Board of Parks Commissioners Meeting

Norman Board of Parks Commissioners October 3, 2019 The Norman Board of Parks Commissioners of the City of Norman, Cleveland County, State of Oklahoma, met in Council Chambers on the 3rd day of October, 2019 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: Chair Wright and Commissioners Dolan, Favors, Isacksen, and Sallee Absent: Commissioners Moxley, Salmond, and Starke (one position vacant) City Officials Present: Jud Foster, Director of Parks and Recreation Jason Olsen, Recreation Superintendent Wade Thompson, Parks Superintendent Karla Sitton, Administrative Technician IV ITEM 2, being: APPROVAL OF THE SEPTEMBER 3, 2019 MINUTES Commissioner Dolan made the motion and Commissioner Isacksen seconded to approve the minutes. The vote was taken with the following results: YEAH: Chair Wright and Commissioners Dolan, Favors, Isacksen, and Sallee NAY: None ITEM 3, being: APPROVAL OF THE AGENDA Commissioner Dolan made the motion and Commissioner Favors seconded to approve the agenda. The vote was taken with the following results: YEAH: Chair Wright and Commissioners Dolan, Favors, Isacksen, and Sallee NAY: None Park Board Regular Meeting Page 2 of 7 October 3, 2019 ITEM 4, being ANNUAL PRESENTATION FROM THE LITTLE AXE YOUTH SPORTS Tiffany Earhart with the Little Axe Youth Sports (LAYS) presented to the board. She highlighted the LAYS 2019 Board Members to include: Jason Rosenfelt, President; Courtney Earhart, Vice President, herself as the Treasurer/Secretary; Board Members are Jimmy Reid, Justin West, and Matthew Murray, and Jill Dickerson, Concession Manager. Ms. Earhart provided a narrative of all the league and tournament activity to include being sanctioned with the Babe Ruth Organization for league play which opened up the capability to hold online registrations. She said coaches attended meeting(s) where they were made aware of the ability for them to take their teams to the Babe Ruth Tournament Trail allowing local teams to compete and play against teams in the Southwest District to include the following states: Alabama, Arkansas, Louisiana, Mississippi, New Mexico, and Texas. LAYS hosted the NCAA Post Season Boys T-Ball Tournament and over 17 teams participated. The practice schedule implemented previously was renewed for the 2019 season and ten teams were submitted to the NCAA for league play, which was an increase of two teams from 2018. LAYS also entered into a rental agreement for the 5th Annual Little Ax Co-Ed Adult Softball league which was to span approximately six weeks and included a post season tournament. Approximately eight teams from within the community participated. Unfortunately, LAYS had to cancel their agreement midway through the season due to provisions in the rental agreement not being upheld. A written report including financial information was submitted prior to the meeting. Ms. Earhart said the organization charges a league fee of $55-$65 per child. She said local youth and adult 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 field improvements and maintenance are continually ongoing by LAYS and LAYS is trying to convert field #2 from a baseball field to a multi-use field. She said all base plugs and bases have been replaced for the 2019 season. Ms. Earhart said top soil was donated by local entities which allowed LAYS to level the fields for the season. She said the facility continues to have erosion issues to include separation of drainage covers and retaining walls. Member Isacksen asked how the online documents submitted by coaches/teams are kept secured and Ms. Earhart said the records are done through the Sports Illustrated website, which is a secured website, and LAYS does not keep the paper documents/records. Member Sallee asked about the financial records LAYS submitted, specifically if they are done calendar year (January – December) or fiscal year (July – June). Ms. Earhart said LAYS reports are by calendar year and taxes are filed in June. Mr. Jud Foster, Director of Parks and Recreation said for Park Board presentations it would be better to bring in the last year’s report and Member Sallee asked if they could submit their 2018 financials. Ms. Earhart said she would submit the 2018 financials to City Staff and City Staff will forward it to the Park Board. The board acknowledged the report. _________________________________________________________________________________________ Park Board Regular Meeting Page 3 of 7 October 3, 2019 ITEM 5, being ANNUAL PRESENTATION FROM THE HISTORIC HOUSE Ms. Amy Pence, Cleveland County Historical Museum (CCHM), highlighted their July 2018 – July 2019 annual budget to the Board and a written report including financial information was submitted prior to the meeting. Ms. Pence gave a narrative of annual activities at CCHM. They have continued to maintain current programming while working towards creating a quality visitor experience, and