Work Session Minutes of
the Town of
Subject:
Web Site: http://www.townofcary.org
Mayor
McAlister called the work session to order at
Present:
Mayor Ernie McAlister, Mayor Pro Tem Jack Smith, Council Members Marla Dorrel,
Michael Joyce, Jennifer Robinson and Julie Robison
Absent:
Council Member Nels Roseland
Copies of
the
Parks,
Recreation and Cultural Resources Department
Director
Mary Henderson provided an overview of the operations of the Parks, Recreation
and Cultural Resources Department.
Mrs.
Henderson read the following review from Sunshine Magazine, a premier
show and festival magazine, about the Town’s Lazy Daze Arts and Crafts
Festival:
“Nearly everyone does well here. If you can’t sell it in
She also
read part of an evaluation from a recent United States Tennis Association (USTA)
program held at the Cary Tennis Center, which stated that “the site is
absolutely beautiful, 30 courts with a clubhouse. Officials for the Town of
Ms. Dorrel
asked about the completion schedule for the policy review of program fees and
charges. Mrs. Henderson replied that it should be finalized in early spring. She
stated that staff is working on benchmarking in selected areas on a local and
national basis, as well as capacities for changes at some of the centers. There
is currently in place a pass system for package programs at the skate park and
staff is looking to use this system in other areas.
Mayor Pro
Tem Smith asked about non-residents fee payments. Mrs. Henderson said that
payments will be different according to the particular area. She said that
percentages of participation are low in some areas and staff will look at the
incremental differences.
Mayor
McAlister asked about non-resident participation in instructional programs. Mrs. Henderson
responded that the numbers for participation include all of the instructional
programs at any of the facilities, including the youth athletic leagues. She
said that the adult leagues register by teams and non-resident percentages of
participation in that area are probably the highest of non-resident
participation, but it is about 25 percent less in comparison to all of the other
programs.
Mayor
McAlister said fees should be higher for non-resident participation and will
increase revenue and help the Town to recoup costs. Mrs. Henderson stated that
all of the surrounding municipalities operate on a similar philosophy of
charging more for non-resident participation; it’s a question of what the
difference is and how it should be calculated.
Mayor
McAlister asked about the breakdown of the general fund budget with regard to
the PRCR’s zero percent capital outlay. Mrs. Henderson said that it includes
vehicles and furniture, not capital improvements and the percentage is never
very high.
Mayor
McAlister asked about public works support for operations and maintenance in the
PRCR budget. Mrs. Henderson responded that special facilities, such as the
tennis center, SAS soccer park, and the skate park are incorporated into the
PRCR budgets. However, in the other areas it has always been a public works
expense.
Mrs.
Robinson asked about the rating for sufficiency of the cultural arts facilities
and whether there is limited access to registration for programs. Mrs. Henderson
replied that Jordan Hall has limited registration, stating that staff has scaled
back the numbers of programs due to quality issues.
Mrs.
Robinson asked if records are kept for the number of people who would like to
participate in the programs but cannot due to limited availability. Mrs.
Henderson responded that records are kept within the software system. Mrs.
Robinson stated that she would like to receive that information in order to
understand where the needs are in the community.
Mrs.
Robinson asked about advance notification of special events and how those events
affect the budget. Mrs. Henderson stated that the figures are estimated. Staff
is working to develop stronger policies and operations methods to deal with
special events, including how to select those events. She said that events over
the last several years have been opportunity based and money is expected to be
made on those events for the particular facility where the event occurs. She
stated that as track records are developed staff will be able to provide better
information.
Mrs.
Robison asked about participation data and how it is counted. Mrs. Henderson
said that data is kept on participation, rather than individual participants,
with every program having a class roster.
Mrs.
Robison asked what percentages of
Mrs.
Robison asked why program hours and participation has substantially decreased
over the years. Mrs. Henderson replied that there was a conscious decision to
reduce some of the programs and that the arts programs are taking place at other
facilities. Staff will define those programs and provide that information to the
Council.
Mrs.
Robison asked about the reduction in facility rental hours. Mrs. Henderson
stated that losing space at the
Mrs.
Robison asked for general comments on the skate park, tennis center, and soccer
park. Mrs. Henderson said that things are looking better at the skate park,
especially with follow-through on customer services issues, cleanliness of the
facility, rule adherence, the computer software, and the approval of the new fee
structure; staff is working to implement spring programs at the SAS soccer park;
and the tennis center response has been exceptional, with tournament
participants interested in returning. She said that the tennis center is being
used more for national events and staff at the center has experience with
national events as well as managing a large tennis facility for a community.
Mr. Joyce
asked about specific goals and targets to attract people to the
Mr. Joyce
asked about White Oak stream restoration falling under parks and recreation.
Mrs. Henderson responded that it is mirrored with the greenway program and
the department is managing the open space programs for the land.
Mr. Joyce
asked if staff has looked at indoor and soft tennis courts as an emerging issue.
Mrs. Henderson responded that staff looked at the potential of clay or a
combination courts during the design of the facility. However, it was determined
to move ahead with surface courts because larger tournaments play on one surface
type. In addition, maintenance costs are higher for clay. She stated that other
major improvements for that facility need to be taken into consideration before
looking at other types of courts.
Mr. Joyce
asked about fencing in the courts to help stop walk-ons. Mrs. Henderson said
that the decision was made not to charge people and staff did not want to stop
the walk-ons; however, staff believes the issue needs to be revisited. Staff
would like to see people directed through the tennis center to build a sense of
community and belonging where they can meet the staff, look at other programs,
and visit the pro shop.
Mr. Joyce
asked about sponsorship for youth leagues. William Davis of the PRCR department
responded that a trial run for a single company to sponsor those leagues has
been worked out for next fall.
Human
Resources Department
Director
Valiria Willis provided an overview of the operations of the Human Resources
Department.
Mrs.
Robinson left the work session at
Mayor
McAlister thanked the staff who made presentations.
Action:
At
____________________
Mayor
McAlister called the continuation of the
Present:
Mayor Ernie McAlister, Council Members Marla Dorrel, Michael Joyce, Jennifer
Robinson and Julie Robison
Council
Member Nels Roseland arrived at
Absent:
Mayor Pro Tem Jack Smith
Town
Manager Bill Coleman provided a summary of the Town operations review work
sessions.
He said
that the purpose of the work sessions was to provide the Council with an
in-depth look at the management and operation of all areas of
In
summarizing the organization and management philosophy for the Town, Mr. Coleman
stated that staff strives to work together every day to reach the goal of making
At the
request of Ms. Dorrel, Mr. Coleman provided the Council with a comprehensive
list at the different county, region, state and national organizations that the
Town works with on a continuing basis to try to improve Town operations. (A copy
of the partner organizations is attached to and incorporated herein as Exhibit
B).
Mr.
Coleman stated that staff will review issues raised during the work session and
will work to address those issues when preparing the 2006 budget.
The
Council agreed that the work sessions are a good model for best practices in
information for council building and suggested staff work to get recognition for
the overall process
The work
session ended at