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HomeMy WebLinkAboutParks And Recreation Board - Minutes - 07/26/2006Call Meeting to Order: Jessica called the meeting to order at 5:45 Agenda Review: Marty said that he would like to briefly discuss the YAC under Other Business to update the Board since there was going to be an article in the paper. Items of Note: Walt arrived at 6:00 Citizen Participation: None Approval of Minutes: On a motion made by Mary, seconded by Mark the Board (7:0) unanimously approved the May 24, 2006 Minutes Update on the New Northside Azlan Community Center: Recreation Manager Jean Helburg and Recreation Facilities/Services Administrator Steve Budner came to update the P&R Board on the new Northside Azlan Center. Jean informed the Board that Recreation is going to do some reorganization and Steve will be managing the NACC. She explained that this project is part of the Building Community Choices package and is the last project to be built. BCC was a quarter cent Sales Tax passed by the voters in 1996. The project was to have started a couple of years ago but the river clean up project prevented that. Once the clean up was finished they were able to start the project. They have hired Pinkard Construction and have been working with them a little over a year. Jean then reviewed the design changes with the Board. The restrooms were up -sized and locker room was down -sized which gave them the opportunity to put in a hallway and to move the access spaces indoors. The hallway will act as a buffer between rooms. Additional storage was added throughout the facility. They moved the computer room to a different area because initially they had access to a lot of window and felt it would be better for the game room to have access to the windows. In order to transport a treadmill or gurney they had to up -size the elevator. The lighting in the gym was upgraded to t-5 florescent lighting because metal halide lighting has to warm up before it fully comes on, the cost for the upgrade will come from the Recreation Reserve Budget. Jessica asked if any of the rooms had wood flooring. Jean said the gymnasium has wood floors. She said the activity room was initially going to be used as a dance/aerobic studio with a suspended wood floor but it was taken out to save money. She explained that this room is pretty small so they plan to use it for spinning and/or weights. Jessica was wondering if the activity room could be used for Yoga. Jean believes they could hold Yoga classes elsewhere in the facility. Jean said the first design Parks and Recreation Board Minutes July 26, 2006 Page 2 had an outdoor patio that was eliminated which saved them money and allowed for more room in the fitness area. They reconfigured the office area which would allow them to add an area for equipment repair and some additional storage. They also eliminated a hallway which was used for an enclosed emergency stairway and then moved the activity room to the hallway area and relocated the emergency stairway. This change also helped with the roof design. Other design change they made was to put under sidewalk snow melt in. She said that they have it at EPIC and it has helped. Jean stated that they had just recently made the decisions in order to get the budget resolved. She feels the changes they have made are going to help to enhance activity and participation and that they will not decrease the ability to run the facility or decrease revenue. Jessica asked Jean to explain the configuration of the activity area again. Both Jessica and Mark expressed their concern that the noise from the spinning classes may be an issue for those in the gym. Jean's response was that one of the reasons they changed the area was because it is too small for aerobics. Jean reminded the Board that the increase in construction costs has been an issue. They have been working for several weeks on trying to get this budget in balance because they are close to finishing the design development in order for Pinkard to hire their subcontractors and to get firm construction costs. She then went over some of the increases. Jessica referenced a memo that Jean provided and asked if they are looking at a 1 million dollar increase and Jean said that was pretty accurate. Mark asked if they had considered geo-thermal heat and Jean said that they didn't have the budget for it for this project. She said that another problem with this project is that it was cut back 31% before it went on the ballot. It was estimated at 10 million in 1996 and was budgeted in the BCC package at 6.9 million. With design changes and site refinements they were able to reduce this deficit. Jean then reviewed the changes they had to make because of the requirements of the Development Review Process. The parking lot was reconfigured and the drainage was refined. They also had to up -size the water main and add some more bike racks and trees. Mark asked if it was possible to rotate the building so the entrance would be more attractive. Mary was concerned with the handicap accessibility being an issue. Jessica also wondered if the building should be rotated and that the handicap accessibility may be an issue. Jean explained that they were fully aware of this and they have tried to come up with alternatives, but they didn't pass the Development Review process. She said that there is an area that could be used as a drop-off area. She