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HomeMy WebLinkAbout09-16-2015 Regular MeetingMinutes of the Fairhope Recreation Board September 16, 2015 The Fairhope Recreation Board met Wednesday, September 16, 2015 at 5: l 5 p.m. in the Rec Center at 803 North Greeno Road. Present were Bob Keyser, Charlie Langham, Tom Kuhl, Cathy Iludson, Mary Gammer, Derek Thomas, Mike Ford, Michelle Smith and Sherry Sullivan took minutes. Diana Brewer and Vann Saltz were absent. Guests: Kelly Champion (Basketball League), Erik Cortinas (Booster Club), Dirk Flad (Fairhope Soccer) Stephanie Reeves and James Watkins. The meeting was called to order by Bob Keyser at 5:15 p.m. The minutes of the August meeting were considered and approved on a motion by Cathy Hudson, seconded by Derek Thomas, none opposed. Recreation Update: Tom Kuhl updated the group on Recreation: Fairhope Soccer League opens next week, baseball begins 9/21, youth football game this Saturday and softball begins 10/1. Manley Road project is coming along good. Tom mentioned the need to review the cost of renting fields and potentially raising the fees to cover the cost of overtime for tournaments. There was general discussion of the current fee, personnel and covering the costs, so the City is not having to pay employees overtime. Currently, the City rents fields for $50 per day, per field and charges a $300 a day maintenance fee. The current fees in place are not covering the cost of the man hours needed to host a tournament. Ile stated that on weeks that there is a tournament, it is hard to flex time and send employees home, because you need them to prep for the upcoming tournament. A motion was made to restructure the field rental/maintenance fee to charge $50 per field, per day fee and an additional fee of $30 per hour, per man hour for personnel support, per day. The motion was made by Derek Thomas, seconded by Charlie Langham, none opposed. Bob Keyser asked that this motion be forwarded on to the City Council for approval. Guest: Stephanie Reeves addressed the Recreation Board about a potential Booster Club project: permanent stadium seating at the football field. She informed the group of two types of seating and added that she has received a lot of interest on this project. There was general discussion among the group: seating would be good for home athletic FHS & FMS events, also pre -determined amount of 100 seats will be sold to begin project Erik Cortinas suggested consulting a structural engineer before installing the seats for safety. There are still some logistics that need to be worked out, Bob Keyser tabled the discussion until next month. The Recreation Board will visit the stadium and location of potential seats during the October meeting for further discussion. Guests: Dirk Flad attended and introduced himself as he is taking over for Thomas McLendon for the Fairhope Soccer League. Erik Cortinas informed the group that the Booster Club rescheduled the golf tournament from 9/30/15 to 1111115 at Quail Creek. Kelly Champion thanked the City of Fairhope for helping with the basketball goals -they have been added a Newton and will be added at FES and FIS. Bob Keyser reviewed the 5 year plan with the group, as he updated a few details of the supporting information listed, there was general discussion among the group. Michelle Smith expressed interest in adding to the 5 year plan upgrades to pool or plans for a new pool. Derek Thomas suggested the possibility of adding Lacrosse fields to the 5 year plan. The group will discuss the 5 year plan further at the October meeting. Cathy Hudson informed the group that there are 62 swimmers and high school swim is underway -they are now charging an entry fee from $2 to $3. Being no further business, the meeting was adjourned. Fairhope Recreation Board Five Year Plan (2014-2019) *Interim Update 9-15-15 The Fairhope Recreation Board has updated its Five Year Plan to provide recommendations to the Fairhope City Council on capital investments in recreational facilities. The Plan was developed with input from the recreational community, including concerned individuals and league officials operating sanctioned recreational programs at recreational areas. Among organizations providing input were Fairhope Youth Football, Fairhope Youth Baseball, Fairhope Tennis Association, Fairhope Soccer League, Fairhope Youth Softball, Fairhope Master Swimmers, Fairhope Youth Basketball, and the Fairhope Pirate Booster Club. While the Five Year Plan laid out below identifies a potential path forward for investment in capital improvements in recreation facilities, it should be noted that progress in this arena has been ongoing. In the past 2 years, the following investments have been made: 1. Leveling of soccer fields 5, 6 and 7 at Founders Park to create a single large field that has a greater capacity and versatility for supporting games and practices. 2. In partnership with the Blast Soccer Club and Fairhope Soccer League, acquisition of 18 new pairs of goals to support program growth at Founders Park soccer fields. 3. Purchase of goalposts for two youth football fields at Barnwell. 4. Purchase of new handicap -accessible bleachers for youth football at Barnwell. 5. Upgrades to landscaping, drainage, bleacher pads, fencing repairs and field improvements at Volanta youth baseball fields in support of State Championship tournament. 6. In partnership with Fairhope High School, construction of a new field house and dugout at the high school baseball field at Volanta. 7. In partnership with the Fairhope Pirate Booster Club, installation of new air conditioning units in the main concession stand at Majors Field, and in the high school baseball concession stand. 