Parks, Recreation and Cultural Resources Advisory Board

MEETING MINUTES

 

Monday, October 1, 2007 @ 5:15 p.m.
Cary Town Hall – Conference Room #11130

316 North Academy Street – Cary , NC 27513

www.townofcary.org

 

Attendance:
Jeff Boucher; Robert Bush; Sal Cammarata; Tony D’Amico; Susan Davenport; Marilyn Goldman; Dennis Hoadley; Tullie Johnson; Steve Smutko; Kay Struffolino; Wesley Lo, Teen

Absent:  Nels Roseland, Council liaison


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

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; the motion was seconded by Marilyn Goldman.  The motion carried by a unanimous vote.

III.        Adoption of Minutes of August 30, 2007 (Aquatics Facility Kick-off) and the minutes of the September 10, 2007 PRCR Advisory Board.
ACTION:  Kay Struffolino made a motion to adopt the minutes of the August 30th and the September 10th meetings (noting that Wesley Lo was in attendance on August 30th); the motion was seconded by Tullie Johnson.  The motion carried by a unanimous vote.

IV.        Public Speaks Out - None

V.         Special Presentation
►Budget FY07 – Year End Report – Mary Henderson, PRCR Director
In a PowerPoint Presentation Mary reviewed the PRCR Accomplishments for Fiscal Year 2007.
Tullie Johnson suggested that the Statement of Core Values reflect the value of volunteers as it relates to the number of hours served.
Tullie also asked about the Middle Creek Ph II project.  This project is scheduled to go to construction in January 2008 and will include:  multi-use field; playground; picnic shelter and restrooms; disc golf course; greenway around the multi-use field; maintenance building; parking lot and a ticket kiosk(s) at the softball complex.
Tullie asked about funding for Hemlock Bluffs.  Doug McRainey responded that funds were not allocated for additional classrooms.
Dennis Hoadley asked about funding for existing projects. 

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

 VII . Reports
A.         Committee Reports

►Athletic Committee – Jeff Boucher, Chair
Jeff reported the committee did not meet in September.

►Cultural Arts Committee – Dennis Hoadley, Chair
Dennis reminded members of the October 2nd Public Meeting to gain public input on programming for Old Cary Elementary.
Dennis reported on September 18th, consultants, Clearscapes made Cary Elementary project presentation; introduced the artist team; reviewed the basic floorplans and discussed expansion.
Sara Maultsby showed the Cary Youth Video and explained the film-making process; Sarah Bunch reviewed the Marvelous Music Series and the Fall Sertoma Series.
Dennis noted that committee members talked about festival feedback and the possibility of recruiting a volunteer to administer the surveys.

►Greenway Committee – Robert Bush, Chair
Robert reported the committee met and walked the extension of the Hinshaw Trail to the pedestrian overpass over US 1/64.  Robert extended compliments to Senior Parks Planner Paul Kuhn for the quality design.  The committee continues to collect information on weekend greenway usage.  Members asked that weekday usage be monitored as well; possibly incorporating volunteers to conduct the surveys.  Robert will compile the surveys and present quarterly reports on the characteristics of greenway usage.

►Teen Advisory Committee – Tony D’Amico, Chair
Tony reported the committee met and discussed plans for the 2008 Teen Forum slated for March 15th.  Members selected an environmental theme, ‘What in the World is Going On’.

Steve Smutko volunteered to help with the Teen Forum.

►Goals Committee Reports
◊Safety Town – Jeff Boucher
Jeff reported that the committee did not meet.
◊Scholarship Fund – Sal Cammarata
Sal noted that he spoke with Selby Wellman, majority owner of the RailHawks, and Selby expressed an interest in supporting the Scholarship Fund as well as supporting a program involving the players with underprivileged children.

B.         Public Meetings
►September 25, 2007  Aquatics/West Cary Neighborhood Public Input (Hawes Site)
►September 26, 2007  Aquatics/North Cary Neighborhood Public Input (N. Cary Park Site)
Mary Henderson reported approximately 150 citizens attended on September 25th and 50 citizens attended on September 26th.  Following the project presentations, citizens were invited to give written comments using ‘sticky notes’ and to post them on the appropriate site rendering.  Mary reviewed the criterion involved in site selection; noted that the consultants would compile the information resulting from the public input and it would be posted on the Town’s web page.  The final public meeting on the Community Aquatics Center will be October 24th at 6:30 p.m. at the Cary Senior Center .  Mary offered to review the October 24th public meeting material for board members unable to attend (Steve Smutko; Susan Davenport; Jeff Boucher; Dennis Hoadley; Kay Struffolino and Tullie Johnson).  Steve Smutko offered to set up a meeting for Mary to update those board members unable to attend.  Robert Bush asked if the meeting could be recorded.  Mary indicated that she would check

 

C.         Staff Reports – None

 

D.         Administration – Mary Henderson, PRCR Director
►Accreditation Update – Helen Stanfield, Recreations Project Coordinator
Helen advised Board members that staff is finalizing the Self-Assessment Report and is making final preparations for the Accreditation Team visit, Monday, November 26 through Friday, November 30th.  Those serving on the Visitation Team include Bill Wald, Chief Executive Office with Illinois Park and Recreation Association; Jim Grove from Crossville , Tennessee ; and, on her second accreditation visit is Sandra Nordenhold, Deputy Director Community Recreation Family & MWR Command, Alexandria , Virginia .  At the November PRCR Advisory Board meeting, members will receive copies of the Self-Assessment Report and will be briefed on what to expect during the Accreditation Team Visit.  Board members will receive invitations to a reception scheduled for Wednesday evening, November 28th at the Page-Walker.

