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HomeMy WebLinkAboutMinutes_PAREB_09.12.2013 Minutes of the Meeting of the Parks and Recreation Board City of Georgetown, Texas Thursday, September 12, 2013 The Parks and Recreation Board of the City of Georgetown, Texas, met on Thursday, September 12, 2013. Members Present: Charles Brashear, Chuck Bridges, Daniel Dance, Katherine Kainer, Keith Fruge, Robert Johnson, Robert Palko Members Absent: Staff Present: Kimberly Garrett, Eric Nuner, Jill Kellum, Ilyana Kaditch Minutes Regular Meeting 1. Call to Order The meeting was called to order at 6:00 pm by Robert Johnson. 2. Roll Call 3. Introduction to the Georgetown Challenge Course — Elliott Pervinich Kimberly Garrett introduced Elliott Pervinich the Challenge Course Coordinator for the City of Georgetown. Elliott Pervinich explained we specialize in team building programs for elementary school groups, corporate businesses, drug and alcohol treatment centers and athletic teams. 80% of our programs are groups that have worked with us year after year. We do about 100 programs per year and focus on team building helping small businesses to improve their group dynamics, having a good time together and working out issues they have. We have had groups as large as 125 people on the challenge course at one time and we bring in multiple staff to make that happen. Elliott Pervinich stated next week we have the opportunity to work with the University of Texas International Program (UT) that will include 160 Pakistani students that hope to come to college in the United States and Elliott Pervinich will offer a leadership workshop for them over a 3 day period. He explained there are 22 high elements as high as 35 feet in the air. He stated the challenge course was featured on the Daytripper for the Georgetown episode. Keith Fruge asked about the condition of the overall structure and maintenance. Elliott Pervinich stated everything is doing well and there are 2 poles that are being monitored for pole twist and the structure is inspected once a year from the builder. He stated no changes have occurred in the quality of the structure. Keith Fruge asked if there are any additions that would help. Elliott Pervinich stated he would like to have running water at the course and shade structures. Kimberly Garrett explained that the property the challenge course is located on is contracted by the US Army Corps of Engineers and is part of a lease agreement and everything would have to be approved by them. Robert Johnson asked Elliott Pervinich how he got this group from UT. Elliott Pervinich stated 2 years ago they brought in a group of Saudi Arabian students that were hoping to be accepted in American universities. It was their first experience to American culture particularly on mindsets. He stated that the group of students were in the US for six weeks and the challenge course was all they talked about. Since then the international program has contacted us and this summer we had a group of Iraqi students for a program with the UN through universities that are selected throughout the country. Robert Johnson asked what the revenue was from the challenge course. Kimberly Garrett stated the hard cost expenses are covered but the salaries are not covered. Robert Johnson asked what the cost of the program to UT would be. Elliot Pervinich stated he and his supervisor, Traci Stengle, worked on what the break down would be for a presentation since it is not something they have done before. They looked at what they charge for groups, which is a per person fee for a team building program, and that this program is a different set up. He will be working with a large group by himself and not bringing in additional staff to drop the ratios of the participants to the facilitators. The rate being charged to UT will be $500.00 for the hour and half workshop. Katherine Kainer asked about Elliott Pervinich being the only facilitator for this large group. Elliott Pervinich explained that with this big of a group and the dynamic it is going to be and the level of the activities he is presenting, he is not going too far into the sequencing of the program that he works with. His direction and presentation of activities will be on a surface level to a large number of small groups. Typically they keep the ratios 12:1 of participants to facilitators especially if a high ropes program is done. The rates range from $25.00 per person for a resident non -profit group and $65.00 per person for a nonresident business. Elliott Pervinich stated he started working with challenge courses when he was at Florida State University. He majored in recreation and leisure service administration. He stated he was terrified of public speaking and heights and still is, but always is pushing himself. He states when he has a group and someone is really timid or really confident, he knows both of those feelings on the course and he has an opportunity to connect with them. He states the challenge course now has the opportunity to host their own trainings on the course for individuals who are interested in working with groups and facilitating programs. This will allow the group to develop the staff they do have and add to it from other individuals in the area. Elliott Pervinich explained that Traci Stengle and Joe Armstrong, the adventure coordinator, are both certified for the challenge course and there are additional contract facilitators. Katherine Kamer asked if there are different levels on the challenge course. Elliott Pervinich explained there is a low ropes program and a high ropes program. He explained there is a lot of work done prior to the program to learn about group, see where they are and what they want. Robert Johnson asked if there are any cross feeds set up with other venues across the country so as share things that are improving or changing or new ideas. Elliott Pervinich stated he is tied into the Association for Challenge Course Technology, they are the international governing body of the challenge course and it is who we are certified through to make sure we meet the standards for the industry. Elliott Pervinich stated he is unique as a challenge course coordinator in that he does not just manage the course from his office, he is working with every group that comes out to the course and he is the end user for all of the equipment. He is cement and up to date on the standards. Keith Fruge asked about injury rates. Elliott Pervinich stated 20% of injuries are participants and about 80% of those occur in tag games. Staff is more likely to get injured because of the increased time they are on the course. He explained that he also helps with other programming in the Parks and Recreation Department such as senior adult trips and adventure programming and trips. Robert Johnson asked what our rate structure was compared to others. Elliott Pervinich states we are a little lower than some. He stated there are very few cities, in the country, that have challenge courses. He states he knows of 3 across the US other than the City of Georgetown. He stated our rates with those are roughly about the same. Most challenge courses are on a university or summer camp. The summer camps don't often rent them out during the year and if they do, they charge absurd rates. The universities are more expensive than us or a lot cheaper depending on the support they get from the student government. 