8. Acquisition of adjustable, lightweight basketball goals to support young age youth basketball. 9. Preparation of plans and specifications for construction of a new 10-field soccer complex on 40 acres at the city's Manley Road site. ,-Construction start in July_2015�Preliminary grading is complete and utility infrastructure is being installed. 10. Installation of a 10 station Par Fitness course at the running track at Stimpson Field, donated by the Fairhope Rotary Club and the Sunrise Rotary Club. 11 Renovation of Fairhopers Community Park to meet ADA accessibility needs, eliminate safety issues and provide a splash -pad. *Splash pad renovations and repairs have been completed in August 2015. 12. *Municipal stadium buildings have been painted and a new metal roof was installed on the concession stand: 13. *Pickleball courts have been incorporated intothe existing tennis courts at Stimpson as well as the basketball -court at the Recreation Center, Routine operation and maintenance activities continue to be strained by program growth within the city's recreation programs. Current registrations show baseball with over 800 participants, soccer with over 1000, football with over 250, softball over 200, and basketball over 350. The Fairhope Area Swim Team, Fairhope Master Swimmers and Fairhope High School Swim Team keep the city pool in constant demand. The high volume of users of facilities has produced a nearly year round need for facilities. The Volanta baseball and Founders softball fields are used throughout the spring and early summer, and resume in September with fall ball. The Barnwell football fields are used from mid -summer to early winter, and then are used in the early spring to support high school and middle school soccer tournaments hosted in Fairhope. The soccer fields at Founders Park are used year round with approximate 2 week breaks in June and December for maintenance and refurbishment. This heavy usage drives more frequent mowing, painting and minor repair of equipment, which will be difficult, if not unsustainable, given level or diminishing resources. The Stimpson Tennis courts are experiencing Heavy steady usage, and are inadequate to support participation in league play. In recognition of program growth, as well as opportunities for recreational tourism, the Recreation Board recommends the following investments be made in recreational facilities. The investments have been prioritized based on what the board believes to be both the most urgent needs as well as greatest potential benefit. Costs are estimated. Priority 1. Construction of a new soccer complex at the Manley Road Property. Project start date Fall 2014. Estimated cost - $3-4,000,000. Appropriated amount,$2,500,000. The city purchased 40 acres of land at the corner of Manley Road and County Road 13 approximately 6 years ago, with the ultimate intent to develop the space into a new soccer complex. The soccer program in Fairhope has grown to an average of approximately 1,000 participants over the past 5 years. This growth has exceeded the field capacity and resulted in teams finding green space wherever they can to hold practices and training. Annual tournaments that are hosted at Founders Park in the Fall and Spring are forced to move games to Daphne due to limited field space, allowing potential revenue dollars to be spent outside the city. The fall tournament held in late October annually brings approximately 120 teams and over 1,500 players to the Eastern Shore. Approximately 60% of the participants are able to play on Fairhope fields, but the remainder play in Daphne due to lack of field space. The Spring tournament played in early May brings approximately 140 teams to Fairhope, with 50% to 60% able to play in Fairhope when fields at the high school are available for use in addition to the city recreation fields. In addition to supporting the youth and high school soccer programs, the new complex would also allow Fairhope to host events such as the State High School championships, the NAIA championships, the SEC Women's championship and multiple Alabama Youth Soccer Association tournaments. As previously noted, money has already been obligated to complete design for the new complex. The project is currently out for bid. The recreation board supports the incremental construction of the facility, utilizing city funds, contributed funds and in - kind services. Priority should be the completion of sitework, utility infrastructure and turf establishment. unding o cr structLon of restrooms, cond m cession stand, aneeti s is g,[aomcurrenti� being pursued through multiple sources. Priority 2. Complete an engineering study of Volanta Park. Projected start date 2015. Estimated cost $80,000. Youth baseball participation has exceeded field capacity at Volanta Park. However, topography, proximity of both the new dog park and the disc golf course, and parking limit the current feasibility of expansion. An engineering study is needed to assess the existing property and identify modifications and improvements that would allow for the addition of at least one baseball field, additional parking, and improved drainage and storm water management, without compromising the aesthetic qualities that make Volanta Park such an attractive venue. It would also improve the safety of the site. Priority 3. Expansion of Tennis Facilities at Stimpson Field. Projected start date 2015. Estimated cost $300,000. The construction of the new Fairhope Recreation Center started a series of moves of recreation facilities. The recreation center was constructed on the site of the former city tennis courts. The