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, April 15, 2020 5:00 PM Virtual Parks and Recreation Commission Meeting 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. This meeting will be held in a fully virtual format. Join the meeting online: https://crgov.webex.com/crgov/j.php? MTID=mdbc0ea1fb2766b5264cfd14460a4927f Join the meeting by phone: +1-408-418-9388 Use meeting number/access code 262 035 246 and meeting password E2PxdwDgJ34. TIMES SHOWN ARE APPROXIMATE AND MAY BE ADJUSTED DUE TO CHANGES TO THE AGENDA. CALL TO ORDER The meeting was called to order at approximately 5 p.m. Council Liaison Caryn Johnson was present, along with Town staff, including Jeff Brauer, Jeff Smullen, Jennifer Martin, Mike Kilman, Bob Maloney, Brian Peterson, Dan Wahl and Maia Aman. Mark Marlowe, David Van Dellen and Erik Dam were also present throughout Castle Rock Water’s presentation. Present 5 - Commissioner Sarah Grider, Chair Inger Hiller, Commissioner Jan Meyer, Commissioner Michael Smith, and Commissioner Michael Waggoner Not Present 1 - Vice Chair Brian Glotzbach 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 January 15, 2020 2020-003 It was motioned by Michael Smith and seconded by Sarah Grider to approve the minutes of the January 15 Parks and Recreation Commission meeting. "I move to approve the minutes of the January 15 Parks and Recreation Commission Parks and Recreation Commission Meeting Minutes April 15, 2020 meeting." Yes: 5 - Commissioner Grider, Chair Hiller, Commissioner Meyer, Commissioner Smith, and Commissioner Waggoner Not Present: 1 - Vice Chair Glotzbach AGENDA TOPICS PRAC Discussion/Direction for the 6400 East Tributary at Paintbrush Park 2020-004 Phase 1 Project Alternative Analysis David Van Dellen of Castle Rock Water presented a discussion/direction item to obtain feedback from the Parks and Recreation Commission related to a pond at 6400 East Tributary in The Meadows. Between The Grange and Paintbrush Park sits a pond, built in the 1960’s for agricultural use. Now that the surrounding area is developed, the pond is mostly used for recreation. The open water also provides a benefit to wildlife as it is stocked with fish. Given that the pond’s embankment has been assessed as at risk, David presented two options for the Commission’s consideration: removing the pond or reconstructing the pond. To keep the facility, Castle Rock Water would need to drain it and restore its embankment to a safe condition. This course of action would cost approximately $1.8 million. The second option of removing the pond and restoring the area to a natural channel would cost $.5 million. Both options would be funded through the Stormwater Enterprise Fund. While some members of the public are concerned about the potential loss of a local fishing hole, the neighborhood’s HOA is concerned about the unsafe and icy conditions in the winter. In addition, the Castle Rock Water Commission expressed concerns related to the costs of restoring the pond, as well as the red tape and staff time that would be required to complete this option. Once an alternative is selected, Castle Rock Water will proceed with obtaining Council approval and project design. Inger hiller asked if there is existing stream that runs into the pond and if there is a risk of pooling water and mosquitos. Erik confirmed that there is a small feed into the pond and noted there aren’t too many concerns at present related to mosquitos. Inger also asked that if the pond is drained, whether there is a chance an additional recreation resource could be provided to offset the lack of fishing. Erik responded by explaining Castle Rock Water will continue to work with the Parks and Recreation Department throughout the course of the project and that they will defer to Parks and Recreation for future input on this subject. Jan Meyer asked if future stormwater drainage in The Meadows could be impacted if the pond is removed. Erik clarified that the upstream drainage would continue to run along the East Tributary and pass through this facility. The difference between the existing pond and a pond designed to contain stormwater is that the latter is built to minimize downstream flooding; the current facility does not function in this capacity. Jan also noted that the pond provides a nice aesthetic to nearby facilities and asked if The Meadows HOA had expressed any interest in providing financial assistance to keep the pond. Erik confirmed that the HOA has experienced too many safety complaints, especially during winter months, to not have an interest in assisting. Jan also asked if the Town pursued the more expensive option, if Parks and Recreation Commission Meeting Minutes April 15, 2020 rate increases would be reflected across all water users; Erik confirmed that Jan’s question was correct. Michael Smith expressed concern over proceeding with the option of keeping the pond given potential mounting budget pressures of the COVID-19 pandemic. Jeff Brauer asked if Castle Rock Water had performed any grading exercises to assess the scenario of lowering the embankment to create a non-jurisdictional embankment. Erik noted that they had, but wondered if the pond would still hold any recreational value. Caryn Johnson asked about the costs associated with maintaining the pond. Jeff Brauer explained that the pond in its current state requires very little maintenance. Jeff Smullen noted that Colorado Parks and Wildlife recently stocked the pond free of charge after completing an environmental assessment. Additional improvements or popularity could increase future maintenance costs, but the Department anticipates minimal maintenance. PRAC COVID-19 Pandemic Update 2020-005 Jeff Brauer provided the members of the Parks and Recreation Commission an update on the Department’s response to the COVID-19 pandemic. Staff who are able to work from home is doing so until April 26, 2020 as per the order issued by Governor Polis. Administrative staff continue to work on the park renovation projects funded through the Conservation Trust Fund and neighborhood park development in Cobblestone Ranch. Park Operations and Maintenance continue to work as an essential service in staggered shifts. Playgrounds, pavilions, courts and public gathering areas throughout facilities were closed and staff posted proper signage. Parks, open space and trails are still open, with