Parks and Recreation Commission

Inger Hiller, Chair Brian Glotzbach, Vice Chair Parks and Recreation Commission Sarah Grider Meeting Minutes Jan Meyer Michael Smith Michael Waggoner Wednesday, November 20, 2019 5:00 PM The Millhouse at Philip S. Miller Park 1381 W. Plum Creek Pkwy. Castle Rock, CO 80109 NOTE: THIS MEETING IS OPEN TO THE PUBLIC. THREE OR MORE COUNCIL MEMBERS MAY ALSO ATTEND THIS MEETING, DURING WHICH THE ITEMS LISTED HEREIN WILL BE DISCUSSED. TIMES SHOWN ARE APPROXIMATE AND MAY BE ADJUSTED DUE TO CHANGES TO THE AGENDA. CALL TO ORDER Council Liaison Kevin Bracken was present, as was Mayor Jason Gray. Also present were staff members Jeff Brauer, Jeff Smullen, Brian Peterson, Mike Kilman, Bob Maloney, Jennifer Martin, Maia Aman, Dan Wahl and Marcy Jones. Present 6 - Vice Chair Brian Glotzbach, Commissioner Sarah Grider, Chair Inger Hiller, Commissioner Jan Meyer, Commissioner Michael Smith, and Commissioner Michael Waggoner ADDITIONS/DELETIONS/MODIFICATIONS TO THE AGENDA PUBLIC COMMENT DURING THIS TIME, MEMBERS OF THE PUBLIC ARE INVITED TO ADDRESS THE COMMISSION AND STAFF ON ITEMS THAT ARE NOT ON THE AGENDA. COMMENTS SHOULD BE LIMITED TO NO MORE THAN FOUR (4) MINUTES. None. MINUTES OF THE REGULAR MEETING PRAC Approval of the Minutes of September 18, 2019 2019-026 It was motioned by Jan Meyer and seconded by Sarah Grider to approve the minutes of the September 18 Parks and Recreation Commission meeting. "I move to approve the minutes of the September 18 Parks and Recreation Commission meeting." Yes: 6 - Vice Chair Glotzbach, Commissioner Grider, Chair Hiller, Commissioner Meyer, Commissioner Smith, and Commissioner Waggoner AGENDA TOPICS PRAC 2019-2020 Commission Meeting Schedule 2019-027 The Commission discussed its regularly scheduled meeting schedule through May 2020. It was then decided to cancel the regularly scheduled meeting on March Parks and Recreation Commission Meeting Minutes November 20, 2019 18, 2020 due to the Douglas County School District spring break schedule. Inger Hiller motioned and Sarah Grider seconded to host a special meeting on March 25, 2020 to account for spring break. "I move to reschedule the March 19, 2020 Parks and Recreation Commission meeting to March 25, 2020.” Yes: 6 - Vice Chair Glotzbach, Commissioner Grider, Chair Hiller, Commissioner Meyer, Commissioner Smith, and Commissioner Waggoner PRAC Keepers of the Rock Annual Update 2019-028 Volunteer Project Manager of Keepers of the Rock (KOR), Dennis Carnahan, provided an overview of the group's 2019 progress. Managed through the Town’s POST Partners Volunteer Program, KOR maintains Rock Park in partnership with Town’s Teen Court. KOR improves the physical quality of the trails and landscape while providing community service opportunities to first-time criminal offenders. When the group began, the trails were not maintained and many social trails existed. Over of the course of its sixteen years, KOR has completed 13,099 volunteer hours, which represents a present worth labor value of $333,108. Throughout 2019, 14 projects were completed over six workdays totaling 475 volunteer hours, which represents a present worth labor value of $11,728. The volunteer work group closed an unauthorized social trail and performed extensive grooming due to trail overgrowth from abundant precipitation. Dennis also noted that park visitors were generally very pleased with their performance, which he felt was important to note since the park remains open during workdays. Michael Waggoner thanked Dennis for all of his work and volunteer efforts. Dennis then thanked Michael Waggoner and the Commission for what they do. Michael Waggoner asked Dennis how trail usage has changed since the group began. Dennis noted that very few people used the park due to the lack of maintenance and overgrowth that made walking difficult. Now, many people use the trail and are appreciative of the work performed by KOR. Inger Hiller also thanked Dennis for all of the hard work and time he has contributed over the course of 16 years. Inger Hiller commented that as someone who frequently uses the park, it's always in an exceptional condition. Jeff Brauer explained that in 2000, the Parks and Recreation Department had spent approximately $200,000 on various trail renovation projects throughout Castle Rock using contractor labor. When the work didn’t stand the test of time, the Department then turned to the Castle Rock Ministerial Alliance who provided volunteers on trail maintenance workdays. Eventually, these efforts evolved into KOR through the support of POST Partners and Teen Court. At