Jack and Dorothy Miller Park. If you have any further questions, I can be reached at (979) 764-3415 Sincerely, Eric Ploeger Assistant Director College Station Parks and Recreation pas copy: Steve Beachy, Director Rhonda Raphael Rock Prairie PTO 3400 Welsh Avenue College Station, Texas 77845 Ric Ploeger College Station Parks And Recreation Board 1000 Krenek Tap Road College Station, Texas 77845 Dear Board Members, The Rock Prairie PTO would like to name the track located at the Jack and Dorothy Miller Park in honor of Coach Carole Weldon. Coach Weldon has been instrumental in creating and establishing the Road Runner program utilized by the students at Rock Prairie. This is a wonderful opportunity to recognize her hard work and her visionary methods. She encourages the children to set and achieve physical goals that they normally would not do. The students have all had the joy of celebrating their accomplishments with Coach Weldon. On behalf of the PTO, would you please consider our request? Thank you. Sincerely, ql?� honda Raphael CITY OF COLLEGE STATION PARKS AND RECREATION Absence Request Form For Elected and Appointed Officers I will not be in attendance at the meeting of for the reason(s) specified: 1 Vu��,uA g 2m+E Signature This request shall be submitted to the office of the committee/board secretary prior to the meeting date. o:board/absenteeform.doc Staff Present: Steve Beachy, Director; Eric Ploeger, Assistant Director; David Gerling, Special Facilities Superintendent; Peter Lamont, Recreation Superintendent; Pamela Springfield, Staff Assistant Members Present: Glen Davis, Larry Farnsworth, Glenn Schroeder, Don Allison 1. Call to order. The meeting was called to order at 11:40 a.m., with a quorum present. 2. Discussion, consideration, and possible action regarding Parks and Recreation Department user fees. After discussion on numerous issues, the following list of items was created that needed to be addressed (no priority). The consensus was that these items would be addressed in-depth, one at a time, and that it would take several meetings to cover all of these issues. ■ Overall Fees Increases - After several years of user fee increases, Glen D. stated that he would like to see the fees remain the same unless it was an extraordinary circumstance and justification could be given as to why they should be increased. The existing fee structure would be looked at and discussed at the next meeting. ■ Credit Card Usaae - The department would have to be given authorization by City Council to accept credit cards for program registration. Once authorized, the decision would have to be made as to how the credit card fees of between 2%-3% will be paid. The City could either absorb the fees (as Utility Billing is doing), pass the fees on only to the customers using credit cards, or the program fees could be slightly increased overall to cover the credit card fees. Glenn S. felt that this issue could best be determined by the reasoning behind it. If credit cards were being accepted in order to increase registration, the city could increase fees. If it was being done for the convenience of the customer, then he felt that people paying by cash or check shouldn't be penalized. Steve Parks and Recreation Advisory Board Page 1 Fees Subcommittee Meeting March 10, 2004 would need to meet with staff in Purchasing, Finance, and the Legal Department before this issue could be resolved at a later meeting. ■ Affiliate Groups (Little Leaaue, Soccer, etc.): There were equity issues between internal city programs and the affiliated programs, which needed to be addressed. There are affiliate user groups charging their participants a fee, but not passing any of those fees on to the city, while other groups were being required to pay. Glen D. felt that if fees were going to be assessed, they should be assessed across the board. Steve suggested having the various user groups come in to discuss this. ■ Tournament Fees,: This issue dealt with fees being charged for tournaments. If a tournament comes in, the charge is the same regardless of the number of teams involved in the tournament. There is a different workload associated with the larger tournaments, which includes issues involving overtime accounts, supplies, and utilities. Some Hotel/Motel revenue is brought in from state and national tournaments, but it goes toward bid fees and to help host the event - the money doesn't go back in to the operating budget. There are a lot of tournament games being played that contribute to the wear and tear on the fields and perhaps part of the money collected from them should contribute to Field Redevelopment Fund improvements. Steve suggested setting a base number of games which could be played for the regular fee involved, with any games played over that base number being charged additional fees. This would be discussed further at a later meeting. ■ Redevelopment and Improvement Fund Balance and Fees.: The $5 redevelopment fee needed to be reviewed to see if it was still adequate. Tournaments and other sports, such as swimming, needed to be reviewed to determine whether or not they should be required to pay the fee. Fund balance information would be brought to the next meeting, along with projections for expenses. ■ Field Use by Snecial Teams (travelina teams). See next item. ■ Priority of Facilitv Use Policv: It was agreed that this item would be addressed at this meeting. Discussion followed regarding the priority for facility use by various groups and the need to establish and create a policy. The following prioritized list was developed: 1. Youth programs will supercede adult programs as a general rule; 2. City sponsored recreational leagues and programs will supercede affiliated recreational (non -city) sponsored programs; 3. CSISD / Joint User Agreement holders; 4. Affiliated user groups with executed User Agreements (such as soccer, Little League, etc.); 5. Competitive Teams (Tournament/Select teams); and Parks and Recreation Advisory Board Page 2 Fees Subcommittee Meeting March 10, 2004 6. All others. Working out scheduling issues without penalizing the city -sponsored programs was discussed. All agreed that scheduling would be done based upon the priorities established. Once a date has been passed on by the first priority group and another group secures the date, the higher priority group cannot go back and bump them. The user group meetings that are being held would continue to help with the coordination of scheduling. Based on the different levels established, staff would create a draft policy and get it out to the Subcommittee members to review before it went to the Board. 3. Adiourn. The meeting adjourned at 12:55 p.m. Parks and Recreation Advisory Board Page 3 Fees Subcommittee Meeting March 10, 2004 City of College Station Parks and Recreation Advisory Board Fees Subcommittee March, 2004 CURRENT 2004 FEES PROGRAM & PARTICIPATION NUMBERS FISCAL AND BUDGETARY POLICY STATEMENTS I. STATEMENT OF PURPOSE The broader intent of the following Fiscal and Budgetary Policy Statements is to enable the City to achieve a long- term stable and positive financial condition. The watchwords of the City's financial management include integrity, prudent stewardship, planning, accountability, and full disclosure. The more specific purpose is to provide guidelines to the Director of Fiscal Services in planning and directing the City's day-to-day financial affairs and in developing recommendations to the City Manager and City Council. The scope of these policies generally spans, among other issues, accounting, purchasing, auditing, financial reporting, internal controls, operating and capital budgeting, revenue management, cash and investment management, expenditure control, asset management, debt management, and planning concepts, in order to: A. Present fairly and with full disclosure the financial position and results of the financial operations of the City in conformity with generally accepted accounting principles (GAAP), and B. Determine and demonstrate compliance with finance related legal and contractual issues in accordance with provisions of the Texas Local Government Code and other pertinent legal documents and mandates. The City Council will annually review and approve the Fiscal and Budgetary Policy Statements as part of the budget process. II.OPERATING BUDGET A. PREPARATION. Budgeting is an essential element of the financial planning, control, and evaluation process of municipal government. The "operating budget" is the City's annual financial operating plan. The budget includes all of the operating departments of the City, the debt service fund, all capital projects funds, and the internal service funds of the City. The budgets for the General Funds and Special Revenue Funds are prepared in the Office of Budget and Strategic Planning on a modified accrual basis. Under this basis revenues are recognized when they become measurable and available to finance expenditures of the current period. Expenditures are recognized when the related fund liability is incurred with the exception of: unmatured interest on long term debt which is recognized when due, and certain compensated absences and claims and judgements such as accrued vacation leave which are recognized when the obligations are expected to be liquidated with expendable resources. The budgets for the Enterprise and Internal Service Funds are similarly prepared on the modified accrual basis where cash transactions are included in the budget presentation in lieu of non cash transactions such as depreciation. The focus is on the net change in working capital. The budget is prepared with the cooperation of all City Departments, and is submitted to the City Manager who makes any necessary changes and transmits the document to the City Council. The budget shall be presented to the City Council no later than six weeks prior to fiscal year end, and shall be enacted by the City Council on or before the twenty-seventh day of the last month of the preceding fiscal year. PROPOSED BUDGET. A proposed budget shall be prepared by the Manager with the participation of all of the City's Department Directors within the provisions of the City Charter. a. The budget shall include four basic segments for review and evaluation: (1) personnel costs, (2) base budget for operations and maintenance costs, (3) service level adjustments for increases or decreases to existing service levels, and (4) revenues. b. The budget review process shall include Council participation in the development of each of the four segments of the proposed budget and a public hearing to allow for citizen participation in the budget preparation. The budget process shall span sufficient time to address policy and fiscal issues by the Council. d. A copy of the proposed budget shall be filed with the City Secretary when it is submitted to the City Council in accordance with the provisions of the City Charter. ADOPTION. Upon the presentation of a proposed budget document to the Council, the Council shall call and publicize a public hearing. The Council will subsequently adopt by ordinance such budget as it may have been amended as the City's Annual Budget, effective for the fiscal year beginning October 1. 3. The operating budget will be submitted annually to the Government Finance Officers Association (GFOA) for evaluation and consideration for the Award for Distinguished Budget Presentation. B. BALANCED BUDGET. The operating budget will be balanced with current revenues, exclusive of beginning resources, greater than or equal to current expenditures/expenses. Excess balances shall be used as capital funds or other non -recurring expenditures. C. PLANNING. The budget process will be coordinated so as to identify major policy issues for City Council. The budget process will be a part of an overall strategic planning process for the City. D. REPORTING. Periodic financial reports will be prepared to enable the Department Directors to assess their budgetary and operational performance and to enable the Office of Management and Budget to monitor and control the budget as authorized by the City Manager. Summary financial reports will be presented to the City Council quarterly within fifteen working days after the end of each reporting period. Such reports will be in a format appropriate to enable the City Council to understand the big picture budget status. E. CONTROL. Operating expense control is addressed in Section W.C. of these Policies. F. CONTINGENT APPROPRIATION. Pursuant to Section 59 of the Charter of the City of College Station, the City will establish an adequate contingent appropriation in each of the operating funds. The expenditure for this appropriation shall be made only in cases of emergency, and a detailed account shall be recorded and reported. The proceeds shall be disbursed only by transfer to departmental appropriation. The transfer of this budget appropriation shall be under the control of the City Manager and may be distributed by him in amounts not exceeding $15,000 or such amount as shall be provided by Article 2368a V.T.C.S. as amended from time to time. Any transfer involving more than such amounts must be expressly approved in advance by the City Council. All transfers from the contingent appropriation will be evaluated using the following criteria: 1. Is the request of such an emergency nature that it must be made immediately? 2. Why was the item not budgeted in the normal budget process? 3. Why can't the transfer be made within the division or department? III. REVENUE MANAGEMENT. A. OPTIMUM CHARACTERISTICS. The City will strive for the following optimum characteristics in its revenue system: 1. SIMPLICITY. The City, where possible and without sacrificing accuracy, will strive to keep the revenue system simple in order to reduce compliance costs for the taxpayer or service recipient. A corresponding decrease in the City's cost of collection and a reduction in avoidance to pay will thus result. The City will avoid nuisance taxes or charges as revenue sources. 2. CERTAINTY. A knowledge and understanding of revenue sources increases the reliability of the revenue system. The City will understand its revenue sources and enact consistent collection policies to provide assurances that the revenue base will materialize according to budgets and plans. 3. EQUITY. The City shall make every effort to maintain equity in its revenue system; i.e., the City shall seek to minimize or eliminate all forms of subsidization between entities, funds, services, utilities, and customer classes. 4. REVENUE ADEQUACY. The City shall require that there be a balance in the revenue system; i.e., the revenue base will have the characteristic of fairness and neutrality as it applies to cost of service, willingness to pay, and ability to pay. 5. ADMINISTRATION. The benefits of a revenue source will exceed the cost of levying and collecting that revenue. The cost of collection will be reviewed annually for cost effectiveness as a part of the indirect cost and cost of service analysis. Where appropriate, the City will use the administrative processes of State or Federal collection agencies in order to reduce administrative costs. F-2 6. DIVERSIFICATION AND STABILITY. A equity balance of the fund from which monies diversified revenue system with a stable source of were provided to be invested. income shall be maintained. This will help avoid instabilities in particular revenue sources due to 5. USER -BASED FEES AND SERVICE factors such as fluctuations in the economy and CHARGES. For services associated with a user variations in the weather. Stability is achieved by fee or charge, the direct and indirect costs of that a balance between elastic and inelastic revenue service will be offset by a fee where possible. sources. There will be a review of fees and charges no less than once every three years to ensure that fees B. OTHER CONSIDERATIONS. The following. provide adequate coverage of costs of services. considerations and issues will guide the City in its User charges may be classified as "full cost revenue policies concerning specific sources of recovery," partial cost recovery," and "minimal funds: cost recovery," based upon City Council policy. 