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Home My WebLink About12/10/2002 - Regular Minutes - Parks BoardStaff Present: Steve Beachy, Director of Parks and Recreation; Peter Vanecek, Senior Park Planner; Peter Lamont, Recreation Superintendent; David Hudspeth, Recreation Supervisor; Geri Marsh, Recreation Supervisor; Kristin Lehde, Staff Assistant. Board Members Present: Glenn Schroeder; Larry Farnsworth; Jodi Warner, Glen Davis; Bill Davis. Board Members Absent: John Nichols, Chair; Don Allison. Visitors: Jason Fikes, 1309 Danville Court, College Station, Texas 77845 Christina Livingston, 1203 Baywood Court, College Station, Texas 77845 The Board was in consensus on having Larry Farnsworth serve as Acting Chairman. 1. Call to order: The meeting was called to order by Larry F. at 7:01 p.m. 2. Pardon — possible action concerning requests for absences of members from meeting: Bill Davis made a motion to accept the absences of John Nichols and Don Allison as excused. Glen Davis seconded the motion. All were in favor, and the motion passed unanimously. 3. Hear visitors: Mr. Jason Fikes and Ms. Christine Livingston represent the Alexandria Neighborhood Subdivision. At the regular Board meeting of September 10, 2002, they had requested that the Parks and Recreation Advisory Board consider a request to install city playground equipment at the edge of the greenway space on the north end of Alexandria Drive (refer to the minutes of September 10, 2002; Item #3). Mr. Fikes stated that a petition had been circulated and signed with the names of approximately 334 residents in favor of the request. This request will be placed on the January 14, 2003, agenda for further discussion. 4. Discussion, consideration, and possible approval of minutes from the regular meeting of November 12, 2002: Glen D. made a motion to approve the minutes from November 12, 2002. Jodi Warner seconded the motion. All were in favor, and the motion passed unanimously. 5. Discussion, consideration, and possible action concerning a park land dedication request for the Carter's Grove Subdivision, Tract 1 (Zone 2): Pete Vanecek stated that the proposed single - family, three- dwelling unit development is located at the end of Shady Drive, south of University Drive (refer to Park Land Dedication Checklist). The total land dedication requirement would be Parks and Recreation Advisory Board Regular Meeting Tuesday, December 10, 2002 Page I of 4 .029 acres. The total cash dedication requirement would be $1,668. Staff recommends acceptance of the cash dedication in lieu of land. Bill D. asked if there was a way to effectively utilize the cash dedication, because of a current zero fund balance in Zone 2. Steve Beachy said that small -scale purchases, such as benches, could be made unless the City receives more cash dedications in that zone. Glenn S. stated that the City should also be receiving funds ($88,592) from the Magnolia Place Dormitories dedication that was presented to the Board in November 2002. Bill D. made a motion to accept the cash dedication in lieu of land. Glen D. seconded the motion. All were in favor, and the motion passed unanimously. 6. Presentation, discussion, and possible action concerning leisure program evaluations for Athletic Programs: Recreation Superintendent Peter Lamont referred to a pie chart (included in the packets) that showed the total number of participants the Department had in 2002, based on the different user groups. Peter discussed the program evaluation for Outside User Groups (refer to program evaluation form), which include groups such as the College Station Soccer Club, College Station Little League, Brazos Valley Magic Soccer Club, Brazos Valley Instructional Baseball League, and the Bryan/College Station Soccer Club. Peter stated that in 2002, the Department collected $22,460 from Outside User Groups. All fees generated from these groups go toward the Park Redevelopment Fund. Staff recommends continuation of these relationships, which allows for services to be provided without the Department incurring the additional costs of actually running the programs. Recreation Supervisor Geri Marsh discussed the program evaluation for Athletic Events (refer to program evaluation form). There is no direct revenue generated from athletic events. However, the economic impact to the community is estimated to be $2,022,297 for 2002 (based upon an economic impact study conducted by Dr. John Crompton in 1999). Staff recommends the continuation of hosting athletic events, and expanding events to include other sports such as flag football and soccer. Recreation Supervisor David Hudspeth discussed a formula that he developed for figuring the cost of athletic programs (refer to Formula for Estimating Cost and Revenue for Programs). David stated that he added a 40% overhead in administration and program expenses. There was some concern about how the overhead was determined, and how it would effect fees. David stated that the 40% was an estimate based on his past work experience. Steve