different moments in time, various community groups have stepped up to assist with trail maintenance. Jan Meyer also thanked Dennis for providing leadership and consistency to teens. Kevin Bracken asked Dennis and Jeff Brauer if they have experienced any Parks and Recreation Commission Meeting Minutes November 20, 2019 accelerated erosion towards the top of the Rock. Dennis noted that KOR uses StaLok to provide enhanced trail surface stability and also noted that increased signage has helped trail users avoid areas with erosion. Jeff Brauer commented that the Town performs geological risk assessments to monitor geologic changes overtime and remove loose rock portions when appropriate. PRAC Cobblestone Ranch Park Master Plan Update and Recommendation 2019-029 to Town Council to Approve Change Order #1 to the Contract with Norris Design for Phase 1 Design and Construction Services Jeff Smullen provided the Commission with an update regarding the master planning process for the Cobblestone Ranch Regional Park. While the intent of this process is to define the plan for the park in its entirety, only 8 to 10 acres will be developed beginning in 2020. An open house was held in August and an online survey was made available to garner public feedback. The survey results and discussions were then compiled by the design team into a master plan draft. This draft was then presented at an additional public open house and online through a survey. The master plan draft incorporated public feedback by including vehicular access from Castle Oaks Drive, removing camping, ensuring the sledding hill was not altered, adding a large paved and unpaved network of trails, adding play areas to the core of the design, including adequate onsite parking, incorporating water conservation into design elements and accounting for full cutoff lighted athletic fields. The Town contracted with Norris Design for master planning services in July 2019 through a Request for Proposals. Now that the master plan is complete, a change order to the existing services agreement is required to authorize additional design services for the first phase of the project, which is to develop amenities to primarily serve the neighborhood. The first phase will include additional public process as well as construction documents, bid specifications and construction administration. Construction will likely begin in summer 2020. Mayor Jason Gray asked how much of phase one is represented in the master plan draft. Jeff Smullen explained that the first phase will provide parking and constructing a core area with play. Jason Gray then explained that providing perspective on how long it will take to create the final master plan will be helpful with future public process. Jan Meyer asked if the design incorporated plumbed restrooms. Jeff Smullen explained that the cost break down for restrooms will be discussed through the planning stages of phase 1; prefabricated units tend to cost approximately $80k and up. Michael Smith noted that one common theme of the comments was concern related to traffic; perhaps the park will in some ways reduce overall traffic because it will limit trips across town to other facilities. Jeff Smullen noted that traffic concerns are always prevalent through developments such as parks and especially schools. A traffic study will be completed throughout the development Parks and Recreation Commission Meeting Minutes November 20, 2019 process. Michael Waggoner asked if the central access point will be off of Highway 83. Jeff Smullen explained that the main access will be off of Castle Oaks Drive. Michael Waggoner also asked if there has been a discussion of charging user fees to enter this park or others. Jeff Smullen explained that generally new parks are funded through impact fees and the intent of the park is to be open and free. Brian Glotzbach asked for the acreage of Deputy Zack S. Parrish III Memorial Park for comparison. Jeff Smullen explained that Deputy Zack S. Parrish III Memorial Park is 5.5 acres and further noted that the park and its surrounding infrastructure with the school’s athletic field would be more comparable to the site proposed for phase 1 development at Cobblestone Ranch. Brian Glotzbach motioned and Michael Smith seconded the endorsement of Change Order #1 to the contract with Norris Design for Phase 1 design and construction services in the amount of $200,900 with a 10 percent design contingency of $20,900 for a total cost of $221,800. “I move to recommend that Town Council authorize Change Order #1 to the contract with Norris Design for Phase 1 design and