Board of Parks Commissioners Meeting

Norman Board of Parks Commissioners Regular Meeting October 4, 2018 The Norman Board of Parks Commissioners of the City of Norman, Cleveland County, State of Oklahoma, met in Council Chambers on the 4th day of October, 2018 at 5:30 p.m. and notice and agenda of the meeting were posted at 201 West Gray Street, 24 hours prior to the beginning of the meeting. ITEM 1, being: ROLL CALL Present: Chairman Dolan, Commissioners Favors, Isacksen, Rogers, Sallee, Salmond, and Wright Absent: None Tardy: Commissioner Moxley City Officials Present: Jason Olsen, Recreation Superintendent Karla Sitton, Administrative Technician IV ITEM 2, being: APPROVAL OF THE SEPTEMBER 6, 2018 MEETING MINUTES Commissioner Sallee made the motion and Commissioner Isacksen seconded to approve the minutes. The vote was taken with the following results: YEAH: Chairman Dolan, Commissioners Favors, Isacksen, Rogers, Sallee, Salmond, and Wright NAY: None ITEM 3, being: APPROVAL OF THE AGENDA Commissioner Wright made the motion and Commissioner Salmond seconded to approve the agenda. The vote was taken with the following results: YEAH: Chairman Dolan, Commissioners Favors, Isacksen, Rogers, Sallee, Salmond, and Wright NAY: None ______________________________________________________________________________________________________ ITEM 4, being ANNUAL PRESENTATION OF LITTLE AXE YOUTH SPORTS Tiffany Earhart with the Little Axe Youth Sports (LAYS) presented to the board. She highlighted the LAYS 2018 Board Members to include: Jason Rosenfelt, President; Courtney Earhart, Vice President, herself as the Park Board Page 2 of 5 October 4, 2018 Treasurer/Secretary; Board Members are Jimmy Reid, Justin West, and Matthew Murray, and Amanda Hefley, Concession Manager. Ms. Earhart provided a narrative of all the league and tournament activity to include being sanctioned with the Babe Ruth Organization for league play which opened up the capability to hold online registrations. She said coaches attended meeting(s) where they were made aware of the ability for them to take their teams to the Babe Ruth Tournament Trail allowing local teams to compete and play against teams in the Southwest District to include the following states: Alabama, Arkansas, Louisiana, Mississippi, New Mexico, and Texas. LAYS hosted the Oklahoma Babe Ruth State Tournament for 10U and 12U teams from across the state of Oklahoma. LAYS also partnered with Norman Center for Employee Development (NCED) Marriott to offer discounted group rooms for traveling teams. Ms. Earhart said the Lake Thunderbird State Parks office provided donations for the coaches’ packets, along with the Norman Convention and Visitors Bureau (NCVB). She said the Little Axe Chamber of Commerce in conjunction with LAYS provided donations and marketing for the event. Ms. Earhart said eight teams were submitted to the National Collegiate Athletic Association (NCAA) for league play and league games were held according to the schedules set forth by our parent NCAA. She said an improvement of scheduling double headers once a week was made and the community was appreciative of the change. LAYS co-hosted the fourth annual Little Axe Co-Ed Adult Softball league which spanned approximately six weeks, included a post season tournament and concluded in September. After the adult season, the Xplosion softball organization will host their first tournament at the facility which will bring in approximately three youth divisions in October 2018. A written report including financial information was submitted prior to the meeting. Ms. Earhart said the organization charges a league fee of $55-$65 per child and for 2018, LAYS offered registration for $20 per child. Commissioner Salmond asked how many kids are in the baseball program and asked if it was hard to get and keep umpires. Ms. Earhart said there are five teams and yes, it is very hard to get umpires; however, LAYS may have to pay umpires more next year. Commissioner Wright asked about the drainage and field issues that LAYS reported last year and Ms. Earhart said LAYS Board met with the City of Norman in the Spring of 2018, to go over outstanding repairs and fiscal plans. She said the City did complete a portion of the new retaining wall near the NW side