1. COSTBENEFIT OF INCENTIVES FOR a. Full fee support (80-100%) will be obtained ECONOMIC DEVELOPMENT. The City will from enterprise operations such as utilities, use due caution in the analysis of any tax or fee sanitation service, landfill, cemetery and incentives that are used to encourage licenses and permits. development. Ideally, a cost/benefit (fiscal b. Partial fee support (50-80%) will be generated impact) analysis will be performed as part of such by charges for emergency medical services, evaluation. miscellaneous licenses and fines, and all adults sports programs. 2. NON -RECURRING REVENUES. One-time or c. Minimum fee support (0-50%) will be non -recurring revenues will not be used to obtained from other parks, recreational, finance ongoing operations. Non -recurring cultural, and youth programs and activities. revenues should be used only for one-time expenditures such as long-lived capital needs. 6. ENTERPRISE FUND RATES. The City will They will not be used for budget balancing review and adopt utility rates as needed to purposes. generate revenues required to fully cover operating expenses, meet the legal restrictions of 3. PROPERTY TAX REVENUES. All real and all applicable bond covenants, and provide for an business personal property located within the City adequate level of working capital. shall be valued at 100% of the fair market value for any given year based on the current appraisal Additionally, enterprise activity rates will include supplied to the City by the Brazos County transfers to and receive credits from other funds Appraisal District. Reappraisal and reassessment as follows: shall be done at a minimum of once every three years. a. General and Administrative (G&A) Charges. G&A costs will be charged to all funds for A ninety-six and one half percent (96.5%) services of general overhead, such as collection rate shall serve each year as a administration, finance, customer billing, minimum goal for tax collections. The City personnel, data processing, engineering, legal Manager may, for budget and forecasting counsel, and other costs as appropriate. The purposes, use up to the tax rate in effect for the charges will be determined through an current year's budget. This policy will require that indirect cost allocation study following the City Manager justify a tax rate that is different accepted practices and procedures. from the current tax rate. The justification will be based on City Council directions, needs arising b. Payment for Return on Investment. The intent from voter authorized bonds, or other of this transfer is to provide a benefit to the extraordinary conditions as may arise. citizens for the ownership of the various utility operations they own. This transfer will 4. INVESTMENT INCOME. Earnings from be made in accordance with the following two investment (both interest and capital gains) of methods, not to exceed 10% of the total available monies, whether pooled or not, will be estimated operating revenues for the Water distributed to the funds in accordance with the and Waste Water funds, 10.5% for the F-3 Electric fund, and 7.0% for the Sanitation C. Fund: (1) In -Lieu -of -Franchise -Fee. In -lieu -of - franchise fee will be included as a part of the rate computation at 4% of gross sales consistent with the franchise rates charged to investor owned utilities franchised to operate within the City. D (2) Return on Investment. The Return on Investment will be calculated at 8% of total Fund Equity. INTERGOVERNMENTAL REVENUES. Reliance on intergovernmental revenues (grants) will be eliminated or reduced. Any potential grants will be examined for matching and continuation of program requirements. These revenue sources should be used only for projects and programs where operating and maintenance costs that have been included in the financial forecast and their ultimate effect on operations and revenue requirements are anticipated. CENTRAL CONTROL. Modifications within the operating categories (salaries, supplies, maintenance, services, capital etc.) can be made with approval of the City Manager. Modifications to reserve categories and interdepartmental budget totals will be done only by City Council consent with formal briefing and council action. PURCHASING. All City purchases and contracts shall conform to a competitive bidding process as set forth in Chapter 252 as amended from time to time in the Local Government Code of Texas. If the sealed competitive bidding requirement applies to the contract, the contract shall be submitted to the Council for approval. The purchase of goods or services by the City totaling $3,000 to $15,000 shall be awarded to the successful bidder through an informal bidding process culminating in the issuance of a purchase order when deemed appropriate. Any payment for the purchase of goods or services by the City at a total cost of less than $3,000 may be approved by the applicable department in accordance with the department's internal control procedures. 8. REVENUE MONITORING. Revenues as they E. PROMPT PAYMENT. All invoices approved for are received will be regularly compared to payment by the proper City authorities shall be paid budgeted revenues and variances will be within thirty (30) calendar days of receipt of goods or investigated. This process will be summarized in services or invoice date, whichever is later, in the appropriate budget report. accordance with the provisions of Article 601 f, Section 2 of the State of Texas Civil Statutes. IV. EXPENDITURE CONTROL A. APPROPRIATIONS. The point of budgetary control is at the department level in the General Fund and at the fund level in all other funds. When budget adjustments among Departments and/or funds are necessary, they must be approved by the City Council and must meet other requirements as outlined in the City Charter. Budget appropriation amendments at lower levels of control shall be made in accordance with the applicable administrative procedures. B. AMENDMENTS TO THE BUDGET. In accordance with the City Charter, the budget may be amended after the following conditions are met: 1. The City Manager certifies that there are available revenues in excess of those estimated in the Budget. 2. The City Council holds a public hearing on the supplemental appropriation. 3. The City Council approves the supplemental appropriation. The Director of Fiscal Services shall establish and maintain proper procedures which will enable the City to take advantage of all purchase discounts, when possible, except in the instance where payments can be reasonably and legally delayed in order to maximize the City's investable cash. F. RISK MANAGEMENT. The City will aggressively pursue every opportunity to provide for the Public's and City employees' safety and to manage its risks. The goal shall be to minimize the risk of loss of resources through liability claims with an emphasis on safety programs. All reasonable options will be investigated to finance risks. Such options may include risk transfer, insurance, and risk retention. Where risk is retained, reserves will be established based upon actuarial determinations and not be used for purposes other than for financing losses. G. REPORTING. Quarterly reports will be prepared showing actual expenditures compared to the original budget. V. CAPITAL BUDGET AND PROGRAM F-4 A.PREPARATION. The City's capital budget will include all capital projects funds and all capital resources. The budget will be prepared annually on a project basis. The capital budget will be prepared by the Office of Management and Budget with the involvement of responsible departments. B. CONTROL. All capital project expenditures must be appropriated in the capital budget. The Director of Fiscal Services must certify the availability of resources before any capital project contract is presented to the City Council for approval. C. PROGRAM PLANNING. The capital budget will be taken from the capital improvements project plan for future years. The planning time frame for the capital improvements project plan should normally be five years, with a minimum of at least three years. The replacement and maintenance for capital items should also be projected for the next five years. Future maintenance and operational costs will be considered so that these costs can be included as appropriate in the annual budget. D. FINANCING PROGRAMS. Where applicable, assessments, impact fees, pro-rata charges, or other fees should be used to fund capital projects which have a primary benefit to specific, identifiable property owners. Recognizing that long-term debt is usually a more expensive financing method, alternative financing sources will be explored before debt is issued. When debt is issued, it will be used to acquire major assets with expected lives which equal or exceed the average life of the debt issue. E. REPORTING. Periodic financial reports will be prepared to enable the Department Managers to manage their capital budgets and to enable the Office of Management and Budget to monitor and control the capital budget as authorized by the City Manager. Summary capital project status reports will be presented to the City Council monthly. VI. CAPITAL MAINTENANCE & REPLACEMENT The City recognizes that deferred maintenance and not anticipating capital replacements increases future capital costs. In order to address these issues, the City Council has approved a number of policies to address these issues. A. STREETS CAPITAL MAINTENANCE. AND REPLACEMENT. It is the policy of the City to fund $400,000 annually for the Strects DiVis1on within the Public Works Department to use for a residential street maintenance program. B. BUILDING CAPITAL MAINTENANCE AND REPLACEMENT. It is the policy of the City to fund $250,000 annually for major maintenance on its buildings such as roof air conditioning, flooring and other replacements. C. PARKING LOTS AND INTERNAL ROADWAYS. It is the policy of the City to fund $145,000 annually to pay for major maintenance of parking lots and internal roadways. D. TECHNOLOGY. It is the policy to plan and fund the maintenance and replacement of its computer network. The funding for the computer network is 15% (change from last year, 10%) of the original cost of the equipment. Additionally funding for additions and upgrades to the mid range systems is $90,000 annually. Major replacements for the computer systems including hardware and software will be anticipated for a five-year period and included with the capital projects lists presented in the annual budget. E. FLEET REPLACEMENT. The City has a major investment in its fleet of cars, trucks, tractors, backhoes, and other equipment. The City will anticipate replacing existing equipment, as necessary and will establish charges that are assigned to departments to account for the cost of that replacement. F. RADIOS, COPIERS, OTHER EQUIPMENT, AND TELEPHONES. The City has a major investment in its radios, copiers, and telephone equipment. As a part of the on going infrastructure maintenance and replacement, the City has anticipated the useful life of such equipment and established a means of charging the cost of replacement of that equipment to the various departments in order to recognize the city's continuing need. VII. ACCOUNTING, AUDITING, AND FINANCIAL REPORTING A. ACCOUNTING. The City is solely responsible for the recording and reporting of its financial affairs, both internally and externally. The Director of Fiscal Services is the City's Chief Fiscal Officer and is responsible for establishing the structure for the City's Chart of Accounts and for assuring that Nil procedures are in place to properly record financial transactions and report the City's financial position. B. AUDITING. 1. QUALIFICATIONS OF THE AUDITOR. In conformance with the City's Charter and according to the provisions of Texas Local Government Code, Title 4, Chapter 103, the City will be audited annually by outside independent accountants ("auditor"). The auditor must be a CPA firm of regional reputation and must demonstrate that it has the breadth and depth of staff to conduct the City's audit in accordance with generally accepted auditing standards (GAAS) and contractual requirements. The auditor must be registered as a partnership or corporation of certified public accountants, holding a license under Article 41 a-1, Section 9, of the Civil Statutes of Texas, capable of demonstrating that it has sufficient staff which will enable it to conduct the City's audit in accordance with generally accepted auditing standards as required by the City Charter and applicable state and federal laws. The auditor's report on the City's financial statements will be completed and filed with the City Secretary within 120 days of the City's fiscal year end, and the auditor will jointly review the management letter with the City Council within 30 days of its receipt by the staff. In conjunction with their review, the Director of Fiscal Services shall respond in writing to the City Manager and City Council regarding the auditor's Management Letter, addressing the issues contained therein. The Council shall schedule its formal acceptance of the auditor's report upon the resolution of any issues resulting from the joint review. 2. RESPONSIBILITY OF AUDITOR TO CITY COUNCIL. The auditor is retained by and is accountable directly to the City Council and will have access to direct communication with the City Council if the City Staff is unresponsive to auditor recommendations or if the auditor considers such communication necessary to fulfill its legal and professional responsibilities. 3. ROTATION OF AUDITOR. The City will not require an auditor rotation, but will circulate requests for proposal for audit services at least every three to five years. Year to year authorization to continue shall be done by May 31 of each year. C. FINANCIAL REPORTING. 1. EXTERNAL REPORTING. Upon the completion and acceptance of the annual audit by the City's auditors, the City shall prepare a written Comprehensive Annual Financial Report (CAFR) which shall be presented to the Council within 180 calendar days of the City's fiscal year end. Accuracy and timeliness of the CAFR are the responsibility of City staff. The CAFR shall be prepared in accordance with GAAP and shall be presented annually to the Government Finance Officer's Association (GFOA) for evaluation and consideration for the Certificate of Achievement for Excellence in Financial Reporting. If City staffing limitations preclude such timely reporting, the Director of Fiscal Services will inform the City Council of the delay and the reasons therefor. 