January 29, 2004
City Hall
Minutes
Members Present: Terry Baker, Helen Heneghan, Eric Heckman, Chip Boylan, Kate Savage, Ben Soloman
Members Absent: Bob Taylor, Larry Eason
Citizens Present: none
Staff Present: Burt Hall, Michelle Bean
Re: Approval of Minutes
Minutes were approved as presented.
Re: Citizens Forum
None
Re: Fee and Revenue Policies - Cost Recovery Recommendations
The Board discussed the updated chart on department-wide Cost Recovery proposals. The FY05 column is now the actual budget that has been submitted as opposed to the preliminary numbers.
Kate Savage inquired about the financial assistance for adults. She suggested that the adult income should be changed to "family income" or "household income,” as only requiring information on one adult’s income in a household could create a loophole. Burt concurred with this suggestion.
Helen Heneghan stated that the recovery in the special events is estimated to be 25-100% recovery but she is not sure how can this be done. Burt stated that we recover the costs through sponsorships, admission fees and charges to vendors. The city is handing over responsibility for the food vendors to the Chamber of Commerce, to assume all the duties associated for the event. For Hometown Holidays this year they will be doing a Taste of Rockville theme. The Chamber will handle all expenses and keep all revenues.
On the first page of Revenues and Fees – Procedures, the budget info states that the Board will review this information each year as part of the budget process. Burt responded that staff does intend to have the board review the results of the previous fiscal year and Cost Recovery proposals for the upcoming fiscal year, in the months of October and November each year. Chip said that this was a good idea, and inquired to the Board if they felt comfortable with the "public discussion" requirement. Burt suggested that we take out the word “public”. Chip Boylan used the example of “seniors” - it would be easier for them to go along with our suggestions if we included them in the process. Where do we work into the recommendation that we seek input from the affected groups so that they have a chance to have a say? Chip also suggested that if all the percentages are going up why not let the public know and let them have a chance to comment. Burt responded that staff has already begun an extensive public process, has met with user groups, and will continue to inform the public through a variety of means
Chip Boylan brought up the fund raising donations that are being accepted at the Senior Center fitness room. How will this fly when we are not doing the same at TCRC? Burt responded that we are receiving some donations, but there will be a fixed fee of $25 beginning in July. Burt explained that the much lower individual fee at the Senior Center fitness room, compared to TCRC’s fee, reflects the fact that RSI paid for much of the equipment and many seniors made donations.
Burt mentioned RSI just received their largest donation in their history. A member who recently passed away left his home to the Senior Center. The value is estimated at $250,000.
Helen Heneghan inquired about the progress of the 501(3)(c). Burt Hall said we will have it implemented by FY05.
Terry Baker inquired about the low recovery rate for classes and the fact that they are going down this year. Burt Hall said that all the additional costs such as the guide and City facility rental has been added on the cost side. The intent is still to recover 100% of direct costs, but the projection is conservative.
Chip Boylan inquired if the Rotary Youth Recreation Fund is the same as the Senior Rec. Fund, and if the intention is use the Rec Fund to provide financial assistance to adults. Burt stated that the two funds are different, and that we do intend to use the Rec Fund for adult scholarships. Also, the rec. fund is also not included in the General Fund. All the money from the road races has in the past all gone into the rec. fund but now some of these funds will go to General Fund revenues to offset direct costs. Chip stated that we should check in with the Rotary Club to make sure they are going to be okay with providing financial assistance to adults. the upcoming adult assistance fund using the rotary run money. Burt Hall agreed and will discuss this proposal with the Rotary Club.
Helen Heneghan praised Burt and all of his staff that came to represent their division and they deserve commendations and thank yous. Top kudos goes to you and your staff. Kate Savage stated that if was great to see everyone take ownership with their own division and provide such informed and intelligent presentations. Burt Hall stated that the staff really appreciates the Board’s work on this process, and the excellent input.
Re: Park Naming Policy
Included as FYI as requested by the Park Board. We will add this agenda item to the next Board meeting for review.
Re: King Farm 28 Acre Park - Designs
The Board reviewed two draft plans of the King Farm Park Middle school site. The consensus of the Board was that the lighted fields that would serve the needs of the Rockville Football League be included. This is perhaps the last opportunity we will have to build a large park and it needs to serve City-wide needs. Also, the plan shows the fields in a distant location from the nearest homes to the park.
Chip Boylan inquired if we light the fields would we need to install fencing in the area. Burt replied that we don’t have fences at Dogwood or Mark Twain so we should not need them there.
It was asked if bleachers were going to be put in for the fields. Burt said most likely but they are also thinking of ‘sinking’ the fields similar to a high school stadium. Kate Savage asked if we would need to add irrigation and Burt stated that we would. Burt also stated that if the fields are lighted we would add a snack bar/bathroom building similar to Dogwood’s to serve the RFL’s needs.
Helen Heneghan stated that constructing lighted athletic fields at the King Farm 28-acre park was consistent with decisions made to provide lighted fields at other City parks such as Dogwood, Broome and Mark Twain, as well as the many lighted fields at the high schools. She thinks that we should definitely go for the lights. Helen also added that if you sink the fields then the lights are not so intrusive.
Burt Hall asked Eric Heckman if this were a full size football field with a snack bar would RFL consider this a positive to move the league’s main venue to King Farm. Eric said if would be quite a decision to leave Dogwood, due to its central location and long-time history. This park is located at the far northern end of the City and would not be as accessible. He believes the RFL board would certainly be willing to give it strong consideration. Helen asked if we could get rid of the tennis courts at the school. Burt stated that it is a requirement of the middle school sites to have tennis courts as well as outdoor basketball courts. Chip Boylan stated that we should have a bigger parking lot on site. Burt said that if we do move the RFL to King Farm then they would need to increase the parking lot to at least 225 spaces.
The Park Board strongly recommended that they are in favor of including two lighted rectangular fields that could serve the RFL’s needs, allowing for Dogwood to be used for baseball only, and if it is going to intended for football a concession stand should also be added. Plan B is Park Board’s choice.
Re: Asphalt Maintenance - FYI and Comment
Burt explained to the board that we have used slurry paving as a resurfacing procedure for two of the City’s large parking lots, the Social Hall and Dogwood. This process is faster and far less expensive although it doesn't have the life span as the mill and overlay process. The cost difference for the two lots was more than $150,000. Burt recommended that the Board visit the Social Hall parking lot, which has recently been resurfaced with slurry pave. Eric stated that he believes the Dogwood lot looks fine.
Re: Subcommittee Reports
Car Show - None.
Citizen Bicycle Advisory Committee - Master plan submitted to M&C last night.
Dog Park - None.
Environmental Issues - None.
Fallsgrove - Krispy Kreme is now open. The park is beautiful.
Glenview Mansion - None.
King Farm - Already done.
Lincoln Park Community Center - none.
RedGate - None.
Swim Center - The subcommittee met last month and reviewed the budget. Some increases include admission fees and lesson fees. The sprayground has been approved and on t5rack to open in late May. The Board will be able to tour the new sprayground at the July meeting, which is scheduled to be held at the Swim center.
TCRC - None.
Town Center Park – The Town Center meeting was cancelled due to inclement weather. Kate stated that she interjected about including more green space into the new area at the last meeting. The Town Center Park is now going through the detail design. The green space is 20% bigger. Burt will share the revised drawing with the Board as soon as we receive it. Magruder’s will stay open 60 days after the start of demolition.
Youth Sports - none
Re: Monthly Divisional Reports
Included as FYI
Re: Old Business/New Business
Burt shared with the Board that Charlie Carroccio resigned from the Board. He has taken on a new major responsibility in his car show hobby and regrets the need to take a break from service on the Park Board. Staff will advertise in the Rockville Reports for a new member. The Board would like to know how many years Charlie served on Board. Staff will look this up and let the Board know.
Terry Baker mentioned that at the last Swim Center subcommittee meeting they discussed the problem of multi-lingual difficulties at the pool. Burt asked if we could find out how many and which languages need to be included in our information. Terry Baker stated that the Asian patrons are very numerous. Terry would like to see more signs translated for them concerning the rules and regulations for the pool. Burt said that the department management team will work on this, and we will add this item to the next meeting agenda.
Re: Adjournment
The meeting ended at 8:45 p.m. The next meeting is scheduled for Thursday, February 26th, 2004 at TCRC.
