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HomeMy WebLinkAbout07-28-2014 City Council Work Session MinutesSTATE OF ALABAMA )( COUNTY OF BALDWIN )( The City Council met in a Work Session at 4:30p.m., Delchamps Room, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 28 July 2014. Present were Council President Jack Burrell, Councilmembers: Rich Mueller, Diana Brewer, Michael A. Ford, and Kevin Boone, and City Clerk Lisa A. Hanks. City Mayor Timothy M. Kant and City Attorney Marion E. Wynne were absent. Council President Burrell called the meeting to order at 4:30p.m. The following topics were discussed: • Vann Saltz, Chairman of the Recreation Board, addressed the City Council regarding the Board's Five-Year Plan (2014-2019). Mr. Saltz mentioned the Manley Road Soccer Complex Project; and said the bid came in higher than our budget. We will meet with all groups to get costs down. Mr. Saltz briefly went over the priority items of the plan with the number one priority being the construction of the new soccer complex. (See attached copy of Five-Year Plan) Council President Burrell questioned the estimated costs two years ago for Manley Road. Mr. Saltz replied the grading and dirt were more than the budget. Council President Burrell also questioned disc golf and the engineering study. Mr. Saltz thanked the City for hosting the Dixie Youth Ozone Tournament. Council President Burrell said there was a need for a visitor's press box upgrade. This would help our Fairhope Booster Club and broadcasting games. • Bobby Hall, Golf Director, addressed the City Council regarding the proposed fees for Quail Creek Golf Course. He mentioned it has been seven years since our last increase; and then explained the new proposed rates. Councilmember Boone questioned fees for other courses. Mr. Hall replied these new rates are in line with other public golf courses. Both Council President Burrell and Councilmember Brewer questioned the new passes and needed an explanation. Mr. Hall said that the majority of the members renew in October. The suggested effective date was October 1, 2014. General Superintendent James Gillespie said that 80 to 85 percent of members are in the City limits or the police jurisdiction. Councilmember Mueller said we should adopt the proposed rates; and then discuss quarterly pay along with inside and outside City limit rates. He said what is best for the City needs to be discussed further; and he wanted it to be clear it was his idea to increase rates. Other golf courses were mentioned and their rates; the possibility to charge a little more for quarterly pay; and if we are going to charge more for outside City limits it should be across the board. Monday, 28 July 2014 Page-2- • Create a Clean Water Future Campaign was discussed next by Planning Director Jonathan Smith and Environmental Officer Kim Burmeister. Mr. Smith said that being part of the Create a Clean Water Future team. We can use the logo for advertising. Being part of the campaign will help the City with the ADEM MS4 permit. Ms. Burmeister explained that this would help with the education component required by our MS4 permit. Mr. Smith stated through Ms. Burmeister's effort brought this to his attention. Sherry Sullivan, Community Affairs and Recreation Director, suggested stenciling the logo on storm drain covers. It was the consensus of the City Council to go forward with the resolution and becoming part of this campaign. • Councilmember Brewer stated the Education Advisory Committee will address the City Council at the August 11, 2014 work session. • Councilmember Boone said the Personnel Board met last week and discussed evaluations. He stated the Harbor Board has not met recently, but there has been clean up at the marina area and the Electric Department has corrected the electrical issues. Council President Burrell mentioned that Mr. Riggs said a Harbor Board meeting needs to be called to discuss projects with the funds from the slip rentals and leases. • Councilmember Ford said the Recreation Board is doing a great job. The Recycling Committee wants shirts; and is working with Ms. Sullivan on this matter. He also mentioned the passing of Peggy Dyson who was the Chair of the Knoll Park Committee. • Councilmember Mueller gave an update on the Historic Preservation Committee and the need for an ordinance to deal with historic buildings and homes. The preservationists and developers need to agree with this ordinance. He said right now there is nothing in place to prohibit historic buildings to be tom down. We could possibly list the historic homes on our website. Councilmember Ford said we need both sides to find a happy median. • Jennifer Fidler, Public Works Director, addressed the City Council regarding the Beach Restoration Project being complete; the Pier Bathroom Upgrade bids will soon be let; and the FEMA and NRCS Projects are still in process. • Erik Cortinas, Building Official, addressed the City Council regarding the Barnett property. He mentioned the pre-disaster mitigation to purchase the property was denied. The flood costs did not meet the minimum requirements for FEMA. There are still other options, but these would cause other property owners issues. We still may be able to acquire this property with a different set of criteria. • Jonathan Smith addressed the City Council regarding the Comprehensive Plan RFQs are out at this time, the Mayor will choose an Engineer, and then make a recommendation to the City Council. He stated the Traffic Study is being done at this time; and we are now looking at the LID Improvements and may need to some of these approved by the City Council. Monday, 28 July 2014 Page-3- • Jill Cabaniss, Finance Director, addressed the City Council regarding the budget which is being prepared at this time. Mayor Kant is meeting with Department Heads on Capital Improvements. The quarterly report ending June 30, 2014 will be presented at the City Council meeting. There being no further business to come before the City Council, the meeting was duly adjourned at 5:42 p.m. ~.