Norman Forward Indoor Aquatic and Multi-Sports Facility Ad Hoc Advisory Group Meeting

Norman Forward Indoor Aquatic & Multi-Sports Facility Ad Hoc Advisory Group Septembe , 19, 2019 The No man Fo wa d Indoo Aquatic & Multi-Spo ts Facility Ad Hoc Adviso y G oup of the City of No man, Cleveland County, State of Oklahoma, met in the Multi-Pu pose Confe ence Room on the 19th day of Septembe , 2019 at 4:00 p.m. and notice and agenda of the meeting we e posted at 201 West G ay St eet, 48 hou s p io to the beginning of the meeting. ITEM 1, being: WELCOME AND INTRODUCTIONS M . Jud Foste , Di ecto of Pa ks and Rec eation, thanked the membe s of the Ad Hoc committee fo stepping fo wa d and helping with the p ocess and thanked those in attendance to hea the p esentation. M . Foste asked each membe of the Ad Hoc committee to int oduce themselves to include: Alva B ockus, Kyle Hu ley, Steven McDaniel, Kent Nicholson, Joe Paslay, Richie Splitt, Ke y T amel, B yan Vinya d, and Ex-Officio Cynthia Roge s. Membe s absent included: Nick Miglio ino, Cou tney T aylo , Nancy Yoch, Ex-Officios Sue Favo s, and K isti Isacksen. ITEM 2, being: OVERVIEW OF COMMITTEE CHARGE M . Foste , outlined the Cha ge of the Committee which is p ima ily helping with ecommendations ega ding location, conceptual design, final design, helping with public meetings and epo ting on the p og ess of the const uction and to also help with the G and Opening. Once the Indoo Aquatic and Multi- Spo ts Facility is open, this committee’s wo k will be done. ITEM 3, being: ORGANIZATIONAL AND GOVERNANCE ITEMS Kath yn Walke , Assistant City Atto ney, add essed gove nance items ega ding quo um and attendance pe City Code. She said the committee is u ged to attend all meetings. A quo um is the whole numbe equal to o exceeding the simple majo ity of those individuals autho ized; stating this Committee would need six (6) membe s to have a quo um. Voting is the majo ity of those in attendance. If you a e absent f om th ee (3) consecutive meetings then you a e subject to emoval. The g oup is an adviso y committee which means ecommendations go to City Council. City Council will be the final decision make on the ecommendations. Robe ts Rules of O de will be in effect fo the meetings. All meetings a e public meetings and a e subject to the Open Meetings Act and a e equi ed to be posted. Minutes will be eco ded as summa y minutes and will be b ought back to the next meeting fo app oval. She cove ed equi ements of the Open Meetings Act and also the Open Reco ds Act. A membe of the Citizens Financial Ove sight Boa d (CFOB), and a membe of the Pa ks Boa d will be Ex-Officio membe s of this Committee. Cynthia Roge s is the Ex-Officio membe ep esenting Citizens Norman Forward Indoor Aquatic & Multi-Sports Facility Ad Hoc Advisory Group Page 2 of 4 September 19, 2019 Financial Ove sight Boa d (CFOB) and both Sue Favo s and K isti Isacksen will be the Ex-Officio membe s ep esenting the Boa d of Pa ks Commission. Ms. Walke highlighted the City of No man Ethics Policy and dist ibuted fo ms to the Committee. She asked the Committee membe s to sign, date and give them back to Staff fo filing. __________________________________________________________________________________________________ ITEM 4, being: DISCUSSION WITH DESIGN CONSULTANTS ON DESIGN PROJECTS AND PROJECT TIMELINE M . John Semtne , FSB, int oduced the p oject team and p ovided the p oject backg ound. He dist ibuted the d aft design to the G oup as follows: • Septembe 19, 2019 Kick Off Meeting • Octobe 29, 2019 Ad Hoc Meeting Wo kshop #1 and Public Meeting #1 • Octobe 29, 2019 Su vey Begins • Novembe 22, 2019 Su vey Closes • Decembe 2, 2019 Public Meeting #2/Wo kshop Meeting #2 • Janua y 22, 2020 Ad Hoc Meeting Wo kshop #3 • Feb ua y 6, 2020 Public P esentation to the Pa k Boa d • Feb ua y 21, 2020 P elimina y Phase D awing Complete • Ma ch 3, 2020 Public P esentation at City Council Study Session • Ma ch 24, 2020 Public P esentation at City Council Meeting • July 2020 Const uction Documents Complete • August 2020 Bids • Feb ua y 2022 Const uction Complete M . Semtne explained the su vey ca ds and online su vey stating that maile s may also be sent out to gathe input. He asked the Ad Hoc G oup if they had any questions. Ex-Officio Roge s suggested the design team give the cost(s) fo items and/o p og ams when asking the G oup to p io itize because it can be difficult without the cost estimates. M . Semtne explained that the Ad Hoc G oup and pa ticipants at a futu e Public Meeting(s) will be asked to do a p og amming exe cise called Dotoc