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Home My WebLink About01/26/2010 - Regular Minutes - Wolf Pen Creek Oversight Committee WOLF PEN CREEK OVERSIGHT COMMITTEE MINUTES 1:30 PM, TUESDAY JANUARY 26, 2010 CARTER CREEK WASTE WATER TREATMENT PLANT 2200 NORTH FOREST PARKWAY COLLEGE STATION, TX 77842 STAFF PRESENT: Marco A. Cisneros, Director of Parks and Recreation; David Schmitz, Assistant Director of Parks and Recreation, Pete Vanecek, Vera Solis, Scott Hooks, Sheila Walker, Jeff Kersten, Brandi Whittenton, David Neeley, Scott Hooks, Donald Harmon, Lance Simms, David Gwin, David Neeley COMMITTEE PRESENT: James Massey, Randall Pitcock, Marsha Sanford, Jody Ford, Gary Erwin, Dennis Maloney, Marc Chaloupka, Larry Stewart, Scott Shafer COMMITTEE ABSENT: Sharon Colson, John Nichols, Kenny Mallard 1.Administering the Oath of Office and Swearing in of new committee members: Amanda Putz, Wolf Pen Creek Oversight Committee secretary, duly swore in Committee members Marsha Sanford, Randall Pitcock, and Marc Chaloupka. 2.Roll call and call to order: The meeting was called to order with a quorum present at 1:30PM. Scott Shafer and Marsha Sanford arrived at 1:38 PM 3.Pardon and possible action concerning requests for absences of members: John Nichols and Sharon Colson had sent in requests for absence. Jody Ford made a motion to approve the absence requests submitted, and Larry Stewart seconded the motion. The vote was called. All were in favor, and the motion passed unanimously. 4.Presentation, possible approval, and discussion on the December 14, 2009 joint meeting minutes of the Wolf Pen Creek TIF Board and Wolf Pen Creek Oversight Committee: Marc Chaloupka made a motion to approve the minutes as submitted, and Scott Shafer seconded the motion. The vote was called. All were in favor, and the motion passed unanimously. 5.Public Hearing, presentation, possible action, and discussion regarding the concept drawings of the Wolf Pen Creek Water Feature and Festival Area Project: Donald Harmon explained the status of the project and what the intentions were for the meeting. James Massey commented that he would like for this project to be brought to City Council and asked for Mr. Harmon for his coordination. Paul Weathers, Clark Condon, ASLA, reported on the plan they drew up that included many amenities necessary for the site. Jonathan Toavs explained the Interactive Water Fountain and the mechanics of the design. The water feature is a flat design with dancing waters for children to play in. The pavilion they incorporated into the design was at a scale of 4,500 square feet, which should be large enough for a multi-use facility. They portrayed different views of the facility, and also showed separate shade areas with benches beside the water feature. The circumference of the festival area is shaped like a wave for the flow of vendor set-up. Jody Ford asked about the power access and hook up at the site. Is there a reason why you went with every other pole with power access, than every pole? Due to vendor set-up he believes that every pole is a necessity. Marc Chaloupka explained that he agrees with Jody, that having every pole with power hook-up is necessary, and also to place several power boxes for staging. There was discussion of moving the sitting areas on the side of the water feature around so that it would open up the plaza for a better view from Dartmouth. Sheila Walker reported that she likes the pavilion, as it is shown in the design, with no stage and a blank floor. There are 97 spaces included in the design. The walks are 10 foot wide and are thick upgraded pavement. It is accessible for maintenance vehicles, however large trucks are not recommended. Peter Lamont asked about the Water Feature – Is there a way that the operations of the water feature to be incorporated into the sound board? J.T. explained that there is a way, but it is well beyond the budget for this project. 2 January 26, 2010 Wolf Pen Creek Oversight Committee Minutes The cost estimate was handed out and discussed. Mr. Andrew Konyha, Senior Associate, explained the cost figures. Marsha Sanford explained that the trees and shrubs need to be “College Station Friendly” – a very important factor. On the quote that was handed out, the shade structures were not included,so an additional $144,000 for the shade structures needs to be added. Vera Solis explained that she does not want painted concrete, because it produces a slick surface when water is involved. The design team will redo the drawings moving the shade structures for the open eye view, and also down grade the pavilion. Marc Chaloupka said that decreasing the number of parking spaces can help lessen the cost, as there is enough parking available in other areas. He explained that at least having a 2 year contract on the trees for maintenance is necessary. Also to have an adequate amount of electrical outlets, while also having sufficient drainage at the site. The committee explained that they would like to have enough room for at least 3 – 4 school buses to pull to the side for unloading students. Brett McCully explained that they can discuss that element in the pre-application meetings. Marsha Sanford explained that it is very important for her to have parking when she goes to an event, so having enough parking at the location is a must in her opinion. James Massey explained that we are over budget at this time, and looking at certain elements to decrease the cost is necessary. Dennis Maloney explained that parking is necessary but there is a need to look at decreasing cost. Parking can be incorporated into the site at a later time, and also after using the facility, there may be more input on where to place more parking rather than just in the front of the festival area. It was decided for the following the design teams to make changes to: Alternatives on parking Decreasing the pavilion 3 January 26, 2010 Wolf Pen Creek Oversight Committee Minutes Moving the shade structures – view from Dartmouth Providing enough utilities – water and electricity Look at Budget constraints David Gwin said that he interested in this project and is ready to make events happen at this site. He is excited! Capital Projects Department will bring updated information for this project from the Design teams changes back to the Committee at their next meeting. The Capital Projects Department will send out an electronic version of the changes before the next meeting. 6.Presentation, possible action, and discussion regarding creating a project specific website for the Wolf Pen Creek Water Feature and Festival Area Project: Marco A. Cisneros, Director of Parks and Recreation, explained that this would be more of an information site for the community to have information over the project. Some examples were given as to what the website would have on it. There would be things such as: Displays o Update o Construction Schedule o Wolf Pen Creek Information o Timeline of Project o How the project started o Dennis Maloney explained that a contract needs to be composed so we make sure that this project is completed in a justified time period. Scott Shafer commented that we need to have this site specifically for the public because the project is being done for them. They are interested in the status of it and deserve to have that information provided for them. An idea for the website was to basically make it all about Wolf Pen Creek and have a link saying Coming Soon! That would have a link to the upcoming Wolf Pen Creek Water Feature and Festival Area Project. 7.Presentation, possible action, and discussion on future agenda items: A Board Member may inquire about a subject for which notice has not been given. A statement of specific factual information or the recitation of existing policy may be given. Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequent meeting: 4 January 26, 2010 Wolf Pen Creek Oversight Committee Minutes Swear in Committee Members Sharon Colson and Kenny Mallard Next Meeting will be scheduled for late February or the early part of March (if possible) 8.Adjourn: Marsha Sanford made a motion to adjourn the meeting, and James Massey seconded the motion. The meeting adjourned at 3:14PM. 5 January 26, 2010 Wolf Pen Creek Oversight Committee Minutes