£~L City Clerk Fairhope Recreation Board Five Year Plan (2014-2019) The Fairhope Recreation Board has updated its Five Year Plan to provide recommendations to the Fairhope City Council on capital investments in recreational facilities. The Plan was developed with input from the recreational community, including concerned individuals and league officials operating sanctioned recreational programs at recreational areas. Among organizations providing input were Fairhope Youth Football, Fairhope Youth Baseball, Fairhope Tennis Association, Fairhope Soccer League, Fairhope Youth Softball, Fairhope Master Swimmers, Fairhope Youth Basketball, and the Fairhope Pirate Booster Club. While the Five Year Plan laid out below identifies a potential path forward for investment in capital improvements in recreation facilities, it should be noted that progress in this arena has been ongoing. In the past 2 years, the following investments have been made: 1. Leveling of soccer fields 5, 6 and 7 at Founders Park to create a single large field that has a greater capacity and versatility for supporting games and practices. 2. In partnership with the Blast Soccer Club and Fairhope Soccer League, acquisition of 18 new pairs of goals to support program growth at Founders Park soccer fields. 3. Purchase of goalposts for two youth football fields at Barnwell. 4. Purchase of new handicap-accessible bleachers for youth football at Barnwell. 5. Upgrades to landscaping, drainage, bleacher pads, fencing repairs and field improvements at Volanta youth baseball fields in support of State Championship tournament. 6. In partnership with Fairhope High School, construction of a new field house and dugout at the high school baseball field at Volanta. 7. In partnership with the Fairhope Pirate Booster Club, installation of new air conditioning units in the main concession stand at Majors Field, and in the high school baseball concession stand. 8. Acquisition of adjustable, lightweight basketball goals to support young age youth basketball. 9. Preparation of plans and specifications for construction of a new 10-field soccer complex on 40 acres at the city's Manley Road site. 10. Installation of a 10 station Par Fitness course at the running track at Stimpson Field, donated by the Fairhope Rotary Club and the Sunrise Rotary Club. 11. Renovation of Fairhopers Community Park to meet ADA accessibility needs, eliminate safety issues and provide a splash-pad. Routine operation and maintenance activities continue to be strained by program growth within the city's recreation programs. Current registrations show baseball with over 800 participants, soccer with over 1000, football with over 250, softball over 200, and basketball over 150. The Fairhope Area Swim Team, Fairhope Master Swimmers and Fairhope High School Swim Team keep the city pool in constant demand. The high volume of users of facilities has produced a nearly year round need for facilities. The Volanta baseball and Founders softball fields are used throughout the spring and early summer, and resume in September with fall ball. The Barnwell football fields are used from mid-summer to early winter, and then are used in the early spring to support high school and middle school soccer tournaments hosted in Fairhope. The soccer fields at Founders Park are used year round with approximate 2 week breaks in June and December for maintenance and refurbishment. This heavy usage drives more frequent mowing, painting and minor repair of equipment, which will be difficult, if not unsustainable, given level or diminishing resources. The Stimpson Tennis courts are experiencing heavy usage, and are inadequate to support participation in league play. In recognition of program growth, as well as opportunities for recreational tourism, the Recreation Board recommends the following investments be made in recreational facilities. The investments have been prioritized based on what the board believes to be both the most urgent needs as well as greatest potential benefit. Costs are estimated. Priority 1. Construction of a new soccer complex at the Manley Road Property. Project start date Fall 2014. Estimated cost-$3-4,000,000. The city purchased 40 acres of land at the corner of Manley Road and County Road 13 approximately 6 years ago, with the ultimate intent to develop the space into a new soccer complex. The soccer program in Fairhope has grown to an average of approximately 1,000 participants over the past 5 years. This growth has exceeded the field capacity and resulted in teams finding green space wherever they can to hold practices and training. Annual tournaments that are hosted at Founders Park in the Fall and Spring are forced to move games to Daphne due to limited field space, allowing potential revenue dollars to be spent outside the city. The fall tournament held in late October annually brings approximately 120 teams and over 1,500 players to the Eastern Shore. Approximately 60% of the participants are able to play on Fairhope fields, but the remainder play in Daphne due to lack of field space. The Spring tournament played in early May brings approximately 140 teams to Fairhope, with 50% to 60% able to play in Fairhope when fields at the high school are available for use in addition to the city recreation fields. In addition to supporting the youth and high school soccer programs, the new complex would also allow Fairhope to host events such as the State High School championships, the NAIA championships, the SEC Women's championship and multiple Alabama Youth Soccer Association tournaments. As previously noted, money has already been obligated to complete design for the new complex. The project is currently out for bid. The recreation board supports the incremental construction of the facility, utilizing city funds, contributed funds and in-kind services. Priority should be the completion of sitework, utility infrastructure and turf establishment. Priority 2. Complete an engineering study of Volanta Park. Projected start date 