4. Discussion and possible action on preliminary design concept for the Creative Playscape Phase 2. Tim Bargainer with Baker Aidden presented the conceptual design of the playscape. He explained that after they conducted a series of public input sessions, the team and the staff had a brain storming meeting to access all the information they gathered. With the information they gathered, it was clear the direction or the identity of this playground was important to the community and they wanted more of a community, Georgetown, history type of theme. He also stated 70% of responders wanted education involved in the playground. He showed an initial concept plan that establishes the environment in which the play activities will occur. He stated there are a lot of details still being established as we move forward and the cost involved. He stated there is The Georgetown Timeline as the conceptual design is explained. There are 5 pods that are defined in the overall site plan. Pod 1 is the Native American area that includes a climbing wall, Indian encampment and bent tree tire swings. Pod 2 is the Settlement Period that includes a pavilion and some areas that represent a barn, farm equipment and a cattle drive. Pod 3 is the Industrial Period and shows where Georgetown began developing. This will incorporate the courthouse and town square and the store front feel. There is an area that will represent the Blue Hole and Southwestern University where another pavilion will be located. The blue represented in the picture is not a water feature but surfacing. Pod 4 is The Surge where the baby boomer /post war era where the surge of population began. This will have more traditional play components such as the swings, slides, monkey bars, a zipline and something to incorporate the Pickett Trail. Pod 5 is the New Millennium which is where we are and where we are going and there will be modern play equipment components in this area. The concept as a whole is to get a timeframe of Georgetown wrapped around the center which is the courthouse and the square. They are looking at how they can integrate the unique feature of the existing playground and the city scape. On the conceptual plan it shows the columns that were made by tiles by the children of Georgetown that are there now and they are looking at placing them more to the entry to be a focal point. He stated the area is fenced and there are 2 points of entry. Robert Johnson asked about the recognition for the previous donors. Tim Bargainer stated they took a photo of every plaque that is on the playscape. There are some that are missing and they are looking for them. They are going to reestablish that recognition with the new structure. Eric Nuner stated there is a lot of elevation change on the design. The entry is 8 foot and it goes down to zero elevation and the courthouse area is up to 11/2 foot. Tim Bargainer stated the vertical change is important as you will see from one structure to the other and the use of ramps. There are 3 birthday party pavilions in the design with the possibility of the courtyard area being rented. Keith Fruge asked how large the area is. Tim Bargainer stated they are still working on the area and the conceptual design shows about twice the surface area of the original playscape but they are working with budget and play components. Tim Bargainer explained the trees with spokes on them, on the conceptual design, are the trees that are there now and they are saving as many trees as possible for shade and to integrate into the design. The area will be fenced but no gates. There will not be any impingement on the hike and bike trail. Keith Fruge asked about the possibility of incorporating a maze into the concept. Kimberly Garrett stated there has been some discussion about using security cameras in the area. u There will be a public meeting on September 19 and from there a conceptual design will be brought back to the parks board and city council in November. Motion made by Robert Palko, second by Keith Fruge to approve the overall site plan as presented. 7 -0 approved. 5. Update on Year - to - Date Parks and Recreation Revenues Kimberly Garrett showed current revenues. In May there was discussion about how we were down in memberships and in adult leagues and that trend is still there. We have done some things to promote memberships through e -Perks and Living Social. There seems to be a positive response to these promotions. Also in the 2013/2014 budget there are funds to advertise and promote recreation membership and programs. Adult leagues are not thriving but youth programs are higher in revenue than prior years. Park rental revenues have increased due to the fee structure and the block rental time structure that was changed last year. The park areas are now for rent in block times which doubled the reservation times and in turn doubled the reservation revenue and accommodates more people. Robert Johnson asked if the fee structure that we altered has hurt us in revenue generation overall. Kimberly Garrett and Eric Nuner explained that some of the areas might have been affected specifically with the nonresident rates. The financial analyst will run a report showing our cost recovery numbers for this year. A year end summary will be given in November when the 2012/2013 budget is completed. 6. Staff Updates a. Garey Park Request for Qualifications Kimberly Garrett stated requests for qualifications closed last Thursday and there were 8 firms that submitted proposals. The committee was approved Tuesday night which includes Robert Johnson, Keith Fruge, Patty Eason, Jerry Hammerlun, Mr. Jack Garey, Kimberly Garrett and Eric Nuner. The firms will be selected by the October meeting. b. City Council workshop on September 106 regarding Aquatic Master Plan and Creative Playscape Phase 2 Kimberly thanked everyone that attended the workshop on Tuesday. The CIP for the next 3 - 5 year was discussed. Robert Johnson stated Kimberly Garrett did a good job working with Tim Bargainer on the playscape. Eric Nuner stated that the main structure of the playscape will be down tomorrow. c. Creative Playscape Phase 2 Design Concept Open House - September 19f at 6:30 pm at the Community Center, Kimberly Garrett stated it will be a true presentation that will start at 6:30 pm. 7. Update from the Friends of Georgetown Parks and Recreation Keith Fruge stated there was not a meeting in August. There is an annual meeting on Id September 23 . 8. Approve minutes from the August 8, 2013 meeting Motion made by Katherine Kainer, second by Robert Palko to approve the minutes from the August 8, 2013 meeting. Approved 7 -0 9. Adjourn Motion made by Katherine Kainer to adjourn the meeting. The meeting adjourned at 735 m. Ro ert Johnson �,/y,✓ Katherine Kainer C �i -r� Parks a;i# creation Board Secretary - Parks and Recreation Board Liaison - Parks and Recreation Board