Board of Park Commissioners

BOARD OF PARK COMMISSIONERS REGULAR MEETING MINUTES City Hall, 11th Floor Park Conference Room 455 N. Main July 16, 2012 3:00 p.m. Present: Bryan Frye, Andy Solter, Jerry Warren, Tom Roth Absent: Randy Brown, Cindy Claycomb, Cynthia Landers Also Present: Doug Kupper, Director of Park and Recreation, Christina Butler, Clerk, Elizabeth Harlenske, Assistant City Attorney PUBLIC AGENDA None. REGULAR AGENDA Item 1: Approval of Minutes Motion by Roth, second by Frye, IT WAS UNANIMOUSLY VOTED TO APPROVE the minutes of the June 18, 2012, Board of Park Commissioners Regular Meeting (4-0). Item 4: Updates from the Director and President Frye announced that Landers had resigned from the Board of Park Commissioners effective Monday, July 16, 2012. He noted that with her resignation, four (4) votes would still be the quorum for the Board of Park Commissioners until Landers was replaced. Solter asked if there was an update on Brown who had missed several meetings due to health related issues. Kupper responded that the Board could take action by voting Brown off of the Board and deferred to the Assistant City Attorney Harlenske. Harlenske noted that Brown had missed more than three (3) meetings and per the by-laws, the Board could ask for Brown to be replaced. It was the general consensus of the Board not to move forward with any action concerning Brown’s position on the Board. Item 2: New Issues for Consideration None. Item 3A: Golf Update Frye reviewed the golf numbers that were submitted by Don Harrison, Golf Division Manager, and stated they were amazing. Kupper stated that golf was up 16% on rounds. He noted it could be due to the great weather as well as the marketing that had been done by the marketing director, Stacey Hamm. He noted there had been discussion of implementing a Family Golf Pass as something new for the golf courses to offer. He stated he was optimistic that the increases would continue. He also noted that the economy could be making it difficult for private club members to maintain memberships and that many of them may be playing the City’s public golf courses. He stated that Harrison was working on a City Council action to use golf revenue to replace the roof at Clapp golf course’s club house. Kupper also noted that Harrison was deliberating with Finance whether they should initiate $1 million of CIP dollars or just enough money for the roof at Clapp golf course. Frye asked what the estimate was for the roof at Clapp. Kupper responded $37,500. Solter asked when they would get the temporary building at Clapp. Kupper responded they had decided not to use the temporary building due to the expense. Frye said there was the issue of the golf cart storage building. Solter asked about the parking lot updates. Kupper stated that the PROS plan provided for the parking lot to be re-sealed. Frye noted the weather and the marketing had been good for the golf numbers. He stated that the Golf Advisory Committee was still meeting and at the last meeting they had reviewed a draft Request for Proposal (RFP). He stated the committee had asked that the very specific draft RFP be revised to be less specific. Solter asked how that came to be. Frye responded that at the first meeting of the Advisory Committee they discussed the vision for the golf courses and Chase Fosse (representative of the City Manager on the committee) had included those items in the draft RFP. He noted that the committee felt the draft RFP was too specific and asked Fosse to have the “wants” of the golf courses in the RFP and allow the respondents to advise how they would provide for those “wants”. He stated the committee felt they would not miss any opportunities or innovative ideas from respondents this way. Solter asked if certain requirements of the board and staff had changed. Frye responded that the committee knew there was still a debt issue and they had to have a plan to pay it back. He noted the committee also was aware of the CIP dollars. He stated those things remained unchanged. Kupper noted that he and Harrison were trying to remain non-biased in their comments because they still want to be able to respond to the RFP if City Council decides to go to that measure. Frye noted that Fosse was re-working the RFP. Kupper stated that the RFP would come back to the Board. Frye noted that the goal was to have the RFP process completed by the end of 2012 so it could be implemented for the 2013 season. Kupper stated that it made sense to implement the changes by January 2013 or it may be decided to wait until January 2014. Frye stated the RFP was wide open and that a company could respond that they wanted only to run concessions or marketing. He stated the committee felt by the RFP being open, they could have the respondents be creative and show options. Warren asked if Auburn Hills’ golf course had anything special going on because their numbers were much higher compared to the other golf courses. Kupper stated it could be due to private country club members dropping their memberships and Auburn Hills being the closest public golf course option with a high-end setting similar to the country club. Warren asked if there was a financial review of the golf numbers. Kupper stated it would probably happen by the end of August. Roth asked how the turf would do with the heat. Kupper responded that they do relatively well in the heat due to most of the courses having more heat tolerant grass. He noted