of Field #2 to help mitigate the drainage issues. Ms. Earhard said it is LAYS understanding there are still open projects to correct the erosion issues; however, they will be scheduled as funding allows. She said field improvements and maintenance are continually ongoing by LAYS and all base plugs and bases have been replaced for the 2018 season. Ms. Earhart said the Recreation Superintendent, Jason Olsen, has done a great job. The board acknowledged the report. ______________________________________________________________________________________________________ ITEM 5, being UPDATE ON 2018 RECREATION SPECIAL EVENTS AND 2018 WESTWOOD FAMILY AQUATIC CENTER SEASON Mr. Jason Olsen, Recreation Superintendent, highlighted the Westwood Family Aquatic Center (WWFAC) 2018 Season Report stating the attendance for the following: Daily Open Swim (12pm -8pm) - 82,540; morning Lap Swim - 250; morning Water Walking - 1,654; Toddler Time - 2,205; Swim Team - 3,542; Park Board Page 3 of 5 October 4, 2018 Swim Lessons - 13,952 (872 lessons total – highest ever); Special Events - 2,025; and Party Rentals - 8,489, for a total of 114,657 patrons. He said the 2018 Special Events at the WWFAC included: Three (3) Outdoor Movie Series; Season Pass Holder Appreciation Party; Two (2) Let It Glow Rock and Splash Parties; Trae Young Back to School Party. Mr. Olsen said WWFAC was scheduled to be open through Labor Day; however, due to the rainy weather the pool was closed on Labor Day. Mr. Olsen highlighted the total revenues for the WWFAC are as follows: Pool Merchandise Sales: $ 221.60 Swimming Pool Passes: $ 215,010.50 Swimming Lessons: $ 38,760.00 Swimming Pool Rental: $ 35,858.50 Gate Admission (12-8pm): $ 295,395.00 Concession: $ 139,501.25 Pool Classes: $ 345.00 Pool Sponsorships: $ 9,120.00 Total Revenue: $ 734,211.85 Mr. Olsen highlighted the total expenditures for WWFAC as follows: Seasonal Employment: $ 449,184.37 Supplies & Materials: $ 145,803.61 Services & Maintenance: $ 37,624.14 Internal Services: $ 4,936.51 Total Expenditures: $ 637,548.63 Mr. Olsen said the net revenue for the WWFAC for the 2018 Season was $96,663.22. ______________________________________________________________________________________________________ Commissioner Moxley arrived at the meeting at 5:50 p.m. ______________________________________________________________________________________________________ Commissioner Rogers asked how the pool attendance numbers from 2016 (last opened season) compared to the 2018 attendance numbers and Mr. Olsen said he does not have the 2016 attendance numbers; however, over 100,000 patrons came through the gate in the 2018 season. Mr. Olsen said that the WWFAC did much better than expected which was probably due to the maintenance costs were much lower than projected. Commissioner Salmond asked if all monies go into one fund and Mr. Olsen said 4.5% reserve of the 2018 revenue will be for maintenance or future capital projects. The 4.5% reserve is for fifteen (15) years, i.e., $35,000 each year as part of Norman Forward initiative. Commissioner Sallee asked about WWFAC sponsorships and Mr. Olsen said businesses could buy radio time as well as has their business names placed on WWFAC t-shirts. He said businesses also paid to have their names placed the slides, lazy river and the wet deck. Commissioner Sallee asked how WWFAC can top the Trae Young Back to School Party and said it would be great if it was an annual tradition. Mr. Olsen said it was a great event, with over 2,000 in attendance, and Trae Young gave away over 700 backpacks filled with school supplies. He said Trae grew up in Norman and actually participated in the Junior Jammers Basketball Program at Whittier Recreation Center. Mr. Olsen said Trae may either sponsor another event at WWFAC or the Junior Jammers Basketball Program in the future. Mr. Olsen said Parks and Recreation formed a committee of citizens to assist with brainstorming and promoting events at Legacy Park. The Legacy Park Activity Committee (LPAC) mainly focused on concerts at Park Board Page 4 of 5 October 4, 2018 the Legacy Park and called the Legacy Park events @Legacy. Mr. Olsen said @Legacy held a total of 10 concerts which were held from May 2018, to October, 2018. The sponsors included