Board of Park Commissioners

BOARD OF PARK COMMISSIONERS REGULAR MEETING AGENDA City Hall, 11th Floor Park Conference Room 455 N. Main May 21, 2012 3:00 p.m. Present: Bryan Frye, Cynthia Landers, Andy Solter, Jerry Warren, Tom Roth Absent: Randy Brown, Cindy Claycomb Also Present: Doug Kupper, Director of Park and Recreation, Christina Butler, Clerk, Don Harrison, Golf Division Manager, Elizabeth Harlenske, Assistant City Attorney, Beth Hurst, Carol Lambe, Lee Engler, Eric Strickler, James Schmidt, Lindsey Fry, Hoyt Hillman, Citizens PUBLIC AGENDA Hoyt Hillman (3605 E. Mt Vernon, Wichita) inquired about the status of the paperwork and emails from the dedication of the dock by Gander Mountain. Kupper stated it would be on the June 5, 2012, City Council agenda. He stated it was submitted at that time due to the timing of the new business of the City Council agenda. Hillman asked if it could be resolved prior to the beginning of the Riverfest activities due to the need of the docks for some of the festivities. He stated that he felt they should be able to float the dock by May 25 and asked with whom he should follow-up with as to the status. Kupper stated that Larry Hoetmer would keep him informed. Carol Lambe (two residences: 2221 N. Bramblewood and 4407 N. Cherry Hill, Wichita) requested an update regarding the status of the Pawnee Prairie Park name modification. Frye read the motion from the April minutes regarding action taken about the Pawnee Prairie Park (PPP) name modification. Lambe asked what could be done to bring the issue back to the Park Board. Frye responded that it had been brought up to the Board and a vote had already been taken regarding the issue. Lambe informed the board of a conversation she had with Ed Brower (Wichita Police Department) & Warren McCoskey (City of Wichita Park Maintenance). Brower had removed two (2) teens from PPP to their homes informing their parents that they were not to ride bicycles in the park. She stated that McCoskey noted there was evidence that ATV tracks were visible in the park. She also rode with McCoskey so he could witness the experience of equestrians at the park. Solter asked if fencing could be placed around Air Capital Park. Frye stated that was not possible due to the budget. Kupper also noted that due to the bridge, it could segregate the equestrians from the park. Solter stated he thought they had requested a fence in the motion regarding Air Capital Park. He asked to have the minutes reviewed from the Air Capital Park conversation to see what the motions were regarding the fence. Warren asked about the shape of the bridge at Air Capital Park. Kupper stated the bridge was pretty eroded, but the Boy Scouts and Terry Fry (an equestrian) would be able to help with fixing it up. Warren asked about fencing that was at Air Capital Park. Kupper stated there was some fencing throughout the surrounding neighborhood and fencing that separated the golf course and the nursery. Lindsey Fry (1530 Smith Circle, #104, Wichita) asked for the boundaries of Air Capital Park and asked if the park extended north of Harry. Kupper replied that yes it did. L. Fry stated that she did not understand how this boundary would affect the equestrian community. She also asked about the intent of the park and its use. Kupper stated that was the reason the Park Board had added the information on the web site page. L. Fry asked if they could form a committee to work with use of park. Frye stated that when the park was originally created and donated several years ago, west Wichita looked very different than what it looks like now. He noted that this was not the only park acreage that could be used for horses and should be reconsidered. In the 1950’s and 1960’s, off road bicycles were not an issue and he suggested that maybe this needs to be rethought for the park or other potential horse parks. L. Fry asked if Frye was saying that Air Capital Park would be opened up to other uses. Frye replied that he had not said that, rather he simply stated that the west side of town was highly underserved and they needed to think about the underutilization of the park. He noted they were in a unique situation due to being within city limits. Solter stated that he had made the motion at the previous meeting and would like to continue the discussion at a later meeting because today’s meeting was not the time. Frye stated he could support a member wanting to create a committee. Solter offered to facilitate the committee. REGULAR AGENDA Item 1A: Approval of Minutes Motion by Solter, second by Landers, IT WAS UNANIMOUSLY VOTED TO approve, sign and file minutes of the April 16, 2012, Board of Park Commissioners Regular Meeting. Item 2A: Wichita Rowing Association (WRA) Request to Build in Riverside Park Kupper gave a brief history of the partnership