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HomeMy WebLinkAbout09/27/2001 MINUTES THE COLONY COMMUNITY DEVELOPMENT CORPORATION JOINT SESSION SEPTEMBER 27TH, 2001 Present: Vicki Briggs - President Richard Boyer - Vice President Susan King - Member Sue Walden - Treasurer Bunker Hill - Member John Sanders - Member Park Board: Susan King - Chairperson Jim Briggs - Vice Chairman John Sanders - Member Staff: Pam Nelson Sam Fitzgerald Kathy Neal Guests: Tony Johnston - Finance Director Elise Knox - Aquatic Park Manager 1. CITIZEN'S INPUT - None. 2. STAFF REPORTS - Sam noted that on page 2 of the financial statement, the office supply line is showing $9,500 for the proposed budget. Pam explained that this amount indicates what is left of the library relocation. In order for the bottom line dollar amount in the budget to balance, finance had to put the money there, but it will be transferred back to the projects account, #59, where it is supposed to be. 4A BOARD EX-OFFICIO - Sue had no report at this time. 3. APPROVAL OF MINUTES OF AUGUST 16rn, 2001- Sue made a motion to approve the minutes of August 16t", 2001. John seconded the motion. The motion carried. 4. APPROVAL OF MINUTES OF AUGUST 22ND, 2001 - A quorum of Park Board members was not present. No action was taken. 5. DISCUSSION OF SKATEPARKS - Sam and Pam have been researching the cost and location for a skatepark. They have developed a conceptual plan of what they have found to this date. In regards to the liability issue, the Texas Tort Law gives cities protection. We can remove a lot of liability providing we have proper warning signs posted and we can show that we properly maintain the facility and show that we do routine safety checks on the facility. Also, whenever people participate in any activity, they accept a certain amount of risk in whatever they are involved in. A good location for the skatepark is behind the Rec. Center or beside Kids Colony playground. It's recommended that skatepark facilities be located close to where there is access to telephones and somewhere that is not close to a housing addition. This area is close to the police department, the Rec. Center, and there will be lighting at Kids Colony that would also give some lighting to the skatepark. The board was given examples of dimensions and costs of skateparks and the different kinds of obstacles or systems that are used. They also noted the importance of building a facility that will withstand the extreme weather conditions that we often experience. At this time, we do not plan on having someone there to supervise the facility. If needed, we could install a security camera on the back of the Rec. Center. To get a good, quality facility, we think we should spend between $50,000 - $75,000. A question was raised regarding what happens when people stop using the park. Pam said we make it into another outdoor basketball court. Because of the cost, this is also something to consider. There will not be any revenues generated from this and maintenance will be the Parks & Rec. department's responsibility. Another issue raised is that this is another sport related activity the board is considering doing. Some members think some of the 4B funds should also go towards the theater or other related activities. Pam said the board has been approached from the theater group and kids wanting a skatepark. The board is going to have to make some hard decisions as to what they want to fund. 6. UPDATE FROM DESIGN COMMITTEE - The committee presented the preliminary cost estimate for all the ballfields. It is $9.1 million after the amenities. The items listed are necessities we must have before we go any further with the project. Pam and Sam will be reviewing the list to see what can be eliminated or scaled back in the first phase. This is for the 80-acre site. We may have to postpone one of the football fields, a soccer field, and a couple of the baseball fields and do them at a later time. We are scaling back the design and structure of the restroom/concession building. The width of the sidewalks is also being scaled back. We may need to utilize some of the funds in the fund balance. The youth sports organizations are aware that they may not get all their fields in the first phase and the fields that are completed may not have lights. Pam informed the board they will need to consider the possibility of having to use some of their funds for this project when they are deciding how to allocate funds for projects. There will be a Planning & Zoning meeting on Oct. 9"' to discuss the zoning changes. Work continues on the site plan; there are a lot of requirements from city ordinances that have to be addressed. 