Norman Forward Ruby Grant Park Ad Hoc Advisory Group Meeting

Norman Forward Ruby Grant Park Ad Hoc Advisory Group May 30, 2019 The Norman Forward Ruby Grant Park Ad Hoc Advisory Group of the City of Norman, Cleveland County, State of Oklahoma, met in the Conference Room on the 30th day of May, 2019 at 3:30 p.m. and notice and agenda of the meeting were posted at 201 West Gray Street, 48 hours prior to the beginning of the meeting. ITEM 1, being: ROLL CALL Present: Chairman Chappel and Members Brigham and Power and Ex-Officio Favors Absent: Members McGinnis and O’Hara and Ex-Officio Britt City Officials Present: Jud Foster, Director of Parks and Recreation Jack McMahan, ADA Technician Karla Sitton, Administrative Technician IV ITEM 2, being: APPROVAL OF THE AGENDA Member Brigham made the motion and Member Power seconded to approve the agenda. The vote was taken with the following results: YEAH: Chairman Chappel and Members Brigham and Power NAY: None ITEM 3, being: APPROVAL OF THE NOVEMBER 29, 2018 MEETING MINUTES Member Brigham made the motion and Member Power seconded to approve the minutes. The vote was taken with the following results: YEAH: Chairman Chappel and Members Brigham and Power NAY: None _________________________________________________________________________________________________ ITEM 4, being: PRESENTATION OF FINAL SITE DEVELOPMENT PLAN AND BUDGET Mr. Joe Howell, Howell and Vancuren, Inc., highlighted the Ruby Grant Park project status stating 95% bid documents have been submitted and Crossland Construction has been selected as the construction management Norman Forward Ruby Grant Park Ad Hoc Advisory Group Page 2 of 4 May 30, 2019 firm. He said value engineering has been ongoing and anticipated completion date of documents is mid-June. Mr. Howell said construction could start in July with a completion by mid or late summer of 2020. Mr. Howell highlighted the park site overview stating the total park area is approximately 150 acres, is the former homesite of Ruby Grant, park is located at 36th Avenue NW, South of Franklin Road, and West of Interstate 35, topography includes scattered tree cover, native grass and wildflower meadows, two creeks, two farm ponds, and existing structures to include a dilapidated barn beyond repair and a concrete storm shelter. He highlighted the future park amenities to include: • Concrete Multi-purpose Trail: 8’ in width; 3.7 miles in length; loop A (located in north area, south of parking) is 1700’ in length and has detectable edges; all walks meet ADA standards; and 3 at-grade creek crossings are provided; • Cross Country Track: 4 and 5 kilometer loops (5K=3.1 miles); 15’ width with mowed turf surface; starting area is 300’ in width; designed with guidance from high school cross country coach; and 2 at-grade creek crossing are provided; • Dog Park: 3 acre site located in southeast part of park; 3 separate areas for rotation of use to allow for turf management; shaded seating areas; dog watering hydrants and maintenance tool storage provided at nearby restroom; • Structures: Timber frame style; restrooms located in southeast and southwest areas; Ruby Grant Memorial and shelter in north area with interpretive information and an area for classroom/discussion purposes and small picnic area (20 person capacity); and large picnic pavilion in southwest area (80 person capacity) and picnic grill; • Playground: located southwest area of the park; approximate size is 80’ x 120’ and is designed for inclusive play; active and passive areas provided; play area enclosed with 4’ height chainlink fence; $400,000 allowance included in budget with the potential for additional fundraising; and a fitness area with exercise equipment located near playground along trail; • Parking: asphalt paving with concrete curb and gutter; 80 spaces at each of the southwest and north areas; 50 spaces at the dog park (southeast area); and overflow parking will be possible at the north and southwest areas; • Practice Fields: 5 fields, approximately soccer field size, no lighting or goals are included in project at this time; • Disc Golf: access to basket 1 is located at southeast parking area; course designed with guidance from local disk golf organization; 18 baskets and fairway lengths range from 150 to 600’; 22 concrete tee pads including 4 alternate tee pads that are located for shorter distances; 9 holes are located to allow for access by mobility impaired participants; and practice putting basket located near 1st tee pad; • Signage and Wayfinding: Park ID signs located at north, southwest, and southeast areas; trailhead signs at each parking area; tactile map at southwest area; 3 directional signs at key trail intersections; and park monument and city monument signs are included as bid alternates; • Inclusivity and Accessibility Provisions: 5 ADA parking spaces at southwest area, 4 each at north and southeast areas, all are van accessible and the number exceeds ADA minimum; all walk gradients meet ADA requirements; detectable edge on walk loop A and detectable strip indicators at benches and signs along trail; braille signage; 3D tactile map of park for sight impaired; and provisions in disk golf course for mobility impaired and wheelchair participants; • Site Lighting: all parking areas are lighted and playground, dog park, and trail loop B lighting are bid alternates; • Stormwater Detention: 3 structures are included – in proximity of each parking area; • Utilities: sewer connections for southwest and southeast restrooms; sewer connection for future