PRCR Advisory Board Minutes

TOWN OF CARY
Parks, Recreation & Cultural Resources Advisory Board
2001 MINUTES

September 10, 2001, 5PM

111 James Jackson Avenue
Cary, NC 27511

ATTENDANCE:
Board Members: Liza Weidle, Chair; Lisa Duke; Jamie France; Vibha Goel; Tom Hemrick; Toby Kennedy; Stan Latta; Greg Lytle; Youth member Liz Nacewicz

Absent: none

Staff: Mary Barry; Doug McRainey; Judy Willard; Dwayne Jones; Lyman Collins; William Davis, Meredith Bridgers

Guest: Dan Martschenko and Robin Jones

Call to Order: Chair Liza Weidle called the meeting to order.
Introductions: Dwayne Jones introduced the new PRCR staff members: Tony Clark – Middle Creek Community Center, Supervisor (not present) Ronnie Rost – Middle Creek Community Center, Assistant Supervisor (not present) Neill Tapp – Middle Creek Community Center, Customer Service Rep GiGi Wainwright – Hemlock Bluffs, Park Operations Tech Brandi Prescott – Herb Young Community Center, Customer Service Rep Tracey Offhaus – Bond Park, Recreation Program Specialist Dona Helms – Senior Center Recreation Program Specialist (not present) Toby questioned the positions at Middle Creek. Mary replied that there were 3 positions at Middle Creek. Toby wanted to know if the part-time positions at Middle Creek were filled and what the plans were for Athletics at that site. Dwayne noted that all part-time positions are not filled. Further, Tony Clark, Middle Creek Community Center Supervisor, will oversee most of the Athletics at Middle Creek. In a response to a question by Toby, it was noted that Tony and his staff would run the day-to-day activities. Board members will be provided with an updated organizational chart and staff listing.
Minutes: Stan Latta made a motion to approve the minutes of the August 13, 2001 meeting. The motion carried unanimously.
Special Presentation – Public Art Master Plan Lyman Collins introduced Jennifer Murphy, the consultant who has been working with the Town on developing the Public Art Master Plan. Lyman explained the Ms. Murphy had previously presented the Public Art Master Plan to the Appearance Commission and will also presenting it to the Planning & Zoning Board. Liza asked if the PRCR Board was to make a recommendation on the plan at this meeting. Mary explained that yes, the Board should make a recommendation at this time. Following the presentation Jennifer answered questions. Toby asked what the relationship would be between the PRCR Board and the proposed Public Art Advisory Board. Mary stated that the Public Art Advisory Board would be structured like other Council-appointed committees. Toby asked if there would be representatives from other Council boards and commissions. Mary explained that Council would make the appointments it felt necessary. Tom asked how the Public Art Program would work with Cary Visual Art. Jennifer stated that it would be preferable that there be representatives from both Cary Visual Art and the Fine Arts League of Cary on the Public Art Advisory Board to insure good representation from the arts community. Toby asked to see the ordinances from other communities with public art programs. Jennifer is gathering that information and will have it available prior to the meeting with the P&Z Board. Toby reported that the Cultural Arts Committee reviewed the Public Arts Master Plan at its last meeting and voted unanimously in favor of the plan. Liza was very interested in opportunities for public art along the greenway system. She was very impressed with those recommendations. Liza asked about maintenance of public art and had the plan allowed for that. Lyman explained that in every project that is planned, maintenance is always considered. ACTION: Tom made a motion that the PRCR Advisory Board recommend to Council that the Public Art Master Plan be approved as presented. The motion carried unanimously.