2. INTERNAL REPORTING. The Fiscal Services Department will prepare internal financial reports, sufficient to plan, monitor, and control the City's financial affairs. Internal financial reporting objectives are addressed throughout these policies. VIII. ASSET MANAGEMENT A. INVESTMENTS. The Director of Fiscal Services shall promptly invest all City funds with the depository bank in accordance with the provisions of the current Bank Depository Agreement or in any negotiable instrument authorized by the City Council under the provisions of the Public Funds Investment Act of 1987 as amended, and in accordance with the City Council's approved Investment Policies. An investment report will be provided to the City Council quarterly. This report shall provide both summary and detailed information on the City's investment portfolio. B. CASH MANAGEMENT. The City's cash flow will be managed to maximize the cash available to invest. Such cash management will entail the centralization of cash collections, where feasible, including utility bills, building and related permits and licenses, fines, fees, and other collection offices as appropriate. Periodic review of cash flow position will be performed to determine performance of cash management and conformance to investment policies. A detailed policy structure will be followed with respect to Cash/Treasury Management. The F-6 underlying theme will be that idle cash will be the general government and are not to be used to invested with the intent to 1) safeguard assets, 2) fund operating needs of the City. GO's are maintain liquidity, and 3) maximize return. Where backed by the full faith and credit of the City as legally permitted, pooling of investments will be well as the ad valorem tax authority of the City, done. to the extent allowed by law. The term of a bond issue will not exceed the useful life of the asset(s) funded by the bond issue and will generally be C. FIXED ASSETS AND INVENTORY. These assets limited to no more than twenty (20) years. will be reasonably safeguarded and properly General obligation bonds must be authorized by a accounted for, and prudently insured. vote of the citizens of the City of College Station. A fixed asset of the City shall be defined as a 2. REVENUE BONDS (RB's). RB'S will be issued purchased or otherwise acquired piece of equipment, to provide for the capital needs of any activities vehicle, furniture, fixture, capital improvement, where the capital requirements are necessary for addition to existing capital investments, land, continuation or expansion of a service which buildings or accessioned Library materials which has produces a revenue and for which the asset may an original cost or value of at least $3,000 and a reasonably be expected to provide for a revenue useful life of more than three years. stream to fund the debt service requirements. The term of the obligation should not exceed the The City's fixed assets shall be reasonably useful life of the asset(s) to be funded by the bond safeguarded and properly accounted for and issue and will generally be limited to no more sufficiently insured. Responsibility for the than twenty (20) years. safeguarding of the City's fixed assets lies with the department director in whose department the fixed 3. CERTIFICATES OF OBLIGATION, asset is assigned. The Fiscal Services Department Contract Obligations, etc. (CO's). CO's will be shall maintain the permanent records of the City's used in order to fund capital requirements that are fixed assets including description, cost, department not otherwise covered under either revenue bonds of responsibility, date of acquisition, depreciation or general obligation bonds. Debt service for and expected useful life. The Fiscal Services CO's may be either from general revenues or Department shall also perform, periodically, an backed by a specific revenue stream or streams or inventory of assets using random sampling at the by a combination of both. Generally CO's will be department level. Such inventory shall be performed used to fund capital assets when GO's and RB's by the Director of Fiscal Services or his or her are not appropriate and when authorized under designated agent in the presence of designated law. The term of the obligation may not exceed department personnel from the responsible the useful life of the asset(s) to be funded by the department. proceeds of the debt issue and will generally be limited to no more than ten (10) years, but may D. COMPUTER SYSTEM/DATA SECURITY. The extend to twenty (20) years when the asset is of a City shall provide security of its computer system nature that its anticipated useful life exceeds 20 and data files through physical security. The years. computer system shall be in a location inaccessible to unauthorized personnel. 4. METHOD OF SALE. The City will use a competitive bidding process in the sale of bonds IX. DEBT MANAGEMENT unless the nature of the issue warrants a negotiated bid. In situations where a competitive A. DEBT ISSUANCE. The City will issue debt only for bidding process is not elected, the City will the purpose of acquiring or constructing capital publicly present the reasons why, and the City assets for the general benefit of its citizens and to will participate with the financial advisor in the allow it to fulfill its various missions as a city. Debt selection of the underwriter or direct purchaser. may be issued for the purposes of purchasing land or rights -of -way and/or improvements to land, for 5. BIDDING PARAMETERS. The notice of sale construction projects to provide for the general good, will be carefully constructed so as to ensure the or for capital equipment. best possible bid for the City, in light of the - existing market conditions and other prevailing 1. GENERAL OBLIGATION BONDS (GO's). factors. GO's will be used only to fund capital assets of F-7 C. ANALYSIS OF FINANCING ALTERNATIVES. Staff will explore alternatives to the issuance of debt for capital acquisitions and construction projects. These alternatives will include, but not be limited to, 1) grants in aid, 2) use of reserves, 3) use of current revenues, 4) contributions from developers and others, 5) leases, and 6) impact fees. D. DISCLOSURE. Full disclosure of operating costs along with capital costs will be made to the bond rating agencies and other users of financial information. The City staff, with the assistance of financial advisors and bond counsel, will prepare the necessary materials for presentation to the rating agencies, will aid in the production of Preliminary Official Statements, and will take responsibility for the accuracy of all financial information released. E. FEDERAL REQUIREMENTS. The City will maintain procedures to comply with arbitrage rebate and other Federal requirements. The unobligated fund balance in the General Fund should be at least 15% of the annual budgeted General Fund expenses. This percentage is the equivalent of 55 days expenditures. An additional amount of up to 3.0% should be maintained for extraordinary items or contingencies. Cash and investments alone should be equivalent to 30 days of operating expenditures. 2. The Enterprise Fund working capital should be maintained at 15% of total operating expenses or the equivalent of 55 days. Cash and Investments alone should be equivalent to 30 days of operations. 3. The Hotel/Motel Fund fund balance should be at least 15% of the annual budgeted expenditures. - Adequate reserves are essential due to the nature of this revenue source and the reliance organizations have on this revenue source to maintain ongoing operations. F. DEBT STRUCTURING. The City will issue bonds for 20 years or less, not to exceed the life of the asset 4. The Internal Service Funds will attain and retain acquired. fund balance/working capital balances appropriate for the fund. Some funds may need The structure should approximate level annual debt only minimal fund balance/working capital in service unless operational matters dictate otherwise order to meet the needs of the fund, while others or if market conditions indicate potential savings such as replacement and insurance funds must could result from modifying the level payment have resources sufficient to meet major annual stream. fluctuations in expenditures or long term liabilities. Consideration of market factors, such as the tax- exempt qualification, minimum tax alternative, and so forth will be given during the structuring of long- term debt instruments. X. FINANCIAL CONDITIONS, RESERVES, AND STABILITY RATIOS A. OPERATIONAL COVERAGE. (NO OPERATING DEFICITS). The City will maintain an operational coverage of 1.00, such that current operating revenues will at least equal or exceed current operating expenditures. Deferrals, short-term loans, or one-time sources will be avoided as budget balancing techniques. Reserves will be used only for emergencies or non -recurring expenditures, except when balances can be reduced because their levels exceed guideline minimums as stated in Paragraph B, following. B. OPERATING RESERVES/FUND BALANCES C. LIABILITIES AND RECEIVABLES. Procedures will be followed to maximize discounts and reduce penalties offered by creditors. Current liabilities will be paid within 30 days of the invoice date or on receipt of the goods or services, whichever is later. Accounts Receivable procedures will target collection for a maximum of 30 days from service, with any receivables aging past 120 days to go to a collection agency. The Director of Fiscal Services is authorized to write-off uncollectible accounts that are delinquent for more than 365 days, if the proper delinquency procedures have been followed. D. CAPITAL AND DEBT SERVICE FUNDS. Monies in the Capital Projects Funds will be used within 36 months of receipt. Balances will be used to generate interest income to offset increases in construction costs or other associated costs. Capital project funds are intended to be expended totally. F-8 2. Revenues in the Debt Service Fund are stable, based on property tax revenues and transfers from other funds. Remaining balances are maintained to meet contingencies and to make certain that the next year's debt service payments may be met in a timely manner. The fund balance should not fall below 81/3% (one month) of average budgeted expenditures (in line with IRS guidelines). E. INSURANCE RESERVES. Where risk is retained by the City in a self-insurance mode, a reserve will be established based upon actuarial determination. Such reserve will be used for no other purposes than for financing losses under the insurance program. XI. INTERNAL CONTROLS A. WRITTEN PROCEDURES. Wherever possible, written procedures will be established and maintained by the Director of Fiscal Services for all functions involving cash handling and/or accounting throughout the City. These procedures will embrace the general concepts of fiscal responsibility set forth in this policy statement. B. DEPTARTMENT DIRECTORS' _. RESPONSIBILITIES. Each department Director is responsible for ensuring that good internal controls are followed throughout his or her Department, that all Fiscal Services Department directives or internal controls are implemented, and that all independent auditor internal control recommendations are addressed. Departments will develop and periodically update written internal control procedures. F-9 CITY OF COLLEGE STATION PARKS & RECREATION DEPARTMENT FEES POLICY STATEMENT The citizens of College Station have made a commitment to excellence in parks facilities and recreation programs. These facilities and services require substantial expenditures by the City to ensure appropriate maintenance and effective programming. This policy is intended to insure that a proportion of these costs is recovered through user fees in an equitable manner in accordance with the City's current fiscal and budgetary policies approved by the City Council. Fees for athletic programs shall be set in accordance with the following guidelines: A. The cost of maintaining and operating athletic facilities should be borne by those who use them. In addition, in those situations where the City has responsibility for organizing and/or programming activities, participants should bear proportionate staff salaries and overhead of direct supervisors associated with the program. B. The City recognizes that it is appropriate to subsidize youth athletic and aquatics activities. Such activities contribute to educational development and to encourage leisure literacy, which are increasingly important aspects of life. Youth is defined as all individuals up to, and including, eighteen years of age. The City will absorb all maintenance and operating costs associated with facilities and the staff costs associated with organizing and/or programming activities. A fee will be assessed to cover all variable costs associated with programs such as uniforms, equipment, awards, umpires, etc. in accordance with the City's fiscal and budgetary policy statement. C. It is intended that facilities and programs should be available to all citizens and that none should be excluded because of inability to pay. The Department Director, at his/her discretion, may reduce any fee in individual cases upon evidence of financial hardship. The "Parks Bucks" program is intended to meet the majority of these cases. D. In addition to this user fee policy, the City levies a fee surcharge, which goes into an Athletic Renovation and Improvement Fund. The policy governing that fund is attached to this policy. II. Fees for the use of rental facilities shall be set to cover the cost of utilities and maintenance expenses related to that facility. Deposits may be required, as needed, to ensure proper care and clean-up is provided by user groups. Deposits may be waived when users establish a satisfactory record with the City, and will be determined on a case by case basis The fee and deposit will be waived for the College Station Independent School District per a joint use agreement. III. Aquatics, special events and instruction fees shall be set to cover all expenses directly associated with conduct of the class or event. Pool admission fees shall be set on an annual basis to recover a portion of the pools' operating expenses up to 50%. All fees shall be reviewed on an annual basis at public meetings by the Parks and Recreation Board. After receiving public input, the Board will then submit fee recommendations for the next calendar year to the City Council for final approval. Page 2 of 3 Athletic Renovation and Improvement Funds The CIP Committee recommended multiple lighting, irrigation, shade structures, pathway and backstop projects on athletic fields as part of the 1998 bond program that was approved by the City Council and the citizens. They were assured that this would restore all athletic fields to the City's desirable standard. However, the CIP Committee noted that it was unreasonable to fund these short- term projects which had an expected life of considerably less than 25 years with 25 year bonds, since future taxpayers would be paying for assets that no longer existed. The Council concurred with the Committee's strong recommendation that a surcharge should be required of all teams using athletic fields to pay for the replacement of items that have deteriorated as a result of their use, and for any improvements in the existing standard of facilities they would like to have. In response to this mandate, the Parks and Recreation Department is preparing a rolling 10 year schedule which projects the renovations and improvements required at each athletic field complex. Input from representatives of the athletic field users will be solicited in preparing this schedule. The costs of implementing the 10 year program will be calculated, with allowances made for likely future cost increases, and divided into equal annual amounts. The surcharge will be sufficient to pay each user groups' prorated share of the fields' annual renovations and improvements. This money will be retained in a separate capital fund for each athletic field complex, and will be used exclusively for renovating or improving that complex. The Parks and Recreation Department will consult with representatives from the athletic groups contributing to a fund before money can be appropriated from it. It is likely to take some months for the staff to carefully develop and cost the 10 year plans. However, it is desirable to implement the program as soon as possible, since delays will increase the surcharge amounts that will be needed in future years. This policy will be implemented on October 1,1999 at the commencement of FY2000. In lieu of the availability of the 10-year plan, the Parks and Recreation Board recommended a surcharge be leveled on each item that equates to approximately $5 per person, per season (Fall, Spring, and Summer), per team in FY2000. This will be reviewed with athletic team representatives before the FY2001 budget cycle when the rolling 10-year plan is available, and revisions, if necessary, will be made to this $5 amount to reflect the financial needs of the fields. This procedure will be replicated annually in future years. Approved by Parks & Recreation Advisory Board: April 23, 2001. Page 3 oJ3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS, APPROVING AND SETTING FEES FOR PARKS AND RECREATION ACTIVITIES. WHEREAS, the City of College Station has conducted a cost of service study to identify the full cost of service for all Parks and Recreation related facilities and services; and WHEREAS, the schedule of fees in the attached Exhibit A provides for Parks and Recreation related fees consistent with the adopted fiscal and budgetary policy; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS: PART 1: That the City Council hereby approves and adopts the Parks and Recreation fee schedule attached as Exhibit A. PART 2: That the fees provided for in the attached Exhibit A shall take effect for programs beginning after January 1, 2004. ADOPTED this 241h day of Jam, A.D. 2003 ATTEST: APPROVED: CONNIE HOOKS, City Secretary RON SILVIA, Mayor APPROVED: E-Signed by, Carla: V FRTFY Aiithantirity with Annrnva(t City Attorney 1994-2004 PARKS AND RECREATION DEPARTMENT USER FEES -- Staff ACTIVITY/FACILITY 2000 2001 2002 2003 2004 Comment ADULT SPORTS PER TEAM 1. Basketball $265 $265 Discontinue 12. Flag Football $265 $340 $340 $340 $355 13. Volleyball $130 $140 $175 $175 $175 1 14. softball I I A Play -Off League (Sprg,Sum) $356 $360 $360 $375 $390 1 1 Play -Off League (Fall) $300 1 $315 $315 $330 $345 1 1 Fast Pitch (Sprg., Sum) $375 $375 $375 $400 $400 1 1 Fast Pitch (Fall) $312 $325 $325 $340 $340 YOUTH SPORTS PER CHILD 11. Basketball $30/20/10 $30/20/10 $40/35 $40/35 $45/40 1 12. Flag Football $30/20/10 $35/25/15 $40/35 $40/35 $45/40 1 B Girl's Softball $30/20/10 $35/25/15 $40/35 $45/40 $50/45 1 I3. 