Parks & Recreation Board

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Parks & Recreation Board Jan Ross, Chair Donna Simmons, Vice Chair Chrissy Kaminski, Secretary Scott Lofton Kevin McGinn Eric Miller Ken Shepherd Wednesday, March 10, 2021 7:00 PM Virtual Meeting Call-in Details: Tel +1 513-306-4583, Conf. ID: 724 318 164# A. CALL MEETING TO ORDER Ross, Chair called the March 10, 2021 Parks Board meeting to order at 7:04 p.m. B. ROLL CALL Present: 6 - Donna Simmons, Eric Miller, Jan Ross, Scott Lofton, Kevin McGinn and Ken Shepherd Absent: 1 - Chrissy Kaminski Staff in attendance: Mayor Jadwin, Stephania Ferrell, Director, Zac Guthrie, Parks Superintendent, and Pam Ripley, Office Coordinator. C. APPROVAL OF MINUTES Ross shared there are a couple of edits to the minutes. Page 2, Cell Tower, second paragraph the sentence should read: Ross stated that the Board needs to have a clear understanding of what is in the Board's realm and what the Board should be focused on. Page 2, Staff update there are two typos and the sentence should read: Events require a lot of coordination from the Parks Division to use the parks, get the parks ready and provide logistical support. A motion was made by Miller, seconded by Simmons, to approve the February 10, 2021 minutes with edits stated. The motion carried by the following vote: Yes: 6- Simmons, Miller, Chair Ross, Lofton, McGinn and Shepherd Absent: 1- Kaminski 2021-0045 PR BD mins2-10-2021 City of Gahanna Page 1 Parks & Recreation Board Meeting Minutes March 10, 2021 D. ADDITIONS OR CORRECTIONS TO THE AGENDA Ross would like to discuss Chapter 153 before Chapter 563. E. HEARING OF VISITORS None F. OLD BUSINESS None G. NEW BUSINESS i. Operational Updates Ferrell shared that on March 8, 2021 she gave a presentation to Council regarding pool operations. Both pools will open this summer. Due to COVID-19 protocols there are some restrictions in place. On weekdays there will be two (2) four (4) hour swim sessions, on weekends there will be three (3) three (3) hour swim sessions. Everyone will be required to pre-register for swim session(s). Members can register up to 48 hours in advance. Non-members have to register and purchase a day pass and can purchase four (4) hours prior to the time block. The slide and diving boards will be opened; however the climbing wall and the inflatable will remain closed. Information will be posted by the end of the week. Memberships go on sale March 15, 2021. Simmons asked if the restrictions are lifted if there will be the capability to expand the number of individuals at the pools. Ferrell shared that we are hiring for a full season and will be able to expand. Simmons asked when the announcement will go out regarding the Splash Pad. Ferrell shared that the request for Permission to Bid has gone to Council. At an upcoming meeting the design will be unveiled to Council. The Communications Department will share the information at that time. No decision has been made yet on the vendor. Staff is checking references prior to making a decision. Ferrell shared that Summer Camps are still under review and planning. Staff feel we will be able to have programming at a reduced capacity. The Restart Ohio guidelines have not been updated so we are planning under those restrictions. We are hoping to have camp information out next week. We are looking at a reduced capacity at Camp Friendship City of Gahanna Page 2 Parks & Recreation Board Meeting Minutes March 10, 2021 and Camp Hannah, with partial day Rec Clubs at multiple parks and Spring Break Crates will be available. Ferrell shared that the Golf Course had a soft opening. The golf carts will not be delivered until March 15, 2021. After that time there will be an official opening of the Golf Course. Ferrell shared the Senior Center continues to be closed; with no expected opening date. Plans are to have parking lot programming soon. The meal program sponsored by Ashford on Broad continues to be a successful program. ii. Staffing Updates Ferrell shared that Civil Service exams are underway for the six open parks positions. Once the test results are available individual interviews will be conducted. We are hoping to have staff hired by mid April. iii. Chapter 153 Ferrell shared that Chapter 153, Parks and Recreation Board; it makes sense to review these annually. This is an opportunity to update the language so that it really meets the function of the Board. Ferrell will bring recommendations to the Board and would like the Board to bring their recommendations to the April meeting. Ross stated that over the years things have changed a lot and there has been some confusion on the responsibilities of the Board. Some of the items listed are very vague and cover a lot. Ross shared she has been researching what an Advisory Board's functions should be. The goal is to have an understanding of how the Board can best support the Department as an Advisory Board. Ross shared that if there are functions of the Board that are time specific. Ferrell will provide a timeline of how those functions fall within the scheduled Board meetings. Ferrell shared that once the document is reviewed and if the Board votes to make changes then a recommendation for those changes are taken to Council. Ferrell will share the departments suggested changes prior to the next meeting to give everyone a starting point. iv. Chapter 563 Ross shared that Chapter 563 is Park Conduct. There is some specific language that needs updated and there may be some specific topics the Board may want to discuss and add. Some of the areas might need more details. City of Gahanna Page 3 Parks & Recreation Board Meeting Minutes March 10, 2021 Ferrell shared that once the document is reviewed and if the Board votes to make changes then a recommendation for those changes are taken to Council. Ferrell will share the departments suggested changes prior to the next meeting to give everyone a starting point. Ross shared that it might take more than one meeting to review and make recommendations for changes to Chapter 563. Ferrell said that there is no timeline on when the changes need to go forward to Council. Ross shared that she talked with Ferrell about having an orientation