pursuing the mission of presenting, preserving, and sharing Cleveland County’s history. She said CCHM had 2,280 visitors since January 2019, which doubled since 2018. Ms. Pence said throughout the past year, CCHM hosted four exhibits, four small displays, 14 events, three off-site presentations, and 3 field trips. She said CCHM received two awards; the 2019 Family & Visitor Attraction Award for Best Historical House in Oklahoma and the Oklahoma Museum Association Award for Promotional Piece Budget Category $0 to $5,000 (for improvements to the CCHM website). Ms. Pence said annual events continue at CCHM with National Night Out, Trick or Treating, Annual Holiday Open House, Second Friday Art Walk Open House, Making Victorian Valentines Workshop, Children’s Spring Break History Camp Series, Mother’s Day Tea Party, Tourist for a Day Celebration, Children’s Summer History Camp Series, and Fundraiser Yard Sale. She said CCHM also offers Birthday Tea Party Packages for $150.00 at the Carriage House and also will rent out the Carriage House for $50.00 per hour. The CCHM feels very positive about the programming, outreach, and historical information that have been shared with the community through the initiatives over the past year. Chair Wright said the visitor increase at CCHM is remarkable and Ms. Pence felt it was due to utilizing social media, i.e., Weekly Thursday Throwback posts; Facebook Posts; Instagram Page; and Press Releases to the Norman Transcript for every event. Ms. Pence said she would love to see CCHM on Wayfinding Signage throughout Norman. Chair Wright asked about the condition of the Carriage House and Ms. Pence said it is scheduled for exterior painting in 2020-21 and the roof will be totally replaced soon. Mr. Jud Foster, Director of Parks and Recreation, said the roof replacement will be done with Capital Project funds. The board acknowledged the report. _________________________________________________________________________________________ ITEM 6, being 2019 WESTWOOD FAMILY AQUATIC CENTER REPORT Mr. Jason Olson, Recreation Superintendent, said the total 2019 attendance at Westwood Family Aquatic Center (WWFAC) was 124,044 which was an increase from the 2018 attendance (114,657). Park Board Regular Meeting Page 4 of 7 October 3, 2019 Mr. Olson highlighted the program attendance as follows: 2019 2018 Open Swim: 92,598 82,540 Morning Activities: 4,727 4,109 Swim Team: 3,500 3,542 Swim Lesson: 16,768 13,952 Special Events: 2,451 2,025 Rentals: 4,000 8,489 Season Pass Holders: 6,640 4,406 Swim Lessons: 1,048 872 Mr. Olsen said the rental attendance number was lower this year because Trae Young contacted the WWFAC to host a Back to School Park in 2018, but did not in 2019. He said the 2019 Special Events at the WWFAC included: Hosting the Aquathon; Outdoor Movie Series; Adult Pool Night; Season Pass Holder Appreciation Party; Let It Glow Rock and Splash Parties; Oklahoma State Senior Swim Meets; and Statewide Lifeguard Training. Mr. Olsen highlighted the total revenues for the WWFAC as follows: Pool Merchandise Sales: $ 64.40 Swimming Pool Passes: $ 262,850.70 Swimming Lessons: $ 44,638.00 Swimming Pool Rental: $ 31,947.00 Gate Admission (12-8pm): $ 337,438.31 Concession: $ 142,941.68 Pool Classes: $ 3,375.00 Total Revenue: $ 823,255.62 Mr. Olsen highlighted the total expenditures for WWFAC as follows: Salaries: $ 467,047.15 Supplies & Materials: $ 124,941.41 Maintenance: $ 9,622.90 Internal Services: $ 4,172,99 Total Expenditures: $ 605,784.45 Mr. Olsen said WWFAC started several new programs in 2019 to include a Jr. Lifeguard Camp for 12-15 year olds; Development Swim Team for 5-15 year olds; and an Aquatic Zumba Class that was very well attended (scheduled three times per week). Member Isacksen asked Staff the Pool capacity and Mr. Olsen said it is 860; however, top capacity is rarely met since people are coming and going throughout the day. The board acknowledged the report. _________________________________________________________________________________________ Park Board Regular Meeting Page 5 of 7 October 3, 2019 ITEM 7, being NORMAN FORWARD PROJECT UPDATE Mr. Jud Foster, Director of Parks and Recreation gave a Norman Forward Update to the Board. Ruby Grant Mr. Foster said the Norman Forward Ruby Grant Ad Hoc Group met September 25th to review final cost estimates. He said bids for the NF Ruby Grant Park Project came in over budget and Staff met with the Design Team and CMaR to work and prioritize items in order to get the project back into budget. Mr. Foster said the NF Ruby Grant Park Project will be an item on the November 22, 2019 agenda for Council consideration and if approved, construction should begin soon thereafter. He said additionally, donor information is being distributed to people who have been identified within the community to solicit additional donations for the all-inclusive playground. Mr. Foster said hopes are