increased usage rates. The Challenge Hill was made one way up to promote social distancing. Recreation has experienced the largest impact as 242 recreation employees were furloughed, including lifeguards and front desk staff. The division is still planning to offer CSU and Rock Rec summer camps starting in June. To cost save, the 2020 Spring/Summer Recreation Guide will not be printed or mailed to residents, but will still be available online. Red Hawk Ridge reopened and offers staggered tee times. The Clubhouse Grill is also open for takeout. Michael Smith asked if staff could elaborate on the decision to furlough recreation staff. Jeff Brauer responded by explaining that when the governor issued the order, it was essentially the only choice given revenue concerns. Inger Hiller thanked staff for their work and efforts in making hard decisions during this difficult time. She expressed empathy for the furloughed workers. PRAC Cobblestone Ranch Park - Phase One Update 2020-006 An open house to discuss the first phase of the Cobblestone Ranch neighborhood park project was held on March 10 at Sage Canyon Elementary School. Approximately 50 residents attended this successful open house and 83 responded to an online survey. Five plans were presented that included different phasing options and cost estimates. The department received overwhelming public support in favor of Concept 2. After reviewing Parks and Recreation Commission Meeting Minutes April 15, 2020 Concept 2 and public comments, staff were able to create a design with better flow - potentially adding more elements than originally presented - all while being able to feasibly construct additional future phase(s) in line with the Cobblestone Ranch Park Master Plan, approved by Town Council in 2019. Additionally, keeping costs in consideration, the baseball field and pickleball and tennis courts, amongst other items, can all priced as alternates in order to receive the most aggressive and cost-effective bids. The final design will feature two playgrounds, a big family lawn area, pump tracks, temporary dog parks, crusher-fine trails and lighting. Jan Meyer asked for clarification between a temporary dog park and a permanent dog park. Brian explained that the dog park will be set up as temporary to allow for the development of future phases. Jeff Smullen confirmed that providing a dog park now will allow for a good use of space in the interim and also noted that it may be some time before future improvements are added. The next steps will be to prepare drawings for Development Service’s review and seek bids for a project contractor, followed by Commission and Council approval of a construction contract. PRAC RockREC Software Update 2020-007 Dan Wahl provided an update to the Parks and Recreation Commission on the newly implemented Fusion software, internally dubbed RockREC. Past systems included Rec Biz, Group Ex Pro, EMS and Team Sideline. For customers, it was difficult to determine where to go easily find information and register for programs. In addition, Rec Biz was going out of business, so staff started a search in March 2018 for a replacement. After completing research and demonstrations, staff decided that Fusion was the best course forward to integrate existing software into a single system and replace Rec Biz. RockREC launched in March. Now, patrons are able to easily find and register for upcoming programs, purchase and manage facility memberships and passes, as well as secure pavilion and trolley reservations in a convenient one-stop-shop. Along with the streamlined desktop dashboard, patrons will be able to utilize a mobile app compatible with iOS and Android. Sports league schedules, facility schedules, punch passes, memberships and program registrations will all be easy to access. For staff, RockREC will provide an easy to use point-of-sale and inventorying and scheduling platform. In order to keep the most up-to-date information in the system, users will be required to set up new member profiles. Members who have been visited the Recreation Center since December 2019 will have their information migrated. However, everyone will need to verify that the information is correct. Once verified, the new profile will give members access to their entire family’s information in one location. Jan Meyer noted that she downloaded the app and noticed a few differences between the desktop and the mobile app versions. She also asked what feedback the Department had received so far. Dan acknowledged that the app is designed to serve a slightly different purpose, but that they both pull information from the same place. Dan also commented that very little feedback has been received due to the recent launch and pandemic. Dan welcomed additional feedback so staff could continue to make improvements and address discrepancies. Parks and Recreation Commission Meeting Minutes April 15, 2020 PARKS AND RECREATION DEPARTMENT COMMENTS Staff provided Commissioners the following updates: · The Department submitted its CAPRA self-assessment in March and is tentatively scheduled for a virtual site visit over Memorial Day Weekend. · The Daddy Daughter Ball experienced its largest attendance to date with 1,958 participants. · The department also hosted the Night to Shine event, sponsored by the Tim Tebow Foundation, to provide those with disabilities their very own prom night experience · Volunteers for Outdoor Colorado have announced workdays for the continuation of Legacy Trail at Gateway Mesa; one will be tentatively held in June and the other in October. · Board and Commission interviews will soon be held; Maia will reach out with application details. · Red Hawk Ridge received the Best Value, the Best Ego Boost and the Best Par Five of the Caggy Awards of Colorado AvidGolfer Magazine. COMMISSION COMMENTS Jan Meyer noted that it was nice to see so many folks out using the parks so much, even the portion of the Plum Creek Golf Course acquired by the Town. Some of the amenities may need to be assessed for repair to ensure they are safe. Brian Peterson responded by explaining that staff would take a look. Caryn asked for clarification related to the Town of Castle Rock’s Instagram handle and the Parks and Recreation Department’s handle; Dan Wahl clarified that the department’s handle is #CRparksrec. ADJOURN The meeting adjourned at approximately 6:40 p.m.