north classroom; and water lines along Franklin Road and I-35 to serve fire hydrants and restrooms; and • Possible Bid Alternates: (if money is available) City monument sign; Park monument sign; and additional site lighting at playground, dog park and trail loop B. Mr. Howell said the Ruby Grant Park Project has a $6 million budget and the current project total is $6.2 million; therefore, the project overage is $200,000. ____________________________________________________________________________________________________________ Norman Forward Ruby Grant Park Ad Hoc Advisory Group Page 3 of 4 May 30, 2019 ITEM 5, being: BUDGET RECOMMENDATIONS AND PRIORITIES Mr. Robert Richardson, Howell and Vancuren, Inc., highlighted several engineering options for the Board to consider that could assist with the budget to include the following: 1. Trail Loop B: (option A) Replace concrete with fine gravel (value $79,190); 2. Trail Loop B: (option B) Eliminate concrete trail altogether (value $156,793); 3. Practice Fields: (option A) Reduce field grading and hydroseed by 50% (value $34,438); 4. Practice Fields: (option B) Eliminate altogether (value $68,876); 5. Buildings: Shingle roofs in lieu of metal (value $34,026); 6. Eliminate Southeast Restroom Building: (value $264,800); and 7. Memorial Building: Reduce size to eliminate south portion (value $91,606). Mr. Richardson said if the Committee decided to reduce some of the above suggested options, some bid alternate items can be considered and prioritized to include: 1. Site Lighting: Trail Loop A (10 lights), Playground (5 lights), and Dog Park (4 lights) (cost $78,298); 2. City Monument Sign: Stone base, Lettering, & Lighting) (cost $81,874); and 3. Park Monument Sign: Timber frame, Signage, Lighting) ($43,866) Ex-officio Favors asked whether replacing the concrete with fine gravel on Trail Loop B would wash out and Mr. Richardson said granite might be another option to consider. She said the original plan stated the fields would be for practice and Mr. Jud Foster, Director of Parks and Recreation, said the Park Board suggested the fields be for practice and not for organized play. Chairman Chappel asked whether the trail and practice fields were a component requested by citizens and Mr. Foster said yes, primarily fields, but the number could be reduced from 5 to 3 fields. Ex-officio Favors asked if any other funding was available for the fields and Mr. Foster said no, not at this time. Mr. Jack McMahan, ADA Technician, asked what it would cost to maintain the fields and Mr. Foster said the City would mow/maintain the fields. Mr. Foster said Norman Forward does include funding for additional positions to assist with maintaining Norman Forward projects. Mr. Foster said the trail could possibly be done utilizing the sidewalk/trail funding option rather than using Norman Forward funds. Mr. Richardson said shingle roofs are cheaper to replace than metal; however, metal roofs last long and are more durable. He felt ranking the items in priority from 1 to 10 would be very helpful. Chairman Chappel felt replacing the concrete with fine gravel on Trail Loop B - option A (#1) and reduce the size of the Memorial Building (#7) should be considered and Member Brigham agreed. Member Brigham suggested using metal materials for the roofs as top priority on the bid alternate items. He also felt there should be at least 5 practice fields and Member Power agreed. Member Power wondered whether Trail Loop B could be removed altogether and Member Brigham said he could agree with this as well. Mr. McMahan asked if eliminating the trail would have a negative impact on cross country and Mr. Foster said no, not in his opinion because another trail or sidewalk would not need to be utilized (or would have very limited use) at the same time a cross country event was taking place; however, there will still be many sidewalks throughout the park. Mr. McMahan felt that Trail Loop B could be removed and be installed during another Phase of the Park Plan and/or with sidewalk/trail funds. Chairman Chappel suggested removing Item #2: Trail Loop B: (option B) Eliminate concrete trail altogether (value $156,793) and Item #5: Buildings: Shingle roofs in lieu of metal (value $34,026) in order to get into budget. The Board discussed and agreed. The Board discussed the priorities and decided the following as money becomes available: 1. Metal Roofs instead of shingle 2. Site Lighting on Loop A Trail 3. Loop B Trail (include several options in the bid for concrete, limestone chips, and/or decomposed surfaces) 4. City Monument Sign 5. Park Monument Sign Norman Forward Ruby Grant Park Ad Hoc Advisory Group Page 4 of 4 May 30, 2019 Member Brigham made the motion and Member McGinnis seconded to approve the motion to remove Item #2: Loop B Trail and Item #5: Use shingle roof in lieu of metal from the Norman Forward Ruby Grant Park Phase One Project and Prioritize Alternate Items in order as follows: Metal roof instead of shingle; Site light on Loop A Trail; Add Loop B Trail with several surface options in the bid; a City Monument sign; and Park Monument Sign. The vote was taken with the following results: YEAH: Chairman Chappel and Members Brigham and Power NAY: None ITEM 5 being: MISCELLANEOUS None. ITEM 6 being: ADJOURNMENT Chairman Chappell declared the meeting adjourned. The vote was taken with the following results: YEAH: Chairman Chappel and Members Brigham and Power NAY: None Passed and approved this ____________of ________________________ 2019. James Chappell, Chairperson