B. said that the Department would work with the Fiscal Services Department to determine if that estimate is accurate. He added that the Department is in the process of trying to develop a fee methodology that is departmentally sound. After some discussion, Bill D. stated that it would be useful if the "cost of recovery" and the "cost of recovery without overhead" were split out on different lines on the estimate sheet to Parks and Recreation Advisory Board Regular Meeting Tuesday, December 10, 2002 Page 2 of 4 better determine how the overhead is affecting the totals. David stated that he could incorporate the suggestion into the reporting process for 2003. David discussed the program evaluations for the following athletic programs (refer to program evaluation forms): • Adult Flag Football: Staff recommends considering moving the program to a little later in the season, and gradually increasing the fee to help recover more cost. There will also be a need to increase the officials pay soon. • Youth Flag Football: Staff does not recommend any changes to Youth Flag Football. • Girl's Softball: Staff recommends considering a possible fee adjustment or quality changes to reflect the current cost of recovery. • Adult Softball: Staff does not recommend any changes to the Adult Softball Program. • Youth Basketball: Staff recommends dropping the number of paid employees and trying to provide more volunteers. • Challenger Basketball: Challenger Bowling and Soccer program evaluations will be added in 2003 as part of the Challenger Series. Staff recommends continuing to seek the Children's Miracle Network as a sponsor, and preparing the budget accordingly to request funds to help cover costs. Staff also recommends adding more days to the program, and requesting the College Station Independent School District to provide facilities to assist with growth of the programs. • Youth Volleyball: David said that according to a survey that was conducted, the majority of Youth Volleyball participants indicated that they did not like joint programming with the City of Bryan, and preferred to participate in College Station. • Adult Volleyball: Staff does not recommend any changes to the Adult Volleyball Program. • Punt, Pass, and Kick: Staff does not recommend any changes to the Punt, Pass, and Kick Program. There was discussion on participant feedback concerning some problems with coaches and/or referees. The question was asked if the Department relays to the coaches and/or referees written criteria of what it expects from the athletic programs. David responded that there are written criteria. However, the Department has had problems with some coaches /referees who do not want to follow the criteria. After some discussion, Peter L. stated that the Department is doing what it can do to ensure that it provides a quality coaching staff. Parks and Recreation Advisory Board Regular Meeting Tuesday, December 10, 2002 Page 3 of 4 This item was a report only, and no motion was made. 7. Discussion, consideration, and possible action concerning a draft of the Department's five -year Strategic Plan: Steve B. stated that the Strategic Plan is still in draft format, and requested that discussion of this item be tabled to a future agenda. The Board was in consensus on postponing the item. 8. Report, discussion, and possible action concerning the future Capital Improvement Program: Steve B. stated that the City Council has scheduled appointment of the citizen committee at the December 19, 2002, Council meeting. This was a report only, and no motion was made. 9. Report, discussion, and possible action concerning the current Capital Improvement Program: Pete V. discussed the list of current capital improvement and park land dedication projects. There was some discussion pertaining to the items that were listed as "on hold." Steve B. stated that these items were listed that way due to time - sensitive scheduling. However, the Department anticipates completion of the projects on the list within the next twelve months. This item was a report only, and no motion was made. 10. Review, discussion, and possible action concerning Board and Departmental Goals and Objectives, and City Council Strategies: Steve said that the Recreation, Park, and Open Space Master Plan is scheduled to be presented to the Board in January 2003. This item was a report only, and no motion was made. 11. Discussion of next meeting dates and possible agenda items: Crowley Tract Tour: The Board was in consensus on touring the tract on Tuesday, January 7 Kristin Lehde will contact the Board members to verify the date and set up a meeting place and time. Regular Meeting: The next regular Parks and Recreation Advisory Board meeting will be held on Tuesday, January 14, 2002, at 7:00 p.m., at the EXIT Teen Center on Rock Prairie Road. 12. Adjourn: Bill D. made a motion to adjourn. Jodi W. seconded the motion. All were in favor, and the meeting adjourned at 9:10 p.m. Parks and Recreation Advisory Board Regular Meeting Tuesday, December 10, 2002 Page 4 of 4