Committee Reports
	Cultural Arts Committee – Toby Kennedy, Chair Toby asked if each board member could help with Open House at Regency. Toby thought the second tent at Lazy Daze was a great idea. The welcoming tent served a large number of people. It also provided an opportunity to inform the public about the arts and answer questions about the festival. Toby explained how the Cultural Arts Committee rotated their meetings among the various arts facilities. The meetings in January, April, July, and October are held at the PRCR administrative office, the meetings in February, May, August, and November are held at Page-Walker, and the meetings in March, June, September, and December are held at Jordan Hall. This gives the committee a chance to see the different facilities and what classes and events are taking place. At last month’s meeting Holly Basso, an instructor at Page Walker, gave an overview of her scrapbook classes and committee members had a opportunity to create a scrapbook page. Toby asked if the Advisory Board could meet in various PRCR facilities. Toby announced that the committee now has 3 new Teen Council representatives.
	Greenway Committee – Greg Lytle, Chair Greg reported that the committee was continuing to review current projects with staff. The Committee has scheduled a work session at Walnut Creek on Saturday, September 15 at 8:30 a.m. They plan to meet behind the mall near the Baptist Convention property and then walk the trails. Greg invited the entire Board to hike with the Committee. Lastly, Greg reported that the committee participated in the Lazy Daze festival and that there was considerable interest all day in greenways and when the greenways would begin to be built.
	Athletic Committee – William Davis reported for Johnny Gardner, Interim Chair William explained that Johnny was unable to attend and that he would be reporting for Athletics. William reported that the committee held a meeting to review special requests for fall basketball for 6-10 year olds. Tom inquired about the status of the sand volleyball program. William noted the program was doing well with 21 teams participating.
	Teen Council - Liz Nacewicz Liz reported that Teen Council had volunteered at Hot Hoops and had a booth at Lazy Daze. Approximately 30 members had attended the teen programming meeting to discuss ideas for events and programs. In October, the Teen Council will assist staff with the Safe-n-Sane Halloween event at Cary Town Center Mall.
	Senior Center - Stan Latta, Chair Stan reported that the Senior Center has great programs taking place. On August 24^th he attended the monthly senior club presidents' meeting. Currently, there are 10 senior clubs and 9 were represented at the August meeting. The Senior Center will be offering a new computer club for the seniors. Stan reported that at the last meeting there were 464 registered for the C-tran service. C-Tran is reporting approximately 30 trips a day. Dwayne Jones announced that presently there are 500 on the membership list. Stan further noted that Total Life Center (TLC), when complete, will accommodate 30 clients per day.
Land Dedications – None
Department Reports
	Administration
	As an introduction to department reports, Mary stated that Doug would be reporting on some major planning initiatives that would require significant involvement from the Board. As the Board defines its vision and goals, it would be important to keep a "big picture" perspective. These projects will require both community input and Board leadership.
	Project Updates – Doug McRainey - Golf Feasibility Study - School/Park Development Program - Master Plan Update - Implementation of Open Space Plan - Town Center Park Master Plan: - Neighborhood Park Master Plan: - Annie Jones Play Area: - Annie Jones Trail Renovations: - Ritter Park Renovations: - Lexie Lane Renovations: Liza explained that she works with the schools a great deal and feels that the school/park development program would make programming easier for schools and the recreation department. Lyman commented that the Master Plan Update would include a public arts facilities plan. He stressed that this would review multiple facilities. Toby asked how much was budgeted for the school/park development program and whether this was included in the budget for the Master Plan Update. Doug stated that $55,000 was budgeted for the School/Park Program and $60,000 for the Master Plan Update, which would include updating the parks and greenways plan and completing the public arts facilities plan. Bond Lake Trail Feasibility Study: Doug gave a summary of the recently completed feasibility study. This study reviewed the trail that is located along the southern and western side of Bond Lake. Currently, the trail has a natural trail surface. It is narrow and is difficult to walk in places. The study provided a list of alternatives from providing a natural trail to developing a boardwalk surrounding the lake. Doug stated that staff had chosen no alternative. The Greenway Committee had walked the trail and reviewed the study. It was the Committee's view that the southern segment of the trail could be paved. This segment is proposed to be extended to Lake Pine and ultimately to the Swift Creek Greenway. In terms of the western segment, the Committee felt that paving or installing a boardwalk would adversely impact the trail. Greg stated overlooks should be incorporated into this trail. Doug stated that along with these issues dealing with this specific trail, that there was a need to develop a trails master plan for Bond Park. Currently, two greenways are planned to link up within Bond Park. Staff expects to have a public meeting or meetings to get public input on a trails plan for Bond Park. Toby stated that the boathouse was an integral part of that plan. The two trails would link at the point of the boathouse and will generate considerable pedestrian traffic. The redesign of the boathouse needs to reflect this. There was a question whether the Bond Park trails plan could be completed in-house given the current workload. Mary stated that no decision had been made. Liza stated that she