4. Youth Volleyball $40/35 $40/35 $45/40 1 15. Challenger Sports .0W,$40/30/20 $15.00 $15 $15 $15 INSTRUCTION FEES PER PERSON 11. Swim Lessons $30 I $30 $35 $35 $35 12. Adv. Swim Lessons $25/15/10 $35 $40 $40 $40 13. TAAF Swim Team $80/60/40 $85/65/45 $85/75 $85/75 $85/75 1 C 14. National Jr. Tennis League $50 I $50 $50 $50 $85 I 15. Tennis Lessons (+ 1 can of balls) $35/person $35/person $40 $40 $45 i 16. Golf $45 Discontinue PAVILION RENTALS PER DAY 11. Bee Creek Pavilion $50 $75 $75 1 $75 I Monday -Thursday $75 Friday -Sunday & Holidays, _ , $100 2. Central & Southwood Pavilions 1 I Monday -Thursday $50 $75 $100 $100 $100 1 Friday $75 $100 $175 $175 $175 l D I Saturday & Sunday & Holidays $125 $175 $175 $175 $175 1 "Deposit $100 $100 13. Oaks Pavilion $SO $75 $75rW $75 1 Monday -Thursday J$75 1 Friday -Sunday & Holidays 4 $100 1 'Deposit $50 $50 14. Thomas Pavilion $15 $15 $15 $15 Discontinue WOLF PEN CREEKAMPHITHEATER i II. Private - Weekday $200 $200 $200 $200 $200 1 Private -Weekend $250 $250 $250 $250 $250 Non Commercial - Weekday $425 I $425 $425 $425 $425 E Non Commercial - Weekend $525 $525 $525 $525 $525 Professional/Commercial - Weekday $800 $800 $800 $800 $800 1 Professional/Commercial - Weekend $900 $900 $900 $900 $900 CONFERENCE CENTER (See Attached Rates) ACTIVITY/FACILITY { LINCOLN CENTER 1. Membership (19-54 yrs), per year Youth { Low Income Eligible Adult 12. Non -Member Guest Pass (youth or adult) { Non -Member Summer Rate (youth or adult) I3. *Gym (8 hr. block/day) deposit Hourly/Half Court (4 hr max) { Hourly/Full Court (4 hr max) Gym Event All Day Usage (more than 4 hrs) { Concession Usage I4. *Game Room Rental Per Hour (2 hr. min.) Deposit 15. *Teen Room Rental Per Hour (2 hr. min.) { Deposit 16. *Community Room Rental 0nax. 3 hrs) Additional per hr Deposit { Kitchen Fee 17. **Special Event Fee (Funerals, weddings,parties) 18. Miscellaneous Charges { Copies { Faxes {ATHLETIC FIELDS 1. Softball & Baseball: ** { Single field rental/day Single field rental/weekend two (2) field complex/day { two (2) field complex/weekend { three (3) field complex/day { three (3) field complex/weekend *Deposit per day/weekend four (4) field complex/dav four (4) field complex/weekend Deposit per day/weekend 2 Soccer: { One (1) field: per day { Complex: per day Complex: per weekend { Veterans Park and Athletic Complex Six (6) Fields: Per Day Per Weekend 13. Field Rentals/Per Hour (1/2/3 hrs) 14. Lights for field rentals (per hour) { RACE EQUIPMENT RENTALS 11. Printing Stop Watch 12. Stop Watch 13. Cones 00) 14. Bases, Poles, and Flagging 00) 15. Big Time Clock 16. Water Cooler 17. Ice Chest 8 Tables 9. Traffic Flags and Vests (10) stopwatch, 10 cones, 10 bases/poles and flagging, 2 wate toliwatct), 30 cones, 20 bases/poles and flagging, 6 wate stopwatch, 60 cones, 30 hases/poles and flagging, 12 2000 2001 J 2002 $15 $15 $15 $8 $10 $40 $4 $5 $5 $10 $15 $15 $1/da $Uday $30jsummer $150/8hrs $150/8hrs $200/81iours $10 $15 $15 $20 $25 $25 $.30/Chair $100 $125 $175 $0 $10 $15 Staff 2003 I 2004 Comment $15 $15 $10 $10 { $5 I $5 { $15 $15 { $1 $1 { $30 $30 j $200 $250 { $15 $20 { $25 $30 $.30/Chair $.30/Chair $175 ( $175 $15 $20 $10 $20 { I $50 $50 { 1 $10/2 hr min l $10/2 hr min $1012 hr min $10 $20 1 $50 ` $50 $50 $50 $50 { $25 $25 $30 $30 $50 $15 $20 $20 $20 $50 $50 $75 $75 $75 $0 $10 $15 $15 $20 { $150 $150 1 1 1 . •1 . 1 1 1 1 1 * ` ;� ��►�� r �.t��,»���,�,�//`rid I G H ACTIVITY/FACILITY 2000 2001 2002 iSWIMMING POOLS 1. General Admission (3 yrs & up) Hallaran/Thomas $2.00 $2.00 $2.00 Natatorium $2.00 $2.00 $2.00 Adamson $3.50 $3.50 $4.00 12. Discount Pass (25 swims) HallaranfThomas $40 $50 $85 Natatorium $40 $40 $85 'Adamson $75 $75 $85 13. Family Season Pass Hallaran/Thomas $125 $125 1 $125 Natatorium I $125 $125 $125 "Adamson $200 $200 $200 14. Individual Season Pass Hallaran/Fhomas $60 $60 $60 *Adamson $80 $80 $80 15. Babysitter Season Pass Hallaran(Thomas $30 $30 $30 `Adamson $40 $40 $40 6. Special Day Care Fee @ Adamson Lagoon Per Child I7. Pool Rental (2 hours) 4 Hallaran: 25 people or fewer $75 $75 $100 50 people or fewer $100 $100 $125 51-76 people $150 $150 $175 77-102 people $200 $200 $225 Each hour after intial 2 hours $50 $50 $75 Thomas/Natatorium: 25 people or fewer $65 $65 $90 SO people or fewer $75 $75 $100 51-76 people $100 $100 $125 77-102 people $125 $125 $150 Each hour after intial 2 hours $50 $50 $75 Adamson: 99 people or fewer $250 $250 $275 199 or fewer $300 $300 $325 299 or fewer $400 $400 $425 300+ $S00 $500 $525 Each hour after intial 2 hours $100 $100 $125 18. Pool Parties Per Person" Theme Party: Southwood and Thomas Adamson Lagoon General Party: Southwood and Thomas Adamson Lagoon Catered Theme Party. Southwood and Thomas Adamson Lagoon General Catered Party: Southwood and Thomas Adamson Lagoon Pavilion Party (Four table limit): First Table Additional tables ,9. Other Pool Fees Texas SuperGuard Competition Per Person Swim Diaper Fee Per Diaper Tube Rental Fee Deposit Locker Rental Fee Deposit junior Lifeguard Program Per Person Per Session Guard 2-13 Per Person, Per session Duck Derby (Sponsor a duck July 4th) Per Person lHoy Contest on July 4th, Per Person ,Schools Out Mov, Out" at Adamson Lagoon Pool Trout Fish Out Per Person (Ages 3 and up) Over the 5 fish Innis (Per Fhh) 10 Educational Clan, Rental ( I hour/non exuswe) 2003 $2.00 $2.00 $4.00 $40 $40 $85 $125 $125 $200 $60 $80 $30 $40 $ 2.75 $100 $125 $175 $225 $75 $90 $100 $125 $150 $75 $275 $325 $425 $525 $125 $5.75 $7.50 $4.75 $6.50 $ 7.00 $9.25 $6.25 $ 8.50 $15.00 $ 5.00 $20.00 $1.00 $1.00 $ 2.00 $1.00 $ 2.00 $55.00 $55.00 $ 3.00 $3.00 $200 00 $2.50 $ 1.50 $ 25.00 Statt 2004 I Comment $ 2.50 $ 2.00 $4.00 $50 $40 $85 $125 $125 $200 $60 $80 $30 $40 $ 2.75 $100 $125 $175 $225 $75 $90 $100 $125 $150 $75 $275 $325 $425 $525 $125 $ 5.7 5 $7.50 $4.75 $ 6.5 0 $ 7.00 $9.25 $6.25 $8.50 $15.00 $ 5.00 $20.00 $1.00 $1.00 $2.00 $1.00 $2.00 $65.00 $65.00 $3.00 $3.00 $200.00 $2 50 $1 50 $25.00 } ACTIVITY/FACILITY TEEN CENTER (THE EXIT) 1. Non Member per day 12. Membership per year 13. Meeting Room Rental Per Hour I Deposit 14. Dance/Game Room Rental Per Hour Deposit 15. `Whole Facility Rental Per Hour Deposit b. Additional Attendance Fee Per Hour 1 26-50 Attendees 1 51-100 Attendees 1 100-200 Attendees 17. Special ProvinrninA Fee VENDOR PERMITS 2000 2001 2002 Staff 2003 2004 Comment $1 $1 $10 $10 $IS $15 $50 $50 $25 $25 $So I $50 $50 $50 1 $75 $75 $10 $10 $15 $15 $20 $20 $50 1$25-$100 $50 K I Staff Comment Adult Sport Recommendations: -- Increase Adult Slow Pitch fee $15 per team to recover cost of contractually obligated A increase in officiating fees paid to the Brazos Valley Softball Umpires Association. - Increase Adult Flag Football fee $15 per team to recover cost of increasing officiating fee $1. Youth Sport Recommendations Increase Girls Fast Pitch fee $5 per player to recover cost of contractually obligated increase in officiating fees paid to the Brazos Valley Umpires Association. B - Increase Youth Basketball and Flag Football fees $5 per player to allow increase in officiating fees. These fees were to be reviewed under agreement with the Brazos Valley Softball Umpires Association. - Increase Youth Volleyball fee $5 per player to keep in line with other youth sports and offset increase in officiating fee. Instruction (Tennis Programs): C - Increase Tennis to come in line with other area programs. This includes a $5 facility replacement fee. Pavilions: - Increase both Bee Creek and Oaks Pavilions to $100 for weekends and holidays (keeping the weekday rate at $75). p - Convert Thomas Pavilion to a fist -come -first -serve facility. The rental rate has remained the same ($15) since 1994 because a) the pavilion is very small, and b) there are no restrooms unless when Thomas Pool is open. The set up and clean up for this pavilion has cost staff more money through overtime and maintenance costs than they are bringing in. E Wolf Pen Creek Amphitheater: No recommended changes for CY04. Lincoln Center: F Staff is recommending increasing fees accordingly as a result of surveying comparable community facilities. Athletic Fields: - Add fees for rental of Veterans Park and Athletic Complex Soccer Fields at $400 per G day or $700 per weekend for all six fields. This compares to the $200 per day and $350 per weekend for the three -field complex at Central Park. The softball fields can be covered through the existing fee structure. -- Add fee for liqhted field rentals, and charqe $5 per hour to operate the liqhts. H Race Equipment: - No recommended changes for CY04. Swimming Pools (Other Pool Fees): I - Increase Junior Lifeguard and Guard 2-B from $55 to $65 as a result of surveying similar community facilities. Teen Center: - Add an item entitled "Special Programming Fee." This fee is intended to provide J some limit on possible charges for existing programs that we are currently offering our customers (I.e. eXtreme EXIT and the VIP Field Trip Package), as prices for these programs can change depending upon the time that these trips are offered. K Vendor Permits: - No recommended changes for CY04. FEE CHANGES 2004 — CONFERENCE CENTER Change from 3 free tables to 5 tables free with all rooms except room 127, change from 15 free tables to 20 tables free with Room 127 Change from "Add Social fee" - to No Social Fees Change Coffee from 40 cents a cup to 50 cents a cup Change from: "All persons and civic organizations holding an event in which commercial vendors and/or exhibitors participate changes the event to a commercial rate." All commercial vendors and/or exhibitors will be charged $5.00 per table To: "Vendor Tables from $5 each to $10 each table (and will not change client to Commercial rate) Cancellation Fees: Change Cancellation from 30 to 60 days. The deposit paid to reserve the space is kept if event is cancelled less than 60 days prior to the event. Between 5pm & 6pm, based on availability charge the 2 hour rate to charge the 4hr/less rate. Change from 13 Rental Categories to Three Rental Categories: Commercial, Standard, Non -Profit Commercial: companies or businesses Standard: Individuals or groups without a non-profit status and not commercial. Non-profit: To receive this rate, you must have proof that the Internal Revenue Service has designated your organization as non-profit and provide a copy of the status for the Conference Center files Change deposit policy from: "Deposits are required on each room in order to reserve them and to assure that they are left in good condition. Deposits are refundable upon compliance with all rules and regulations and clean-up requirements by client and caterer. All checks are cashed and do not apply toward rental fees. A tentative reservation will be held for a maximum of 5 working days, and then a deposit for each room must be made in order to confirm the space. Client must have all arrangements finalized by 12:00 Noon on Thursday for weekend events. Deposits are returned within 4-6 weeks after the event." Change deposit policy to: A deposit is money paid to reserve a space. Deposits are required on each room. All checks are cashed and do not apply toward rental fees. The deposit is held to reserve the date, and to cover any damage or insufficient clean-up resulting from the event. Deposits are returned if reservation is canceled 60 days prior to the event. Deposits are refundable upon compliance with all rules and regulations and clean-up requirements by client and caterer. After the event the deposit is returned upon request within 4 to 6 weeks. Client must have all arrangements finalized by 12:00 Noon on Thursday for weekend events. April 3, 2003 o:/Budget/Fees/Fees/2004/Fee Changes 2004 — Conference Center PAVILION RENTALS 2002 Colleqe Station Bryan Other Totals/Pavilion Thomas 36 6 3 45 80/ 14% 6% Bee Creek 71 7 9 87 82/ 8% 10% Oaks 22 6 3 31 71 % 19% 10% Central 86 17 6 109 79/ 16% 5% Southwood 65 8 9 82 79% 10% 11 Totals Per Area 280 44 30 2003 College Station Bryan Other Totals/Pavilion Thomas 11 3 0 14 79% 21% 0% Bee Creek 30 0 2 32 94% 0% 6% Oaks 9 1 1 11 82% 9% 9% Central 33 8 3 44 75% 18% 7% Southwood 21 3 2 26 80% 12% 8% Totals Per Area 104 15 8 . "» : "' 2003 ATHLETIC FIELD STATUS & UTILIZATION City Operated Programs 2004 FEES Field Redevelopment Fee Citv Fee 1. Adult Softball (6 lighted fields) Slow Pitch Spring 160 teams, 2,240 players $75 $315 / Team Summer 171 teams, 2,394 players $75 $315 / Team Fall 158 teams, 2,212 players $75 $270 / Team Fast Pitch Spring 0 teams $75 $325 / Team Summer 11 teams, 154 players $75 $325 / Team Fall 3 teams, 42 players $75 $265 / Team 2. Girls Softball (3 lighted fields) Fast Pitch Spring 25 teams, 257 players $5 $45/$40 / Person Fall 20 teams, 207 players $5 $45/$40 / Person Travel Teams 17 teams, 221 players 3. Adult Flag Football (2 lighted fields) Fall 9 teams, 117 players $75/Team $280 / Team 4. Youth Flag Football (5 lighted fields) Fall 40 teams, 345 fields $5/Person $40/$35 / Person 5. Youth Basketball (7 CSISD gyms) Winter 90 teams, 700 players $0 $45/$40 /Person 6. Adult Volleyball (4 gyms) Spring 25 teams, 200 players $0 $175 / Team Summer 24 teams, 192 players $0 $175 / Team Fall 22 teams, 176 players $0 $175 / Team Winter 26 teams, 208 players $0 $175 / Team 7. Youth Volleyball (4 gyms) Summer 14 teams, 125 players $0 $45/$40 /Person 8. TAAF Swim Team Summer 235 swimmers $0 $85/$75 /Person 9. Challenger Series Soccer 30 players $0 $15 / Person Basketball 51 players $0 $15 / Person Bowling 37 players $0 $15 / Person City Assisted Programs 2004 FEES Field Redevelopment Fee Citv Fee 1. College Station Soccer Club $5 / Person $0 (18 fields spring, 25 fields fall) $5 / Person $0 Spring 1,179 players Fall 1,194 players 2. Aggieland Soccer Club (5 fields fall) Fall 22 teams, 330 players $5 / Person $0 3. Bryan/College Station Soccer Club (8 fields) Spring 26 teams, 390 players $75 / Team $10 / game Summer 24 teams, 360 players $75 / Team $10 / game Fall 24 teams, 360players $75 / Team $10 / game 4. College Station Little League (9 lighted fields) Spring 873 players $5 / Person $0 5. Travel, Softball, Baseball and Non -allied Soccer Field Rentals $0 $10 for the first hour, $5 for each additional hour or $60 per day Lights N/A $5 per hour Non League User Fee (2-hour max) 30 Practices (lights extra) $75 $200 45 Practices (lights extra) $75 $300 Athletic Facility Inventory 1. Softball Fields Adult Central Park Veterans Park and Athletic Complex Youth Jane Pulley Softball Fields Lemontree Park 2. Soccer Fields Adult/Youth Anderson Park Central Park* Southwood Valley Athletic Park Veterans Park and Athletic Complex* Four lighted fields Two lighted fields Two lighted 1 - fields One lighted field Five fields, no lights Three fields, no lights Five fields, two with lights Six fields, two with lights Central Park three adult fields were subdivided into nine fields and Veterans Park and Athletic Complex six adult fields were subdivided into eight fields, by agreement with College Station Soccer Club, Aggieland Soccer and Bryan College Station Soccer League. 