Board of Parks Commissioners Meeting

Norman Board of Parks Commissioners Regular Meeting October 5, 2017 The Norman Board of Parks Commissioners of the City of Norman, Cleveland County, State of Oklahoma, met in Council Chambers on the 5th day of October, 2017 at 5:30 p.m. and notice and agenda of the meeting were posted at 201 West Gray Street, 24 hours prior to the beginning of the meeting. ITEM 1, being: ROLL CALL Present: Chairman Hoover and Commissioners Dolan, Moxley, Rogers, Sallee and Salmond Absent: Commissioners London, Favors and Wright City Officials Present: Jud Foster, Director of Parks and Recreation James Briggs, Park Planner Jason Olsen, Interim Recreation Superintendent Lisa Griggs, Programs Coordinator Karla Chapman, Administrative Technician IV ITEM 2, being: APPROVAL OF THE SEPTEMBER 7, 2017 MEETING MINUTES Commissioner Dolan made the motion and Commissioner Salmond seconded to approve the minutes. The vote was taken with the following results: YEAH: Chairman Hoover and Commissioners Dolan, Moxley, Rogers, Sallee and Salmond NAY: None ITEM 3, being: APPROVAL OF THE AGENDA Commissioner Dolan made the motion and Commissioner Sallee seconded to approve the agenda. The vote was taken with the following results: YEAH: Chairman Hoover and Commissioners Dolan, Moxley, Rogers, Sallee and Salmond NAY: None Park Board Page 2 of 4 October 5, 2017 ITEM 4, being PRESENTATION OF THE 2016 ANNUAL REPORT FROM THE LITTLE AXE YOUTH SPORTS (LAYS) Tiffany Earhart with the Little Axe Youth Sports (LAYS) presented to the board. She said the president recently resigned; however, the 2016 season was successful. She said the University of Oklahoma Baseball program gave a presentation to the LAYS coaches, the practice schedule implemented previously was renewed for the 2017 season, and many more teams are requesting the use of the fields throughout the fall. Ms. Earhart said the LAYS co-hosted the third annual Little Axe Co-Ed Adult Softball league which spanned approximately six (6) weeks. There were approximately nine (9) teams from within the community. Local youth teams also hosted tournaments at the facility and were able to subsidize the cost of team fees, uniforms, etc., during the season. Ms. Earhart said after the adult season, Legacy Softball 8U will host their second annual tournament at the facility brought approximately 13 teams at the end of September 2017. She said there was an increase of approximately six (6) teams over CY16. Ms. Earhart said LAYS and the City of Norman met in September 2016, to discuss facility issues relating to erosion, maintenance, and run off plaguing fields 1 and 2. She said officials discussed their plan to begin renovating the dugouts, bleachers, and building retaining walls. Ms. Earhart said as of the CY17 season start, five (5) sets of bleachers have been replaced and an engineering study was conducted to work towards solving the drainage issues on the northeast side of the field. She said the dugouts have not been replaced/updated because LAYS deemed this item as low on the priority list. Ms. Earhart said although erosion issues are ongoing, LAYS is confident the City will continue to plan and budget the repairs to be made as soon as fiscally possible. She said she recently met with Jason Olson, Interim Recreational Superintendent Field, and looks forward to working with him in the future. Field improvements and maintenance are continually ongoing by LAYS to include replacement of all base plugs and bases, procuring a used infield groomer, new caps implements for fields with power, Field 2 mound was removed and procuring two portable mounds for baseball to use as well. Ms. Earhart’s presentation included pictures of the facility and Commissioner Dolan asked about whether erosion issues were resolved. Ms. Earhart said the City mitigated Field 2; however, erosion still continues outside the field near the dugout. Chairman Hoover asked if the soil was sandy and Mr. James Briggs, Park Planner, said no it is clay. Commissioner Salmond asked whether there had been any accidents within the erosion area and Ms. Earhart said she has not been made aware of any. James said the City has placed sod; however, due to the slopes the grass keeps dying. Commissioner Salmond asked if the area where the grass keeps dying was a high traffic area and Ms. Earhart said yes. Mr. Jud Foster, Parks and Recreation Director, said Cardinal Engineering worked with City staff and major projects have been done since 2009. He felt a lot of issues have been identified and an