Parks & Recreation Board

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Parks & Recreation Board Chrissy Kaminski, Chair Kevin McGinn, Vice Chair Eric Miller, Secretary Sue Horn Jan Ross Ken Shepherd Donna Simmons Nichole Butler, Clerk Wednesday, September 13, 2023 7:00 PM Gahanna Senior Center 480 Rocky Fork Blvd. A. CALL MEETING TO ORDER Kaminski; chair, called the September 13th meeting of the Parks and Recreation Board to Order at 7:00 p.m. The Agenda was published on September 8th, 2023 B. ROLL CALL Staff in Attendance: Stephania Ferrell; Director of Parks and Recreation; Nichole Butler, Clerk Present: 7 - Sue Horn, Chrissy Kaminski, Kevin McGinn, Eric Miller, Jan Ross, Ken Shepherd and Donna Simmons C. APPROVAL OF MINUTES A motion was made by Simmons, Seconded by Shepherd that the minutes be approved. Yes: 7- Horn, Kaminski, McGinn, Miller, Ross, Shepherd and Simmons P&R Board Minutes 8.9.2023 D. ADDITIONS OR CORRECTIONS TO THE AGENDA Ferrell requested a fee waiver request for Gahanna Special Olympics be added to new business. Butler requested a removal of a fee waiver request for GLHS Orchestra. E. HEARING OF VISITORS City of Gahanna Page 1 Parks & Recreation Board Meeting Minutes September 13, 2023 F. OLD BUSINESS i. 2023 Pricing Policy Ferrell states that the 2023 redline pricing policy is provided. Ferrell states that the recommended pricing policy is required to go to council in the fourth quarter of the year. Ross asked if the philosophy statement in the pricing policy aligns with what was stated in the approved master plan. Ferrell states that she will cross reference and amend if necessary. Ross states that the section of the Pricing Policy that lists the current parks and recreation services, and is duplicated from the information in the pages prior. Ferrell states that the department has looked into removing that section as well as the information is redundant but calling out specific services. Ross states that it could be confusing to people as its not a complete list and she would be in favor of removing that section of the pricing policy. Kaminski states that she likes that the pool is called out specifically because most people do not know that the pool operates at a loss. Kaminski states that the visible programs, such as pools and golf course should be highlighted. Ferrell the department can include that information and rework it in a different way to explain the specifics. Ferrell states that the edits in the Non-Resident fee policy are looking to establish a structure for valuation of the program fees for non residents. Miller asked if the scholarships offered are provided to non-residents. Ferrell states the current process does not restrict it. Horn states that a Gahanna school student may not live in Gahanna proper and this can be confusing to families. Ross asked if the department is at least charging the non resident rate. Ferrell states that the scholarship is offered at the resident rate but the program is charged at the non resident rate, leaving the difference on the participant. 2023 Pricing Policy Redline G. NEW BUSINESS i. Master Plan - Action Plan City of Gahanna Page 2 Parks & Recreation Board Meeting Minutes September 13, 2023 Ferrell states that included in the agenda packet, is a copy of the action plan for the Parks and Recreation Master Plan. Ferrell states that each month she will provide an update as to where the department is in progress of the performance measures. Ferrell states that the department will now go thru the action plan and determine start dates and responsible party and format the information in a way that is easier to understand. Ross asked how the board will know the progress from the start date, to the completion date. Ferrell states that the items will have performance measurements that may need adjustments of dates which is helping the department stay accountable to their goals but adjust with realistic timelines. McGinn asked if there are plans to obtain a grant writer specific to obtaining funding for these projects. Ferrell states that the Mayors office has a grant writer on retainer, that is a shared resource. P&R Master Plan Action Plan ii. 2024 Budget Ferrell presented the requested 2024 budgets. Ferrell mentioned that the department is requesting 3 (three) additional staff members; Maintenance Worker I, a Maintenance Worker II , and a Recreation Coordinator. Ferrell noted that the revenue projection for 2024 is significantly higher than that of 2023, as staff are working to obtain additional contractors to expand programming. Ferrell stated that the Professional Services line for both Recreation and Parks request is also higher in 2024 as the department is moving forward with