#8 BOARD OF PARK COMMISSIONERS REGULAR MEETING Park and Recreation Department Conference Room, 11th Floor, City Hall Monday, June 14, 2004 3:30 p.m. Present: Bob Aldrich, Colleen Craig*, Glen Dey, Bobbie Harris, Janet Miller Absent: June Bailey, Dennis Brunner Also Present: Rosemary Weber - GreenWay Alliance; Kathy Dittmer, Lucy Burtnett and M.S. Mitchell - Riverside Citizens Association; and Doug Kupper and Maryann Crockett (staff) First Vice President Miller called the meeting to order at approximately 3:30 p.m. The minutes of the May 10, 2004, Regular Meeting were reviewed and approved as corrected. 1. Garvey Park Construction. Director Kupper briefly reviewed the item stating that improvements such as the playground and new parking lot with access to the river for the proposed canoe launch were finally underway at Garvey Park. He also mentioned the growing popularity of the community gardens "Eaton" spearheaded by Councilman Lambke located at the park. * Rosemary Weber - GreenWay Alliance - asked about a tie into the bicycle trail at the park. Director Kupper explained that the trail would be extended to Garvey Park south of the current trail end point. 2. Northeast Baseball Complex. Director Kupper reported that the City had released a request for proposal (RFP) for a partner to develop baseball diamonds at 29th and Greenwich Road in 2003. He indicated that the City has received responses, and that he should be able to report on a selection at the July Park Board Meeting. He said the RFP offered several options including providing in-kind services and cash donations. He said the plan focused on developing six ball diamonds within the next two years. He said other items addressed in the RFP were utilities, outfield fencing, backstops, and lighting. There was brief discussion concerning the partnership agreement. Responding to a question from Aldrich regarding maintenance, Director Kupper explained that the partner would manage the complex and maintain the fields. He said the City would provide the cost of the land, which was approximately $270,000.00 and approximately $870,000.00 towards construction. He said eventually, the City would like to have ten ball diamonds at the site. There was discussion regarding developing a non-exclusive use agreement so the fields would be available to the general public. There was also concern expressed regarding rates and fees and whether the City could set a ceiling on the amount charged to participate in leagues or to rent fields at the complex. 3. South Lakes and Stryker Soccer Complexes. Director Kupper commented that the sports fees proposed by the Alternative Revenue Task Force (ARTF) were based on 100% cost recovery. He said during discussions on the sports fee structure with the City Council, staff was given direction to explore the possibility of developing long-term leases of sports fields with specific special interest groups or organizations that would maintain the fields as part of the lease agreement. He said the general public would still be able to participate in league sports, but it would free up funds currently being spent on care and maintenance of fields for use on other park facilities. He said there were fifteen soccer fields at South Lakes and twelve fields at Stryker. There was general discussion regarding fees. Miller asked how much funding would be re-allocated and where. Director Kupper commented that between $185,000.00 to $225,000.00. He added that water alone cost approximately $60,000.00, and that was at the conservation rate. He said partners were also working with the Kansas Department of Health and Environment (KDHE) concerning the possibility of establishing wells at Stryker to offset the cost of watering the fields. Director Kupper stated that staff would be drafting an agreement for Board review. Responding to a question, he said a start-up time frame would be approximately January 2005. Miller asked if the organizations would be not-for-profit. Director Kupper commented that may or may not be a requirement. There was discussion regarding the City building facilities and then turning them over to private organizations to operate and make a profit. Director Kupper explained that this approach was not setting a precedent, and that Derby and other surrounding municipalities often built facilities and leased them to private groups or turned them over to recreation commissions to manage. 4. Old Linwood School. Director Kupper referred board members to correspondence dated May 3 and May 21 attached to the agenda from the State Historic Preservation Office regarding the old Linwood School building being eligible for listing on the National Register of Historic Places and that demolition of the school would adversely affect an historic site. He said according to the agreement reached with USD #259, the City would not receive title of the old Linwood School property until the building was demolished. He said the City is checking on use of just the multi-purpose room located at the site. Miller asked where the City was on resolution of the issue of replacement land. Director Kupper responded that it was extremely difficult to locate replacement property within the Linwood Park neighborhood. He said the City could not use the old Linwood School site as replacement land, even though Park and Recreation may use the multi-purpose room at the site as a small neighborhood center. Responding to a question from Aldrich regarding maintenance of the site, Director Kupper stated that USD 259 should provide site restoration at the school, but that the Park Department would probably plant grass and some simple landscaping around the area. There was brief discussion concerning designation of the school as a National Historic site. 5. Capital Improvement Program Update. Director Kupper announced that five new playgrounds were