Parks & Recreation Commission

ROSWELL PARKS AND RECREATION COMMISSION Monday, February 11, 2019 at 5:30 pm Conference Room at Parks and Recreation Commission Chair: JaneAnn Oldrup Commission Members: James Edwards, Barry Mathison, Maegan Sanders, Becky Joyce, Kim Elliott, and Hannah Robertson Staff Coordinator: Jim Burress, Director of Parks and Recreation A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of the Minutes 1. Consider approval of the January 14, 2019 meeting minutes. E. Non-Action Items 2. Parks and Recreation Directors Report – Jim Burress 3. Discuss and develop plan for two public input visioning sessions to discuss plans for proposed Chisum Park – Bill Morris, City Planner F. Regular Items (Action Items) 4. Discuss and provide recommendation on the Cahoon Park tennis court facility needs. G. Other Business 5. Public Comments H. Adjourn Next meeting March 18, 2019 Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 18-55. NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: February 8, 2019  MINUTES OF THE PARKS AND RECREATION COMMISSION Parks & Recreation Office 1101 W. Fourth Street January 14, 2019 5:30 PM Call to Order Chair JaneAnn Oldrup called the January 14, 2019 meeting to order at 5:30 p.m. In Attendance The following were present: Members: JaneAnn Oldrup, Becky Joyce, Hannah Robertson and Kim Elliott. The following were absent: James Edwards, Barry Mathison and Maegan Sanders. Staff present included Elizabeth Gilbert, Director of Administrative Services, Jim Burress, Director of Parks and Recreation, Laurie Dudek, Recreation Superintendent, Damian Cheatem, Recreation Supervisor and Gina Montague, Marketing Coordinator/Senior Administrative Assistant Guests present included Councilor Judy Stubbs, Allison Penn, Roswell Daily Record and Larry Connelly. APPROVAL OF AGENDA Member Elliott motioned to approve the agenda with the recommendation to remove Non- action item #2 as the presenters decided not to do a presentation; member Joyce seconded, a voice vote was unanimous, the motion passed with members Edwards, Mathison and Sanders being absent. APPROVAL OF MINUTES 1. Member Robertson motioned to approve the minutes of the October 15, 2018 meeting, member Joyce seconded. A voice vote was unanimous and the motion passed with members Edwards, Mathison and Sanders being absent. NON-ACTION ITEMS 2. Ms. Sonia Phillips and Ms. Becky Roberson presentation on Pickleball 3. Discuss Resolutions 18-60 and 18-61 regarding the Rocket Play Structure at Spring River Park and Zoo Director, Jim Burress went over Resolutions 18-60 and 18-61 that were approved by the City Council on December 13, 2018. 4. Discussion of Race Pricing Director, Jim Burress explained the reason for the increase in price for the last race was due to having to rent a chip timing system in order for the Recreation  department to test it out. The department has now purchased their own chip timing system and the price of the races is likely to go down. However, it will have to be determined based on expenses and cost recovery. However, at the higher rate it is still competitive with what other communities charge for their races and runs. ACTION ITEMS 5. Discuss and consider proposal to amend the budget to allocate funding to create a new park at South Virginia and East Keith Street Director Jim Burress provided a CES contract quote from AK Sales on the cost of a new playground unit at this proposed park site. The total came to $91,763.44. Mr. Burress then provided a memo stating that the cost of the irrigation, supplies, materials, trees and landscaping for this park would be an additional $85,000. In total, the cost of the new park would be approximately $177,000. Mr. Burress explained that even though the City is above the national average for acres of greenspace versus population per capita; this area of town is underserved. The children in this particular neighborhood are landlocked by highways on the East and West, the Cemetery to the South. To reach the nearest park, they have to cross a highway. The proposed park site is City-owned property. Member Elliott motioned to make a recommendation to City Council to consider developing this new park at South Virginia and East Keith Street, member Joyce seconded. A voice vote was unanimous and the motion passed with members Edwards, Mathison and Sanders being absent. OTHER BUSINESS 6. PUBLIC COMMENTS Roswell citizen Larry Connelly asked what is Pickleball? It was described as a game between tennis and ping pong. It is a smaller court than tennis, uses a different paddle, and a whiffle-type ball. It is becoming an extremely popular sport across the United States. ADJOURN The meeting was adjourned at 6:22 p.m. Next Commission Meeting: February 11, 2019 at 5:30 p.m.  CITY OF ROSWELL Parks and Recreation Commission City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Monday, February 11, 2019 at 5:30 p.m. ACTION REQUESTED: Discuss and provide recommendation on the Cahoon Park tennis court facility needs. BACKGROUND: Cahoon Park has a tennis court facility consisting of 6 courts. The current facility was built in 1973. Courts 1 and 2 were resurfaced in 2010 and courts 3 and 4 were resurfaced in 2015. Courts 5 and 6 are planned to be resurfaced in 2020. The courts do have some cracking and would need attention to prevent it from worsening. Additionally, Pickleball lines have recently been added to the courts to accommodate this fast-growing activity. The facility also has some bleachers and backboards that should either be replaced or repaired. There are no permanent bathroom facilities nearby. Port-a-potties are maintained near the courts as we have available in many other parks. The courts are open to the public year-round. Private groups may reserve the courts with the Parks and Recreation Department for a fee. Information