with the Park and Recreation Department and the WRA regarding its use of the Riverside Tennis Center’s racquetball courts. He stated that the WRA had come forward with a game plan to continue activities on the Little Arkansas River. He also stated that this was an evolving partnership because they came forward with a need and the cash to create the solution and they could clean up the peninsula as well. James Schmidt (256 N. Shefford, Wichita) represented the WRA and continued the history of the WRA noting that they were a non-profit organization that has been active in Wichita for 38 years and has been offering a variety of programs including high school programs, recreational and competitive masters programs, recreational rowing and rowing machines to stay in shape during the off-season. He noted that the WRA had a good partnership with the Park and Recreation Department over the last 3 years by offering rowing classes from April to September and splitting the proceeds. He stated that after the WRA was moved out of the “boat house” they were guests of BG Products for a time. This year the Park and Recreation Department notified the WRA they would have to be out of the Riverside Tennis Center by July and that is why he was before the Park Board. He reviewed the concept for a temporary building in Riverside Park and the preferred site they would like to use, however they had three (3) options. The concept plan included a 7,000 square foot facility with 5,000 square feet of shell/boat storage and 2,000 square feet of finished area for offices, meeting rooms, restrooms, lockers and showers. The three (3) locations they were looking at were: 1) on the Little Arkansas River in the Riverside Park area at south Nims, 2) on the Little Arkansas River across the river from the 1st location, and 3) across the Arkansas River from the Riverside Tennis Center. He noted they had created parking for the building and had sized the building for current and future groups. He stated the WRA has received requests from a variety of groups asking to bring the program to their members, but the WRA does not have the staff to do this so they can serve more people in the community. He stated the business plan was about 90% complete and the plan would add revenue, jobs and more recreation to the community. He stated the business plan included two (2) to three (3) years of fundraising and they would work with their members so their assets would continue to grow as membership grew. He noted they were not asking the City for any money. They were only asking for land, lease and partnership and would like a two (2) year agreement. Landers asked how much of the revenue would come back to the Park and Recreation Department. Schmidt stated it would be negotiable at this point because the WRA had not discussed this aspect yet. He noted that their concern was that this would be a long-term agreement that would be good for the community and they were focused on getting a community rowing center. He stated they had reviewed the market place for demand and noted that the past two (2) years of classes had been filled to capacity and many had waiting lists. He noted that they felt Wichita was ready for this. He stated that they were planning on required funds of $990,000 to $1.1 million with zero (0) debt. He noted that most fundraising would come from 60-70% of the rowers and the plan would be rolled out to the members of the WRA in June 2012 with potential donor meetings scheduled in June as well. Solter asked about roads, parking and who would fund maintenance. Kupper stated there were already existing roads and did not foresee any maintenance issues. Schmidt stated there were still some tweaks that needed to be made to the plan and the current priority was to solve the temporary space need. He stated the WRA was looking for a temporary center to be move-in ready by July 31, 2012 and they would like a lease agreement for two (2) to three (3) years. He stated they were asking the Board to review three (3) options: 1) Dual use of a Chisholm Creek Park open shelter with a cost of $80,000-$100,000, 2) Wishbone Kwik Build temporary building with a cost of approximately $15,000-$18,000 and the preferred location would be adjacent to the Riverside Tennis Center, or 3) Big Top Shelter similar to the second option, but more durable with a cost of approximately $33,000-$38,000. He noted that all options would be at WRA’s expense as well as any damage that may occur. Landers asked if parking had been considered for both temporary and permanent shelters. Schmidt stated he had legal review the codes and the WRA would need approximately 30-40 spaces. Landers noted that there is extremely limited parking available at the Riverside Tennis Center especially if you add the rowing people to the tennis