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

October 1, 2001, 5PM

111 James Jackson Avenue
Cary, NC 27511 

Staff:  Mary Barry, Lyman Collins, William Davis, Dwayne Jones, Doug McRainey, Gail Taylor, Judy Willard, Sara Maultsby 

Guest:  Roy Alfred

Blackcreek Greenway, Ph III - Tom Hemrick asked about the status of this project.  Blackcreek Greenway, Ph III will run from N. Dynasty to northwest Maynard across from Godbold Park.  The tentative schedule is to break ground in December or January.  Mary Barry noted this trail is one of the most important north/south corridors from Umstead Park and then west to the American Tobacco Trail.     

Capital Budget - Mary Barry
Mary provided board members with a copy of the FY2002 Capital Improvements Budget and the FY 2003-2012 Improvements Plan.  Mary asked that members become familiar with the Capital Budget and be prepared to discuss or give input at the next meeting.  Mary noted that last year the Capital Improvements Plan was extended from a 5-year to a 10-year planning tool.  Renovations are scheduled incrementally and are subject to change depending on change in the usage plan.  This budget encompasses greenways, park types, community centers, special 
facilities and site acquisition.
Mary noted that she received confirmation that Wake County School Board is excited and onboard to move forward with the school/park analysis project.  Staff is preparing RFP's to hire a consultant to develop a plan to analyze the school grounds of area schools to determine the potential for redevelopment as school/parks.  Additionally, Mary noted the potential plan to accelerate the development of greenways and the staff report goes to the Operations Committee on October 5.

Mary noted that staff is working on an implementation and staffing plan to facilitate the recently adopted Open Space Plan.

Mary outlined the budget cycle: 1) CIB; staff begins work in November and the director submits budget to Town Manager in December.  Operating Budget process starts in December and continues through mid-February.  It is this time that the director works with all division heads to set budget requirements.  Each department then meets with the Budget Office and the Town Manager to set priorities.  The Town Manager determines what is presented to the Town Council and then it is open for a public session.  Mary noted that the Updated Parks and Greenway Master Plan is crucial for next year.  Mary encouraged board members to think about how they fit into the budget cycle in making decisions on prioritizing projects.

The Town Center Park has been approved by Town Council and PRCR has been directed to propose a concept, i.e. size, location and programming.  Within the next quarter RFP's will go out to hire a park design consultant.  The consultant will then determine how to involve the community in the planning process.  

ACTION:  Greg Lytle made a motion that the Advisory Board endorse staff's recommendation to extend facility rentals to non-Cary residents.  The motion carried unanimously.

Joint Meeting/PRCR Board & Committees - The board discussed ideas for structuring the proposed joint meeting in December.  It was suggested that committee chairs poll their respective committees on 'how they best feel the joint meeting would benefit them' and bring those ideas to the November PRCR Advisory Board meeting.  

Additionally, the board discussed inviting Susan Moran, Town of Cary Public Information Officer, to speak at the December meeting.  It was suggested that Susan present her role in town government and discuss ways PRCR can assist in marketing programs.  Mary Barry will talk with Susan, have her hold the December date, and Mary will come to the November meeting with suggestions to structure the meeting.  

Also, the board discussed timing for implementing the board's goals and objectives at the December meeting.  Further discussion on December's agenda will resume at the November meeting.

PRCR Advisory Board Terms - Per a request from the Town Clerk's office, Tom Hemrick reminded board members Vibha Goel, Greg Lytle and Lisa Duke of the December 3rd deadline to reapply to serve on the Parks, Recreation and Cultural Resources Advisory Board

2002 PRCR Advisory Board Meeting Schedule - The Town Clerk asked all the boards and commissions to discuss the new calendar schedule for 2002.  The PRCR Advisory Board agreed to continue meeting on the first Monday of each month with the exception of September's Labor Day holiday and the September meeting will take place the following Monday.  However, the board did agree to change the meeting time to 5:15 p.m. Stan Latta questioned having a July meeting with many people on vacation that time of year.  The board noted a decision for the July meeting would be made pending issues on the table at that time.

PRCR Scholarship Fund - Stan Latta asked for clarification on how the scholarship fund is administered.  Judy Willard noted that an account has now been established for donations.  In the past, the town has absorbed the costs.  Typically, staff is contacted by a school, social worker or individual family for consideration of a scholarship.  Each request is handled on a case-by-case basis.  In some instances, a payment plan is established; or a full scholarship may be offered.  There are approximately eight scholarships funded annually.   

Annual Volunteer Appreciation Picnic - Judy Willard presented board members with their invitations to the Volunteer Appreciation Picnic on October 28 at Bond Park.  This event was rescheduled due to the September 11th events.