the request to due a full aquatics evaluation plan. Ferrell states that the department is adding a budget line for the street tree program. Ferrell noted that the revenue for Hunters Ridge shows higher as the revenue for memberships goes to the Hunters Ridge, rather than splitting, and at the end of year combine cost recovery. Ferrell mentioned that the board will notice that Gahanna Swimming Pool did not hit the revenue goal for 2023 due in large part to the rule change which does not allow non-residents without a member. Ferrell highlighted the summer camps in that the staff kept the spending conservative and that is reflected in their numbers. iii. GLHS Band Fee Waiver Request Butler States that Rob Cebriak, the Band Director at Gahanna Lincoln High School is requesting a fee waiver for use of the Friendship Park Shelter on Saturday October, 28 2023 from 4:00 pm -8:00 pm for a band gathering and "bon fire" in the fire pit. Butler states that the fee the board would be waiving is $140.00. City of Gahanna Page 3 Parks & Recreation Board Meeting Minutes September 13, 2023 A motion was made by Miller, Seconded by Shephered that the board approve the full fee waiver for use of the Friendship Park shelter for the Gahanna Lincoln High School Band on October 28, 2023 from 4:00p - 8:00p The motion carried the following vote: Yes: 7- Horn, Kaminski, McGinn, Miller, Ross, Shepherd and Simmons iv. GLHS Orchestra Fee Waiver Request This item was removed from the agenda V. Fee waiver request -Gahanna Special Olympics Ferrell states that there was a request from Liz Lonsborugh from Gahanna Special Olympics regarding a fee waiver of a field use. Ferrell described that the organization serves roughly 85 athletes, and covers 7 core sports. Ferrell states that the athletes range from 8 (eight) years old and up, however they are a community based organization so their athletes can be as young as 2 (two) years of age and ranges to currently as high as 50 years old. Ferrell explains that they are a volunteer backed organization with around 75 volunteers that are incorporated in the membership. Ferrell stated that the Gahanna Special Olympics program is a subsidy of the Special Olympics organization but all of the funding is self generated. They are requesting 8 (eight) weeks - 16 total dates, of a 2 hour time block for one field at Headley Park, for a fee of $40 per day requested and a total of $640.00. The Board would like it noted that the request was presented to Gahanna Soccer association prior since they have first right of refusal of the field as per their affiliate agreement and there was no conflict. A motion was made by Simmons, seconded by Miller that the board approve a full fee waiver for the request to utilize one field at Headley Park on 16 dates for the Gahanna Special Olympics. The motion carried the following vote: Yes: 7- Horn, Kaminski, McGinn, Miller, Ross, Shepherd and Simmons H. CORRESPONDENCE AND ACTIONS I. DIRECTOR'S REPORT Director's Report Ferrell states the Price Road Exploration center, project was put out for bid and 1 (one) Bid came back well beyond the engineers estimate. Ferrell states that the department is having it reviewed by and additional architect for a second opinion. Ferrell highlighted the City of Gahanna Page 4 Parks & Recreation Board Meeting Minutes September 13, 2023 Great Gahanna Goblin Fest at the end of October. J. COMMITTEE REPORTS i. Bicycle & Trail Advisory Committee (BTAC) Ferrell states BTAC met on Monday September 11th, to go over the Active Transportation Plan which had a kick off Friday September 8th. ii. Gahanna Active Senior Advisory Committee (GASAC) Simmons States the next meeting is Tuesday September 19th, at 3:00 pm at the senior center. iii. Natural Resources Advisory Committee (NRAC)- Nothing to report K. POLL MEMBERS FOR COMMENT i. Gahanna Parks & Recreation Foundation Miller states that Hops and Vines is on Saturday September 16th, 2023. ii. School District Update Horn states that the opening of Gahanna Lincolns new stadium took place on Labor Day weekend and was a great success. Horn highlighted open houses at High Point and Blacklick for the community to see the changes that have taken place on September 18th, 2023 from 6:30p- 7:30p. Horn states that the district will do something similar when the construction is complete at Gahanna Middle School East. Horn stated that the Gahanna Lincoln Football team is very successful so far this year. iii. Veteran's Advisory Committee Nothing to report L. ADJOURNMENT City of Gahanna Page 5 Parks & Recreation Board Meeting Minutes September 13, 2023 Nichole Butler Clerk APPROVED by the Parks & Recreation Board, this day of 2023. Chrissy Kaminski City of Gahanna Page 6