people. Schmidt stated they would work with the Park and Recreation Department to remedy the parking situation. He reminded the Board that the WRA was still working through the details therefore the document was still in draft form and confidential. Frye stated that the Wichita State University (WSU) rowing club has had challenges and asked Schmidt if WRA would be able to work together with them. Schmidt stated that the WRA had met with WSU administration and they would be able to partner with them. He stated that WRA would continue with the fundraising efforts and hope that the WSU community would donate a portion of the funding. Now they are not pursuing anything like this at WSU. Frye asked about the Goody Clancy plan and asked if it would be something that the Park and Recreation Department could work together on with the WRA. Solter asked if the Park and Recreation Department and the WRA offered classes concurrently. Schmidt replied yes to both questions. Solter commented that the WRA had done their homework in preparing for the presentation. He stated that this could be a good thing for the 20-30 year-old demographic to bring younger people to the City. Schmidt agreed and added that they would like to have more of a “suite” of boats. Kupper noted that the permanent structure is the main issue that needed to be determined rather than looking at temporary. Frye stated that the WRA had to be out of the Riverside Tennis Center by 7/31/12. Kupper stated they could extend the date if needed, but the Board needed to decide if they wanted a permanent building in Riverside for the WRA. He stated that the temporary building could work adjacent to the Riverside Tennis Center, but he was not in favor of the Chisholm Creek option. He stated he liked the $23,000 option, but not on placed on the parking lot at Riverside Tennis Center. He thought they could use space adjacent to the parking lot instead of on the parking lot. Solter asked if Claycomb had seen the proposal. Kupper and Frye responded that she had seen the proposal and she was in favor of the plan. Kupper stated that an event center or rowing center has been in the master plan for Riverside Park for some time and noted there was some versatility in the WRA plan. He noted that if the WRA used the south side of the river it would virtually shut the door on building a more permanent facility for indoor tennis courts or more outdoor courts in the future. He reiterated that he could give an extension to the WRA to vacate the Riverside Tennis Center. He noted that he liked the picnic shelter plan because the community could benefit from the rowing club. He also noted that this was the first non-profit organization to come to Board with a business plan and a 50 year maintenance plan and thanked them for doing their homework. Landers asked if there were any leasing rate thoughts. Kupper stated he had not thought that far out and that legal and property management would have to review that if the Board decided to pursue the plan. Frye asked the Board if there were any questions for Kupper or Schmidt. Schmidt added that he liked the 2-for-1 pavilion plan before he realized there was no chance of building a permanent facility on the same side of the river. However, he noted he did not think it would work if they have to build permanently on the other side of the river. He also stated he was concerned about this plan going public too soon because the WRA needed three (3) to five (5) years to start fundraising. Landers stated she agreed with Kupper on not cutting off the possibility of expanding the tennis center facility. Frye asked if there was any public comment and there was none. Warren stated that he liked the plan and the partnership. Motion by Solter to approve the WRA plan in concept for the establishment of the temporary building and for the long term partnership and to allow the WRA to move forward to meet the need and the date of 7/31 and bring back to the board. Warren asked to clarify that they were considering a four (4) year plan for a temporary building and that the WRA would come back to the Board with site plans for a permanent building. Frye confirmed this and suggested the motion may need to be more focused. Kupper suggested a motion to support the concept and instruct staff to work with the WRA to create a short term solution to storage problems so a permanent solution could be arranged. Solter agreed to modify the motion accordingly, second by Roth, the motion passed UNANIMOUSLY (5-0). Item 3A: Golf Committee Member Nominations Frye noted that was a need for two (2) more representatives to represent each district. He stated that since Brown was not in attendance he would nominate Greg Farris as the representative at-large for the Mayor. Roth nominated Blaine Knott as representative for