regarding the usage of the facility and revenue generated is included with this packet. Other tennis facilities are available in the city including the courts at NMMI as well as the Racquet Club. The Parks and Recreation Department has maintained an informal relationship with the Roswell Tennis Association (RTA). This group utilizes these courts for tournaments annually. They do not currently pay the fee to utilize these courts. This group has also installed several shed-type buildings near the facility which they utilize exclusively. We discussed plans to resurface the courts over time with the RTA and have completed 4 out of the 6 courts per the plan that was devised with this group. RTA has also contributed some funding for nets at the courts. FINANCIAL CONSIDERATION: Depending on the needs wishing to be addressed and to what extent, a list of estimated costs for various components of this  facility is included. No funds are currently budgeted for this purpose. LEGAL REVIEW: Not Applicable BOARD AND COMMITTEE ACTION: No Committee or Commission has previously reviewed this information. STAFF RECOMMENDATION: Continue with the current plan to resurface courts 5 and 6 in 2020. Repair and paint backboards and replace bleachers. Consider some interim crack filling methods.  Cahoon Park Tennis Facility Usage and Cost Estimates Usage: • Roswell Tennis Association – 2 sanctioned tournaments per year on Memorial Day and Labor Day, 2 unsanctioned tournaments per year, use as public other times o SENM Adult Open - 50 players total from last 3 years with 20 outside o Brynn Naylor Tournament – averages 45 players with 16 from outside • Tennis Pro lessons, clinics, and camps Revenue: • City pays for the annual membership in the USTA • Roswell Tennis Association – No fees collected • Tennis Pro programs - $750 to $1,000 annually Cost Estimates: • Court Repair = $28,000 / Court, 6 Courts = $168,000 • New Court Construction = $52,000 / Court, 6 courts = $312,000 • Permanent Public Restroom Facility with a single male and single female facility = $58,000 • Backboard paint and repair = materials already on hand • Bleachers removal and replacement = $4,000  MINUTES OF THE PARKS AND RECREATION COMMISSION Parks & Recreation Office 1101 W. Fourth Street January 14, 2019 5:30 PM Call to Order Chair JaneAnn Oldrup called the January 14, 2019 meeting to order at 5:30 p.m. The following were present: Members: JaneAnn Oldrup, Becky Joyce, Hannah Robertson and Kim Elliott. The following were absent: James Edwards, Barry Mathison and Maegan Sanders. Staff present: Elizabeth Gilbert, Director of Administrative Services, Jim Burress, Director of Parks and Recreation, Laurie Dudek, Recreation Superintendent, Damian Cheatem, Recreation Supervisor and Gina Montague, Marketing Coordinator/Senior Administrative Assistant Public present: Councilor Judy Stubbs, Allison Penn, Roswell Daily Record and Larry Connolly. APPROVAL OF AGENDA Member Elliott motioned to approve the agenda with the recommendation to remove Non- action item #2 as the presenters decided not to do a presentation; member Joyce seconded, a voice vote was unanimous, the motion passed with members Edwards, Mathison and Sanders being absent. APPROVAL OF MINUTES 1. Member Robertson motioned to approve the minutes of the October 15, 2018 meeting, member Joyce seconded. A voice vote was unanimous and the motion passed with members Edwards, Mathison and Sanders being absent. NON-ACTION ITEMS 2. Ms. Sonia Phillips and Ms. Becky Roberson presentation on Pickleball 3. Discuss Resolutions 18-60 and 18-61 regarding the Rocket Play Structure at Spring River Park and Zoo Jim Burress, Director discussed Resolutions 18-60 and 18-61 that were approved by the City Council on December 13, 2018. 4. Discussion of Race Pricing Jim Burress, Director explained the reason for the increase in price for the last race was due to renting a chip timing system in order for the Recreation department to test. The department has now purchased their own chip timing  system and the price of the races is likely to decrease. However, it will be determined based on expenses and cost recovery. At the higher rate it is still competitive with what other communities charge for their races and runs. ACTION ITEMS 5. Discuss and consider proposal to amend the budget to allocate funding to create a new park at South Virginia and East Keith Street Director Jim Burress provided a CES contract quote from AK Sales on the cost of a new playground unit at the proposed park site. The total is $91,763.44. Mr. Burress provided a memo stating the cost of the irrigation, supplies, materials, trees and landscaping for this park would be an additional $85,000. In total, the cost of the new park would be approximately $177,000. Mr. Burress explained that even though the City is above the national average for acres of greenspace versus population per capita; this area of town is underserved. The children in this particular neighborhood are landlocked by highways on the East and West, the Cemetery to the South. To reach the nearest park, they have to cross a highway. The proposed park site is City-owned property. Member Elliott motioned to make a recommendation to City Council to consider developing this new park at South Virginia and East Keith Street, member Joyce seconded. A voice vote was unanimous and the motion passed with members Edwards, Mathison and Sanders being absent. OTHER BUSINESS 6. PUBLIC COMMENTS Roswell citizen Larry Connolly asked what is Pickleball? Jim Burress, Director described it as a game between tennis and ping pong. It is a smaller court than tennis, uses a different paddle, and a whiffle-type ball. It is becoming an extremely popular sport across the United States. ADJOURN The meeting was adjourned at 6:22 p.m. Next Commission meeting: February 11, 2019 at 5:30 p.m.