Parks, Recreation and Cultural Resources Advisory Board

MEETING MINUTES

 

Monday, September 10, 2007 @ 5:15 p.m.
 Cary Town Hall – Conference Room #11130

316 North Academy Street – Cary, NC 27513

www.townofcary.org


Attendance:
Sal Cammarata; Marilyn Goldman; Tullie Johnson; Susan Davenport; Dennis Hoadley; Steve Smutko; Kay Struffolino; Wesley Lo, Teen Council Representative

Absent:  Jeff Boucher; Robert Bush; Tony D’Amico; Nels Roseland, Council liaison


Staff: 
Mary Henderson; Bruce Crocker; Dwayne Jones; Doug McRainey; Helen Stanfield; Gail Taylor; William Davis; Joy Cox

I.          Call to Order/Roll Call – Steve Smutko, Chair
Chair Steve Smutko called the meeting to order at 5:20 p.m.


II.         Adoption of Agenda – Steve Smutko, Chair

ACTION:  Kay Struffolino made a motion to adopt the agenda as presented; Tullie Johnson seconded the motion.  The motion carried by a unanimous vote.

III.                Adoption of Minutes of August 6, 2007 – Steve Smutko, Chair
ACTION:  Kay Struffolino made a motion to adopt the August minutes; the motion was seconded by Tullie Johnson.  The motion carried by a unanimous vote.

IV.        Public Speaks Out
 ►None

V.         Special Presentation

►None

VI.        Land Dedications – Doug McRainey, Parks Planning Manager
►None

VII. Reports
A.         Committee Reports

►Athletic Committee – Jeff Boucher, Chair
 William Davis reported for Jeff and advised Board members that the Athletic Committee met in August to review a combination of special requests for fall basketball and received updates from staff.

►Cultural Arts Committee – Dennis Hoadley, Chair
Dennis reported the Cultural Arts Committee met in August.  Jordan Hall Supervisor Connie Belton gave an overview of cultural arts classes; their successes and the need for the renovation for Old Cary Elementary.
Dennis highlighted two items from the Committee report:  1) Soliciting feedback from events; and, 2) discussion about the new web design and the proposal that staff will have more input on the PRCR web site.

Dennis reported that Clearscapes, the design consultant for Old Cary Elementary School will be at the October 2nd public meeting to gather input relative to programming.

►Greenway Committee – Robert Bush, Chair
Doug McRainey reported for Robert Bush and noted the Committee discussed web organization ideas and prioritizing different trails for the implementation of the long-term sign plan.

►Teen Advisory Committee – Tony D’Amico, Chair
Wesley reported for Tony and noted Leslie Ann Willis made a presentation on her trip to Fort Lauderdale, FL for the Sister Cities Youth Conference and that the teens are moving forward with a theme and topics for the next Teen Forum. 

►Goals Committee Reports
      Safety Town – Jeff Boucher
Kay Struffolino reported that she and Jeff met with Mary Henderson and Dwayne Jones to brainstorm.  Discussions included establishing a contact with the Kiwanis Club to invite their involvement and look at ways to develop partnerships.

      Scholarship Fund – Sal Cammarata
Sal reported that he met with Helen Stanfield and Bruce Crocker to discuss the need for this year.  The amount needed to fill this year’s scholarship requests is $9,000 which is higher than the model Sal created.  This shows an immediate need for donations and then could establish a Foundation as a long range plan.  Developing a brochure/flyer to advertise the scholarship program and creating a standard application process are items to address.  Sal hopes to have the 1st draft of the brochure by the October meeting.

B.        Public Meetings
None

C.        Staff Reports – The following staff reports are moving forward to council committees.
 PR08-04          Background Investigations
PR08-05          White Oak Greenway Phase IV, McArthur Park Segment – Bid Award

PR08-06          Athletic Division Reorganization

D.        Administration – Mary Henderson, PRCR Director
►Sponsorship Policy – Mary Henderson, PRCR Director  
Mary provided Board members with handouts of the CPRCR Sponsorship Study.  Mary noted that staff has been working to develop a sponsorship program for the department; making certain we have a fair and equitable process for everyone.

Mary asked that board members review their information for discussion and action at the October meeting.  Another packet of information will be forwarded to board members for review that will be comprehensive and include opportunities for each venue.  Mary asked that members think about sponsorship areas that are not appropriate.  Board members were encouraged to call Mary with any questions.

 

►Accreditation Update – Helen Stanfield, Recreation Project Coordinator
 Helen reported that staff is moving forward with the self-assessment report of 10 chapters and 155 standards.  At the last review, we did not meet two standards:  1) background checks; and 2) long-range program plan.  This review, Cary Parks, Recreation and Cultural Resources intends to fulfill all 155 standards.  We have been notified of our review team of two members, one of which was on our first review team.  The visitation date is not yet confirmed but will most likely be mid-to late November.  Cary is one of four NC municipalities (Greensboro, Asheville, and Salisbury) to be nationally accredited.