tennis courts were consequently moved to Stimpson Field, where 6 new courts and an administrative building were constructed. The adult softball fields at Stimpson were relocated to leased property in Barnwell. The new tennis facility at Stimpson has enjoyed steady usage by residents, in addition to hosting the Fairhope High School tennis team. There are frequently people waiting to play, reflecting a need for more court space. The addition of 6 new all weather surface tennis courts, along with a shuffleboard court, bleachers and additional parking would better accommodate the playing public and allow the venue to be used to host competitions and tournaments. Bids -received for three court options (6 clay courts; 2 clay, 4 hard surface courts; 6 hard surface courts). Priority 4. Rebuild the home and visitors concession stands at Majors Field. Projected start date — winter 2014. Estimated cost - $105,000. The existing concession stands in the municipal stadium are undersized, underpowered, outdated and unfinished. During home football games, a volunteer staff of approximately 15 work in the home concession. This presents a crowded condition, which does not allow the staff to keep up with consumer demand. A typical game will have lines of more than 20 people at each of the three windows from about 30 minutes before kickoff until midway through the 4t' quarter. The volume of heat lamps, cookers, coolers and coffee makers regularly trip the circuit breakers in the stand, further disrupting the frenetic operations. At the visitors concession, there is no air conditioning, no running water, and limited space to stock items for sale. The recommendation is to build out the home stand to 30x30, and the visitor stand to 15x20. The a/c unit that the Booster Club installed in the home stand should be capable of being re -used in the new visitor stand. The larger, more efficiently spaced stands should reduce crowding during operation, improve functionality and profitability for the operating organization, and make the experience of attending events in the stadium more enjoyable. The Fairhope Rotary Club has offered a $40,000 contribution to the construction of the new home concession stand. The Booster Club has accepted this donation and will manage the construction of the new building. The recreation board recommends acceptance of this project from the Booster Club and Rotary Club to construct the new facility shell and initiate furnishing, with provision of in -kind work and services by the city and other benefactors to complete the facility. Construction would be recommended to start following the 2014 high school football season. Final outfitting and renovation of the visitor concession stand would be completed incrementally subject to availability of funds after funding higher priority projects. Project underway and the new stand is operational -but -not -complete —Booster Club-contributed-$156000-to-the-Rotary-donation-of-$40s000. Building is still in need of stainless steel tables and a larger bin for the ice machine. Refrigerated room and walk in.freezer_are notyet complete, Brick veneer wainscot to be_installed in next -two weeks. -.Ad unit from old stand to be relocated to the visitor stand by city personnel. Priority S. Renovate Volanta Park consistent with results of the engineering study. Projected start date 2016. Estimated cost — unknown. As a follow-on to our Priority 2 project, this project would implement the recommendations of the engineering study previously performed. Anticipated outcomes from this project would be the addition of at least one more baseball field to accommodate program growth, relocation of an isolated field which currently presents safety issues due to being surrounded by parking and driveways, additional parking to support events both at the baseball fields as well as at the municipal stadium, and improved drainage and storm water management. The study may also recommend modifications to the existing disc golf course to accommodate field expansion. Priority 6. Construct a splash pad at the municipal pool. Projected start date 2017. Estimated cost - $100,000. The municipal pool remains a popular venue during the summer months. Splash pads have become attractive additions at parks, and would allow individuals to cool off without actually climbing into a pool, which would be particularly appealing to families with small children. The splash pad would also help reduce some of the crowding of the pools. Priority 7. improvements/Expansion of Disc Golf Course. Projected start date 2018. Estimated cost — unknown. The Volanta Park disc golf course continues to grow in popularity and has hosted multiple tournaments. The engineering study may recommend alteration of the existing course, but with the activity's growing popularity, the need for additional facilities seems imminent. A considerable amount of open land surrounds the Scout building at the corner of Twin Beech Rd and County Road 13, which would provide an excellent location for a new disc golf course in a different venue. Priority 8. Expand the Recreation Center to add class space, training rooms and new racquetball court. Projected start date 2019. Estimated cost - $500,000. The new recreation center has become crowded during classes, and the racquetball court is difficult to schedule due to its popularity. Given anticipated growth, additional space for more fitness/training classes as well as a second racquetball court is expected to be needed by 2017. Additional space will also allow for greater flexibility and additional offerings in the activities that take place at the facility, e.g. team handball, indoor soccer.