District II. Motion by Landers, second by Warren, IT WAS UNANIMOUSLY VOTEDTO APPROVE the nominees for the Golf Advisory Committee (5-0). Frye noted that Randy Brown had agreed to lead the Golf Advisory Committee, however due to Brown’s health concerns and inability to attend Park Board meetings, Frye had set a meeting date for the Golf Advisory Committee for May 24th at 4:30pm at Auburn Hills Golf Course to review outsourcing/privatizing to save costs and improve operations. He noted that the goal for the first meeting would be to introduce everyone and give a brief summary of finances, the current situation, the past summer happenings, the mission statement and how to proceed with the next steps. Solter asked if Frye would continue as acting chair of the committee. Frye replied that he would do so until Brown was able to join the committee again. He noted if Brown chose not to chair the committee, a substitute could be nominated. Kupper noted there were two (2) new special rates at the golf courses: a twilight special and an afternoon special. Item 3B: Kansas Singletrack Society (KSS) MOU at Air Capital Park Kupper stated that his staff was required to bring the Memorandum of Understanding (MOU) back to the Park Board for approval prior to going to City Council. The Board had asked how many “no bicycles” signs were placed throughout the park. He submitted photos of the various signs in the park. He noted that mounted police officers had been exercising their horses at the park, although not enough. He also noted that he had received a commitment from the west borough police to ticket bicyclists in the park and not give warnings. Solter asked about section 3’s default clause and asked if they could add to the contract if it were determined that members or participants of the KSS group were found with bikes in Pawnee Prairie Park (PPP), it could invalidate the contract. Kupper noted that holding the association responsible for the bicyclists’ actions would be difficult. Solter stated he thought it could be worded accordingly regardless of the difficulty because it is their duty to keep the park safe would be best. Kupper stated they could affect the renewal of the contract if there was a compliance issue and he reminded the Board that the MOU is for Air Capital Park, not for Pawnee Prairie Park. Solter asked if KSS could police themselves and maybe the Park Board could help them do this. He stated he thought that as part of the agreements with them, the riders would agree to not ride in any park land marked “no bicycles”. Harlenske stated it was addressed in article #8 of the Park By-Laws stating if the Park Board was aware that the KSS membership was violating a policy they could notify KSS they were on notice. Solter stated he was ok with article #8. Frye asked if there was any public comment. Lee Engler (1557 N. Shepherd) represented the KSS and stated he was grateful to the Board for the approval to use Air Capital Park and starting construction of the singletrack trail. He stated he would like to create a 2 mile closed loop trail on the north side of Harry making it so there is no designated way to go into any adjacent property and he would also have a directional sequence of events for riders. He noted it would have features for beginning riders as well as those more experienced riders working on their skills. The intent was to educate riders to improve and also teach etiquette to other riders. He noted they would advertise the sport on the KSS website and that it is open to anyone inside the community and beyond. He stated he understood what the Board was saying regarding keeping the membership accountable for their actions. He stated his goal was to have locations other than just nature parks. He noted that the KSS has a financial stake in the venture due to man hours used to provide $4,000 in design, $8,600 in construction and $2,000 annually in maintenance of the track. He noted that some organizations had acquired grant money in other locations and they were considering this option. He noted that many neighborhood residents at Lee’s Bike Shop had asked about the schedule and were looking forward to having this track. He also noted that the neighborhood had also tried to curtail the bicyclists riding in parks where they should not be riding. Frye asked what the timeline would be if the MOU was approved by the Park Board and City Council. Engler replied it would be winter or early spring at the earliest. Solter stated that he supported the use of the area by the KSS and hoped that Engler would be able to support the challenges that the bicyclists present to the horses. Motion by Warren, second by Landers, IT WAS VOTED UNANIMOUSLY TO approve the MOU and present to the City Council for approval (5-0). 