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HomeMy WebLinkAbout10-25-1999 Meeting I PUBLIC SERVICES COMMITIEE COMMITTEE ROOM - October 25,1999 4:00 p.m. PRESENT: B. Young, Mayor, W. Mays, Chairman, J. Brigham, R. Colclough, B. Kuhlke members; R. Oliver~ Administrator, J. Wall, Attorney; T. Beck, Recreation & Parks Dept.; D. Fogle, B. Mundall, Old Town Assoc.; M. Bennett, Recreation & Parks; 1. Bonner, Clerk of Commission. ALSO PRESENT S. Eidson, Metro Spirit; Augusta Focus. Clerk: Mr. Chairman and members we have a request to add one item: A request to approve Change Order #3 for Diamond Lakes Regional Park with Cranston, Robertson & Whitehurst, P.e. in the amount of $58,470.05 as a deductive change order. Mr. Colclough: So move. Mr. Brigham: Second. Motion carries unanimously. :1 Discuss Mayfest event and location. I !vir. Beck: At an earlier meeting there was some discussion by the Olde Town Neighborhood Association regarding Mayfest which is held annually at May Park and has been for over twenty years. The Committee asked at that time that I get a meeting together with the Olde Town Neighborhood Association, the Sheriffs Department and the sponsors of the event which is Davis Broadcasting along with members of our staff. We had a meeting on June 23 and at that meeting we discussed, and it was really used for two purposes. It was a good time for us to sit down and evaluate the event from a total standpoint and where we can go from here and talk about some of the concerns that Olde Town had with ,he Sheriff's Department with the event. We did have quite a bit of discussion at the meeting. As a result of the meeting we came up with several recommendations for Mayfest 2000. There were eight major recommendations that were made that would keep Mayfest down at May Park for next year. I feel like, from our standpoint of the event, probably if we were to go with the same way it was planned and designed and controlled in 1999 we would not be prudent to do that. But I think that these recommendations that we did look at are prudent. I think they are good solid recommendations to make the event safer, potentially cleaner for the community as well as more secure to include additional security. The Sheriff s Department did agree to these recommendations as to keeping the event there. Davis Broadcasting did agree to it also. We feel from a stafflevel, we wOllld like to have the event at May Park utilizing these recommendations that carne out of the meeting. We did ask that Olde Town to review these recommendations, they were there at the meeting and they were put in written form. I would, meaning that if these recommendations don't work, would be the first one to recommend the event be moved. !vIr. Fogel: !vIr. Kuhlke's initial recommendation was to look at other possible sites to host the event other than May Park. We don't think that was reaily addressed, we thought it was more addressed on how to keep it at May Park and add more controls to it. Our biggest concern was adequate police protection, not enough restrooms for the people and alcohol abuse. We feel like the lowest comprise would be to move the entire event to the fair grounds to different areas in the city. I Mr. Mundell: I myself have not had any problems with Mayfest in the years that I have been there because it has been a much smaller event. The concerns are the same David just described. I think the steps you taken will help. But I think the music events need to be moved to the fairgrounds. Mr. Beck: In the last two years there were two entenainmem stages and what Davis Broadcasting and our staff is moving one of the stages to the fair ground. One of the problems we had was there wasn't a good solid parking plan. Part of these recommendations parking from shuttle sites like the Civic Center and the Municipal Building parking lot. Mr. Kuhlke: In the last few years since this event has been so successful and it continues to grow, May Park will not be able to accommodate the crowds. So in I anticipation of that, what would be the problem in moving the majority of the activities to the fair grounds if the Exchange Club would let you use those facilities" Mr. Beck: I think that will have to be looked at. But again if any of us have been down there and seen the event one of the great things about the event is the park, and the amenities in the park. A lot of the crowd problems come with the band stand. Mr. Kuhlke: That's what I'm saying, I'm not saying abandon May Park but have more of the family type activities at May Park. Mr. Mays: In that security plan are you putting a time frame in there for Davis and those to have that part of the contractual agreement done a1aead of time? Even with the shuttling, from some of your larger lots that may not be in use, particularly if it's good weather, a lot of people can walk. But crossing Gordon Highway, there needs to be some officers at cenain points for traffic control. Mr. Mayor: There was some concern about people parking on the streets in Olde Town. a lot of pedestrian traffic, people walking back and