for new Board members starting next year. v. GSA Request Ferrell shared that the Gahanna Soccer Association (GSA) is requesting a reduction in Non-Resident (NR) fees for the fall 2020 season. GSA had new registration software which failed to collect the NR fees for the season. The total amount due to the City for NR fees is $4,880 of which GSA collected only $1,060. GSA is requesting a reduction of $1,910 which is half the outstanding NR fees owed. The mistake was not realized until well after the season was completed. Ferrell stated that in the 2020 season the Board approved a 50% reduction in the fees charged to GSA for as long as GSA fees were reduced due to COVID-19. Ferrell stated that GSA did not use the 50% reduction in their fees. Guthrie shared that GSA has fees for each player along with the additional fees for NR players. GSA has paid over $11,000 to the City for the 2020 season. GSA shared with staff what had happened and asked if the City could work with them on the fees. Staff discussed what would be a fair consideration to discount the fees; a 50% reduction in the NR fees seems fair. GSA had a lot of additional expenses in order to run the fall program, with purchasing additional signs, and sanitization product. The software error has been corrected. Ross stated that she is concerned that Gahanna residents paid 100% for the same service that the NR received. The NR fee is a very intentional fee since NR do not pay City taxes. McGinn shared that this is a good compromise to the issue. Miller is not opposed to a fee reduction due to the mistake. GSA provides a good service to the community. Simmons stated that the NR knew what the fees were and they were paying less. The Board can't tell GSA to go back and request the additional fee. Simmons requested that staff review the financial records of GSA as stated in the contractual agreement between Gahanna Parks & Recreation and GSA. Lofton is not opposed to a 50% reduction for a one time reduction due to the new software error. Ross wants to make sure that GSA understands the only reason the Board is approving the reduction is due to the long history and City of Gahanna Page 4 Parks & Recreation Board Meeting Minutes March 10, 2021 partnership with them and this is a one time exception. Ferrell shared that the current agreement with GSA is for one (1) year. The next agreement could include a clause that any fee waiver request due to software issues will not be granted. Motion was made by Miller, seconded by Shepherd to approve a waiver of $1,500 for Non-Resident fees for the 2020 Fall Season. This is a one time reduction due to the new software error. Motion carried with the following vote: Yes: 6- Simmons, Miller, Chair Ross, Lofton, McGinn and Shepherd Absent: 1- Kaminski H. CORRESPONDENCE AND ACTIONS None I. DIRECTOR'S REPORT Ferrell shared the Director's report with the Board. The Splash Pad vendor has been narrowed down to two (2). Once the reference checks are completed a decision will be made. Ferrell shared the presentation she gave to Council which included the 2021 Capital Projects list of what Issue 12 passing meant to improvements to the City, and the playground renderings for Woodside Green Park and Headley Park. Simmons asked about the installation of wildflower fields. Guthrie shared that the department is very conscious of conservation and providing habitats for pollinators and getting some areas back to natural habitats. Wally Field and the Brookhill Drive area were seeded with wildflowers and pollinators. It takes about three (3) years to really take off. Simmons asked about the volunteers from Columbus Academy being organized to adopt Academy Park. Guthrie shared that Julie Predieri, City Forester is taking the lead on organizing 10 students who will each volunteer 45 hours over the next three (3) months with litter clean up, invasive specie removal, mulching, etc. This is part of an Ambassador Program the department is working on. This is a trial run of the program. Simmons stated that it is a great idea; students have to have service hours to graduate. Ferrell shared that in regards to the Ambassador Program it's a good opportunity for Board involvement. PR Board presentation attached. 2021-0044 Director'sRpt3-10-2021 2021-0053 3-2021 PR Board - Presentation City of Gahanna Page 5 Parks & Recreation Board Meeting Minutes March 10, 2021 J. COMMITTEE REPORTS i. Bicycle & Trail Advisory Committee (BTAC) None ii. Gahanna Active Senior Advisory Committee None iii. Natural Resources Advisory Committee None K. POLL MEMBERS FOR COMMENT Shepherd stated it would be good if some of the projects the department is working on could get coverage in the Rocky Fork Enterprise. Ferrell shared that the City Communications team does write press releases in order to gain momentum on stories. Sometimes other items take precedence. Ferrell shared that a new approach is being taking on the program guide "The Current". There will be a new magazine called "Uniquely Gahanna" which will include Parks & Recreation programming, events and information on the city as a whole. This is a great way to get the information on what is happening in the City to our residents. The magazine will be mailed to residents. i. Gahanna Parks & Recreation Foundation Miller shared that at the Foundation meeting Ferrell gave an update from Parks & Recreation. ii. School District Update Lofton shared that they are working to getting back to school on March 15, 2021. They are working diligently on busing and social distancing and getting the schools back open. At the next School Board meeting staff hope to announce the architect and the construction manager for Phase II; which is Highpoint and Blacklick Elementary schools, additions to all three Middle Schools and a new High School. Lofton shared that he is to meet with Ferrell and staff in regards to using the schools. iii. Veteran's Advisory Committee City of Gahanna Page 6 Parks & Recreation Board Meeting Minutes March 10, 2021 None L. ADJOURNMENT There being no further business of the Board the meeting adjourned at 8:40 p.m. Pam Ripley Office Coordinator APPROVED by the Parks & Recreation Board, this day of 2021. Jan Ross Chair City of Gahanna Page 7