TOWN Of CARY

Parks, Recreation and Cultural Resources Advisory Board

2002  Minutes

November 4, 2002 5:15PM

Attendance: Tom Hemrick; Chair; Lisa Duke; Jamie France; Bob Hickey; Leta Huntsinger; Toby Kennedy; Greg Lytle; Kay Struffolino; Dave Upton; Council member Marla Dorrel; Liz Nacewicz, Youth Member

Absent: Sean Cherry

Staff: Mary Barry; Judy Newsome; Doug McRainey; William Davis; Dwayne Jones; Lyman Collins; Gail Taylor

Call to Order – Chair Tom Hemrick called the meeting to order.

Nov. 13 @ 7p.m. – Community Forum for the Veterans Freedom Project @ BPCC

Nov. 19 @ 7 p.m. – Council Work Session – Amphitheatre at Regency Park Operation/Budget/Management Plan

Accreditation Visitation Review – Mary Casey

In a PowerPoint presentation, Mary reviewed with board members the format and schedule of the upcoming Agency Accreditation Visitation. The on-site visit, by a team of three, will involve information gathering and fact finding on behalf of the Commission for Accreditation of Parks and Recreation Agencies. Mary outlined the board’s involvement with the visitation team that will be on-site beginning Sunday, December 8 and will depart Wednesday, December 11. Members of the visitation team are John Carnifax, James City County, Williamsburg, Va.; Thomas Alexander, Johnson City, Tn.; and Sandra Nordenhold, BOSS Department of the Army, Alexandria, Va.

Glen Kirk – 164 single family units located near NW Maynard and Weatherstone.

Staff has met with the developer and recommends to the board the acceptance of the following conditions:

• Dedicate and convey unto the Town of Cary, as directed by the Town of Cary Department of Parks, Recreation an Cultural Resources (PRCP), in sufficient length and width, public right of way easements to be used by the Town of Cary for "Greenway" purposes.

• The developer proposes to construct, as directed by and per the specifications of the Town's PRCR, certain "Urban Pathways" and "greenways", within the Glenkirk PUD.

• Dedicate and convey unto the Town of Cary approximately 10.29 acres of 100' T.O.C. Buffer along the westerly side Coles Branch, and approximately 4.70 acres of open space contiguous to and abutting said 100' T.O.C. Buffer, to be used by the Town for greenway, parkland, and Natural Resource protection

• Developer and PRCP to determine location and size of greenway trails during first submittal of Subdivision and Construction drawing approval process.

Toby Kennedy voiced concerns regarding the crossing on Maynard at the Shell station.

Volunteer Banquet Awards Nomination Committee – Judy Newsome

The 2003 Annual Volunteer Awards Banquet will be held February 25^th at the Herbert C. Young Community Center. Judy gave a brief background of the Volunteer Awards Banquet and reviewed a proposed change to the structure of the Volunteer Awards Committee. The recommended structure: Chair (appointed member from the PRCR Advisory Board); 2 previous award winners; Judy Newsome will serve as staff liaison; PRCR division heads as needed. The PSA advertising the event and calling for nominations is slated to go out late November with a submittal deadline the first part of January. The Volunteer Awards Committee would meet within 2 weeks of the deadline to select award recipients.

It was agreed if you serve on the Volunteer Awards Committee, you are ineligible to qualify for an award. The committee will be meeting in late November to discuss the criteria for each award.

Greg Lytle and Toby Kennedy recommended diversifying appointments as follows: 1 Chair (Appointed PRCR Board members); 1 member each from the Athletics Committee; Cultural Arts Committee; and the Greenway Committee; 1 member from the Teen Council; 1 previous award winner (not eligible for an award). The committee was in agreement with this structure. Kay Struffolino volunteered to serve as the 2003 chair. Mary Barry will contact Jerry Miller, 2002 Volunteer of the Year recipient, to serve on the 2003 committee. Committee chairs are to get the names of committee representatives to Judy Newsome by November 13.

Board/Committee Appointments – Judy Newsome

Mary Barry noted pending Council approval, a Teen Advisory Council will be established and PSA’s will be released to promote and call for applications.

The PRCR Advisory Board has 3 members (Hemrick, Kennedy, Struffolino) whose terms expire in 2003. Those members indicated they applied for reappointment. One member (Cherry) has missed three meetings and is required to reapply by December 3^rd for consideration for reappointment. Staff liaisons to the committees were given lists with members whose terms expire. Committee ‘call-for-applications’ will go out in December with a submittal deadline of February 5. Applications will be reviewed in March and appointments made in April.

PRCR Master Plan Steering Committee – Mary Barry

Mary provided members a comprehensive handout that summarized information and comments from the steering committee meeting and the public meeting. The next PRCR Master Plan public meeting is January 28, 2003 at the Cary Senior Center. Prior to the next meeting with the consultants, staff will meet with the steering committee to make certain everyone is in up-to-date on the work now complete and plans for the public meeting. The steering committee meeting date is December 17 at 6 p.m. at the Senior Center.

Additionally, the Greenway Committee and staff will meet with Mark Robinson, to discuss greenway issues in more detail at the Greenway Committee meeting. All steering committee members will receive notice and information related to the meeting.

Jamie France asked about the status of the request from the Dog Park group to hold a special event. Mary had been contacted by the group and they felt it would be too much, too soon and that they would pursue the event at another time.

Greenway Committee – Greg Lytle – No Report

Athletic Committee – Sean Cherry

1. Eliminate deposit due to amount of time staff spends on processing refunds for deposits. Deposits are rarely kept. Recommend instituting a damage fee.
2. Setting nonresident fee at a flat rate for example as follows:

Hourly weekday $15/hour weekend $20/hour

½ day = Additional $20

All Day = Additional $40

3. Cancellation Fee: If reservation is cancelled within 30 days of the event a cancellation fee needs to be assessed since staff will probably not be able to reserve the shelter at such a late date, plus administrative cost.
4. Full payment will be due at time of reservation.
5. Follow same reservation time line as Community Center indoor facilities 6 months for Cary residents and 5 months for nonresidents.

Action:

Toby made a motion to table Item #2 until such time that staff could research and assemble data on the fee structure for residents and non-residents on various programs and facilities. His main concern that without guidelines or a philosophy there would be wide disparities in the fees. Judy Newsome suggested that the fees be determined in the upcoming Fees and Charges Policy update.

Toby’s motion to table carried by a majority vote with 5 in favor and 3 opposed.

Dave Upton had concerns by waiting for the adoption of the Fees & Charges Study that there would be a 6-month delay and requested that that motion to withdraw action on Item #3 be withdrawn.

The motion did not carry. Three were in favor or withdrawing the motion; 4 opposed withdrawing the motion and one abstained.

The motion carried by a unanimous vote.

The motion carried by a unanimous vote.

Safe N Sane Halloween – Great turnout; great costumes; Teen Council member won ‘guess the weight of the pumpkin;

Upcoming Events:

Mad Dash Babysitting – November 15 & 22

Santa’s Workshop – December 12

Haunted Hayride – at Capacity

Hurricane’s Game on Nov. 9^th –at Capacity

Projects in the making – Rack leaves for Seniors; Food Bank & Soup Kitchen

Cultural Arts Committee – Toby Kennedy, Chair – Did not meet