preferred alternative 1 or 1A. Greg and Doug thought 1A was the preferred alternative of the Greenway Committee. Liza wanted to know if this was something that required a motion by the Board. Doug replied that no action was necessary at this time that staff simply wanted to inform the Board of the current status of this project. Upchurch Farms: Doug presented a payment-in-lieu recommendation for the Upchurch Farms Subdivision. He said that this was an example of what staff would submit to the Board in terms of payment-in-lieu or land dedications for residential development projects. This project was approved in 1999 as a sketch plan. The Operations Committee had reviewed this and Council was expected to approve this at their next meeting. (See attachment). Hawes Tract: Doug presented the current plan for the Hawes Tract. Purchased during the Spring of 2001, this 245-acre parcel has been difficult to plan due to the fact that there is supposed to be a park (and, potentially a middle school), elementary school, open space and affordable housing located on it. As planned, the park is estimated to be 50-52 acres, and will be located on the northern edge of the parcel overlooking the Panther Branch. The plan includes 80 to 90 acres for affordable housing and 26 acres for the elementary school. It is to be located along Green Level-to-Durham Road and should be easily accessible. Doug also stated that there is between 50-60 acres of open space. Mary stated that there is land to the north of Panther Creek and that these smaller parcels have the potential to be sold off. Toby stated that direct connections should be made between the school and park. Annual Volunteer Picnic Judy Willard reported that the 23^rd Annual Volunteer Picnic is scheduled for September 16^th at Bond Park. She encouraged all board members to attend and to bring their families.
	Athletics - William Davis
	William reported that Hot Hoops was successful. Members of the Teen Council assisted, and worked hard to help make this a great event. Following the SK8 Cary groundbreaking, several media came by Hot Hoops to get some footage. This was good to tie in the event with the benefactors.
	Cultural Arts – Lyman Collins
	Lyman thanked everyone for their support and help to make Lazy Daze successful. Lyman invited everyone to attend Circus Night at Page-Walker. The event is scheduled for Saturday, September 22^nd from 7:00 p.m. – 8:30 p.m. Lyman announced that the Dedication of the Amphitheater Regency Park was scheduled for September 15^th. The dedication will start at 7:00 p.m. The North Carolina Symphony and the Play with the Pros concert will start at 7:30 p.m. The grand finale will be the fireworks at 9:00 p.m.
	Recreation Programs - Dwayne Jones
	Dwayne reported that the Friends of Hemlock Bluffs dedication on Friday, September 7 went well. Dwayne announced the Crank It Up 2001 will be held at the Herb Young Community Center on September 22^nd. The event will feature local bands and all proceeds will benefit SK8-Cary. The Red Ribbon Campaign will make a few changes this year. Each elementary and middle school will have one winner. Posters will be displayed at the Herbert C. Young Community Center in November. Judging will take place by November 6 and winners will be announced November 8 prior to the Town Council meeting. Teen Programming: The teen planning meeting was very successful. About 30 teens from middle and high schools attended along with other staff. The teens were given an opportunity to discuss ideas they had along with the list that Jeff Lee presented. The teens were then given a list of all of the programs and asked to vote thumbs up or thumbs down on each program/event. Jeff Lee has taken the lead roll in compiling the information and contacting organizations who might offer these types of programs. The one big thing that all the teens want was movie night. Staff is putting together a program for implementation.
Old Business
	PRCR Advisory Board Goals and Priorities - After discussion, it was decided to discuss and review the Parks, Recreation and Cultural Resources Advisory Board goals and priorities at the December meeting. Board members asked Mary to see if Susan Moran could attend this meeting to facilitate the goal setting and planning. Stan wrote a letter for potential applicants to the Advisory Board. Stan requested that everyone give him feedback on the letter. Potential Parks Committee Mary discussed the idea of reviewing park-related issues that was originally a concern of Lisa Duke. Lisa suggested during the August Advisory Board Meeting that there might be a need to have a sub-committee. The Board discussed the potential of assigning various staff and Board members a park. Stan suggested pair of people to look at the parks. Mary said they would discuss it in the Division Meeting. Facility Parks Greenway Tour/Comments/Evaluation Mary asked the board for feedback on the recent tour of facilities, parks and greenways. Overall, the group felt it was very beneficial. It was suggested to schedule one in May or April for new board members. People for Parks - Stan announced that Jamie Ramsey has given us the opportunity to write an article for "People for Parks". The deadline is Oct 15^th. Stan thought he would write something on Black Creek. He said he would check with Doug and Greg for accuracy
New Business
	Allison Ascenzi’s Resignation Letter Liza Weidle provided members with a handout about teamwork. Liza asked the questions of what could we as a team to make this Board better. Greg suggested making sure people understand the scope of what the full commitment is. Lisa felt that it was not her commitment that was the questions. Lisa felt Allison had left because she wasn’t sure of what was expected of her and or what the boundaries were. Mary indicated that the main focus should be on the big picture and providing citizen input and that we should find ways to clarify the different roles. Toby explained that the advisory board members have responsibilities that include, but do not limit, listening to what the PRCR staff brings from Council and any other agency within the Town.
Adjourn