3. Baseball Fields Southwood Valley Athletic Park six lighted fields Wayne Smith Park three lighted fields COLLEGE STATION PARKS AND RECREATION DEPARTMENT ACTIVITY FEE WORKSHEET - 2004 YEAR I. ACTIVITY Season Dates: Estimated # of Teams/Participants: Estimated # of Games: Required # of Teams/Participants: Facility Required: Proposed Fee: II. SUPERVISION A. Supervisor Fee/Participant * $0.00 B. Required # of Participant 0 Supervision Total (A*B) $0.00 *Based on 50% of Athletics Supervisor and Assistant Athletic Supervisor's salary divided by total # of required participants for all adult sports III. MAINTENANCE A. Fertilization 1. Acreage of athletic field 0 2. Application rate 0 3. Rate divided by 2,000lbs/ton 0 4. Price per ton 5. # of applications Subtotal Fertilization (1*(2/3)*4*5) $0.00 B. Athletic Field Mowing 1. Equipment cost per hour 2. Labor cost per hour 3. Hours required to mow facility/week 4. Weeks per season Subtotal Mowing [(1+2)*3*4] $0.00 O:IBOARDISubcommittees Veeslactivity fee worksheet 2004 C. Irrigation 1. Application rate (gallons per hour) 2. Rate x 27,1545 gallons/acre 0 3. Acreage of Athletic Field 4. Weeks per season 5. Divided by 1000 gallons 6. Rate per thousand gallons Subtotal Irrigation [{(1*2*3*4)/5}*6 $0.00 ex. Drag and Line Subtotal Miscellaneous $0.00 TOTAL MAINTENANCE $0.00 IV. UTILITIES A. Electric 1. Watts per light 0 2. Divided by 1000 (gives kilowatts) 0 3. Number of lights per field 0 4. Number of fields 0 5. Cost per kilowatt hour $0.00 6. Hours per night 0 7. Nights per season 0 Subtotal Electric [(1/2)*3*4*5] $0.00 V. STAFF B. Gas 0 Subtotal Gas $0.00 TOTAL UTILITIES (A+B) $0.00 A. Officials 1. # of Officials 0 2. Salary per Official $0.00 3. # of Games per week 0 4. Weeks per season 0 Subtotal Officials (1*2*3*4) $0.00 O:IBOARDISubcommitteeslfeeslactivity fee worksheet 2004 B. Scorekeepers 1. # of Scorekeepers 0 2. Salary per Scorekeeper $0.00 3. # of Games per week 0 4. Weeks per Season 0 Subtotal Scorekeepers (1*2*3*4) $0.00 C. Athletic Assistance 1. # of Assistants 0 2. Salary per Assistant $0.00 3. Hours per day 0 4. Days per week 0 5. Weeks per season 0 Subtotal Assistants (1*2*3*4*5) $0.00 TOTAL STAFF (A+B+C) $0.00 VI. REGISTRATION FEES 1. ASA 0 2. TAAF 0 3. TAAF Region 5 0 4. Total Number of Teams/Participants 0 TOTAL REGISTRATION (1+2+3)*4 $0.00 VII. EQUIPMENT AND AWARDS A. Equipment Subtotal Equipment $0.00 B. Awards $0.00 Subtotal Awards $0.00 TOTAL EQUIPMENT AND AWARDS: $0.00 O:IBOARDISubcommittees Veeslactivity fee worksheet 2004 TOTAL COSTS Direct Costs SUPERVISION MAINTENANCE UTILITIES STAFF REGISTARTION FEES EQUIPMENT AND AWARDS Direct Costs OVERHEAD (12% DIRECT COSTS) Per Jeff Kersten TOTAL COSTS RECOMMENDED FEES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 ilmc $0.00 Minimum Fee (Per Council and Parks Board Policy) Total Cost $0.00 Minimum Percentage recovery 50% Number of Teams/Participants 0 Plus Field Redevelopment Fee (if applicable) $75.00 Minimum Fee #DIV/0! Maximum Fee (Per Council and Parks Board Policy) Total Cost $0.00 Minimum Percentage recovery 80% Number of Teams/Participants 0 Plus Field Redevelopment Fee (if applicable) $75.00 Maximum Fee #DIV/0! Current Fee: O:IBOARDISubcommitteeslfeeslactivity fee worksheet 2004 City of College Station Parks and Recreation Advisory Board Fees Subcommittee March, 2004 FISCAL AND BUDGETARY POLICY STATEMENTS I. STATEMENT OF PURPOSE The broader intent of the following Fiscal and Budgetary Policy Statements is to enable the City to achieve a long- term stable and positive financial condition. The watchwords of the City's financial management include integrity, prudent stewardship, planning, accountability, and full disclosure. The more specific purpose is to provide guidelines to the Director of Fiscal Services in planning and directing the City's day-to-day financial affairs and in developing recommendations to the City Manager and City Council. The scope of these policies generally spans, among other issues, accounting, purchasing, auditing, financial reporting, internal controls, operating and capital budgeting, revenue management, cash and investment management, expenditure control, asset management, debt management, and planning concepts, in order to: A. Present fairly and with full disclosure the financial position and results of the financial operations of the City in conformity with generally accepted accounting principles (GAAP), and B. Determine and demonstrate compliance with finance related legal and contractual issues in accordance with provisions of the Texas Local Government Code and other pertinent legal documents and mandates. The City Council will annually review and approve the Fiscal and Budgetary Policy Statements as part of the budget process. It. OPERATING BUDGET A. PREPARATION. Budgeting is an essential element of the financial planning, control, and evaluation process of municipal government. The "operating budget" is the City's annual financial operating plan. The budget includes all of the operating departments of the City, the debt service fund, all capital projects funds, and the internal service funds of the City. The budgets for the General Funds and Special Revenue Funds are prepared in the Office of Budget and Strategic Planning on a modified accrual basis. Under this basis revenues are recognized when they become measurable and available to finance expenditures of the current period. Expenditures are recognized when the related fund liability is incurred with the exception of: unmatured interest on long term debt which is recognized when due, and certain compensated absences and claims and judgements such as accrued vacation leave which are recognized when the obligations are expected to be liquidated with expendable resources. The budgets for the Enterprise and Internal Service Funds are similarly prepared on the modified accrual basis where cash transactions are included in the budget presentation in lieu of non cash transactions such as depreciation. The focus is on the net change in working capital. The budget is prepared with the cooperation of all City Departments, and is submitted to the City Manager who makes any necessary changes and transmits the document to the City Council. The budget shall be presented to the City Council no later than six weeks prior to fiscal year end, and shall be enacted by the City Council on or before the twenty-seventh day of the last month of the preceding fiscal year. 1. PROPOSED BUDGET: A proposed budget shall be prepared by the Manager with the participation of all of the City's Department Directors within the provisions of the City Charter. a. The budget shall include four basic segments for review and evaluation: (1) personnel costs, (2) base budget for operations and maintenance costs, (3) service level adjustments for increases or decreases to existing service levels, and (4) revenues. b. The budget review process shall include Council participation in the development of each of the four segments of the proposed budget and a public hearing to allow for citizen participation in the budget preparation. c. The budget process shall span sufficient time to address policy and fiscal issues by the Council. d. A copy of the proposed budget shall be filed with the City Secretary when it is submitted to the City Council in accordance with the provisions of the City Charter. 2. ADOPTION_ Upon the presentation of a proposed budget document to the Council, the F-1 Council shall call and publicize a public hearing. The Council will subsequently adopt by ordinance such budget as it may have been amended as the City's Annual Budget, effective for the fiscal year beginning October 1. 3. The operating budget will be submitted annually to the Government Finance Officers Association (GFOA) for evaluation and consideration for the Award for Distinguished Budget Presentation. B. BALANCED BUDGET. The operating budget will be balanced with current revenues, exclusive of beginning resources, greater than or equal to current expenditures/expenses. Excess balances shall be used as capital funds or other non -recurring expenditures. C. PLANNING. The budget process will be coordinated so as to identify major policy issues for City Council. The budget process will be a part of an overall strategic planning process for the City. D. REPORTING. Periodic financial reports will be prepared to enable the Department Directors to assess their budgetary and operational performance and to enable the Office of Management and Budget to monitor and control the budget as authorized by the City Manager. Summary financial reports will be presented to the City Council quarterly within fifteen working days after the end of each reporting period. Such reports will be in a format appropriate to enable the City Council to understand the big picture budget status. E. CONTROL. Operating expense control is addressed in Section IV.C. of these Policies. F. CONTINGENT APPROPRIATION. Pursuant to Section 59 of the Charter of the City of College Station, the City will establish an adequate contingent appropriation in each of the operating funds. The expenditure for this appropriation shall be made only in cases of emergency, and a detailed account shall be recorded and reported. The proceeds shall be disbursed only by transfer to departmental appropriation. The transfer of this budget appropriation shall be under the control of the City Manager and may be distributed by him in amounts not exceeding $15,000 or such amount as shall be provided by Article 2368a V.T.C.S. as amended from time to time. Any transfer involving more than such amounts must be expressly approved in advance by the City Council. All transfers from the contingent appropriation will be evaluated using the following criteria: 1. Is the request of such an emergency nature that it must be made immediately? Why was the item not budgeted in the normal budget process? 3. Why can't the transfer be made within the division or department? III. REVENUE MANAGEMENT. A. OPTIMUM CHARACTERISTICS. The City will strive for the following optimum characteristics in its revenue system: 1. SIMPLICITY. The City, where possible and without sacrificing accuracy, will strive to keep the revenue system simple in order to reduce compliance costs for the taxpayer or service recipient. A corresponding decrease in the City's cost of collection and a reduction in avoidance to pay will thus result. The City will avoid nuisance taxes or charges as revenue sources. 2. CERTAINTY. A knowledge and understanding of revenue sources increases the reliability of the revenue system. The City will understand its revenue sources and enact consistent collection policies to provide assurances that the revenue base will materialize according to budgets and plans. 3. EQUITY. The City shall make every effort to maintain equity in its revenue system; i.e., the City shall seek to minimize or eliminate all forms of subsidization between entities, funds, services, utilities, and customer classes. 4. REVENUE ADEQUACY. The City shall require that there be a balance in the revenue system; i.e., the revenue base will have the characteristic of fairness and neutrality as it applies to cost of service, willingness to pay, and ability to pay. 5. ADMINISTRATION. The benefits of a revenue source will exceed the cost of levying and collecting that revenue. The cost of collection will be reviewed annually for cost effectiveness as a part of the indirect cost and cost of service analysis. Where appropriate, the City will use the administrative processes of State or Federal collection agencies in order to reduce administrative costs. F-2 6. DIVERSIFICATION AND STABILITY. A diversified revenue system with a stable source of income shall be maintained. This will help avoid instabilities in particular revenue sources due to factors such as fluctuations in the economy and variations in the weather. Stability is achieved by a balance between elastic and inelastic revenue sources. B. OTHER CONSIDERATIONS. The following. considerations and issues will guide the City in its revenue policies concerning specific sources of funds: 1. COST/BENEFIT OF INCENTIVES FOR ECONOMIC DEVELOPMENT. The City will use due caution in the analysis of any tax or fee incentives that are used to encourage development. Ideally, a costibenefit (fiscal impact) analysis will be performed as part of such evaluation. 2. NON -RECURRING REVENUES. One-time or non -recurring revenues will not be used to finance ongoing operations. Non -recurring revenues should be used only for one-time expenditures such as long-lived capital needs. They will not be used for budget balancing purposes. 3. PROPERTY TAX REVENUES. All real and business personal property located within the City shall be valued at 100% of the fair market value for any given year based on the current appraisal supplied to the City by the Brazos County Appraisal District. Reappraisal and reassessment shall be done at a minimum of once every three years. A ninety-six and one half percent (96.5%) collection rate shall serve each year as a minimum goal for tax collections. The City Manager may, for budget and forecasting purposes, use up to the tax rate in effect for the current year's budget. This policy will require that the City Manager justify a tax rate that is different from the current tax rate. The justification will be based on City Council directions, needs arising from voter authorized bonds, or other extraordinary conditions as may arise. 4. INVESTMENT INCOME. Earnings from investment (both interest and capital gains) of available monies, whether pooled or not, will be distributed to the funds in accordance with the equity balance of the fund from which monies were provided to be invested. 5. USER -BASED FEES AND SERVICE CHARGES. For services associated with a user fee or charge, the direct and indirect costs of that service will be offset by a fee where possible. There will be a review of fees and charges no less than once every three years to ensure that fees provide adequate coverage of costs of services. User charges may be classified as "full cost recovery," partial cost recovery," and "minimal cost recovery," based upon City Council policy. a. Full fee support (80-100%) will be obtained from enterprise operations such as utilities, sanitation service, landfill, cemetery and licenses and permits. b. Partial fee support (50-80%) will be generated by charges for emergency medical services, miscellaneous licenses and fines, and all adults sports programs. c. Minimum fee support (0-50%) will be obtained from other parks, recreational, cultural, and youth programs and activities. 6. ENTERPRISE FUND RATES. The City will review and adopt utility rates as needed to generate revenues required to fully cover operating expenses, meet the legal restrictions of all applicable bond covenants, and provide for an adequate level of working capital. Additionally, enterprise activity rates will include transfers to and receive credits from other funds as follows: a. General and Administrative (G&A) Charges. G&A costs will be charged to all funds for services of general overhead, such as administration, finance, customer billing, personnel, data processing, engineering, legal counsel, and other costs as appropriate. The charges will be determined through an indirect cost allocation study following accepted practices and procedures. b. Payment for Return on Investment. The intent of this transfer is to provide a benefit to the citizens for the ownership of the various utility operations they own. This transfer will be made in accordance with the following two methods, not to exceed 10% of the total estimated operating revenues for the Water and Waste Water funds, 10.5% for the F-3 Electric fund, and 7.0% for the Sanitation C. CENTRAL CONTROL. Modifications within the Fund: operating categories (salaries, supplies, maintenance, services, capital etc.) can be made with approval of (1) In -Lieu -of -Franchise -Fee. In -lieu -of- the City Manager. Modifications to reserve franchise fee will be included as a part of categories and interdepartmental budget totals will be the rate computation at 4% of gross sales done only by City Council consent with formal consistent with the franchise rates charged briefing and council action. to investor owned utilities franchised to operate within the City. D. PURCHASING. All City purchases and contracts shall conform to a competitive bidding process as set (2) Return on Investment. The Return on forth in Chapter 252 as amended from time to time in Investment will be calculated at 8% of the Local Government Code of Texas. If the sealed total Fund Equity. competitive bidding requirement applies to the contract, the contract shall be submitted to the 7. INTERGOVERNMENTAL REVENUES. Council for approval. The purchase of goods or Reliance on intergovernmental revenues (grants) services by the City totaling $3,000 to $15,000 shall will be eliminated or reduced. Any potential be awarded to the successful bidder through an grants will be examined for matching and informal bidding process culminating in the issuance continuation of program requirements. These of a purchase order when deemed appropriate. revenue sources should be used only for projects and programs where operating and maintenance Any payment for the purchase of goods or services costs that have been included in the financial by the City at a total cost of less than $3,000 may be forecast and their ultimate effect on operations approved by the applicable department in accordance and revenue requirements are anticipated. with the department's internal control procedures. 