that last year they pushed the limits on the water rights at four (4) of the golf courses and he stated that Macdonald golf course was the only one on City water. He also noted that maintenance had started syringing the courses to cool the grass. Item 3B: PROS Update Kupper noted that the PROS Plan was adopted in 2008. He reviewed the mission statement and the goals. Goal #1 was to have safe & accessible parks. He noted that this was accomplished with the opening of the Miracle Field, playground improvements, better lighting, ADA accessibility, West Side Athletic Field partnerships, and swimming pool assessments. Solter asked if these projects had already been planned or if the PROS Plan had stimulated them. He noted that if the PROS Plan had directly stimulated them, the projects could be celebrated later. Frye responded that some of the projects may have been done regardless of the PROS Plan. He stated he would like to know which projects were done specifically due to the PROS Plan. Goal #2 was to have natural and cultural resources. Kupper noted that this was accomplished through the Crystal PrairieLake Park Project. Goal #3 was to have facilities and services. Kupper noted that the North Woodland Park was specifically due to the PROS plan with AT&T as a partner. He also noted that the Harrison exercise system and the second dog park were due directly to the PROS plan. Goal #4 was to preserve resources. Kupper noted that the permeable paving at Herman Hill Park was due directly to the PROS plan. He also noted that Crystal PrairieLake Park would preserve plants native to the area and this sustainability was due directly to the PROS plan. He noted that the restructuring of the recreation centers and programs were due directly to the PROS plan. He also stated that the Grotto project cleans stormwater runoff by using plant material. Goal #5 was to provide trails. Kupper noted that the bike path system had been completed along with the walking paths. He also noted that Air Capital Park in west Wichita was due directly to the PROS plan. Goal #6 was to provide recreation & learning opportunities. He noted that they had re-structured the Recreation Activities Guide, offered recreation activities at all parks and offered new programming opportunities. Solter asked about the recreation activities and when they would have an update. Frye noted that Karen Holmes had updated the Board on Recreation at the last meeting which Solter had missed. Kupper gave a brief overview for Solter and reviewed the pyramid for cost recovery. He also stated he would ask Holmes to give the Board a report similar to the Golf monthly update. Solter asked if there were still Recreation programs being cut. Kupper responded that they had reduced the number of sites that were offering Summer of Discovery Camps and Summer Activity Camps, but noted that the sites had increased the licensing numbers for those programs. Solter asked for a list of the activities for the Board and asked if the programs are meeting the needs of the community. Kupper stated he would ask Holmes to provide that information for the Board. He also noted they had actively sought information and ideas from the City DAB meetings. He noted that the Recreation Division was offering more classes that met minimum enrollment levels and were successful and that more programs were being offered that were not traditionally offered at the recreation centers such as home improvement, language, real estate, finance, and cooking classes. He noted that the schedule was full of diverse programming. Warren commented he had noticed more community education classes being offered. Solter asked for a copy of the Recreation presentation by Holmes from the previous Board meeting. Kupper stated he would provide a copy for Solter. Goal #7 was community participation. Kupper noted this was accomplished by offering recreation classes at Auburn Hills golf course to reach the west side of Wichita and these classes had maximum enrollment numbers. He noted that they were engaging the community by focusing on partnerships and used the La Familia Community Center and AT&T partnership engaging the Hispanic community as an example. Goal #8 was partnerships. Kupper noted that Butler Community College was preparing to offer classes out of Boston Recreation Center, La Familia Community Center had formed a partnership with AT&T, and KETCH was in negotiations with the Recreation Division to lease Osage Recreation Center and potentially work with the Southwest Neighborhood Association to provide open recreation opportunities for the community. Solter asked if there was a team negotiating the partnerships. Kupper responded that the partnerships were negotiated by different members of the Park and Recreation staff. Larry Hoetmer negotiated with the Fishing Ladder and Karen Holmes had been working with many new potential partners. He noted that JP Weigand was offering classes that have a high cost recovery (100% profit) because the Park and Recreation Department does not have to pay the instructor. He noted the partnership with Westar and the Reliabilitree program where the Westar customers would benefit due to a promissory note for $50,000 worth of replacement trees. He noted that the Gander Mountain/Greenway Alliance/Arkansas River Coalition boat dock gives more access to the river which was due directly to the PROS plan. He showed photos of the improvements at North Woodland Park, Riverside