FAIR OAKS, CA (MPG) - At the Fair Oaks Recreation and Park District (FORPD) board meeting on Jan. 15, a resident expressed concerns during Public Comment about changes made to the scope and cost of the ongoing improvements to park facilities in the Village.

If the reason for the change is to fix a mistake in the original design, the resident said, then “who pays for that?” He hopes it’s “not residents’ tax money covering someone else’s mistake.” 

Two residents thanked the board for taking action to improve safety at Miller Park. They said the recent removal of some problematic stations of the disc golf course has resulted in a much safer and more enjoyable experience for park users.

Director Raymond James Irwin pulled some items from the Consent Calendar for board discussion of specific budget changes for the Veterans Memorial Amphitheatre project: $109,000 for electrical work, $60,000 for labor and $32,000 for materials.

“This change order is directly related to the seating of the amphitheater,” said District Administrator Mike Aho. “You’ve approved a $904,000-plus budget for the amphitheater seating. This is the amphitheater seating component. It isn’t going over budget; it’s not a new additional cost. It is the cost associated, the budget you approved, for that work.”

Aho explained that these changes are to officially add that scope of work into the construction contract, with the specified costs.

Initially, the seating was not going to be part of the scope work, with plans to replace the seating sometime in the future as a separate project. But then it was determined that it would be more difficult to complete the work later and it would have a much higher cost. So, last June, the board approved a budget of $904,935 to replace the Amphitheatre seating.

Board Chair Delinda Tamagni clarified that the costs are part of the $904,935 already approved, and the board voted unanimously to approve the Consent Calendar and the included change orders.

The board then considered a change order of $77,454 for hangar doors for the amphitheater. Aho explained that these are the doors used to close off the stage to create the interior Black Box Theater and to secure the facility in between shows.

“It’s a very important door and it’s a custom door,” said Aho. “It’s basically an airplane hangar door.”

The frame and motor are already installed but the panels planned to complete the door have been discontinued. They needed four of the original panels but the closest similar panels are smaller and eight will be needed now, changing the overall total cost.

Director Ralph Carhart said that it wasn’t a flaw in the design but an issue of the necessary materials no longer being available.

So Carhart asked if there are provisions in the contract requiring the contractor to acquire all materials needed: “Isn’t this the contractor’s problem and not ours?”

The board consensus was to table the decision until the next meeting, when the architect can attend and answer more questions about this issue.

The board also considered an increase in Bobo Construction’s contract allowance to include the Amphitheatre seating as part of the Village improvements.

The design cost and permitting are estimated at $60,295 and the cost of seats at $146,314. Those costs will be paid by the district and will not be added to the construction contract. But $667,335 will be added to Bobo’s contract to cover the demolition and construction, which would bring Bobo’s new contracted amount to $22,817,112.

The board voted unanimously to approve the contract increase to ensure the completion of the new Amphitheatre seating.

The board then held a public hearing regarding rental fees for the new Fair Oaks Performing Arts Center and Amphitheatre, which will be completed this year. Arts and Entertainment Manager Jen Schuler explained that the fee schedule is determined by factors such as type of event, rental use dates, and length of event and there are differing rates for community partners, nonprofits and commercial groups. The district administrator will also have the authority to waive or reduce program and facility rental fees.

During Public Comment, there were questions about the ticketing process. If events at the facility are open to the public, Schuler said, then ticketing will go through the district system. If a group rents the space for a private event, the group will be responsible for any necessary ticketing.

There was also a question about the definition of a community partner, which was explained as a group that performs services that benefit the district. 

Director Carhart said he gets many questions about the Fair Oaks Theatre Festival, which for many years has rented the Amphitheatre for performances. The festival will take a break for the 2025 season, with plans to return in 2026.

“They’re on very precarious ground right now, from what I understand,” Carhart said, with a number of board resignations, a new director and uncertain funding. Carhart said that he would never want to throw an existing community partner “under the bus,” so he wants to ensure that the fees are feasible for them.

Schuler had previously discussed the planned fees with festival representatives, and she said she will reach out again to confirm. And she reminded the board that the district administrator can reduce or waive the fees if needed. 

The board voted unanimously to approve the proposed fee schedule.

During Staff Updates, Parks and Facilities Manager Sean Ventura said he is still working to schedule a survey of Bannister Park for a possible site for a disc golf course. He will report to the board as soon as possible.

With the Village improvements on schedule for completion this year, Aho said, parking in the area will be significantly impacted. The district will hold public outreach meetings with residents and businesses in the Village to gather input. Then the issue will come to the board for consideration of a parking management system.

Aho also provided a construction update, with paving of walkways set to begin in the park, as well as drainage work on the playground and grading for the amphitheater seating area. Inside, electrical work is ongoing in the Performing Arts Center, and acoustical panels were recently installed in the Community Clubhouse. The risers for the Black Box Theater were also recently delivered.

“There’s quite a bit going on,” Aho said.

The next Fair Oaks Recreation and Park District board meeting is scheduled for Feb. 19.