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Home My WebLink AboutAgenda - 05-21-2013-13 (4)INFORMATION ITEM __4U_.0 %QP Department of Environment, Agriculture, Parrs &Recreation Memorandum To: Frank W. Clifton, County Manager From: David Stancil, Director of Environment, Agriculture, Parks and Recreation Date: May 21, 2013 Re: Parks and Recreation Master Plan - Update Just a quick note on the current activities and status of the Parks and Recreation Master Plan: In terms of public outreach, we have completed one round of Public Input Sessions (November 2012), a Youth Survey, and most recently a series of seven Focus Groups on specific topics related to the plan. A listing of the focus groups and their topics is provided as Attachment 1. The Focus Groups were different from Public Input Sessions in that they were targeted to a cross - section of 12 -15 stakeholders on the topic in question, and held in a facilitated informal small group format with three staff and three Parks & Recreational Council (PRC) members. Summaries of the Focus Group discussions will be incorporated into the draft plan, and included as appendices. Consulting professors from UNC- Greensboro administered a scientific random - sample Community Needs Assessment survey of around 10% of Orange County households in the last four months of 2012. A valid survey response of 12.2% was received. Finishing touches are being put on this document and the findings within. However, while the survey will tell us many interesting things about resident interests, one of the shortcomings of the survey is the under - representation of minority responses. Staff is working with community organizations and other departments to distribute a "supplementary" Community Needs survey that will attempt to increase participation to rates to that of the County's demographics profile. Because it was not part of the scientific random - sample, these results will be tabulated separately, but used in the survey findings within the Orange County Department of Environment, Agriculture, Parks & Recreation PO Box 8181 Hillsborough, NC 27278 Phone: (919) 245 -2510 Fax: (919) 644 -3351 2 document. These supplemental surveys are hoped to be received by May 31. The Community Needs Assessment survey has also been placed online and publicized to park and recreation patrons. Around 200 surveys have been filled out online. The survey is available for online participation until midnight May 31 http: / /www.surveymonkey.com /s /parks rec needs. In the meantime, staff continues work on inventories of current facilities and background sections of the plan that can be written prior to the plan findings. Discussions on standards and guidelines for developing standards have been held with the Parks and Recreation Council and the staff teams (Master Plan Team and multi - departmental Staff Resources Group). Other sections on demographics, standards, the linkage of parks to economic development and tourism, transportation and linkages to other plans are nearing completion. We are also closely tracking and communicating with the Town of Chapel Hill master plan, which has recently been to public hearing and is pending approval by the Town Council. While much has been accomplished to date, the need to do a supplemental community needs assessment survey - as well as personnel turnover and related delays - has delayed the project in the last 90 days. As shown in the attached timetable (Attachment 2), staff now plans to have a second round of Public Input Sessions once the supplemental survey responses are received and a comprehensive picture of the needs assessment can be compiled, probably in mid -June. The summer months will find our staff team hard at work preparing a draft Master Plan for review. We anticipate having this draft plan for an open house in August, and following a report to the Board of Commissioners on the draft plan, presented formally at the September 9 quarterly public hearing. From there, the Master Plan would go for review to other advisory boards and thence to the PRC for a recommendation, probably in October. We anticipate having the proposed Parks and Recreation Master Plan 2030 before the Board of Commissioners for action in November. Please let me know if I can provide any additional information. Thank you. Copies: Michael Talbert, Assistant County Manager Parks and Recreation Council Orange County Department of Environment, Agriculture, Parks & Recreation PO Box 8181 Hillsborough, NC 27278 Phone: (919) 245 -2510 Fax: (919) 644 -3351 C Orange County Parks and Recreation Master Plan Focus Groups Three (3) June Public Info Sessions: Efland, Northern Orange (Walnut Grove UMC ?), Southern (Maple View Ed Ctr, New Hope Improvement Assn, Orange Grove VFD ?). Topics - Summary of survey results ... 