Parks, Recreation & Cultural Services Advisory Board Meetings

PARKS, RECREATION & CULTURAL SERVICES November 15, 2023 ADVISORY BOARD MEETING MINUTES Members Present Charlene Rios, Chuck Perry, Isaac Valdez, Troy White, Brad Harshman, and Rebecca Johnson Members Absent Jamie Umana Guests Present Dylan Morris Staff Present Doug Coutts, Dollie Boyd, Bill Aukett, Carrie Hoiness, and Stefanie Dunn 2023 MEETING ATTENDANCE RECORD Name Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Charlene Rios C X X A X X X X X E X Chuck Perry C X X X X X X X X X X Isaac Valdez X X X X X X X X Rebecca Johnson X X X E X X E X Troy White C X X X X X X X E X X Jamie Umana C X X X X X X X X X E Brad Harshman X X X X X C = Meeting Cancelled X = Present A = Absent E = Excused R = Resigned Call to Order The regular meeting was called to order by Ms. Rios at 6 p.m. Introduction of Guests/Visitors/Board Members Mr. Aukett introduced Dylan Morris, who will be presenting later on the agenda. Approval of Minutes Mr. Harshman moved to approve the minutes dated October 11, 2023. Motion seconded by Mr. Perry. Motion unanimously approved and passed. Correspondence/Communication/Committee Reports 1. Creative District – Ms. Boyd shared that staff have met with Downtown Moses Lake Association’s new Director and learned that there is a grant available to fund the highway signs almost entirely, so staff will be pursuing that funding. Ms. Boyd also shared that 2024 event planning is in motion, including a fancy flea market in February and the Summer Concert Series. 2. Arts Committee – Ms. Boyd shared that this committee is currently on hold until further information on available funding is known. Planning has gone as far as it can, so no action can be taken until funding is known, hopefully in January. 3. Code Development & Design Standards Committee – Mr. Coutts shared that he and Mr. Aukett met with Senior City Planner on draft of code language that will come back to this committee for review. He also shared that a map is in development to show gaps in service area of park walkability. He went onto share that the goal is to address the walkability gaps and further refine the map. Mr. Coutts will send the map shared at the meeting to the Board for review and to provide feedback. Museum Update Ms. Boyd shared that October was a good month for the museum, with record attendance at the Reptile 1 PARKS, RECREATION & CULTURAL SERVICES November 15, 2023 ADVISORY BOARD MEETING MINUTES Show. She shared that staff have been promoting outreach programs at senior living centers as part of the field trip program. Ms. Boyd shared the museum hosted its first adult field trip program, which was well-received by all who attended. She shared that the Member’s Exhibition opens this coming Friday, November 17, 2023. Ms. Boyd shared that the museum lighting project is in progress and ending soon. She shared that the new lighting makes the museum and classroom much brighter. Ms. Boyd shared that a new museum instructor job posted recently to help fill in some gaps with classes for adults and youth. Ms. Boyd shared that the museum is holiday decorated and reminded the Board to shop locally at the museum for holiday gifts, if able. Recreation Update Ms. Hoiness shared that ice rink opening was delayed due to warmer weather. She also shared that PR&CS has partnered with LiveBarn, who have installed cameras in the rink and will be live streaming hockey throughout this season. She shared that recreation programming continues into the winter with Tiny Tot sports, Letters from Santa, girls’ youth basketball, futsal, adult dodgeball & volleyball, and book club. Ms. Hoiness shared that staff are working on updating both tournament and special event packets for next year as well as the Spring department brochure. She also shared that ballfield use is ending for the season. Ms. Hoiness shared that Trails Planning Team (TPT) met yesterday and selected a bike rack design, which will be funded with grant money. She went on to advise that TPT will remain independent and not become a sub-committee of PR&CS Advisory Board or the City of Moses Lake. She did share that TPT committee meeting minutes will continue to be shared with this board every month. Brief board discussion about operating months of the rink between roller rink and ice rink seasons. Ms. Hoiness advised there is about a 2-month gap between seasons and the rink was also used this Spring/Summer for pickleball. Mr. Perry asked about Larson Recreation Center (LRC) membership and facility use to which Ms. Hoiness advised that a presentation will be given in a near future meeting about the LRC. Ms. Johnson asked if reminders were/can be sent to members letting them know to renew their membership. Ms. Hoiness shared this is not currently happening, however, she can investigate software capability for this function. Maintenance Report Mr. Aukett shared that the rink transition timeframe, particularly in the fall, is somewhat delayed due to preparation of the facility for the ice. Mr. Aukett advised that December 1, 2023, target to open the rink is on track. He went on to advise that maintenance staff are working to winterize parks and facilities, putting up the tree in Sinkiuse Square, and the lights on the Alder Fill. Mr. Aukett shared that they are actively working on hiring a replacement Maintenance Technician to get back to full crew. Dylan Morris presented to the board an idea for a Mega Chess Set. He explained what it is, who the target audience is, and options for places it could be installed and how it could be used by the community. Mr. Morris explained that funding could be sought out via local business sponsorships. Board discussion about 2 PARKS, RECREATION & CULTURAL SERVICES November 15, 2023 ADVISORY BOARD MEETING MINUTES how to maintain chess pieces, where/how to store them, and location ideas for a chess board/set of this size. Mr. Valdez and Mr. Harshman each commented on the idea of reaching out to ML High School and/or Big Bend Community College who have 3D printer capacity to build the pieces. Mr. Aukett thanked Mr. Morris for his presentation and advised that the next step will be to meet with both him and Mr. Coutts to review options and ideas for the Mega Chess Set. Director’s Report 1. $100K Maintenance Grant Application – Mr. Coutts shared the results of the overall grant application and announced that PR&CS project ranked 19th and were awarded the full $100K asked for. He reminded the Board that the application submitted will be for repair of Surf ‘n Slide elements and advised that contract is now being worked on. Mr. Coutts also shared that the work will be done prior to the water park opening in 2024. 2. Parks Master Plan Open-Longview & Sun Terrace – Mr. Coutts shared that open house community input meetings are scheduled for both parks: November 29 & 30, 2023. Reminder to Board to be present, if able, to help explain the park design and feature options. 3. Multi-purpose Sport Courts – Mr. Coutts advised that staff must regroup and look for another asphalt company. He went onto advise that the quote received is $72K, which is not in the budget to spend on this. 4. Budget Update – Mr. Coutts shared that Master Plan, Rink Sound System, and Museum exhibit re-do were all discussed at the Finance Committee and existing funds were found to pay for all 3 projects. 5. Community Outdoor Athletic Facility Grant – looking to apply for this grant to update Larson Playfield. He advised $1.2 million max with no fund matching requirement, so we will be pursuing this grant. Board Comments/Questions Adjournment Mr. Harshman motioned to adjourn the meeting. Motion seconded by Mr. Valdez. Motion unanimously approved. The meeting was adjourned at 7:05 p.m. Minutes approved by Parks, Recreation & Cultural Services Advisory Board on 13th of December 2023. By: Stefanie Dunn, Business Manager Moses Lake Parks, Recreation & Cultural Services 3