Parks and Recreation Commission

Inger Hiller, Chair Sarah Grider, Vice Chair Parks and Recreation Commission Rebecca Dunn Meeting Minutes Nathan Jones Shawn L'Esperance Madeline Self Michael Smith Wednesday, August 17, 2022 5:00 PM Central Service Center 1400 Caprice Drive 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 ADDITIONS/DELETIONS/MODIFICATIONS TO THE AGENDA Parks and Recreation Commission Chair Inger Hiller called the meeting to order at 5 p.m. Council Liaison Caryn Johnson was present, as were Town staff including Jeff Brauer, Mike Kilman, Brian Peterson, Mindy Fortin and Maia Aman. Marne Hansen, Executive Director of the Castle Rock Parks and Trails Foundation, was also in attendance. Present 6 - Chair Inger Hiller, Commissioner Rebecca Dunn, Vice Chair Sarah Grider, Commissioner Michael Smith, Commissioner Nathan Jones, and Commissioner Shawn L'Esperance Not Present 1 - Commissioner Madeline Self 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 PRC 2022-012 Approval of the Minutes It was motioned by Rebecca Dunn and seconded by Michael Smith to approve the minutes of the June 15, 2022 Parks and Recreation Commission meeting. "I move to approve the minutes of the June 15, 2022 Parks and Recreation Commission meeting.” AGENDA TOPICS PRC 2022-013 Update from the Castle Rock Parks and Trails Foundation on Fundraising and Special Event Executive Director of the Castle Rock Parks and Trails Foundation, Marne Hansen, provided an update on the organization’s fundraising efforts for the Possibilities Playground at Butterfield Park in The Meadows. The goal of the partnership is to maximize already planned renovation work to offer the community a fully inclusive playground, as opposed to the typical “replacement” playground installed through park renovations. To date, the Foundation Parks and Recreation Commission Meeting Minutes August 17, 2022 had raised approximately $1 million of their $1.3 million goal. The organization also plans to host a fundraising event at the Metzler Family Open Space on Thursday, Aug. 25. The event will offer 30 VIP’s the opportunity to take a guided hike on the property’s new trails and enjoy additional festivities. Chair Inger Hiller asked how renovations at the park were coming along. Park Planning and Construction Manager Brian Peterson confirmed that progress has been successful with the completion of pickleball and basketball courts. The project contractor is now focused on irrigation, setting the base area for the playground and upgrading the restroom. Parks and Recreation Director Jeff Brauer also noted that Butterfield Crossing Pool remained open throughout the summer, even during major renovation work, due to effective communication and planning between the Parks and Recreation divisions. Shawn L’Esperance asked Marne if the Foundation had been in contact with the Wellspring Community, and Marne confirmed that they had been specifically in contact with Peter Barber to help fundraise for the project, as well as inform their participants of the playground. Shawn asked when the renovation project would be complete, and Brian confirmed June 2023. PRC 2022-014 2022 Summer Camps Summary Youth Supervisor Mindy Fortin provided Parks and Recreation Commission members and staff an overview of the 2022 summer camp offerings. Over a ten-week period, 2,327 youth ages 3-15 participated in the variety of camps offered through the Town, including state-licensed day-camps, and preschool, athletic and specialty camps. Demand for childcare remained high as 1,707 registrants remained on waitlists for the state-licensed day-camps alone. This year’s participation marked a 15% increase over 2021 and generated $484,768 of gross revenue. In response to the high waitlist, Michael Smith asked what the department would need to host more camps, and Mindy explained that while three spaces are licensed to host camps - the Recreation Center, the Adventure Club Preschool and the Miller Activity Complex - the Town is simply limited on and has maxed out its space. The addition of a new facility could allow for increased camp offerings, but once a portion of a facility becomes licensed, then other programs may not use the space during the allotted time, so internal priorities are also balanced with community needs. Nathan Jones asked if staff refer waitlisted parents to other camps, and Mindy confirmed that they do, but also expressed that external groups are facing similar issues with many parents returning to an in-person workforce. Rebecca Dunn inquired as to if and why the waitlist was larger than in 2021, and Mindy explained that word of mouth regarding the success of the camps has spread and that the Town has kept their camp prices lower than other camps and childcare options, coupled with the increase in returning to in-person work. Mindy also noted that all camps offered through the end of the year, such as during fall and winter breaks, already have participants registered. Councilmember Caryn Johnson inquired about the difficulty of recruiting part-time staff for camp counselor positions and Mindy noted that she started hiring in January and also relied on creative opportunities to maintain the staff-to-child ratio required by state licensing. Recreation Manager Mike Kilman and Parks and Recreation Director Jeff Brauer further highlighted that town-wide raises and stipends were offered to qualifying staff to retain the part- and full-time workforce and help maintain the Town’s competitiveness as an employer. Parks and Recreation Commission Meeting Minutes August 17, 2022 PRC 2022-015 Resolution Waiving Formal Written Bidding Requirement On the Basis of Sole Source for Services Performed by Academy Sports Turf, Inc., for the Paintbrush Park Synthetic Turf Conversion Project and Approving an Equipment and Services Agreement [Location: 3492 Meadows Blvd, Castle Rock, CO 80109] Director of Parks and Recreation Jeff Brauer notified Commission members that Town Council had approved on consent a resolution to convert the two softball fields and one soccer field at Paintbrush Park from Kentucky bluegrass