estimated $150,000 of work is left to do. Mr. Foster felt a Capital Park Board Page 3 of 4 October 5, 2017 Project might be able to be put together in order to finish the project(s). Commissioner Dolan asked what the timeline would be on a Capital Project and Mr. Foster said if one was approved, it could be FYE 2018 or FYE 2019. Commissioner Rogers asked whether the eroded areas had been roped off and Ms. Earhart said it has been considered. Mr. Foster said City staff can assist with roping the area(s). Commissioner Dolan said improvements are ongoing and Ms. Earhart said that is a fair statement. The board acknowledged the report. __________________________________________________________________________________ ITEM 5, being MISCELLANEOUS Mr. Jud Foster, Director of Parks and Recreation, said Heather Millar was the Ex- Officio for the Westwood Family Aquatic Center (WWFAC) Ad Hoc Committee; however, she resigned the Park Board in February, 2017, and now the WWFAC Ad Hoc needs a replacement. He asked if anyone would volunteer and no vote was necessary. Commissioner Bud Dolan said he would be the Ex-Officio. Jud said there is a WWFAC Ad Hoc meeting scheduled for Monday, October 9th at 5:30 p.m. and requested Staff to send the agenda packet to Commissioner Dolan. Mr. Foster said Commission Elizabeth London has resigned from the Park Board and Staff has notified the City Clerk’s office requesting the Mayor make another appointment. Mr. Foster updated the Norman Forward projects and said progress moving forward at the Westwood Family Aquatic Center (WWFAC) and construction may be finished in November. He said Staff hopes to fill and test the water before a freeze occurs. Commissioner Moxley asked whether Staff had thoughts about doing an artic plunge and Mr. Foster said that has been discussed; however, life guards would be needed at the pool and he was not sure if hiring/training could be done within the timeframe. Mr. Foster said the Westwood Tennis Project is on hold until the WWFAC is completed because any leftover WWFAC funds can be applied to the Westwood Tennis Project. Mr. Foster said the fabrication is complete for the new WWFAC art piece “Splash” and the artist is scheduled to bring and put into place by the end of the month. Commissioner Rogers asked where the art is going and Jud said in the northwest corner of the parking lot area. Mr. Foster said plans for grading of two (2) more fields and lighting on four (4) fields have been done in the Griffin Park Plan and hopes are to have bids ready by November. He said the Reaves Park Master Plan presentation was rescheduled from October 10, 2017, to October 17, 2017 Study Session and will be an agenda item on October 24, 2017, for Council consideration. Park Board Page 4 of 4 October 5, 2017 Commissioner Moxley said he recently brought up the subject of music and more parking near the Legacy Park and asked how it can be accomplished. He said Hal Smith had mentioned they would like to have live music on Wednesdays and Thursdays. Jud said originally, the parking concept was to have parking on the west side of the pond that would be accessible from the frontage road; however, Council (at the time) made the decision to not improve the parking lot because they felt the businesses near the Legacy Park area would have adequate parking. Staff would like to sit down with Hal Smith and visit about how music and more parking could be worked out near Legacy Park. Commissioner Rogers asked whether the Legacy Park fountains came on every hour and Mr. Foster said yes; however, there have been some issues and Staff has recently contacted a Dallas, Texas company to address and make any necessary changes. Commissioner Dolan asked whether there were any updates on “leash law” issue and Mr. Foster that Staff gathered information from several different communities, spoke to the City Attorney’s office, and to the Sutton Wilderness Advisory Committee. He said Staff can put together a summary and possibly schedule as an item for the November meeting. Mr. Foster said the overall consensus was that non-leashed dogs is not a good idea and Commissioner Dolan agreed. __________________________________________________________________________________ ADJOURNMENT Commissioner Dolan made the motion and Commissioner Wright seconded to adjourn. The vote was taken with the following results: YEAH: Chairman Hoover and Commissioners Dolan, Favors, Salmond, and Wright NAY: None Passed and approved this ____________of ________________________ 2017 Debbie Hoover, Chairperson