4. Updates from the Director and President Frye noted that the Miracle Field was phenomenal. He commended the Park and Recreation staff, LaFarge, Via Christi, and Children’s Miracle Network on the nice job they had done and was proud to be a part of it. He also noted that Mark Lowry, Orchard Recreation Center Director, had great ideas for other uses of the facility while it’s not being used by the Miracle Field Network. Kupper stated this field now had the capacity for additional special needs groups and adult leagues and they hoped to expand to other leagues as well. He noted that some had expressed interest in fundraising for a flag pole and a handicap accessible drinking fountain for the field. Kupper stated that the Park Department had received another award for the Keeper of the Plains project. Frye informed the Board that the Crystal Prairie Lake name change for Kingsbury had been approved by City Council. Kupper asked Harrison to give updates on Golf finances. Harrison reviewed May performance numbers and stated that there was a 23% increase from May 2011. He noted that the Twilight Special had been successful along with the coupon that was on the internet, emailed and in the Summer Activity Guide. He stated that the email blast coupon had been very successful as well. Frye asked about secret shopper and if there was another one scheduled any time soon. Harrison stated he would get another scheduled as soon as possible. Kupper stated that there had been a 64% increase in Recreation class registrations for the first nine (9) days of summer registrations over the same nine (9) days last year. He attributed this to finally having a quality marketing person in place. He noted that there were going to be a variety of summer activity camps and specialty camps offered with half-day and all-day programs. He stated that the Community Service Block Grant (CSBG) would again be funding scholarships for camps in order to take care of the community. He noted they had reduced the number of sites offering Summer of Discovery and Summer Activity Camps, however each site had been approved to increase capacity to serve more children. Kupper then reviewed the status of the CIP dollars and projects. He noted that $350,000 had been initiated for trails and the first project would be to salvage the trail at Pawnee Prairie Park so horse riders could have a south entry. He noted that the NRPA had awarded $15,000 to be used for the Buffalo Park project and the interactive water fountain bid process had started. He also stated that the $500,000 CIP request for recreation center improvements had been pulled from City Council’s agenda in order to have Public Works do an assessment of the centers. Kupper stated that the Butler Community College construction work at the Boston recreation center was coming along in their renovation of the kitchen for classes. Kupper noted that the department was still working with KETCH for the potential use of Osage recreation center and they had been meeting with the Southwest neighborhood association to accommodate the public use requirement of the center and should have a good agreement to take forward soon. Solter asked if there would be a lease agreement. Kupper replied yes. Frye asked about the interactive water fountain and restrooms at Osage. Kupper noted that the interactive water fountain would be working for the summer and there was a port-a-potty in place. He stated they were working with KETCH to possibly have public restroom access in the Osage Recreation Center. He noted that KETCH was scheduled to meet with the Southwest Neighborhood Association on Friday, 5/19, and they were hoping to be able to take an agreement to City Council this year. Warren noted that the neighborhood near Osage Recreation Center wanted something to go in there due to the vandalism in and around the center. Frye asked if there were any updates to the status of Edgemoor and Country Acres pools. Kupper replied that the plans were not finalized yet, but if they did have to close those pools they would do everything possible to make sure those displaced clients had other options for aquatics opportunities. He noted that the Country Acres swim team could be moved to Harvest pool. Landers stated she thought the season pass was a good idea. Kupper acknowledged that the College Hill neighborhood association had brought this idea to staff and it was initiated for all City pools. Frye reminded the Board of the City budget and projected shortfalls and asked the Board to share ideas they may have to help revenue. 5. Issues on the Horizon Frye noted that in the Fall he would like to work on Pawnee Prairie Park. 6. Adjourn There being no further business, the meeting was adjourned at 5:22pm. ______________________________________ Bryan Frye, President _____________________________________ Christina Butler, Clerk