construction services in the amount of $200,900 with a 10 percent design contingency of $20,900 for a total cost of $221,800.” Yes: 6 - Vice Chair Glotzbach, Commissioner Grider, Chair Hiller, Commissioner Meyer, Commissioner Smith, and Commissioner Waggoner PRAC Discussion/Direction: Recreation Facility Feasibility Study Update 2019-030 In 1988, Castle Rock was on the cutting edge of recreation. During that time, the Recreation Center was developed and funded through a voter supported bond initiative. Now, the 2019 budget includes funding for a recreation facility feasibility study to determine the program and scope for future indoor facilities. As the Department initiates the beginning planning stages for the next potential facility, staff would like to ask Commission members to provide input and assist with the identification of community needs. Meeting attendees expressed interest in places to host wrestling meets and practices, an ice facility, a facility that could host a large sporting event and provide a draw in attendance, as well as a pool and gymnasium space. Inger Hiller noted that there is a general lack of programs available for teens and pre-teens and expressed interest in having a future facility provide opportunities to this demographic. Inger Hiller also inquired about the potential locations for a future facility and Jeff Brauer noted that they have yet to be determined. Kevin Bracken commented that he would like to see strong collaboration between public and private entities in the planning, development and management of a future facility. Kevin also noted that an ideal facility would have the flexibility to offer multiple programing options such as plays, sporting events, concerts, etc. and Parks and Recreation Commission Meeting Minutes November 20, 2019 would ideally be situated in a context where visitors and facility users can easily access nearby amenities. Jeff Brauer responded and explained that another partnership opportunity may be the school district. Jan Meyer expressed concern related to the busyness of the Recreation Center, the limited ability to provide general recreation amenities to all patrons and the potential loss of revenue to competing private industry. Jan believes that whatever new facility is constructed, it should also include recreation opportunities for all ages and abilities. Michael Waggoner expressed that he greatly appreciates the existing ability of the Recreation Center to improve the physical and mental health of its users and noted that exercise and participation in sport generally leads to better performance in life and more active community members. Michael Waggoner commented that the new facility should continue to offer a broad base of amenities to community members. Jeff Brauer explained that this update will soon be provided to Town Council to initiate the next steps of the study and planning process. PARKS AND RECREATION DEPARTMENT COMMENTS Staff provided the following updates to Commission members: - Town Council recently approved a purchase agreement for a portion of the Plum Creek Golf Club. The closing will occur in December. - The Town of Castle Rock received the Land Manager of the Year award from Volunteers for Outdoor Colorado related to its 2019 partnership and work at Gateway Mesa Open Space. - Festival Park received the Columbine Award for most innovative redesign project from the Colorado Parks and Recreation Association. - The FitGround Course is now open at Philip S. Miller Park and many people are enjoying the new amenity. - Throughout the month, Bob Maloney and his staff worked with the POST Partners Volunteer program to plant hundreds of trees throughout town at various park sites. The trees were acquired for free through the Colorado Department of Transportation. - Two lifeguards were awarded with the American Red Cross Lifesavings Award. Aquatics Supervisor Jan Weed has done a phenomenal job with training and coaching lifeguard staff and her work continues to be recognized through awards such as these. - Upcoming events include Starlighting on Nov. 23, Story Tellers and S'mores on Dec. 7 and Reindeer Games on Dec. 13. Parks and Recreation Commission Meeting Minutes November 20, 2019 COMMISSION COMMENTS Sarah Grider inquired as to whether or not follow up had been completed on the public comments provided in September. Staff confirmed that the issues brought up by the community members had been successfully addressed. Michael Waggoner noted that the new equipment installed at the Recreation Center is excellent. ADJOURN The meeting adjourned at approximately 6:41 p.m.