also informed them that Willow Street is going to be reconfigured and they are going to be working with them so this may alleviate the issue. Greg asked if the playground was still in the plan and Jean said it was. Jessica was wondering why the building couldn't be flipped around and change the parking. Marty said that it would be a major redesign. Marty explained that City Plan requires that the front of the building had to be off Willow and the parking in the back in order to meet City Plan standards. Michael said that it's called New Urbanism. Jean told the Board that they were able to get the problem down to $400,039 through design changes, site refinements and value engineering. Marty explained that in a design -build contract like this it's typical that you'll get the design originally and work with the contractor to refine it to meet our unique needs and identify ways to save money that can be used to pay for other changes. What wasn't typical was the large increase in the cost of materials. Greg asked about the down -grade of the flooring in the gym and Marty said the first choice was high -end and they have lowered Parks and Recreation Board Minutes July 26, 2006 Page 3 the grade but it's still good quality. Jean informed the Board that Pinkard also ponied up $240,000 and the City ponied up $199,000 out of contingency. The Board briefly discussed the disabled parking issues again and felt that it should be reconfigured. Marty said the City Plan requirements may be an obstacle, but that staff would take another look at it. He said that they do recognize the problem and that they have taken a look at it but were unable to come up with a good solution. On a motion made by Jessica, seconded by Walt, the Board made a motion to recommend that the staff take another look at the handicap parking availability of the Southwest side of the building to see if there is a way to provide adequate parking spaces closer to the front entrance. Jessica felt they should invite planning to their next meeting to explain the reasoning to the Board. Marty suggested that if this motion goes forward that they will take a new look at the disabled parking and will bring it back to the Board. If Planning disagrees with the Board's suggestions then they can invite them to the next meeting to explain their position. Ann asked if ADA requirements were being met and Marty said that they were but they just aren't as close at we would like. Jean informed them that they are set to break ground in October. Jon asked where we were with O&M when the NACC opens. Marty responded that we are going to move employees from the 214 location to the new facility. Marty said that this was what he was going to discuss under Other Business. He explained that Jean and her staff have been trying to come up with a way to open it with very little General Fund money and that is contingent on the YAC closing. Marty said that Council is being pressured to keep the YAC open and if that were to occur then we would need about an additional quarter million. The money used from the General fund to operate the YAC is $500,077 annually and $365,000 of that is for the lease. Jessica is concerned that the kids on the South end wouldn't come to the North end of town. Marty said that Jean and her staff have been speaking to Boltz to see if we could help with their after school programs. Jessica asked about providing a bus for the kids. Jean was concerned because kids want to leave and return at different times and we have had trouble with parents not picking up their kids once they are dropped off, plus we don't have funding. Mark asked about the project at the First Christian Center. Marty said that Jean and her staff have also been talking to them but we're not sure when that will open. Mike asked if the equipment from the YAC will be moved to the Azlan Center. Jean said the equipment has broken down over time therefore a lot of it is gone; however some of the supplies will be used like the basketball hoops, kitchen supplies, tables and chairs. Jean then passed around pictures of the new slides at the City Park Pool and briefly explained the addition. She said that things have been going well. Update on City Budget Reduction Discussion Marty went over the Budget situation. He explained that the budget for next year was based on a 4% increase in Sales and Use Tax over this year's Budget, which also contained a certain increase over the prior year. It became apparent after the first quarter of this year that the revenues were behind projections. Marty reviewed some options to consider. They have been directed to give 8 million dollars in potential cuts and to produce new revenue sources for Council to consider. The primary revenue sources were a Park Maintenance Fee, Transportation Maintenance Fee and a PILOT tax. Marty said the Finance office is in the process of refining the Parks and Recreation Board Minutes July 26, 2006 Page 4 method they use for predicting Sales and Use Tax. He said we've had a 3-4 percent increase in a couple of months since the first quarter over last year and then last month came in flat again. They had adjusted their model and are now projecting a 5.8 million instead of a 6.8 million short fall. The deficit is based on a 10 million dollar funding for the Street Maintenance Program. Marty went over the City Manager's recommendations. Darin recommended cutting 1 million in