►NCRPA Awards – Mary Henderson
Mary announced that the Town of Cary and staff were the recipients of two awards presented at the 2007 NCRPA Annual Conference:  1) Arts & Humanities Award for Lazy Daze and, 2) Young Professional Award to Sam Trogdon, Recreation Program Specialist at the Senior Center..

 

►Sponsorship Policy – Mary Henderson
Mary reviewed the philosophy, organization and structure of the proposed policy.  In an effort to provide additional revenues to offset costs, staff felt it would be prudent to look at opportunities to provide partnerships with our business community and to structure the policy to be fair and equitable for both parties.  The policy, once adopted by council, will outline guidelines for obtaining sponsorships.
Board members had concerns and requested that certain facilities be exempt from sponsorship opportunities and facilities that feature athletic events would be the most appropriate venue for the sponsorship program.  Board members requested a matrix of facilities and a score card to rate facilities/areas for the appropriateness for a sponsorship.  The sponsorship program would be updated annually and posted on the web. 

Robert Bush asked about consideration of the comfort level with religious affiliations, fat food and political implications.

Mary indicated that staff will work to further define the policy and bring it back to the Board.

 

►Long Range Program Plan – Mary Henderson

Board members received copies of the proposed Comprehensive Program Plan.  Mary indicated that the projections for the Comprehensive Program Plan are based on population; age and special needs.  Staff has researched programs nationally to see program successes and to see where we may have a gap.  Information from program evaluations is also used to project program planning.  Members were asked to review the Comprehensive Program Plan document, particularly Appendix A.  The Comprehensive Program Plan will be an agenda item for November.

Robert Bush asked about an estimate of facility usage.  Mary responded that staff will need to develop a method to compile that information.

►Project Updates: Community Aquatic Center and Old Cary Elementary Renovation – Mary Henderson
Mary noted that the last public meeting for Old Cary Elementary Renovations will be held October 2nd to gain public input for programming.  On October 16th, there will be a Joint Meeting of the PRCR Advisory Board and the Cultural Arts Committee to get feedback from the consultant from the public meetings and to finalize a recommendation to Council.

E.         Recreation Programs – Dwayne Jones, Recreation Manager

Members were referred to the Program Update

►Senior Center Update – Kay Struffolino
Kay provided members with a handout of current Senior Center activity.

►Teen Council – Wesley Lo
Wesley reported 615 volunteer hours for August; with 90 new members since May and gave highlights of Teen Council activity for September. Wesley asked Board members for suggestions for a Saturday community service project for teens.  Trail work days and White Oak Creek Greenway tree planting projects were suggested.

F.         Cultural Arts Programs – Lyman Collins, Cultural Arts Manager
Lyman referred members to the Program Update.  Lyman did advise the Board that this Fall, the Waldo Rood House would be moved to Park Street with the potential of becoming a welcome center in the proposed downtown park.  Additionally, Lyman noted that the Management Plan for the Koka Booth Amphitheatre was going before Council:  The plan is projecting a deficit under $200,000 for 2008; requesting a capital project to update the Crescent kitchen and noted that all promoted acts exceeded expectations.

►Festivals Committee – Marilyn Goldman
Marilyn reported the committee met and was debriefed on Lazy Daze.  Lazy Daze was rated the top, one-day festival by Sunshine Magazine.  The 2008 festival dates are:  Spring Daze, April 26 and Lazy Daze, August 23.

 

G.         Athletic Programs – William Davis, Athletics Manager
William referred members to the Program Update.

VIII. OLD BUSINESS

►Black Creek Watershed Study Update – Susan Davenport
Susan reported on the September 22nd Lake Crabtree Park WaterFest and announced the Big Sweep for Black Creek on October 6th.
Mary Henderson indicated she would set up a meeting for the aquatic consultants to meet with Christy Perrin to gain a better understanding of the watershed issues as they relate to the proposed site for the aquatic facility.

IX.        NEW BUSINESS
►Volunteer Picnic Feedback – Helen Stanfield, Recreation Program Coordinator
Helen queried members for feedback on the September Volunteer Picnic.  Members gave favorable comments on the food and the entertainment.

►Joint Meeting of the PRCR Advisory Board and the Cultural Arts Committee:  Old Cary Elementary Program Plan Recommendation - October 16 at 6:30 p.m., Cary Town Hall, PRCR Conference Room #11130 – Members were reminded of this upcoming meeting.
►Board Member Information Share
◊Hemlock Bluffs Yard Sale - Tullie Johnson reminded members of the October 27th Yard Sale.  Members were provided handouts.
◊Recycling at Town of Cary Parks - Kay Struffolino asked about recycling containers at our parks.  Mary Henderson noted she would check with the Public Works Department and report back at the November meeting. 
◊LEED Certification – Robert Bush distributed information explaining LEED Certification criteria and the process for certification.

X.         ADJOURN
ACTION:  Kay made a motion to adjourn the meeting; the meeting was seconded by Jeff Boucher.  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 .