completed including one at Garvey Park and that currently, playgrounds were under development at the following parks: Aley, West Douglas, Spruce, Lynette Woodard, Fairmount, and Grove. Responding to a question from Aldrich, he said there has also been discussion concerning relocating the playground at Orchard Park closer to the recreation center. In addition, Director Kupper reported that new tennis courts have been completed at West Douglas, Aley, Lynette Woodard Parks and that Sunset and South Linwood Parks are scheduled for completion. Miller asked about the tennis courts at Schweiter Park. Director Kupper explained that two years ago the neighborhood association had agreed to the removal of tennis courts at the park; however, he said now it appears that the association, headed by a different board, has had a change of heart. He said it could take anywhere from three to five years to rebuild the courts, and added that the current cost for a two-court system was approximately $90,000.00. He said the plan was to replace/renovate the tennis courts located at recreation centers first because they could be programmed for lessons and other activities that would generate revenues. Director Kupper mentioned other items such as the bike path from Oliver to Grove Park; park roads and entry drives at Orchard, Oak, Sunset, Edgemoor, and Veteran's Memorial Parks; compliance with Americans with Disabilities Act; and interactive fountains at Fairmount and Osage Parks. * M.S. Mitchell - Riverside Citizens Association - asked when the work at Oak Park was going to be completed? Director Kupper explained that the City had a list of items that needed to be completed at both Oak and Riverside Parks. He said staff could not estimate a completion date. 6. Director's Update. Director Kupper reported briefly on the following items: * Leon Robinson Park - staff has met with the neighborhood group and family and has proceeded with bid specifications for the picnic shelter. He said there would also be some type of memorial plaque at the shelter in remembrance of Mr. Robinson. * Riverside Park System - reiterated that staff has a six page "punch list" of items to be completed by the project contractor. He said the majority of the list involved Oak Park. He mentioned change orders and other items related to the Americans with Disabilities Act, water wells and the interactive water fountain. Responding to a question from Miller, Director Kupper explained that there has been discussion regarding design issues related to the interactive fountain. Miller expressed concern that any expenses related to repairs or malfunctions as a result of the fountain design be paid for by the contractor and not the City. * Summer of Discovery - enrollment in the SOD program is continuing at all sites and numbers are high. * Budget Meetings - commented that the budget outlook was pretty gloomy and that the department would not be able to recover cuts from last year. He said the department has been able to fill vacancies; however, he mentioned that four new softball fields came on line this year without the benefit of additional resources for care and maintenance. Mitchell suggested including a park board member on the selection committee for various RFP's to recommend that additional resources be allocated for upkeep and maintenance of projects. Director Kupper explained that a member of the Park and Recreation Department was usually on each committee as well as a representative from the City Manager's Office, Department of Finance, Law Department, Public Works Department and a citizen. He said that was still only one vote. * Colleen Craig left at 4:20 p.m. * Archery at South Arkansas River Greenway - Janet Miller requested an update on the contract with the archery group. Director Kupper explained that from a planning standpoint, the South Arkansas River Greenway was always intended to be an outdoor recreation park. He said funds were allocated in the 2005 CIP to start improvements at the park. Miller asked if the archery group's use of the area might conflict with future uses. He said staff would like to promote use by several user groups and not just one. He mentioned a future canoe launch at the area and possible construction of restrooms. Weber asked who was monitoring improvements made by the archery group and what was the time frame. Director Kupper commented that staff would monitor the contract with the group. Miller asked about sand mining in the area. Director Kupper stated that was part of the RFP on the Kingsbury site, but that the City did not get many responses on the SARG area. * Confederate Flag at Veteran's Memorial Park - Janet Miller asked for clarification as to why the confederate flag was flying at Veteran's Memorial Park. Director Kupper explained that the fourteen flags displayed at the flag memorial in Veteran's Memorial Park represented various periods of United States history. He said the Confederate Flag represented the battle flag of the South during the Civil War. He passed out a project flyer on the flag memorial project, which explained each flag and its history. 7. Executive Session. On motion by Aldrich, second by Dey, IT WAS VOTED UNANIMOUSLY that the Board recess into executive session for consultation with legal counsel on matters privileged in the attorney-client relationship relating to Ordinance #125 and that the Board return from executive session in approximately forty-five minutes at 5:45 p.m. The Board returned from executive session at approximately 5:15 p.m. No action was necessary as a result of the executive session. There being no further business, the meeting adjourned at 5:15 p.m. ___________________________________ Janet Miller, First Vice President ATTEST: _____________________________________ Maryann Crockett, Clerk Recording Secretary Park Board 6/14/04 (Contd.) Page 4 of 4 1 4