Norman Regional Hospital, Banc First, Norman Arts Council, Bold Multimedia, and Nexus Productions. Mr. Olsen said two upcoming events @Legacy are Redrock Canyon Grill presents: the Norman Philharmonic – When Sousa Plays, America Sings scheduled on October 20, 2018, and Cheers and Beers on October 28, 2018. He said the Norman Philharmonic will play at sunset and will make this their first opening event every year @Legacy (and one of @Legacy’s last event of the season). Mr. Olsen said tickets can be purchased online for $20.00 per person to attend the Cheers and Beers event or purchased for $25.00 per person at the event. Participants will receive a commemorative cup and a card for 15 tastings. Three bands will play throughout the event which is from 1:00 p.m. to 5:00 p.m. and include Sugar Free All Stars, Jabee, and Kyle Reid. Commissioner Salmond asked if the @Legacy events compete with Red Rock Canyon Grill. Mr. Olsen said Paul Englund, with Red Rock Canyon Grill, has been kept in the loop on any events. He said Mr. Englund used to attend the LPAC meetings; however, he has not attended the last several meetings. Commissioner Moxley felt Mr. Englund has been difficult to work with since he does not agree with the police department’s decision to close the street in front of the park whenever there are events. Commissioner Sallee asked if the event would be rescheduled if there was inclement weather and Mr. Olsen said refunds will be given should it rain out the event. Mr. Olsen said Coco will be the last Outdoor Movie Series movie to play at Lions Park and is scheduled for October 12, 2018, pending weather. He said this is the 4th year of the Outdoor Movie Series that originally began at Andrews Park and was moved a couple of years ago to Lions Park. Mr. Olsen said approximately 600-1000 people attend each outdoor movie which generally has a theme and/or cultural learning to go along with the movie that will be playing. He said Samoan dancers will be performing at Coco, along with other children activities to include face painting, bouncy houses, arts and crafts, and balloons. ______________________________________________________________________________________________________ ITEM 6, being MISCELLANEOUS Mr. Jason Olsen, Recreation Superintendent, gave a Norman Forward Update to the Board. He said demolition is complete for the Westwood Tennis Project and trees on site have been removed and replanted. The building foundation will be constructed next. Mr. Olsen said sod is being installed at the Griffin Soccer Complex Project which will complete the second re-grading project. Mr. Olsen said the Ruby Grant Park Ad Hoc committee met October 2, 2018, to review the plan update and presentation from Play 4 All on an inclusive playground project. He said there is nothing new on the Griffin and OU land leases and Staff is reviewing preliminary site plan for the Park Maintenance Facility at North Base. Mr. Olsen said the upcoming Recreation Special Events include the Outdoor Movie Series (previously mentioned) at Lions Park on Friday, October 12, 2018, and the movie Coco will be playing. The Zombie Escape Dash at Griffin Park is scheduled for Saturday, October 13, 2018 and the Moonlight Masquerade Family Dance, which replaced the Mummy and Son Dance, is scheduled for Friday, October 26, 2018, at the 12 th Avenue Recreation Center. Mr. Olsen reminded the Board about @Legacy Beers and Wine Festival which is scheduled at Legacy Park on October 28, 2018. Mr. Olsen said Parks and Recreation has received a tree grant from the Apache Corporation and will receive 900 assorted species of trees to give away on Friday, November 2, 2018, at Reaves Park. He said the giveaway is from 7:30 a.m. to 6:00 p.m., and pre-registration is required on the City website. ______________________________________________________________________________________________________ Park Board Page 5 of 5 October 4, 2018 ITEM 8, being ADJOURNMENT Commissioner Sallee made the motion and Commissioner Salmond seconded to adjourn. The vote was taken with the following results: YEAH: Chairman Dolan, Commissioners Favors, Isacksen, Rogers, Sallee, Salmond, and Wright NAY: None Passed and approved this ____________of ________________________ 2018 Bud Dolan, Chairperson