fonh, but this plan really doesn't address the on street parking in Olde Town. Are you going to address that? !vIr. Beck: It doesn't specifically, but these designated officers will only allow Olde Town residents pass through and park in there. I I Mr. Kuhlke: I would like to make a motion that Mr. Beck come back to us with a defined program seeing what you can move to the fairground in addition to parking and one of the bands, what other activities you might be able to move down there. What you would use at May Park, If you split it you'll be cutting the number of people significantly from one area to another. But bring us back something more definite on how you're going to try to lay it out this year. Mr. Beck: We pretty much have that now. What this will do is move one of the bandstands down there in addition to a trernendous amount of parking that will be much improved. What will stay at May Park is one bandstand and all of the children activities and the gym is open for the restrooms as well as the bands. !vIr. Mays: How many folk have you got you estimate space wise that you are using as far as parking up on that end, because you're not having an event on that end near the fair ground? Mr. Beck: It hasn't been used in the past that's part of the problern. It has just not been pushed. We as a committee and the Sheriff's Department have not pushed that area to direct people up there for parking. 1 Mr. Mays: Could you maybe look at both scenarios, if it's not being used or pushed, maybe then we could push it more. If you get the utilization of opening it up for whatever reason, be it putting vehicles on it or people on it keeps a lot of people on this side of Gordon Highway and walking and shuttling across. Then you may be able to keep both of your bandstands in the same area. We might even look at certain blocks on Laney-Walker and hire additional deputies and put them where they are really needed. You put some down on Laney-Walker and East Boundary and you diven folk so that you have a complete detour and maybe even closing off that total corridor and keeping the event in a confined corridor. We can ask the Neighborhood Association to supply the residents ofOlde Town with a color-coded card for their vehicles and ifthere is not one visible in the windshield, then you direct that vehicle to another area. That keeps part of the neighborhood clear and you have moved them to a different direction. If you want to take a part of Laney-Walker from yd Street to 5'h Street and block those streets off. Mr. Beck: I think from the Olde Town Neighborhood Association standpoint, I hope you can tell by the comments of the Commission we are all concerned about making sure this event better. I think by shifting the problems away from that end of the park that is the key for Olde Town. In concept what I would recornrnend, ifOlde Town would be agreeable, based on these things that we are talking about here today, moving and shifting things from your neighborhood. If you would allow us to go ahead and proceed with having the event at May Parle and the fair grounds area, that way we can get with the event sponsors as far as the planning in the future, rather than trying to get together with them and coming back to you with a plan I Mr. Kuhlke: I think you have tried to take all the steps that you can I don't have a problem with making a motion that we ask /vir. Beck to proceed with his plan. But let's plan. But let's direct some emphasis to the parking to the south side of May Park and I do think splitting the events will help. And from Hale Street up to May Park., both 3rd and 4'h Street not much residential parking in there at all so the walking part of it should be easy. So, I'll the motion that we do that. I would love for you tC' come up with a plan that we can get aide Town to really buy into it. Witb us making the best effort we can, because I can understand what their concerns are. I think, if we take these steps that we're making the best efforts we can. If it doesn't work this year, I'm going to make a snggestion that you move it somewhere else. !vIr. Colclough: Second. Mr. Brigham: I think that's great but I would like you to contact Transportatir:n about adding some shuttle buses. Motion carried unanimously. A request to approve Change Order #3 for Diamond Lakes Regional Park with Cranston, Robertson & Whitehurst, P.e. in the amount ofSS8,470.0S as a deductive change order. Mr. Oliver: Mr. Acree has looked at this. It's a deduct for the gymnasium that was not incorporated in the design. Mr. Beck: The scope ofthe initial contract included the design and construction of a 13,000 ft gymnasiurn which will not be built at this time. So those architect services will not be utilized at this time is what creates this deductive change order. Mr. Kuhlke: I so move. Mr. Colclough: Second. Motion carries unanimously. With no further business to discuss, the meeting was adjourned. Lena J. Bonner Clerk of Commission Ibb I I I I PUBLIC SERVICES AGENDA COMMITIEE ROOM- October 25, 1999 4:00 P.M. I. Discuss Mayfest event and location. I I