2015. Estimated cost $80,000. Youth baseball participation has exceeded field capacity at Volanta Pari<. However, topography, proximity of both the new dog park and the disc golf course, and parking limit the current feasibility of expansion. An engineering study is needed to assess the existing property and identify modifications and improvements that would allow for the addition of at least one baseball field, additional parking, and improved drainage and storm water management, without compromising the aesthetic qualities that make Volanta Park such an attractive venue. It would also improve the safety of the site. Priority 3. Expansion of Tennis Facilities at Stimpson Field. Projected start date 2015. Estimated cost $300,000. The construction of the new Fairhope Recreation Center started a series of moves of recreation facilities. The recreation center was constructed on the site of the former city tennis courts. The tennis courts were consequently moved to Stimpson Field, where 6 new courts and an administrative building were constructed. The adult softball fields at Stimpson were relocated to leased property in Barnwell. The new tennis facility at Stimpson has enjoyed steady usage by residents, in addition to hosting the Fairhope High School tennis team. There are frequently people waiting to play, reflecting a need for more court space. The addition of 6 new all weather surface tennis courts, along with a shuffleboard court, bleachers and additional parking would better accommodate the playing public and allow the venue to be used to host competitions and tournaments. Priority 4. Rebuild the home and visitors concession stands at Majors Field. Projected start date- winter 2014. Estimated cost-$105,000. The existing concession stands in the municipal stadium are undersized, underpowered, outdated and unfinished. During home football games, a volunteer staff of approximately 15 work in the home concession. This presents a crowded condition, which does not allow the staff to keep up with consumer demand. A typical game will have lines of more than 20 people at each of the three windows from about 30 minutes before kickoff until midway through the 4th quarter. The volume of heat lamps, cookers, coolers and coffee makers regularly trip the circuit breakers in the stand, further disrupting the frenetic operations. At the visitors concession, there is no air conditioning, no running water, and limited space to stock items for sale. The recommendation is to build out the home stand to 30x30, and the visitor stand to 15x20. The a/c unit that the Booster Club installed in the home stand should be capable of being re-used in the new visitor stand. The larger, more efficiently spaced stands should reduce crowding during operation, improve functionality and profitability for the operating organization, and make the experience of attending events in the stadium more enjoyable. The Fairhope Rotary Club has offered a $40,000 contribution to the construction of the new home concession stand. The Booster Club has accepted this donation and will manage the construction of the new building. The recreation board recommends acceptance of this project from the Booster Club and Rotary Club to construct the new facility shell and initiate furnishing, with provision of in-kind work and services by the city and other benefactors to complete the facility. Construction would be recommended to start following the 2014 high school football season. Final outfitting and renovation of the visitor concession stand would be completed incrementally subject to availability of funds after funding higher priority projects. Priority 5. Renovate Volanta Park consistent with results of the engineering study. Projected start date 2016. Estimated cost-unknown. As a follow-on to our Priority 2 project, this project would implement the recommendations of the engineering study previously performed. Anticipated outcomes from this project would be the addition of at least one more field to accommodate program growth, relocation of an isolated field which currently presents safety issues due to being surrounded by parking and driveways, additional parking to support events both at the baseball fields as well as at the municipal stadium, and improved drainage and storm water management. The study may also recommend modifications to the existing disc golf course to accommodate field expansion. Priority 6. Construct a splash pad at the municipal pool. Projected start date 2017. Estimated cost- $100,000. The municipal pool remains a popular venue during the summer months. Splash pads have become attractive additions at parks, and would allow individuals to cool off without actually climbing into a pool, which would be particularly appealing to families with small children. The splash pad would also help reduce some of the crowding of the pools. Priority 7. Improvements/Expansion of Disc Golf Course. Projected start date 2018. Estimated cost- unknown. The Volanta Park disc golf course continues to grow in popularity and has hosted multiple tournaments. The engineering study may recommend alteration of the existing course, but with the activity's growing popularity, the need for additional facilities seems imminent. A considerable amount of open land surrounds the Scout building at the corner of Twin Beech Rd and County Road 13, which would provide an excellent location for a new disc golf course in a different venue. Priority 8. Expand the Recreation Center to add class space, training rooms and new racquetball court. Projected start date 2019. Estimated cost-$500,000. The new recreation center has become crowded during classes, and the racquetball court is difficult to schedule due to its popularity. Given anticipated growth, additional space for more fitness/training classes as well as a second racquetball court is expected to be needed by 2017. Additional space will also allow for greater flexibility and additional offerings in the activities that take place at the facility, e.g. team handball, indoor soccer.