to raise an additional $200,000 that can be added to the already $400,000 budget for the all-inclusive playground. Andrews Skate Park The first public meeting for the Andrews Skate Park Project was held on August 28, 2019. American Ramp Company (ARC) gathered public input and will bring back basic concepts to future public meeting in late October or early November. Reaves Park The Norman Forward Reaves Park Ad Hoc Group met on September 19th to review final cost estimates stating the construction documents are 90% complete. He said the project should go to bid after the first of the year. Griffin Park The Norman Forward Griffin Park Project has begun construction of the restroom facility and parking lot. Adult Softball and Flag Football A contract for design services with Howell and VanCuren will be an agenda item for Council consideration on October 8, 2019. Indoor Aquatic and Multi-Sports Facility The Norman Forward Indoor Aquatic and Multi-Sports Facility Ad Hoc Group met for the first time on September 25th. The design team provided basic information and the next Ad Hoc Group meeting is scheduled on October 29, 2019 at 3:00 p.m., followed by a Public Meeting at 6:00 p.m. Senior Wellness Center The Norman Forward Senior Wellness Center Ad Hoc Group met at a regular Ad Hoc meeting on September 17th and a Public Meeting was scheduled on September 18th. The Public Meeting had a great turnout with approximately 50 people in attendance and they participated in a priority exercise activity. The next Ad Hoc Group meeting is scheduled on October 9th. The Senior Wellness Survey will close on October 25th and the next Senior Wellness Center Public Meeting is scheduled on October 30th when the Design Team will discuss the survey results. Park Board Regular Meeting Page 6 of 7 October 3, 2019 Chair Wright asked whether only people 55 years or older could complete the survey and Mr. Foster said no, anyone can complete the survey. He said the survey is on the City’s website; printed hard copies of the survey are at the City’s Recreation Centers, Senior Center and Libraries; and information went out in the City Utility Bills; however, only direct mailings were sent to 55 years and older citizens. Chair Wright asked what the budget is for Senior Wellness Center and Mr. Foster said the construction budget is $6 million. He said the Design Team showed many program options and the budget may not handle everything that is desired without doing the Senior Wellness Center in phases, which is very common. Neighborhood Parks A Request for Proposal (RFP) for the Norman Forward Rotary Park Playground Project is due by October 25, 2019 Construction is ongoing at the Songbird Park and safety surfacing is currently being installed. The sidewalk construction is scheduled to begin next week Prairie Creek Park is nearly finished and a picnic shelter should arrive and be installed next week. Staff is working with Developers to acquire the deeds for the park site for the new Southlake Park. Staff is putting together a neighborhood survey for the additions East of Classen Boulevard and South of Highway 9. _________________________________________________________________________________________ ITEM 8, being MISCELLANEOUS Mr. Jud Foster, Director of Parks and Recreation, said the Creekside Bike Park had a ribbon cutting on September 29th which had a good turnout despite the weather. He said Progressive, who did the bike park construction, was at the ribbon cutting and will come back to train Staff on the maintenance of the park. Mr. Foster encouraged the Board to go check the park out. Member Sallee asked what date the Legacy Park Cheers and Beers is scheduled and Staff said Sunday, October 27th. Mr. Jason Olson, Recreation Superintendent, said there would be approximately 14 breweries/wineries at the event as well as two bands, and activities for children. Mr. Olsen said the Parks and Recreation Department is having a photo contest for the 2020 Parks and Recreation calendar. He said people can submit pictures taken at any of the Norman Parks, Recreation Centers, Westwood Family Aquatic Center, and/or Park Event such as Father/Daughter Dance, Mother/Son Formal, Easter Egg Hunt, Fourth of July, Moonlight Masquerade, etc. He said the deadline to submit pictures is October 31st and said people will get $100 if their picture is selected for the “month” and $250 for their picture if it is selected for the cover of the calendar. _________________________________________________________________________________________ Park Board Regular Meeting Page 7 of 7 October 3, 2019 ITEM 9, being AJOURNMENT Commissioner Sallee made the motion and Commissioner Isacksen seconded to adjourn. The vote was taken with the following results: YEAH: Chair Wright and Commissioners Dolan, Favors, Isacksen, and Sallee NAY: None Passed and approved this ____________of ________________________ 2019 Kristi Wright, Chair