8. REVENUE MONITORING. Revenues as they E. PROMPT PAYMENT. All invoices approved for are received will be regularly compared to payment by the proper City authorities shall be paid budgeted revenues and variances will be within thirty (30) calendar days of receipt of goods or investigated. This process will be summarized in services or invoice date, whichever is later, in the appropriate budget report. accordance with the provisions of Article 601f, Section 2 of the State of Texas Civil Statutes. IV. EXPENDITURE CONTROL A. APPROPRIATIONS. The point of budgetary control is at the department level in the General Fund and at the fund level in all other funds. When budget adjustments among Departments and/or funds are necessary, they must be approved by the City Council and must meet other requirements as outlined in the City Charter. Budget appropriation amendments at lower levels of control shall be made in accordance with the applicable administrative procedures. B. AMENDMENTS TO THE BUDGET. In accordance with the City Charter, the budget may be amended after the following conditions are met: 1. The City Manager certifies that there are available revenues in excess of those estimated in the Budget. 2. The City Council holds a public hearing on the supplemental appropriation. 3. The City Council approves the supplemental appropriation. The Director of Fiscal Services shall establish and maintain proper procedures which will enable the City to take advantage of all purchase discounts, when possible, except in the instance where payments can be reasonably and legally delayed in order to maximize the City's investable cash. F. RISK MANAGEMENT. The City will aggressively pursue every opportunity to provide for the Public's and City employees' safety and to manage its risks. The goal shall be to minimize the risk of loss of resources through liability claims with an emphasis on safety programs. All reasonable options will be investigated to finance risks. Such options may include risk transfer, insurance, and risk retention. Where risk is retained, reserves will be established based upon actuarial determinations and not be used for purposes other than for financing losses. G. REPORTING. Quarterly reports will be prepared showing actual expenditures compared to the original budget. V. CAPITAL BUDGET AND PROGRAM F-4 A.PREPARATION. The City's capital budget will include all capital projects funds and all capital - resources. The budget will be prepared annually on a project basis. The capital budget will be prepared by the Office of Management and Budget with the involvement of responsible departments. B. CONTROL. All capital project expenditures must be appropriated in the capital budget. The Director of Fiscal Services must certify the availability of resources before any capital project contract is presented to the City Council for approval. C. PROGRAM PLANNING. The capital budget will be taken from the capital improvements project plan for future years. The planning time frame for the capital improvements project plan should normally be five years, with a minimum of at least three years. The replacement and maintenance for capital items should also be projected for the next five years. Future maintenance and operational costs will be considered so that these costs can be included as appropriate in the annual budget. D. FINANCING PROGRAMS. Where applicable, assessments, impact fees, pro-rata charges, or other fees should be used to fund capital projects which have a primary benefit to specific, identifiable property owners. within the Public Works Department to use for a residential street maintenance program. B. BUILDING CAPITAL MAINTENANCE AND REPLACEMENT. It is the policy of the City to fund $250,000 annually for major maintenance on its buildings such as roof air conditioning, flooring and other replacements. C. PARKING LOTS AND INTERNAL ROADWAYS. It is the policy of the City to fund $145,000 annually to pay for major maintenance of parking lots and internal roadways. D. TECHNOLOGY. It is the policy to plan and fund the maintenance and replacement of its computer network. The funding for the computer network is 15% (change from last year, 10%) of the original cost of the equipment. Additionally funding for additions and upgrades to the mid range systems is $90,000 annually. E. Recognizing that long-term debt is usually a more expensive financing method, alternative financing sources will be explored before debt is issued. When debt is issued, it will be used to acquire major assets with expected lives which equal or exceed the average life of the debt issue. F. E. REPORTING. Periodic financial reports will be prepared to enable the Department Managers to manage their capital budgets and to enable the Office of Management and Budget to monitor and control the capital budget as authorized by the City Manager. Summary capital project status reports will be presented to the City Council monthly. VI. CAPITAL MAINTENANCE & REPLACEMENT The City recognizes that deferred maintenance and not anticipating capital replacements increases future capital costs. In order to address these issues, the City Council has approved a number of policies to address these issues. A. STREETS CAPITAL MAINTENANCE AND REPLACEMENT. It is the policy of the City to fund $400,000 annually for the Streets Division Major replacements for the computer systems including hardware and software will be anticipated for a five-year period and included with the capital projects lists presented in the annual budget. FLEET REPLACEMENT. The City has a major investment in its fleet of cars, trucks, tractors, backhoes, and other equipment. The City will anticipate replacing existing equipment, as necessary and will establish charges that are assigned to departments to account for the cost of that replacement. RADIOS, COPIERS, OTHER EQUIPMENT, AND TELEPHONES. The City has a major investment in its radios, copiers, and telephone equipment. As a part of the on going infrastructure maintenance and replacement, the City has anticipated the useful life of such equipment and established a means of charging the cost of replacement of that equipment to the various departments in order to recognize the city's continuing need. VII. ACCOUNTING, AUDITING, AND FINANCIAL REPORTING A. ACCOUNTING. The City is solely responsible for the recording and reporting of its financial affairs, both internally and externally. The Director of Fiscal Services is the City's Chief Fiscal Officer and is responsible for establishing the structure for the City's Chart of Accounts and for assuring that F-5 procedures are in place to properly record financial transactions and report the City's financial position. B. AUDITING. QUALIFICATIONS OF THE AUDITOR_ In conformance with the City's Charter and according to the provisions of Texas Local Government Code, Title 4, Chapter 103, the City will be audited annually by outside independent accountants ("auditor"). The auditor must be a CPA firm of regional reputation and must demonstrate that it has the breadth and depth of staff to conduct the City's audit in accordance with generally accepted auditing standards (GAAS) and contractual requirements. The auditor must be registered as a partnership or corporation of certified public accountants, holding a license under Article 41 a-1, Section 9, of the Civil Statutes of Texas, capable of demonstrating that it has sufficient staff which will enable it to conduct the City's audit in accordance with generally accepted auditing standards as required by the City Charter and applicable state and federal laws. The auditor's report on the City's financial statements will be completed and filed with the City Secretary within 120 days of the City's fiscal year end, and the auditor will jointly review the management letter with the City Council within 30 days of its receipt by the staff. In conjunction with their review, the Director of Fiscal Services shall respond in writing to the City Manager and City Council regarding the auditor's Management Letter, addressing the issues contained therein. The Council shall schedule its formal acceptance of the auditor's report upon the resolution of any issues resulting from the joint review. 2. RESPONSIBILITY OF AUDITOR TO CITY COUNCIL. The auditor is retained by and is accountable directly to the City Council and will have access to direct communication with the City Council if the City Staff is unresponsive to auditor recommendations or if the auditor considers such communication necessary to fulfill its legal and professional responsibilities. ROTATION OF AUDITOR. The City will not require an auditor rotation, but will circulate requests for proposal for audit services at least every three to five years. Year to year authorization to continue shall be done by May 31 of each year. C. FINANCIAL REPORTING. EXTERNAL REPORTING. Upon the completion and acceptance of the annual audit by the City's auditors, the City shall prepare a written Comprehensive Annual Financial Report (CAFR) which shall be presented to the Council within 180 calendar days of the City's fiscal year end. Accuracy and timeliness of the CAFR are the responsibility of City staff. The CAFR shall be prepared in accordance with GAAP and shall be presented annually to the Government Finance Officer's Association (GFOA) for evaluation and consideration for the Certificate of Achievement for Excellence in Financial Reporting. If City staffing limitations preclude such timely reporting, the Director of Fiscal Services will inform the City Council of the delay and the reasons therefor. 2. INTERNAL REPORTING. The Fiscal Services Department will prepare internal financial reports, sufficient to plan, monitor, and control the City's financial affairs. Internal financial reporting objectives are addressed throughout these policies. VIII. ASSET MANAGEMENT A. INVESTMENTS. The Director of Fiscal Services shall promptly invest all City funds with the depository bank in accordance with the provisions of the current Bank Depository Agreement or in any negotiable instrument authorized by the City Council under the provisions of the Public Funds Investment Act of 1987 as amended, and in accordance with the City Council's approved Investment Policies. An investment report will be provided to the City Council quarterly. This report shall provide both summary and detailed information on the City's investment portfolio. B. CASH MANAGEMENT. The City's cash flow will be managed to maximize the cash available to invest. Such cash management will entail the centralization of cash collections, where feasible, including utility bills, building and related permits and licenses, fines, fees, and other collection offices as appropriate. Periodic review of cash flow position will be performed to determine performance of cash management and conformance to investment policies. A detailed policy structure will be followed with respect to Cash/Treasury Management. The F-6 underlying theme will be that idle cash will be invested with the intent to 1) safeguard assets, 2) maintain liquidity, and 3) maximize return. Where legally permitted, pooling of investments will be done. C. FIXED ASSETS AND INVENTORY. These assets will be reasonably safeguarded and properly accounted for, and prudently insured. A fixed asset of the City shall be defined as a purchased or otherwise acquired piece of equipment, vehicle, furniture, fixture, capital improvement, addition to existing capital investments, land, buildings or accessioned Library materials which has an original cost or value of at least $3,000 and a useful life of more than three years. The City's fixed assets shall be reasonably safeguarded and properly accounted for and sufficiently insured. Responsibility for the safeguarding of the City's fixed assets lies with the department director in whose department the fixed asset is assigned. The Fiscal Services Department shall maintain the permanent records of the City's fixed assets including description, cost, department of responsibility, date of acquisition, depreciation and expected useful life. The Fiscal Services Department shall also perform, periodically, an inventory of assets using random sampling at the department level. Such inventory shall be performed by the Director of Fiscal Services or his or her designated agent in the presence of designated department personnel from the responsible department. D. COMPUTER SYSTEM/DATA SECURITY. The City shall provide security of its computer system and data files through physical security. The computer system shall be in a location inaccessible to unauthorized personnel. IX. DEBT MANAGEMENT A. DEBT ISSUANCE. The City will issue debt only for the purpose of acquiring or constructing capital assets for the general benefit of its citizens and to allow it to fulfill its various missions as a city. Debt may be issued for the purposes of purchasing land or rights -of -way and/or improvements to land, for construction projects to provide for the general good, or for capital equipment. 1. GENERAL OBLIGATION BONDS (GO's). GO's will be used only to fund capital assets of the general government and are not to be used to fund operating needs of the City. GO's are backed by the full faith and credit of the City as well as the ad valorem tax authority of the City, to the extent allowed by law. The term of a bond issue will not exceed the useful life of the asset(s) funded by the bond issue and will generally be limited to no more than twenty (20) years. General obligation bonds must be authorized by a vote of the citizens of the City of College Station. 2. REVENUE BONDS (RB's). RB'S will be issued to provide for the capital needs of any activities where the capital requirements are necessary for continuation or expansion of a service which produces a revenue and for which the asset may reasonably be expected to provide for a revenue stream to fund the debt service requirements. The term of the obligation should not exceed the useful life of the asset(s) to be funded by the bond issue and will generally be limited to no more than twenty (20) years. 3. CERTIFICATES OF OBLIGATION, Contract Obligations, etc. (CO's). CO's will be used in order to fund capital requirements that are not otherwise covered under either revenue bonds or general obligation bonds. Debt service for CO's may be either from general revenues or backed by a specific revenue stream or streams or by a combination of both. Generally CO's will be used to fund capital assets when GO's and RB's are not appropriate and when authorized under law. The term of the obligation may not exceed the useful life of the asset(s) to be funded by the proceeds of the debt issue and will generally be limited to no more than ten (10) years, but may extend to twenty (20) years when the asset is of a nature that its anticipated useful life exceeds 20 years. 4. METHOD OF SALE. The City will use a competitive bidding process in the sale of bonds unless the nature of the issue warrants a negotiated bid. In situations where a competitive bidding process is not elected, the City will publicly present the reasons why, and the City will participate with the financial advisor in the selection of the underwriter or direct purchaser. 