employee compensation. The Budget was based on a 6.2 percent employee wage increase. Darin is suggesting that we take away the merit increase and keep the cost of living. Jessica asked if City employees paid some of the cost of their health care benefits and Marty said that they did. Darin also found $300,000 in efficiencies which included changing the vehicle taking home policy, restructuring the IT Department, possibly reorganize transportation and creating a one - stop -shop for Development Review. Marty then went over the revenue resources. He said Council was interested in a Park Maintenance Fee and they would possibly consider a Transportation Maintenance Fee but they weren't in favor of a PILOT tax. He said that Council Member Kelly Ohlson suggested to Council that if they are going to consider a Park Maintenance Fee they should do 50% for Community Parks and 50% for Neighborhood Parks. Jon was wondering why it needed to be broken down and not just called a tax for everyone to contribute to. Ann asked if there were requirements of how you spend it. Marty said there is a difference between a fee and a tax. Marty explained that if it was set up the way Kelly suggested there would be a different accounting system. When you impose a fee the fee revenue has to be tracked and spent for the purpose for which the fee is created. Marty noted that what they initially proposed would end up being around $4.00 per household for Community Parks and over $6.00 for both Neighborhood and Community parks. He said that Council suggested that we look at other efficiencies then they would look at other revenue possibilities. Council was not interested in looking at cutting emergency services or maintenance. The Board briefly discussed the Library District that is set to be on the ballot for November. Jessica asked why County residents didn't have to contribute to that tax and Marty said that they would if they were in the district boundaries. Marty then went over what CLRS proposed: ■ $50,000 savings by moving staff from 214 and the YAC to the NACC. ■ $19,000 savings by eliminating Recreation at Your Door. They feel that they can get other sponsors for that program. ■ EPIC would lose some FTE employees and they would be replaced by hourly employees. ■ Trying to get the most out of computers and other equipment. ■ Discontinuing the automatic discounts for 60+ for drop -in recreation and changing it to a need based or low-income program. 0 $39,000 savings by eliminating the position that does senior trips. Parks and Recreation Board Minutes July 26, 2006 Page 5 Greg suggested fund raisers and Marty said they could consider it but it hasn't worked well in the past and there are private companies that provide service. ■ Cutting back on food and supplies ■ Eliminating a position at Cemeteries ■ Fireworks only at the 4th of July Celebration. John asked how much the fire works cost the City and Marty said around $15,000. Marty explained that it costs a lot for maintenance and event support. ■ Cutting a Forestry Tech. Position Marty feels this would be a bad thing to do since we're on a 9 toll year pruning rotation when we should be on a 7 year rotation which would take us about 11 years then to get back to a tree once it's pruned. Marty said that we have 40, 000 trees. ■ Having Park Planning provide a potion of Marty's salary and Golf will provide 100% of the Administrative Aide's salary. ■ Using $125,000 of the Conservation Trust Fund for trail maintenance instead of trail construction. ■ Cut back on park maintenance and equipment replacement. ■ $96,000 savings by having Natural Resources take over Gateway Park. Marty said that we couldn't just give up Gateway because we would have to pay back GOCO $100, 000. He said that $5, 000 was taken out of Horticulture. Jessica asked about the Children's Garden being built and Marty said that it is being built. Project Updates Craig briefly reviewed the project updates. Update on Response to RFP for Consultant for P&R Policy Plan Update Craig explained the RFP process and that the interviews will start in August. The Board will have the chance to meet them. Marty said that he's comfortable because they are all very well established companies and have been doing this for a long time. He said that they would keep the Board up to date. Fossil Creek Underpass Parks and Recreation Board Minutes July 26, 2006 Page 6 Craig discussed the underpass and passed out pictures of the art work that was in place. Jessica expressed her concern about graffiti and Craig said that he believes the material that was used would easily clean up. Power Trail Craig said that they have completed the section from Horsetooth to Golden Meadows Park. Spring Canyon Community Park He said that Connell is doing 1,000 ft of concrete a day and they will start on the buildings in the next few weeks. Oak Street Plaza He said that the project looks great and informed them of the Grand Opening that is set to take place on August 18` at 3:00 Other Business: None Board Member and Staff Comments: None Correspondence: None Adjournment: The Board unanimously agreed to adjourn at 8:05 p.m. Respectfully �submitted, " Ad,4 Dawn Worth Administrative Aide Board Attendance Board Members: Mary Carlson, Michael Chalona, Ann Hunt, Mark Lueker, Jessica MacMillan, Gregg Miller, Walt Peeples, Jon Sinclair Staff: Craig Foreman, Marty Heffernan, Jean Helburg, Steve Budner Guests: