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6A - Continuation of a Public Hearing and consideration of approval to install fencing to provide foCITY OF BOULDER ~~° PARKS AND RECREATION ADVISORY BOARD AGENDA ITEM '~... MEETING DATE: June 25, 2001 (Agenda Item Preparation Date: June 12, 2001) r"" ~ AGENDA TITLE: Conrinuauon of a Pubhc Heanng and consideration of approval to mstall fencmg to provide for more effecnve mazntenance and operaaons of Pleasant View Fields REQUESTED BY: Chnstme Andersen, Deputy Crty Manager fox Envuonmental Serv~ces Doug Hawthorne, Achng Co-D~rector of Pazks and Recreation Lmda Kotowski, Actmg Co-Director of Parks and Recreation Teri Olander, Recreation Admimstrator Dave Brown, Sports Turf Manager FISCAL INIPACT: $60,000 ~s the est~mated cost of a fence and gravel fine pathway, which can be funded wittun the operatmg budget. PURPOSE: The purpose of tkus memo is to provide the Pazks and Recrearion Advisory Board with additional mformaaon requested dunng the May 21, 2001 Pubhc Heanng on tkus item The Board voted to table the Pubhc Heanng discussion related to fencmg Pleasant View Fields at its May 21, 2001 meetmg and requested additional mformation from staff to the followmg. I. Costs of repaznn¢ field dama¢e above tvoical oneomg maintenance: Staff has been perfornung addiuonal mamtenance due to unpermitted soccer and other types of uses m order to ensure the lughest quahty soccer fields Staff esumates that repazrs to turf azeas due to fros[ damage, vandalism, vetucle damage, and overused goal mouths, and the removal of dog poop and trash aze approximately $1Q000 each yeaz This ts based on approximately 333 hours per yeaz perfomvng these funcUOns at a labor cost of $18 per hour, plus matenal and supply costs of approximately $4,000/yeaz. Additionally, smce opemng the complex m 1995, t6e Department has expenenced a 70% turnover m full-time standard employees and 100% turnover m seasonal employees. Based on exit mternews wrth departmg staff, rt appeazs that most of the resignaaons aze a result oF frustrated personnel, trymg to perform daily mazntenance respons~bilities related to AGENDA ITEM # Paee 1 a special use facilrty who aze constanfly havmg to stop vanous tasks repeatedly to ask people to leave the fields Oftentimes, it appeazs that these users verbally abuse the employees trymg to do ~' their ~obs. `~ Recruihng and tra~mng new employees has been d~fficult and the hme necessary to trazn new employees on the specialized turf at Pleasant View is approx~mately one season or 12 months Staff time to perform mamtenance is negatively affected during the trammg penod by approximately 2 hours less work per day for the new employee and 1 hour less work per day for the estabhshed employee In one yeaz, ~t is esumated that staff tumover costs the department approximately $9,000 m trammg costs and low productivity. The other special use facihties managed by Pazks and Recreat~on mcluding Stazio, Mapleton and Flatirons Golf Course have less than 20% annual average turnover rate. II. Fencm¢ Scenanos Staff has reviewed three potential approaches to fencmg the soccer fields wluch have varymg cos[s and different results as follows Scenario A: Fence the entue facihtv and add Qates per the onQmal recommendation. Fencmg the facihty mcludmg ga[es and a gravel fine penmeter pathway (per the map m Attachment A) will cost approximately $60,000. Under this scenano, signage would be placed at each gate to mform users and the public about rules and regulations for use of the fields and to advise them of t~mes when general use would not be allowed. It is anhc~pated that the fields would be avazlable to the general public dunng most of the yeaz when the fields aze not scheduled. Examples of umes w6en the fields would be closed to general use mclude spnng and ,,,,,~ fall mornmgs when fros[ is expected, dunng times when the fields aze to be aerated, ferul~zed or ~ other ma~or mamtenance achvit~es aze planned. Add~UOnally, the fields might be closed when heavy snows aze anucipated that would not be expected to melt for more than 24 hours As a part of Scenano A, a gravel rumm~g/wallung path would be constructed azound the complex outs~de the fence Advantages for th~s scenano• 1. W ould allow the fields to be closed during potential weather events and s~gmficant mazntenance acnvmes to aummize negauve impacts to the fields 2. Fencmg would allow staff to open the pazlung lot gates eazl~er on game days m the fall, thus elucunat~ng traffic from backmg up on 47`~ Street 3 Would be more cost effechve to mstall ga[es when [he fencmg is set rather than havmg to call back the fencmg contractor to add gates later 4 Would assist m reducmg staff tumover, as s[aff would be able to concentrate on core dut~es thus assisung m mcreasmg ~ob sahsfacaon The facilrty would be easier to manage and s[aff would not expenence as many public relanons conflicts dunng heavy mamtenance or weather related hmes. AGENDA ITEM # Paee 2 Disadvanta¢es for this scenano. 1 Public perception could exist that staff might close the fields wrthout adequate reasons. 2. Imtial mvestment to mstall the fencmg and gates are higher than one yeai s costs for vandalism and staff tumover costs Scenario B: Fence the facihtv as m scenano A., add remforced eateposts but do not add ag tes (Per the proposed map m Attachment B) A contractor esrimatmg the pro~ect has mformed staff that mstallmg the fencmg nunus the gates will cost $1,8001ess mrt~ally ($58,200). However, there would be additional remobihzation costs to call the contractor to come back to the site to mstall gates later. There would be add~uonal costs for labor and matenals that would probably be higher dependmg on the rate of mflahon and the hme when the gates would be mstalled Signage would be placed at each opemng to inform users and the public about rules and regulauons for use of the fields and to advise them of Umes when general use is not allowed. As part of the pro~ect, a gravel rumm~g/wallang path would be constructed around the complex outside the fence. Advantaees for tlus scenano 1. The costs to mstall the fence would be less miaally, but would cost more m the long run if gates were added later. 2. Havmg no gates mstalled nught be perceived by the public that the facil~ty is more open and avazlable. Disadvantages for ttus scenano: 1 This option would not ensure that the fields would be closed dunng frost, snow, and cnucal mamtenance times. Wlvle cauaon type tape or some other type of signage could be placed across the openings dunng designated closure umes, the public would sull be able to access the fields and potenhally damage the turf. Scenario C: Completelv fence and Qate the east side of the complex (adiacent to the pazkm~ provide some fencin¢ alon¢ the south and west side with penodic breaks to allow for access into the fields. Th~s scenano would reduce the cost of the pro~ect by $8,82Q for an approximate total cost of $52,000. If the fencing contractor would be needed to retum later to add addit~onal fencmg and gates, there would be additional costs for the fencmg plus mflataonary costs for matenals and labor costs plus an additional remobilization fee (Per the map m A[tachment C). Under this scenano, staff would not recommend mstallmg a penmeter gravel pathway due to the lazge AGENDA ITEM # Pase 3 openmgs m the fencmg on the west and south s~des Staff beheves the pubLc if given a choice would not use the gravel pathways but would use the fields instead Advanta¢es for this scenano 1. Completely fencmg the east side of the complex ad~acent to the parkmg lot, wlule mstallmg fencmg along the west and south sides with penodic breaks would allow the general public unresmcted access mto the facilrty, while providmg some barner to people dnvmg to the site 2. Imtial cost is less than fencmg the entue faciLty Disadvanta2es for this scenano 1. Although signage would be placed at each openmg m the fence, there would be a lazger entrance azea where not all people would see the s~gns Breaks m the fence would not keep vehicles or horses out and could send a message to the soccer commumty that they aze mtended to be kept out while those on the west side would have access 2. Soccer players wantmg access to the facility might choose to use the Kalmia or Palo Pazkway sides of the complex to pazk wtuch would mcrease neighborhood traffic 2. Mazntenance staff would shll be confronted w~th attemphng to keep unscheduled use off the fields dunng key weather or mamtenance penods. This would not solve the staff turnover issue III Fencm¢ Amortization Costs: T'he costs of mstalhng the necessary fencmg and gates (per scenano A) would have a payback m ~ust over 3 yeazs Ttus is based on an esUmated cost of $60,000 for mstalhng the fencmg and gates versus the $10,000 the Department is paymg m direct labo~ and matenals costs necessary to repazr field damages plus the mdirect $9,000 m staff turnover costs As labor and matenal costs mcrease due to inflation, the payback for the imhal costs of the fencmg occurs sooner. STAFF RECOMNIENDATION: Staff contmues to recommend that the fields at Pleasant V~ew be managed similarly to the other Pazks and Recreauon Special Use Facihues. The most cost effecuve way to manage this facility is to mstall a fence and gates that would be located at various locaUOns (per the map m Attachment A) and would remam open allowmg for general use most of the ume but would be locked during key t~mes. Fencmg would also allow staff to open the pazkmg lot gates earlier on game days, thus elimmahng traffic from backmg up on 47`" Street. Signage would be placed at each gate to mform users and the public about rules and regulations for use of the fields and to advise them of Umes when general use is not allowed. As part of the pro~ect, a gravel runnmg/wallung path would be constructed azound the complex outside the fence. Staff does not recommend the altemate scenano B and C~dent~fied above The problem wrth AGENDA ITEM # Paee 4 both of these altemate scenanos is there are still opporturuhes for unrestncted access to the fields ~ dunng cntical umes of the year While it can be azgued that even with gates mstalled, there could be occasions when people would simply climb the fence to obtazn access to the fields The potenual of this occurrtng is lessened with locked gates Staff dces not bel~eve that simple signage alone will cause people to stay off fields dunng these cntical times of the year The managemen[ approach of allowmg general pubhc access to the fields dunng non-cntical times, as identified m Scenano A will be evaluated after one year to detemune its success m mamtazning turf health. PRAB members should contact Dave Brown for techmcal queshons relaUng to turf muntenance at (303) 443-5171, or poug Hawthorne at (303) 413-7211 regazdmg this rtem. ATTACHMENTS: A. Map of Pleasant View with complete fencmg and gates B. Map of Pleasant V iew fencmg without gates C. Map of Pleasant View with part~al fencmg ~„~. ~ r ~.... AGENDA TTEM # Pa¢e 5 Attachment A PLEASANT VIEW FIELDS SCENARIO A proposedfence proposed pedestrian gate ~ ~-~--~--_ existing fence /~ existing gate ~ ~ ~ exlsting maintenance PALO ~ ~ il li -~-- -~- -~- - - -~- il li ~ ~ existing ock wall i KALMIA ~ ~ ~ ~ ~ m 3 m ~ A 7 m 7 ~ ~ m m ~ ~ ~ ~ y ~ _ y ~ ~ m ~ Z 1 ~ d I ~ ~ ...... Attachment B PLEASANT VIEW FIELDS SCENARIO B proposedfeace proposed pedeslrian opening -~ -^--~~--~ existing fence ~ existing gate ~ I ~ existing maintenance PALO ~ E „----~-~ ~i ~~ ;-~~; KALMIA ~ ~ ~ ~ m M ~ ~ ~ ~ ~ ~ m m .. ~ ~1'11TRY '~ I ~ ~ !y ~2 ~; i ~ i ~ Im ~ If~I I I ~ ~ 3 Ij ~ ~ ~ ~ ~ ~ Attachment C ~ PLEASANT VIEW FIELDS SCENARIO C proposedfence proposed fence opening - ~- - proposed pedestrian gate ~ existing fence /w exlsting gate ~ I ~ existing maintenance NTRY ,~ ~ PALO ~ ~ i ~----~ i ~ ~ ock wall KALMIA ~ ~ ~ rt 7 m 3 m ~ ~. ~ ~ m ~ A ~ ~ m M ~ ~ ~ V 2 y ~ m m ~ Z i x ~ _~.