5. BIDDING PARAMETERS. The notice of sale will be carefully constructed so as to ensure the best possible bid for the City, in light of the existing market conditions and other prevailing factors. F-7 C. ANALYSIS OF FINANCING ALTERNATIVES. Staff will explore alternatives to the issuance of debt for capital acquisitions and construction projects. These alternatives will include, but not be limited to, 1) grants in aid, 2) use of reserves, 3) use of current revenues, 4) contributions from developers and others, 5) leases, and 6) impact fees. D. DISCLOSURE. Full disclosure of operating costs along with capital costs will be made to the bond rating agencies and other users of financial information. The City staff, with the assistance of financial advisors and bond counsel, will prepare the necessary materials for presentation to the rating agencies, will aid in the production of Preliminary Official Statements, and will take responsibility for the accuracy of all financial information released. E. FEDERAL REQUIREMENTS. The City will maintain procedures to comply with arbitrage rebate and other Federal requirements. The unobligated fund balance in the General Fund should be at least 15% of the annual budgeted General Fund expenses. This percentage is the equivalent of 55 days expenditures. An additional amount of up to 3.0% should be maintained for extraordinary items or contingencies. Cash and investments alone should be equivalent to 30 days of operating expenditures. 2. The Enterprise Fund working capital should be maintained at 15% of total operating expenses or the equivalent of 55 days. Cash and Investments alone should be equivalent to 30 days of operations. The Hotel/Motel Fund fund balance should be at least 15% of the annual budgeted expenditures. - Adequate reserves are essential due to the nature of this revenue source and the reliance organizations have on this revenue source to maintain ongoing operations. F. DEBT STRUCTURING. The City will issue bonds for 20 years or less, not to exceed the life of the asset 4. The Internal Service Funds will attain and retain acquired. fund balance/working capital balances appropriate for the fund. Some funds may need The structure should approximate level annual debt only minimal fund balance/working capital in service unless operational matters dictate otherwise order to meet the needs of the fund, while others or if market conditions indicate potential savings such as replacement and insurance funds must could result from modifying the level payment have resources sufficient to meet major annual stream. fluctuations in expenditures or long term liabilities. Consideration of market factors, such as the tax- exempt qualification, minimum tax alternative, and C. LIABILITIES AND RECEIVABLES. Procedures so forth will be given during the structuring of long- will be followed to maximize discounts and reduce term debt instruments. penalties offered by creditors. Current liabilities will be paid within 30 days of the invoice date or on X. FINANCIAL CONDITIONS, RESERVES, AND receipt of the goods or services, whichever is later. STABILITY RATIOS Accounts Receivable procedures will target collection for a maximum of 30 days from service, A. OPERATIONAL COVERAGE. (NO with any receivables aging past 120 days to go to a OPERATING DEFICITS). The City will maintain collection agency. The Director of Fiscal Services is an operational coverage of 1.00, such that current authorized to write-off uncollectible accounts that are operating revenues will at least equal or exceed delinquent for more than 365 days, if the proper current operating expenditures. delinquency procedures have been followed. Deferrals, short-term loans, or one-time sources will be avoided as budget balancing techniques. Reserves will be used only for emergencies or non -recurring expenditures, except when balances can be reduced because their levels exceed guideline minimums as stated in Paragraph B, following. B. OPERATING RESERVES/FUND BALANCES D. CAPITAL AND DEBT SERVICE FUNDS. Monies in the Capital Projects Funds will be used within 36 months of receipt. Balances will be used to generate interest income to offset increases in construction costs or other associated costs. Capital project funds are intended to be expended totally. F-8 2. Revenues in the Debt Service Fund are stable, based on property tax revenues and transfers from other funds. Remaining balances are maintained to meet contingencies and to make certain that the next year's debt service payments may be met in a timely manner. The fund balance should not fall below 8'/3% (one month) of average budgeted expenditures (in line with IRS guidelines). E. INSURANCE RESERVES. Where risk is retained by the City in a self-insurance mode, a reserve will be established based upon actuarial determination. Such reserve will be used for no other purposes than for financing losses under the insurance program. XI. INTERNAL CONTROLS A. WRITTEN PROCEDURES. Wherever possible, written procedures will be established and maintained by the Director of Fiscal Services for all functions involving cash handling and/or accounting throughout the City. These procedures will embrace the general concepts of fiscal responsibility set forth in this policy statement. B. DEPTARTMENT DIRECTORS' RESPONSIBILITIES. Each department Director is responsible for ensuring that good internal controls are followed throughout his or her Department, that all Fiscal Services Department directives or internal controls are implemented, and that all independent auditor internal control recommendations are addressed. Departments will develop and periodically update written internal control procedures. F-9 CITY OF COLLEGE STATION PARKS & RECREATION DEPARTMENT FEES POLICY STATEMENT The citizens of College Station have made a commitment to excellence in parks facilities and recreation programs. These facilities and services require substantial expenditures by the City to ensure appropriate maintenance and effective programming. This policy is intended to insure that a proportion of these costs is recovered through user fees in an equitable manner in accordance with the City's current fiscal and budgetary policies approved by the City Council. I. Fees for athletic programs shall be set in accordance with the following guidelines: A. The cost of maintaining and operating athletic facilities should be borne by those who use them. In addition, in those situations where the City has responsibility for organizing and/or programming activities, participants should bear proportionate staff salaries and overhead of direct supervisors associated with the program. B. The City recognizes that it is appropriate to subsidize youth athletic and aquatics activities. Such activities contribute to educational development and to encourage leisure literacy, which are increasingly important aspects of life. Youth is defined as all individuals up to, and including, eighteen years of age. The City will absorb all maintenance and operating costs associated with facilities and the staff costs associated with organizing and/or programming activities. A fee will be assessed to cover all variable costs associated with programs such as uniforms, equipment, awards, umpires, etc. in accordance with the City's fiscal and budgetary policy statement. C. It is intended that facilities and programs should be available to all citizens and that none should be excluded because of inability to pay. The Department Director, at his/her discretion, may reduce any fee in individual cases upon evidence of financial hardship. The "Parks Bucks" program is intended to meet the majority of these cases. D. In addition to this user fee policy, the City levies a fee surcharge, which goes into an Athletic Renovation and Improvement Fund. The policy governing that fund is attached to this policy. I1. Fees for the use of rental facilities shall be set to cover the cost of utilities and maintenance expenses related to that facility. Deposits may be required, as needed, to ensure proper care and clean-up is provided by user groups. Deposits Prig i of 3 may be waived when users establish a satisfactory record with the City, and will be determined on a case by case basis The fee and deposit will be waived for the College Station Independent School District per a joint use agreement. III. Aquatics, special events and instruction fees shall be set to cover all expenses directly associated with conduct of the class or event. Pool admission fees shall be set on an annual basis to recover a portion of the pools' operating expenses up to 50%. All fees shall be reviewed on an annual basis at public meetings by the Parks and Recreation Board. After receiving public input, the Board will then submit fee recommendations for the next calendar year to the City Council for final approval. Page 2 of-3 Athletic Renovation and Improvement Funds The CIP Committee recommended multiple lighting, irrigation, shade structures, pathway and backstop projects on athletic fields as part of the 1998 bond program that was approved by the City Council and the citizens. They were assured that this would restore all athletic fields to the City's desirable standard. However, the CIP Committee noted that it was unreasonable to fund these short- term projects which had an expected life of considerably less than 25 years with 25 year bonds, since future taxpayers would be paying for assets that no longer existed. The Council concurred with the Committee's strong recommendation that a surcharge should be required of all teams using athletic fields to pay for the replacement of items that have deteriorated as a result of their use, and for any improvements in the existing standard of facilities they would like to have. In response to this mandate, the Parks and Recreation Department is preparing a rolling 10 year schedule which projects the renovations and improvements required at each athletic field complex. Input from representatives of the athletic field users will be solicited in preparing this schedule. The costs of implementing the 10 year program will be calculated, with allowances made for likely future cost increases, and divided into equal annual amounts. The surcharge will be sufficient to pay each user groups' prorated share of the fields' annual renovations and improvements. This money will be retained in a separate capital fund for each athletic field complex, and will be used exclusively for renovating or improving that complex. The Parks and Recreation Department will consult with representatives from the athletic groups contributing to a fund before money can be appropriated from it. It is likely to take some months for the staff to carefully develop and cost the 10 year plans. However, it is desirable to implement the program as soon as possible, since delays will increase the surcharge amounts that will be needed in future years. This policy will be implemented on October 1,1999 at the commencement of FY2000. In lieu of the availability of the 10-year plan, the Parks and Recreation Board recommended a surcharge be leveled on each item that equates to approximately $5 per person, per season (Fall, Spring, and Summer), per team in FY2000. This will be reviewed with athletic team representatives before the FY2001 budget cycle when the rolling 10-year plan is available, and revisions, if necessary, will be made to this $5 amount to reflect the financial needs of the fields. This procedure will be replicated annually in future years. Approved by Parks & Recreation Advisory Board: April 23, 2001. Page 3 of 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS, APPROVING AND SETTING FEES FOR PARKS AND RECREATION ACTIVITIES. WHEREAS, the City of College Station has conducted a cost of service study to identify the full cost of service for all Parks and Recreation related facilities and services; and WHEREAS, the schedule of fees in the attached Exhibit A provides for Parks and Recreation related fees consistent with the adopted fiscal and budgetary policy; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS: PART 1: That the City Council hereby approves and adopts the Parks and Recreation fee schedule attached as Exhibit A. PART 2: That the fees provided for in the attached Exhibit A shall take effect for programs beginning after January 1, 2004. ADOPTED this 241" day of Jam, A.D. 2003 ATTEST: APPROVED: CONNIE HOOKS, City Secretary RON SILVIA, Mayor APPROVED: E 5i9Pec1YCarla-�4bJ �L,/ VFRTFV anthantirity with Annrnv,-f- City Attorney 1994-2004 PARKS AND RECREATION DEPARTMENT USER FEES V aff I ACTIVITY/FACILITY 2000 2001 2002 2003 2004 I Comment ent ADULT SPORTS PER TEAM 11. Basketball $265 $265 Discontinue 2. Flag Football $265 1 $340 1 $340 $340 $355 I. Volleyball $130 $140 $175 $175 $175 Softball I I I A I4. Play -Off League (Sprg,Sum) $356 1 $360 1 $360 $375 $390 1 Play -Off League (Fall) $300 I $315 1 $315 $330 $345 Fast Pitch (Sprg., Sum) $375 1 $375 1 $375 $400 $400 I Fast Pitch (Fall) $312 1 $325 1 $325 $340 1 $340 I YOUTH SPORTS PER CHILD I I I 11. Basketball $30/20/10 1 $30/20/10 $40/35 $40/35 1 $45/40 12. Flag Football $30/20/10 $35/25/15 $40/35 ' $40/35 $45140 B 13. Girl's Softball $30120110 $35/25/15 1 $40/35 1 $45/40 $50/45 1 4. Youth Volleyball $40/30/20 1 $40/35 1 $40/35 $45/40 5. Challenger Sports $15.00 1 $15 $15 $15 1INSTRUCT ION FEES PER PERSON I 1 h. Swim Lessons $30 1 $30 $35 $35 1 $35 12. Adv. Swim Lessons $25/15/10 1 $35 $40 1 $40 1 $40 13. TAAF Swim Team $80/60/40 1 $85/65/45 $85/75 1 $85/75 $85/75 C 14. National Jr. Tennis League $50 i $50 $50 $50 ' $85 15. Tennis Lessons (+ 1 can of balls) $35/person 1 $35/person $40 $40 $45 16. Golf 1 $45 I Discontinue i PAVILION RENTALS PER DAY 11. Bee Creek Pavilion $50 1 $75 $75 $75 I Monday -Thursday $75 1 Friday -Sunday & Holidays $100 12. Central & Southwood Pavilions I Monday -Thursday $50 $75 1 $100 $100 $100 I 1 Friday $75 $100 1 $175 $175 1 $175 1 D 1 Saturday & Sunday & Holidays $125 I $175 $175 1 $175 1 $175 1 *Deposit +3. Oaks Pavilion $50 $75 Monday -Thursday �r Friday -Sunday & Holidays I *Deposit 14. Thomas Pavilion 1 $15 $15 1 1 WOLF PEN CREEK AMPHITHEATER I I 1 Private - Weekday $200 $200 1 Private - Weekend $250 I $250 Non Commercial - Weekday 1 $425 1 $425 1 Non Commercial - Weekend 1 $525 I $525 Professional/Commercial - Weekday 1 $800 I $800 1 Professional/Commercial - Weekend 1 $900 $900 I CONFERENCE CENTER (See Attached Ra(es) $100 $50 $15 $15 $200 $200 $250 $250 $425 1 $425 $525 1 $525 $800 $800 $900 $900 $100 $75 I $100 1 $50 I Discontinue I I $200 1 $250 I $425 1 E 1 $525 1 $800 1 $900 att ACTIVITY/FACILITY 2000 2001 2002 2003 I 2004 Comt ent I LINCOLN CENTER I1. Membership (19-54 vrs), per year $15 $15 $15 $15 $15 Youth $8 $10 $10 $10 $10 Low Income Eligible $4 $5 $5 $5 $5 I Adult $10 $15 $15 $15 $15 12. Non -Member Guest Pass (youth or adult) $1/da $1/day $1 $1 Non -Member Summer Rate (youth or adult) $30/summer $30 $30 I 13. *Gym (8 hr. block/day) deposit $150/8hrs $150/8hrs $200/8hours $200 $250 Hourly/Half Court (4 hr max) $10 $15 I $15 $15 I $20 I Hourly/Full Court (4 hr max) $20 $25 $25 ( $21 $30 I Gym Event $.30/Chair I $.30/Chair $.30/Chair All Day Usage (more than 4 hrs) $100 $125 I $175 I $175 I $175 Concession Usage $0 $10 $15 $15 $20 I 14. *Game Room Rental Per Hour (2 hr. min.) $10 ' $20 I Deposit $50 I $50 15. *Teen Room Rental Per Hour (2 hr. min.) I $10/2 hr min 1 $10/2 hr min $10/2 hr min $10 I $20 I Deposit $50 $50 I $50 $50 I $50 16. *Community Room Rental (max. 3 hrs) I $25 $25 I $30 $30 I $50 I Additional per hr MANNOW $15 I $20 I $20 $20 Deposit 1 $50 $50 $75 I $75 I $75 Kitchen Fee I $0 $10 $15 I $15 I $20 17. **Special Event Fee (Funerals, weddings,parties) $150 I $150 18. Miscellaneous Charges Copies $.10/Copy $0.10 , $0.10 I Faxes $2.00/fax I $2.00 I $2.00 J� (ATHLETIC FIELDS 11. Softball & Baseball: ** I I I I Single field rental/day $60 $60 $60 $60 $60 I Single field rental/weekend $100 $100 I I two (2) field complex/day $200 I $200 $200 $100 $100 I two (2) field complex/weekend I $350 I $350 I $350 $175 I $175 I three (3) field complex/day + $100 $100 $100 I $150 I $1s0 I three (3) field complex/weekend I $175 $175 $175 I $275 I $275 I I *Deposit per day/weekend $50/$100 I $50/$100 I four (4) field complex/day $200 I $200 I four (4) field complex/weekend $350 I $350 *Deposit per day/weekend Varies I Varies I 2. Soccer: I I One (1) field: per day I $60 $60 $60 I $60 I $60 I Complex: per day I $200 I $200 Complex: per weekend $350 $350 $350 I $350 I $350 Veterans Park and Athletic Complex Six (6) Fields: Per Day $400 I Per Weekend $700 13. Field Rentals/Per Hour (1/2/3 hrs) * $10/15/20 $10/15/20 $10/15/20 $10/15/20 I $10/15/20 14. Lights for field rentals (per hour) $5 I I RACES EQUIPMENT RENTALS...... Q I 11. Printing Stop Watch I $10 $10 I 12. Stop Watch $5 $5 13. Cones 00) $10 $10 I 14. Bases, Poles, and Flagging (10) - $10 $10 15. Big Time Clock $50 I $50 16. Water Cooler $5 $5 (ce Chest $5 I $5 I7. 