Tennis Center, Chapin Park, bike and walking paths/trails, recreation center improvements, Miracle Field at Orchard Park, fitness center facilities at Orchard & Lynette Woodard Recreation Centers, the Grotto environmental project, West Douglas art community partnership, ADA improvements, memorials, grants and awards. Frye asked if the Ice Center could be included in the PROS Plan accomplishments. Kupper responded that it had been a management agreement that could not be attributed to the PROS Plan. Frye asked if there were other priorities that need to be added and what should be their next steps. He asked what the Board could do to best help Stacey Hamm, Park and Recreation Marketing Director, to add $500,000 to the funding. Kupper suggested that it may be time to refine the PROS Plan presentation and go out to the community to keep the PROS Plan in the forefront. Frye referred to an article in the NY Times he had recently read regarding cities investing in green spaces in their downtown areas noting that they needed greenery instead of just grey buildings. He stated the Board needed to continue to push the PROS Plan similar to what they have done for the golf courses and noted it was a good way to get support from the community. He noted the Board needed to celebrate the accomplishments and the “big picture” goals so they could get people excited. Solter commented that the PROS Plan had started with Janet Miller and Glen Dye and had the community looking at projects they had never considered. He stated it would be a beautiful opportunity to show off the accomplishments of the PROS Plan. Frye stated he would like to keep the PROS Plan in the forefront. He also noted he felt the only way to get developmental dollars was to continue with partnerships for contributions. Kupper suggested that the Board set a goal to present the PROS Plan Update at the DAB meetings in the fall. Frye suggested that maybe the Board should do an annual update at the DAB meetings. Solter noted it would be a good media opportunity to talk about the “cool” things that are going on in Wichita. Warren asked if there was a list of the timing of the improvements intended. Kupper noted that they have to give a timeline on use of the CIP dollars. Solter noted there was some prioritization/preferences and direction given for the projects. Warren asked if there was more transparency on the CIP because you may get more neighborhood support although you might have to come back to them later and pull projects based on budget limitations. Kupper responded there were more specifics on the line-items in the PROS Plan, therefore if money was given for athletic parks, they have to give details. Solter asked about the east side access to the Arkansas River because he would like to get the river moving and fully used. He noted that in order to do this, full access on the river would be necessary and that this had worked in the south central neighborhood. Frye asked for the Park and Recreation staff to develop a presentation to present to community in the 4th quarter. Item 4(continued): Updates/New Business Frye asked if there had been any impact with the two (2) pool closures. Kupper responded that some swim teams had disbanded due to Edgemoor pool closing. He noted that the department had offered a shuttle from Edgemoor pool to Boston pool. This was only used by one family one time. The shuttle was discontinued. Solter asked about extending pool hours. Kupper responded that there were no lights at the pools. Kupper asked if there were any volunteers to head up the Aquatics Advisory Committee. He noted that the Aquatics Director from Derby had been asked to participate as the City Manager Appointee. Warren volunteered to be the representative for the Board on the Aquatics Advisory Committee. Frye commented on a request by Independent School baseball for help with irrigation of the baseball field infield at Harrison Park. He asked for staff to look at how they could support it. Frye noted that the next meeting would be August 20. He noted that the September meeting is usually election time and the retreat. He noted the Board would need a nominating committee by August if they were to have elections in September. Motion by Frye, second by Warren, IT WAS UNANIMOUSLY VOTED TO move the retreat date to September 22, 2012, instead of September 17, 2012, with a TBD location (4-0). Kupper noted that the following City Council actions would be coming up in August: - Accept donation of the Longhorn Steer - Approve repairs to Clapp golf course club house roof - Initiate CIP dollars ($1m to $1.5m) to improve recreation centers with security systems, lighting, computers for classes, roof repairs, and ADA compliance updates - KETCH agreement for Osage Recreation Center Frye asked Kupper to advise the Board of the dates these items would appear before the City Council and if he needed their help. Kupper noted he was working with Harlenske to make bow & arrow fishing illegal. Kupper stated he had three (3) police reports where they have had to remove horseback riders from the Riverside Park system. Solter asked for the date and time of the Vietnamese Memorial Dedication. Kupper responded that it was Saturday, July 22, 2012, at 10am. Item 6: Adjourn There being no further business, the meeting was adjourned at 4:45pm. ______________________________________ Bryan Frye, President _____________________________________ Christina Butler, Clerk