acy, stating each pa ticipant will be given seven (7) dots (sticke s) and they can place a dot on what p og amming/activities they would most like to see at the Indoo Aquatic and Multi-Spo ts Facility. He said the e the diffe ent p og amming spaces posted at the Public Meeting(s) that will include size, maintenance costs, and const uction costs. M . Semtne said this a g eat way to gathe info mation ega ding what is envisioned fo the Indoo Aquatic and Multi-Spo ts Facility as well as unde standing what the associated costs of the p oject can be. Membe Vinya d asked M . Semtne if his fi m has any expe ience designing Indoo Aquatic and Multi-Spo ts Facilities and M . Semtne said yes. Membe Vinya d felt the e may be people in the Community that will donate to this facility and if so, suggested they be invited to the meetings. He asked whethe the City o a p ivate pa tne ship will un the new facility and whethe o not the facility will have an on-going maintenance budget. M . Foste said the intent at this time is to have outside ope ato s and said the City will issue a Request fo P oposal (RFP) fo both the Indoo Aquatic as well as the Multi- Spo ts Facility. M . Foste said the City would like to get ope ato (s) identified ea ly so they can pa ticipate in the design p ocess. M . Semtne said the ope ato (s) should be identified between Norman Forward Indoor Aquatic & Multi-Sports Facility Ad Hoc Advisory Group Page 3 of 4 September 19, 2019 Wo kshops #2 and #3 (Decembe 2, 2019 – Janua y 22, 2020). M . Foste said Staff unde stands the impo tance of this issue; additionally, ADG has al eady d afted the RFP and Staff is cu ently eviewing it. Membe B ockus asked whethe the elect onic su vey could be put on the Maste Swimme s Facebook page and Membe McDaniel said the No man Athletic Association could also pass and/o send out su veys. Membe Hu ley said the Optimist Club will send out su veys and Membe Paslay said the YMCA would also send out su veys. Ex-Officio Roge s felt the local newpape (s) a e still a good way to get info mation to the public. Membe Splitt said he knew the Ad Hoc G oup fo the Senio Wellness Cente has had discussions ega ding an aquatic featu e at the futu e Senio Cente and M . Semtne said yes, that the e a e some pa ties who a e inte ested in a pool. Membe Splitt asked how an indoo pool will be implemented if one is const ucted at the Senio Cente . Ex-Officio Roge s said the indoo pools at the Indoo Aquatic and Senio Cente will be ve y diffe ent f om each othe , i.e., cold ve sus hot. Membe Nicholson said the Indoo Aquatic pool was p esented as an event/competition facility and Membe B ockus ag eed, stating the pool could also be utilized by the community as a whole. Membe Vinya d felt a competitive aquatic facility was a need fo the community as it would gene ate money and d ives tax dolla s. Membe T amel ag eed and said No man needs to build a facility that will gain a etu n back on the investment whethe it is f om competitive o ec eational leagues. Membe Hu ley said an indoo aquatic facility has to be fo eve yone, competition use and community use. He felt whethe o not a pool is const ucted at the Senio Cente , (whethe cold, heated, chlo ine o salt), will dete mine what is const ucted at the Indoo Aquatic Facility. Membe Paslay felt the community needs both a wa m pool and a coole pool. He said 3,500 senio s in No man utilize the pool at the YMCA and he does not want the City to keep building facilities that will un the YMCA out of business. Membe B ockus said the senio citizens did not want to be located by the Indoo Aquatic and Multi-Spo ts Facility; howeve , the focus needs to be fo the community as a whole and not just the senio s. Membe Paslay said the YMCA al eady has a “lea ning” pool so that type of pool does not need to be const ucted at the Indoo Aquatic Facility. He said the pool conve sation needs to be a collabo ative conve sion. M . Semtne said he would put togethe a su vey and b ing it back to the next Ad Hoc Meeting. ITEM 5 being: POTENTIAL DATE/TIME PREFERENCES FOR FUTURE MEETINGS Jud Foste , Di ecto of Pa ks and Rec eation, said the next meeting is scheduled fo Tuesday, Octobe 29th. The e will be two meetings that day; an Ad Hoc G oup meeting at 3:00 p.m. and a Public Meeting at 6:00 p.m. ITEM 6 being: MISCELLANEOUS DISCUSSION None. Norman Forward Indoor Aquatic & Multi-Sports Facility Ad Hoc Advisory Group Page 4 of 4 September 19, 2019 ITEM 7 being: ADJOURNMENT The meeting adjou ned at 5:01 p.m. Passed and app oved this ____________of ________________________ 2019. Kyle Hu ley, Chai pe son