8. Tables $10 $10 9. Traffic Flags and Vests (10) $5 5 (stopwatch, 10 cones, 10 bases/poles and flagging, 2 water $75 I $75 I Islopwatch, 30 cones, 20 bases/poles and flagging, 6 water _ $100 I $100 I Istopwatch, 60 cones, 30 bases/poles and flagging, 12 $125 $125 G H ACTIVITY/FACILITY SWIMMING POOLS 11. General Admission (3 yrs & up) Hallaran/Thomas Natatorium i Adamson 12. Discount Pass (25 swims) Hallaran/Thomas Natatorium *Adamson 13. Family Season Pass Hallaran/Thornas Natatorium *Adamson 14. Individual Season Pass I Hallaran/Thomas *Adamson 15. Babysitter Season Pass Hallaran/Thomas *Adamson 16. Special Day Care Fee @ Adamson Lagoon Per Child 17. Pool Rental (2 hours) J Hallaran: 25 people or fewer 50 people or fewer 5 1 -76 people 77-102 people Each hour after intial 2 hours Thomas/Natatorium: 25 people or fewer 50 people or fewer I 51-76 people 77-102 people I Each hour after intial 2 hours Adamson: 99 people or fewer 199 or fewer 299 or fewer 300+ Each hour after intial 2 hours 18. Pool Parties Per Person* I Theme Party: Southwood and Thomas I Adamson Lagoon General Party: Southwood and Thomas I Adamson Lagoon Catered Theme Party: Southwood and Thomas Adamson Lagoon General Catered Party: Southwood and Thomas Adamson Lagoon Pavilion Party (Four table limit): First Table Additional tables 19. Other Pool Fees Texas SuperGuard Competition Per Person I Swim Diaper Fee Per Diaper Tube Rental Fee Deposit Locker Rental Fee Deposit Junior Lifeguard Program Per Person Per Session Guard 2-8 Per Person, Per session Duck Derby (Sponsor a duck July 4th) Per Person Boy Contest on July 4th, Per Person "Schools Out Blow Out" at Adamson Lagoon Pool Trout Fish Out Per Person (Ages 3 and up) Over the 5 fish limit (Per Fish) I10. Educational Class Rental (Ihour/non exclusive) 2000 I 2001 I 2002 1 $2.00 1 $2.00 1 $2.00 $2.00 I $2.00 $2.00 J $3.50 I $3.50 $4.00 J ' $40 ` $50 I $85 J $40 I $40 J $85 J $75 I I $75 $85 ' $125 J $125 $125 I $125 $125 I $125 I I $200 I $200 I $200 $60 I $60 $60 $80 I $80 $80 J $30 $30 I $30 J $40 I $40 $40 I J $75 i $75 I $100 $100 I I $100 $125 $150 $150 $175 J $200 J $200 J $225 J I $50 I $50 $75 I I $65 I $65 I $90 J $75 $75 I $100 $100 $100 I $125 $125 I $125 I $150 lj $50 I $50 J $75 I J $250 I $250 I $275 $300 I $300 $325 1 $400 I $400 I $425 i $500 I $500 J $525 $100 I $100 I $125 I 2003 $2.00 $ 2.00 $4.00 $40 $40 $85 $125 $125 $200 $60 $80 $30 $40 $2.75 $100 $125 $175 $225 $75 $90 $100 $125 $150 $75 $275 $325 $425 $525 $125 $5.75 $7.50 $4.75 $6.50 $7.00 $9.25 $6.25 $8.50 $15.00 $5.00 $20.00 $1.00 $1.00 $2.00 $1.00 $2.00 $55.00 $55.00 $ 3.00 $ 3.00 $ 200.00 $2.50 $1 .50 $ 2 5.00 Staff 2004 Comment $2.50 $2.00 $4.00 $50 $40 1$85 $125 $125 $200 $60 I $80 $30 I $40 $2.75 $100 $125 $175 $225 $75 $90 $100 $125 $150 $75 $275 $325 $425 $525 $125 $5.75 $ 7.50 $4.75 $6.50 $7.00 $9.25 $6.25 $8.50 $15.00 $ 5.00 $20.00 $1.00 $1.00 $ 2.00 $1.00 $ 2.00 $65.00 $ 65.00 $ 3.00 $ 3.00 $200.00 $2.50 $1 .50 $25 00 ACTIVITY/FACILITY TEEN CENTER HE EXIT) 11. Non Member per day 12. Membership per year 3. Meeting Room Rental Per Hour Deposit 4. Dance/Game Room Rental Per Hour Deposit I5. "Whole Facility Rental Per Hour Deposit 16. Additional Attendance Fee Per Hour I 26-50 Attendees I 51-100 Attendees I 100-200 Attendees 17. Special Proframmin&Fee i VENDOR PERMITS Staff.. 2000 200001 2002 � 2003 L ...:._ ..:....::_ 002 2004 Comment . $1 $1 $1 $1 $10 $10 $15 i $15 I $50 $50 I $25 $25 I �$50 $50 $50 $50 I $75 $75 I $10 I $10 I $15 $15 $20 $20 I $10 $10 $25-$100 $so $so $50 ` $50 $so K Staff Comment Adult Sport Recommendations: — Increase Adult Slow Pitch fee $15 per team to recover cost of contractually obligated A increase in officiating fees paid to the Brazos Valley Softball Umpires Association. — Increase Adult Flag Football fee $15 per team to recover cost of increasing officiating fee $1. Youth Sport Recommendations — Increase Girls Fast Pitch fee $5 per player to recover cost of contractually obligated increase in officiating fees paid to the Brazos Valley Umpires Association. B — Increase Youth Basketball and Flag Football fees $5 per player to allow increase in officiating fees. These fees were to be reviewed under agreement with the Brazos Valley Softball Umpires Association. — Increase Youth Volleyball fee $5 per player to keep in line with other youth sports and offset increase in officiating fee. Instruction (Tennis Programs): C — Increase Tennis to come in line with other area programs. This includes a $5 facility replacement fee. Pavilions: — Increase both Bee Creek and Oaks Pavilions to $100 for weekends and holidays (keeping the weekday rate at $75). D — Convert Thomas Pavilion to a fist -come -first -serve facility. The rental rate has remained the same ($15) since 1994 because a) the pavilion is very small, and b) there are no restrooms unless when Thomas Pool is open. The set up and clean up for this pavilion has cost staff more money through overtime and maintenance costs than they are bringing in. E Wolf Pen Creek Amphitheater: — No recommended changes for CY04. Lincoln Center: F — Staff is recommending increasing fees accordingly as a result of surveying comparable community facilities. Athletic Fields: — Add fees for rental of Veterans Park and Athletic Complex Soccer Fields at $400 per G day or $700 per weekend for all six fields. This compares to the $200 per day and $350 per weekend for the three -field complex at Central Park. The softball fields can be covered through the existing fee structure. — Add fee for liqhted field rentals, and charge $5 per hour to operate the lights. H Race Equipment: — No recommended changes for CY04. Swimming Pools (Other Pool Fees): -- Increase Junior Lifeguard and Guard 2-B from $55 to $65 as a result of surveying similar community facilities. Teen Center: — Add an item entitled "Special Programming Fee." This fee is intended to provide some limit on possible charges for existing programs that we are currently offering our customers (I.e. eXtreme EXIT and the VIP Field Trip Package), as prices for these programs can change depending upon the time that these trips are offered. Vendor Permits: K -- No recommended changes for CY04. FEE CHANGES 2004 — CONFERENCE CENTER Change from 3 free tables to 5 tables free with all rooms except room 127, change from 15 free tables to 20 tables free with Room 127. Change from "Add Social fee" - to No Social Fees Change Coffee from 40 cents a cup to 50 cents a cup Change from: "All persons and civic organizations holding an event in which commercial vendors and/or exhibitors participate changes the event to a commercial rate." All commercial vendors and/or exhibitors will be charged $5.00 per table To: "Vendor Tables from $5 each to $10 each table (and will not change client to Commercial rate) Cancellation Fees: Change Cancellation from 30 to 60 days. The deposit paid to reserve the space is kept if event is cancelled less than 60 days prior to the event. Between 5pm & 6pm, based on availability charge the 2 hour rate to charge the 4hr/less rate. Change from 13 Rental Categories to Three Rental Categories: Commercial, Standard, Non -Profit Commercial: companies or businesses Standard: Individuals or groups without a non-profit status and not commercial. Non-profit: To receive this rate, you must have proof that the Internal Revenue Service has designated your organization as non-profit and provide a copy of the status for the Conference Center files Change deposit policy from: "Deposits are required on each room in order to reserve them and to assure that they are left in good condition. Deposits are refundable upon compliance with all rules and regulations and clean-up requirements by client and caterer. All checks are cashed and do not apply toward rental fees. A tentative reservation will be held for a maximum of 5 working days, and then a deposit for each room must be made in order to confirm the space. Client must have all arrangements finalized by 12:00 Noon on Thursday for weekend events. Deposits are returned within 4-6 weeks after the event." Change deposit policy to: A deposit is money paid to reserve a space. Deposits are required on each room. All checks are cashed and do not apply toward rental fees. The deposit is held to reserve the date, and to cover any damage or insufficient clean-up resulting from the event. Deposits are returned if reservation is canceled 60 days prior to the event. Deposits are refundable upon compliance with all rules and regulations and clean-up requirements by client and caterer. After the event the deposit is returned upon request within 4 to 6 weeks. Client must have all arrangements finalized by 12:00 Noon on Thursday for weekend events. April 3, 2003 o:/Budget/Fees/Fees/2004/Fee Changes 2004 — Conference Center College Station Thomas 36 80 % Bee Creek 71 82 % Oaks 22 71% Central 86 79 % Southwood 65 79 % Totals Per Area 280 Thomas Bee Creek Oaks Central Southwood Totals Per Area College Station 11 79 % 30 94 % 9 82% 33 75 % 21 80 % 104 PAVILION RENTALS 2002 Bryan 6 14% 7 8% 6 19% 17 16% 8 10% 44 2003 Bryan 3 21% 0 0% 1 9% 8 18% 3 12% 15 Other Totals/Pavilion 3 45 6% 9 87 10% 3 31 10% 6 109 5% 9 82 11% 30 Other Totals/Pavilion 0 14 0% 2 32 6% 1 11 9% 3 44 7% 2 26 8% 8 DRAFT 2003 ATHLETIC FIELD STATUS & UTILIZATION City Operated Programs 2004 FEES Field Redevelopment Fee Citv Fee 1. Adult Softball (6 lighted fields) Slow Pitch Spring 160 teams, 2,240 players $75 $315 / Team Summer 171 teams, 2,394 players $75 $315 / Team Fall 158 teams, 2,212 players $75 $270 / Team Fast Pitch Spring 0 teams $75 $325 / Team Summer 11 teams, 154 players $75 $325 / Team Fall 3 teams, 42 players $75 $265 / Team 2. Girls Softball (3 lighted fields) Fast Pitch Spring 25 teams, 257 players $5 $45/$40 / Person Fall 20 teams, 207 players $5 $45/$40 / Person Travel Teams 17 teams, 221 players 3. Adult Flag Football (2 lighted fields) Fall 9 teams, 117 players $75/Team $280 / Team 4. Youth Flag Football (5 lighted fields) Fall 40 teams, 345 fields $5/Person $40/$35 / Person 5. Youth Basketball (7 CSISD gyms) Winter 90 teams, 700 players $0 $45/$40 /Person 6. Adult Volleyball (4 gyms) Spring 25 teams, 200 players $0 $175 / Team Summer 24 teams, 192 players $0 $175 / Team Fall 22 teams, 176 players $0 $175 / Team Winter 26 teams, 208 players $0 $175 / Team 7. Youth Volleyball (4 gyms) Summer 14 teams, 125 players $0 $45/$40 /Person 8. TAAF Swim Team Summer 235 swimmers $0 $85/$75 /Person 9. Challenger Series Soccer 30 players $0 $15 / Person Basketball 51 players $0 $15 / Person Bowling 37 players $0 $15 / Person City Assisted Programs 1. College Station Soccer Club (18 fields spring, 25 fields fall) Spring 1,179 players Fall 1,194 players 2. Aggieland Soccer Club (5 fields fall) Fall 22 teams, 330 players 3. Bryan/College Station Soccer Club (8 fields) Spring 26 teams, 390 players Summer 24 teams, 360 players Fall 24 teams, 360players 4. College Station Little League (9 lighted fields) Spring 873 players 5. Travel, Softball, Baseball and Non -allied Soccer Field Rentals Lights Non League User Fee (2-hour max) 30 Practices (lights extra) 45 Practices (lights extra) Athletic Facility Inventory 1. Softball Fields Adult Central Park Veterans Park and Athletic Complex Youth Jane Pulley Softball Fields Lemontree Park 2. Soccer Fields Adult/Youth Anderson Park Central Park* Southwood Valley Athletic Park Veterans Park and Athletic Complex* 2004 FEES Field Redevelopment Fee City Fee $5 / Person $0 $5 / Person $0 $5 / Person $0 $75 / Team $10 / game $75 / Team $10 / game $75 / Team $10 / game $5 / Person $0 $0 $10 for the first hour, $5 for each additional hour or $60 per day N/A $5 per hour $75 $75 Four lighted fields Two lighted fields Two lighted 1 - fields One lighted field Five fields, no lights Three fields, no lights Five fields, two with lights Six fields, two with lights $200 $300 * Central Park three adult fields were subdivided into nine fields and Veterans Park and Athletic Complex six adult fields were subdivided into eight fields, by agreement with College Station Soccer Club, Aggieland Soccer and Bryan College Station Soccer League. 3. Baseball Fields Southwood Valley Athletic Park six lighted fields Wayne Smith Park three lighted fields COLLEGE STATION PARKS AND RECREATION DEPARTMENT ACTIVITY FEE WORKSHEET - 2004 YEAR I. ACTIVITY Season Dates: Estimated # of Teams/Participants: Estimated # of Games: Required # of Teams/Participants: Facility Required: Proposed Fee: II. SUPERVISION A. Supervisor Fee/Participant * $0.00 B. Required # of Participant 0 Supervision Total (A*B) $0.00 *Based on 50% of Athletics Supervisor and Assistant Athletic Supervisor's salary divided by total # of required participants for all adult sports III. MAINTENANCE A. Fertilization 1. Acreage of athletic field 0 2. Application rate 0 3. Rate divided by 2,000lbs/ton 0 4. Price per ton 5. # of applications Subtotal Fertilization (1*(2/3)*4*5) $0.00 B. Athletic Field Mowing 1. Equipment cost per hour 2. Labor cost per hour 3. Hours required to mow facility/week 4. Weeks per season Subtotal Mowing [(1+2)*3*4] $0.00 O:IBOARDISubcommitteeslfeeslactivlty fee worksheet 2004 C. Irrigation 1. Application rate (gallons per hour) 2. Rate x 27,1545 gallons/acre 0 3. Acreage of Athletic Field 4. Weeks per season 5. Divided by 1000 gallons 6. Rate per thousand gallons Subtotal Irrigation [{(1*2*3-4)/51*6 $0.00 ex. Drag and Line Subtotal Miscellaneous $0.00 TOTAL MAINTENANCE $0.00 IV. UTILITIES A. Electric 1. Watts per light 0 2. Divided by 1000 (gives kilowatts) 0 3. Number of lights per field 0 4. Number of fields 0 5. Cost per kilowatt hour $0.00 6. Hours per night 0 7. Nights per season 0 Subtotal Electric [(1/2)*3*4*5] $0.00 V. STAFF B. Gas 0 Subtotal Gas $0.00 TOTAL UTILITIES (A+B) $0.00 A. Officials 1. # of Officials 0 2. Salary per Official $0.00 3. # of Games per week 0 4. Weeks per season 0 Subtotal Officials (1*2*3.4) $0.00 O:00ARDISubcommittees lfeeslactivity fee worksheet 2004 B. Scorekeepers 1. # of Scorekeepers 0 2. Salary per Scorekeeper $0.00 3. # of Games per week 0 4. Weeks per Season 0 Subtotal Scorekeepers (1*2*3*4) $0.00 C. Athletic Assistance 1. # of Assistants 0 2. Salary per Assistant $0.00 3. Hours per day 0 4. Days per week 0 5. Weeks per season 0 Subtotal Assistants (1*2*3*4*5) $0.00 TOTAL STAFF (A+B+C) $0.00 VI. REGISTRATION FEES 1. ASA 0 2. TAAF 0 3. TAAF Region 5 0 4. Total Number of Teams/Participants 0 TOTAL REGISTRATION (1+2+3)*4 $0.00 VII. EQUIPMENT AND AWARDS A. Equipment Subtotal Equipment $0.00 B. Awards SIMI Subtotal Awards $0.00 TOTAL EQUIPMENT AND AWARDS: $0.00 O:IBOARDISubcommitteeslfeeslactivity fee worksheet 2004 TOTAL COSTS Direct Costs SUPERVISION MAINTENANCE UTILITIES STAFF REGISTARTION FEES EQUIPMENT AND AWARDS Direct Costs OVERHEAD (12% DIRECT COSTS) Per Jeff Kersten TOTAL COSTS RECOMMENDED FEES $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Minimum Fee (Per Council and Parks Board Policy) Total Cost $0.00 Minimum Percentage recovery 50% Number of Teams/Participants 0 Plus Field Redevelopment Fee (if applicable) $75.00 Minimum Fee #DIV/0! Maximum Fee (Per Council and Parks Board Policy) Total Cost $0.00 Minimum Percentage recovery 80% Number of Teams/Participants 0 Plus Field Redevelopment Fee (if applicable) $75.00 Maximum Fee #DIV/0! Current Fee: O:IBOARDISubcommittees lfeeslactivity fee worksheet 2004