7. CONSIDERATION OF APPROVAL OF THE AUTHORIZATION OF TRANSFERRING $1,230.00 FROM THE FRIENDSHIP PARK FUND TO REFINISH THE OUTDOOR BASKETBALL COURT - Last month Pam and Sam informed the board that they were not satisfied with the surface on the outdoor basketball court. There are surface cracks. This happens when the concrete dries faster in some sections than others do. These cracks do not go all the way through the concrete and are not separations. The contractor did come back and fill in those areas with a sealant to keep it from separating any further. He was not happy with this. He wants to come back and resurface the basketball court with a colored surface so it will brighten it up and it will be easier to see. It will be the same type surface as a tennis court. Dean Construction wilt do this for the cost of the paint and not charge us for any labor. There is $1,270 left in the basketball court account and there is $13,000 left in the Friendship Park account. We want to transfer some of that money to the basketball court to cover the $2,500 cost which would mean transferring $1,230. There is nothing else to be done out of this budget for Friendship Park. John made a motion to approve the transfer of $1,230 from the Friendship Park account to the outdoor basketball court. Susan seconded the motion. The motion carried. The board took a 15-minute break at 8:15 p.m. and resumed the meeting at 8:30 p.m. 8. DISCUSSION OF AGENDA ITEMS FOR THE JOINT SESSION BETWEEN 4B AND CITY COUNCIL ON OCTOBER 1ST The Mayor has requested a joint session with the 4B Board to discuss these items - A. Discussion of projects for the 2001-2002 budgets - Pam distributed a copy of the projects in the works, projects 4B has completed with the $131,000 that was in the Master Plan 2 years ago, and what 4B proposes to do with the $200,000 next year. City Council will also get a copy of this list. B. Discussion of spray park at the aquatic park and small-scale water park - Elise has been doing research on a small water playground type facility at the existing park. Elise said for $300,000 we could do a pretty nice facility. It would go on the hill by the volleyball court. Parking could be an issue; currently we share the parking lot with the church but we may need to cover the creekbed and have some parking on Taylor. This project is on the proposed project list for 2002-2003 for $250,000. We would have to come up with the money or ask City Council. Pam believes some of the council members would like to see this project moved up on the priority list. Elise showed the board examples of different spray parks. The $300,000 includes ground prep, pump pad, electricity will have to be connected form the other side of the facility, and shade structure. She hopes to be able to include everything in that figure. Dennis Sims is reviewing this and will be providing us with a more detailed estimate to make sure we haven't left anything out. C. Discussion of debt ratio - Tony reviewed the board's financial decisions. In April the board did a projection of revenues and decided to go for $7 million. We have to monitor the revenues as we go. There are many variables and factors that we have to be aware of. The best thing to do when you have a lot of variables is to hold your money. Many buffers were added to protect us when we did the $7 million. The board needs to decide at Monday night's meeting if you want to give up a buffer. Tony will give City Council a report showing how 4B has handled their money since their beginning. He will show how the board began by building a fund balance from 1998 - 2000, then in 2000-2001 you began taking the first year of the debt service one year ahead so it's already in the bank for the next year. For the next couple of years, we projected to get $1 million, which includes sales tax and interest, but 1/2 of that is for the debt service payment and other things. The revenues we projected are very conservative because we do not know what direction the economy is going to go; that acts as a buffer and the large fund balance also acts as a buffer. Tony told the board the best way to control their money is to develop a policy, but to remember that depending on what the economy does, the policy may have to be altered. D. Discussion of the sport complex - Vicki informed the board some council members are concerned about the name Five Star yet they have already approved it. E. Discussion of reprioritizing projects - Vicki informed the board some council members think the mini water spray park and the skatepark should be done soon. Pam said we can tell them that these are projects that we are considering but we don't know that we're ready to move forward at this time. We are aware that every year new projects arise and needs will change and that is why we review the priority list each year based on the current needs. The board will have to decide whether or not to take money from the fund balance to allocate towards the skatepark or mini water park, keeping in mind that additional funds for Five Star are needed. 9. UPDATE FROM DIRECTOR / ASST. DIRECTOR - T.A.A.F. Tournament Bid - David and Matt went to the state conference and bid on the girls and boys state tournaments. They bid on co-hosting the tournaments and were awarded the bid. In March we will be hosting about 200 teams from across the state. Haunted Hayride - The Haunted Hayride is Oct. 26 h and Oct. 27`h. There will be some new things this year. We do need volunteers to chaperone on the trailers. BBQ Cookoff - This year there were 27 cooks and the event was very successful. We had the Oldies Memories on Friday night with the old cars and a band, and the model airplane flyers were also there on Saturday. Marina Developer - Pam and Sam have been meeting with a marina developer who is building a facility in Little Elm right around the corner from Hidden Cove Park in a cove adjacent to the northwest corner of Hidden Cove Park. He has approached us about putting some slips in at Hidden Cove Park. to. ITEMS OF CONCERN TO THE BOARD - None. Kathy Neal, Recording Secretary Vicki Briggs, Presi ' t