1) discuss survey findings, test assumptions; 2) Prioritize needs; 3) Discuss standards? January 22 2013 Soccer Facilities Durham Tech Room 110 February 7 Trails and Connectivity Durham Tech Room 110 April 17 Recreation Programs - Successes and Opportunities Central Rec Center - AAI April 18 Evaluating Our Park Facility Needs Durham Tech Room 110 April 22 Maximizing Public Health Benefits of Parks and Recreation Durham Tech Room 110 April 25 Nature and Environmental Programs Durham Tech Room 110 Public Info Sessions - TBA (June) Three (3) June Public Info Sessions: Efland, Northern Orange (Walnut Grove UMC ?), Southern (Maple View Ed Ctr, New Hope Improvement Assn, Orange Grove VFD ?). Topics - Summary of survey results ... 1) discuss survey findings, test assumptions; 2) Prioritize needs; 3) Discuss standards? 4/16/13 Orange County Parks & Recreation Master Plan 2030 Timetable of Activities Date Action Who? / How? June 2011 Approval of Project, Funds NA August 2011 Project Scope Discussion P &R Master Plan Team (Team) September 2011 RFP Prepared, Refined Team, Stancil November 2011 RFP Solicited Financial Services (FS) December 2011 Proposals Received (0) FS January /February Review Status, Status memo to BOCC, Re- engage and plan for action Team 2012 March — May Hire Research Consultant(s), complete timeline Team / Stancil June - August Community Needs Assessment (CNA) survey instrument created, refined and Consultant, Team, Parks and Rec completed, sampling techniques finalized. Companion "Youth Survey" prepared Council (PRC), Staff Resources and administered. Background sections of plan drafted, annotated Table of Group (SRG) Contents completed. Informational item update to BOCC June 19. July- September Survey prepared, random sample identified and ready for dissemination (UNCG). Team, Consultant, SRG Youth Survey' results evaluated, report created. Staff Resources Group (SRG) meets. Transportation and Linkages with Other Plans section drafts due from Welch. September Public outreach session planned (PRC). CNA Survey distributed by UNCG late- Consultant, Team, PRC September to random sample (4,200 households). Inter - relationships and Health /Environmental Impacts drafts due from Welch. October - November Demographic, socioeconomic and service area data collected, and other Master Consultant, Team, PRC, SRG Plan sections drafted as per assignments. Follow -up postcards sent to survey recipients. School youth survey held in selected classes. Survey results expected to UNCG consultant by end of October, analysis of survey data begins. Final sections A & B from technical writer. November - December Public Input Sessions (Round 1) held mid - November. Info item to BOCC. Final Consultant, Team, PRC Sections C & D and all work completed from technical writer. Drafting of sections of the Plan.. January — March Consultant report on CNA survey findings /recommendations received. Focus Consultant, Team, PRC 2013 Groups (6) held February - April. Survey Monkey (non- scientific) survey version released. Draft sections of plan (including parks inventory and analysis) created. Team meets weekly. The Youth Survey will be administered through surveys and focus groups during summer camps and programs. 4/16/13 April Focus Groups continue. Supplementary CNA surveys developed (including Team, PRC, SRG Spanish) to ensure all demographic groups adequately represented, distributed. Receive final reports on standards, tourism /parks and economic impacts from consultant. Work with Sportsplex staff on how to address in plan. May -June Supplemental CNA surveys in by May 31. Create Public Draft Summary document Team, PRC for Info Sessions. Hold Public Input Sessions (Round 2) in mid -June. (Summary document - results of CNA Survey and select draft sections of Plan). Complete remaining data collection and continue drafting plan. June - August Update to BOCC on Draft Plan before summer break. Staff works to have Draft Team, PRC, SRG Master Plan during summer. Present draft plan at Master Plan Open House(s) in August. Make revisions to Draft Plan as needed from BOCC comments and Open Houses. August- September Review BOCC and public comments, create Master Plan Final Draft. Info item to Team, PRC BOCC September 5. Public Hearing — September 9. September- October Advisory Board review (PRC receives other advisory board comment, makes Advisory boards, PRC recommendation). November - December BOCC consideration for approval. Final refinements and changes, if needed. PRC BOCC (PRC) Final Review and refinement (if remanded), return for action by BOCC for formal adoption of Parks and Recreation Master Plan (if needed)