►Volunteer Appreciation Picnic – Helen Stanfield, Recreation Project Coordinator
Helen reminded board members of the upcoming Annual Volunteer Picnic scheduled for Sunday, September 30th at the Bond Park Kiwanis Shelter.  The invitations will be mailed this week.

►Web Upgrade Input – Helen Stanfield, Recreation Project Coordinator
Helen reported that all PRCR Advisory Board committees (Athletics; Greenways; Teen and Cultural Arts) have meet with Deanna Boone, Public Information Specialist Writer and gave input to the reorganization of the Town’s web page.  In a handout, Helen showed members suggested changes and how they have been prioritized and incorporated for the CPRP web page.
Mary Henderson noted the need for an inclement weather link for all events.  Helen noted staff’s recommendation that the design will incorporate the colors of the proposed sign package.
Further suggestions from board members included:  listing playgrounds; links to community arts groups and websites; search window that applies to the whole town’s website; a more comprehensive town calendar with meetings and events; and scrolling boxes to catch people’s attention.
In the next step, Deanna will meet with each department to review recommendations.  CPRCR Marketing Specialist Leda Isenhour will be our representative.  Deanna or Leda will then report back to board and committees.

►Old Cary Elementary Project Update – Mary Henderson, PRCR Director
Mary Henderson provided Board members with a handout listing the upcoming meetings for this project:  October 2 –Public Meeting to finalize programming and public input; October 16 – Joint meeting of the Cultural Arts Committee and the PRCR Advisory Board to recommend a program plan; November 1 - Staff recommendation of program plans go before the Operations Committee and then onto Town Council for approval on November 8th.

►Community Aquatic Project Update – Mary Henderson, PRCR Director
Mary Henderson noted that there was a special meeting of the PRCR Advisory Board on August 30th.  The design consultant gave an overview of the project.  The following public meetings for public input have been scheduled for this project:  September 25 – (West Cary Neighborhood) & September 26 (North Cary Neighborhood) receive input/identify neighborhood issues and initiate programming input; October 22 – discuss site, programming update and input; November 5 – PRCR Advisory Board meeting – recommend site selection and programming; November 15 – project recommendations go before the Planning and Development Committee and then onto Town Council on December 13.
Staff will meet with Christy Perrin representing the Black Creek Watershed Association to discuss the low impact development of an aquatics facility.  PRCR Board member Susan Davenport will also take part in that meeting.

E.         Recreation Programs – Dwayne Jones, Recreation Manager
Dwayne referred members to the Program Update.

 ►Senior Center Update – Kay Struffolino
Kay referred members to the handout for recent activities at the Senior Center.

►Teen Council – Wesley Lo
Wesley reported that at the August meeting they hosted 21 teens from Davidson that were on a fact-finding trip to observe and learn about establishing a teen council.  Wesley reported on past and upcoming activities for the teens and noted 244 volunteer hours for July and 68 new members since May.

F.         Cultural Arts Programs – Lyman Collins, Cultural Arts Manager
No Report

►Festivals Committee – Marilyn Goldman
Marilyn indicated she would give the Lazy Daze Festival report at the October meeting.

G.        Athletic Programs – William Davis, Athletics Manager
 William referred Board members to the Program Update; and noted that the Carolina RailHawks were in 8th place out of 11 teams.  The RailHawks will finish their season Sunday with a game against Seattle.
 SAS Soccer Park is also busy with high school and college cross-country activities.
The Tennis Park was notified they were awarded the USTA Campus Championship event again for April 2008 and the NC Junior Closed Tournament for 2008 and 2009.

 

VIII. OLD BUSINESS

►Web Task Force Update – Dennis Hoadley
 Dennis requested this agenda item be dropped as the recommendations for web design have been made to the Public Information Office.

►Black Creek Watershed Study Update – Susan Davenport
 Susan gave an update of recent activities and discussions of the August 27th and August 30th Black Creek Water Association meetings.  Upcoming events include:  Lake Crabtree County Park Waterfest, September 9 and the BigSweep on October 6th.  Susan asked Wesley Lo if the teens would be interested in participating in the BigSweep and asked Dwayne Jones if Public Works would pick up recyclables.
The Black Creek Watershed Association would like to see low impact development principles used in the construction of the proposed aquatic center at the North Cary site.

IX.        NEW BUSINESS
►Board Member Information Share
Tullie Johnson provided members with handouts promoting the October 27th Hemlock Buffs Nature Preserve Yard Sale; the Museum of Natural Science program on September 15th, Bug Fest and Take A Child Outside Week (September 24-30).


X.         ADJOURN
ACTION:  Kay Struffolino made a motion to adjourn; the motion was seconded by Dennis Hoadley.  The motion carried by a unanimous vote.

Please contact the Department of Parks, Recreation and Cultural Resources with any questions about the minutes.  The e-mail address is gail.taylor@townofcary.org, and the phone number is (919) 462-3961.