sod to synthetic turf. The resolution awarded Academy Sports Turf the contract as part of a joint project between the department and Castle Rock Water to conserve approximately 4 million gallons of water annually. The project will also save the department staff time due to lessened maintenance. Academy will commence work this October and wrap up the project prior to the spring irrigation and sports season. Paintbrush Park is located along Meadows Boulevard near The Grange. Michael Smith asked what will occur once the life of the turf expires, and Jeff confirmed that the department schedules replacements typically every 10-20 years, depending on the turf’s condition. This turf has a projected lifespan of 15 years. These replacement projects are funded through a general long-term planning fund and saving on water will also be of assistance in budgeting for future needs. Councilmember Caryn Johnson inquired if the turf could be reused, and Park Planning and Construction Manager Brian Peterson confirmed that we have recycled turf in the past, such as at the Police Department’s outdoor fit court. The department also plans to use recycled turf for the tee boxes at the new disc golf course at Rhyolite Regional Park. Chair Inger Hiller asked if new parks will also feature synthetic-turfed athletic fields as opposed to natural grass, and Jeff confirmed that the Town’s emphasis on water conservation will definitely steer the department in that direction. New parks and park renovation projects have also featured adding in native grasses within the boarders that require less irrigation and maintenance. PARKS AND RECREATION DEPARTMENT COMMENTS Staff provided the following updates to Parks and Recreation Commission members: · Staff are still assessing next steps for the sports development complex proposal with the Brickyard, which will likely include finalizing a memorandum of understanding with Confluence Companies. Confluence will soon be submitting a land-use application for rezoning the site as well. · The leaning silo at Metzler Family Open Space was successfully straightened and now includes a top and shoot to reduce erosion from water drainage. The silo’s masonry joints will soon be repointed as well. Residents interested in taking a guided hike on the property’s new trails are encouraged to attend the National Public Lands Day event on Sept. 24. Three guided hikes will be offered at 8 a.m., 9 a.m. and 10 a.m.; participation is free but registration is required. · The Town received positive feedback in response to deploying goats for wildfire mitigation and noxious weed control throughout the summer. The department is now considering contracting Goat Green on an annual basis to continue to assist with fire mitigation efforts throughout town-owned sites. · Work on the Playloop at Philip S. Miller Park has continued. The new, ADA-accessible path connects the zipline headquarters to their Epic Sky Trek, and Parks and Recreation Commission Meeting Minutes August 17, 2022 three play elements will be installed along the path for added play opportunities. · The renovation project for Mitchell Gulch Park will soon be put to bid to obtain a contractor. Renovations will likely feature two playground areas with a fitness course and bench, a small pump track for bikes, a four-season restroom, tennis courts and a paved parking lot. · The Colorado Front Range Trail project through Castle Rock will also soon be bid. Design drawings were approved and the trail connections will open to the public in fall 2023. · Upcoming events include: o Spinphony at the Tunes for Trails free concert series on Thursday, Aug. 18 at the Amphitheater at Philip S. Miller Park o The Summer Ball on Saturday, Aug. 20 at the Amphitheater at Philip S. Miller Park o The VIP Event on Thursday, Aug. 25 at Metzler Family Open Space o Kashmir with the Denver Pops at the Summer Concert Series on Saturday, Aug. 27 at the Amphitheater at Philip S. Miller Park o Climb4Change with various morning start times on Saturday, Aug. 27 at the Challenge Hill at Philip S. Miller Park; this event will help raise funds for the Possibilities Playground o Tri the Rock youth triathlon with various morning start times on Saturday, Sept. 11 at the Recreation Center; this event is typically held at Butterfield Park but has been moved due to renovation work · Upgrades are occurring at the Recreation Center during the annual maintenance closure; projects include flooring replacement, flooring refinishing, tile work in the locker rooms and painting. · The Fall/Winter edition of the Rec Guide will soon be issued and mailed to residents to inform patrons of programming options through the end of 2022. · An updated Board and Commission manual has been posted to the Town’s website and will be distributed to members electronically. The Town Manager’s office also plans to host an appreciation reception event for all board and commission members at 6 p.m. Tuesday, Sept. 27 at the Millhouse at Philip S. Miller Park. · Upcoming Council open houses include: o The District Six Open House at 4 p.m. Tuesday, Aug. 23 at Rhyolite Regional Park o The District Two Open House at 4 p.m. Tuesday, Sept. 13 at Cobblestone Ranch Park · The Parks and Recreation Department will host a Your Town Academy class on Monday, Aug. 29. Approximately 30 students will tour Philip S. Miller Park, the Service Center, Red Hawk Ridge Golf Course and the Miller Activity Complex to learn about the organization and its operations and priorities. COMMISSION COMMENTS Rebecca Dunn asked if staff have noticed lower than normal concert attendance throughout 2022. Recreation Manager Mike Kilman confirmed that attendance has remained strong and relatively similar to 2021. The Community Events division is projecting closing the season with similar revenue compared to what was generated the year prior. Michael Smith thanked the department and Town staff for Cobblestone Ranch Park. His family has really enjoyed it, especially the pump track. ADJOURN The meeting adjourned at 6:46 p.m. Parks and Recreation Commission Meeting Minutes August 17, 2022