Board of Park Commissioners

BOARD OF PARK COMMISSIONERS REGULAR MEETING MINUTES Hyde Park Community Facility 201 S. Greenwood October 27, 2012 8:30 a.m. Present: Tom Roth, Ron Allen, Bryan Frye, Andy Solter, Cindy Claycomb, Jerry Warren Absent: Randy Brown Also Present: Doug Kupper, Director of Park and Recreation, Christina Butler, Clerk, Karen Holmes, Stacey Hamm, Don Harrison, David McGuire Frye called the meeting to order at 8:30a.m. PUBLIC AGENDA None. REGULAR AGENDA Item 1A: Approval of Minutes Frye asked if there were any revisions required of the minutes. Claycomb questioned if the acronym used regarding Steve Anthimedes’ request should be WDCC or DDCC. Frye confirmed that it should be WDDC Wichita Downtown Development Corporation. Motion by Claycomb, second by Frye, IT WAS UNANIMOUSLY VOTED TO approve the minutes of the September 17, 2012, Board of Park Commissioners Regular Meeting after correcting to WDDC Wichita Downtown Development Corporation (6-0). Item 2A: New Issues for Consideration None. Item 3A: Tommy Allen Naming of Bike Path Kupper stated that two to three years ago the family of Tommy Allen, who was still living at the time, had approached the Board of Park Commissioners requesting a center or path be named after him. He was a previous Park Director and had worked for the City for some 30 years. Most recreation centers were built under his term as Director as well as the bike paths along the river corridor. The Board of Park Commissioners recommended a bike path be named in his honor; however City Council rejected the recommendation because he was still living. The Board decided to defer this recommendation until Mr. Allen passed away. He passed away this past summer. Originally the Board suggested naming the bike path on the east bank from Kellogg to Central along the Arkansas River after Mr. Allen. Kupper stated it was the Board’s prerogative to name any facility or path in Allen’s honor. Claycomb stated she thought the Board had previously asked for the Kellogg to Central bridge corridor to be named after Allen. Kupper confirmed. Frye asked what kind of signage would be used for bike paths. Kupper stated that in Minisa they used a metal sign next to the path. He suggested they could do a Tommy Allen memorial metal sign to the side of the path and it could be marked by path numbers. Frye asked if there were other walking signs along the path. Claycomb stated there might be signage about Poet’s Trail. Frye stated he did not want to have an overabundance of signs on the path. Solter stated this entire area would be front and center soon and very visible. He thought the Board should consider in advance if someone would want to fund a certain part of the park or bike path in the future they should keep this in mind for potential revenue. Kupper stated the Board could propose any other facilities to name after Mr. Allen. Frye stated they could go back to the paths that the family had originally requested. And he stated he understood Solter’s point because it could be an investment opportunity for the undeveloped west bank. Kupper stated they could use the corridor south of Kellogg to Plainview or Watson Park or Garvey Park because it is a newer section of the path. Claycomb stated there is currently no signage around there. Kupper stated he would have to place several signs out there. Frye stated he liked the idea of Kellogg south to Watson because it is a fairly new path. Kupper noted it goes through the Lincoln street dam project. Frye stated that he liked the fact that it is not identified now and it leads to Watson, the City’s premier park. Motion by Warren, second by Frye, to recommend naming the bike path in memory of Tom Allen from Kellogg to Watson on the west bank of the river. Solter noted that Kellogg to Lincoln will be used a lot. Kupper stated that most of the development opportunities would be on the west side of McLean and not on the side between McLean and the Arkansas River. The motion passed UNANIMOUSLY (6-0). Item 3B: Finlay Ross Park – Schedule Tour Kupper stated he hoped that after the retreat they go look at the space in question at Finlay Ross Park prior to reviewing the proposal presented in September from Mr. Anthimedes. Frye asked about the value of the land. Kupper stated he would find out. Frye asked if they were waiting for legal to advise on the wall. Kupper responded that they were not. He reminded them that there was a 2027 agreement that could complicate any outside development and that would have to be rectified. However, if Anthimedes proposed to purchase the park, then it would be a moot point. Item 4A: Golf Update Harrison distributed the quarterly golf report and the business plan that was presented to the Golf Advisory Committee. He thanked Frye for working with the Golf Advisory Committee on the RFP for golf privatization. He noted that the Golf Division presented their plan to the Golf Advisory Committee on October 18, 2012 and they might give the presentation to the City Council workshop and the Park Board. He stated the presentation was well received by the Golf Advisory Committee. Roth asked if the Auburn Hills number was correct and, if so, was it an all-time high for them. Harrison responded that it was correct and it was an all-time high. He noted that 2012 was a unique year due to layoffs and the economy. He also noted the division was on a great pace this year and that within a week they should exceed the number of rounds goal. Frye noted that he had heard from a number of golfers that the courses are in great shape. He noted that the presentation was very well done and it was a very good, passionate, and committed presentation. He stated that the RFPs were submitted last Friday although he could not give any details due to confidentiality. He noted there would be a short list process on the following Monday to narrow down the number of firms and they would start interviews on Thursday or Friday of that week. He noted that Lungwitz, Schodorf, and Frye underwent the RFP process training which was not required. He also noted that if the shortlist of four companies were deemed not worth giving the business to, they would give the recommendation to the Park Board. He hoped that the rest of the Park Board as well as the City Council could see the City’s Golf Division presentation regardless of the outcome of the RFP process. He felt that they should be able to see what staff is proposing in order to determine if a private company could do what staff is proposing. Claycomb asked if the Golf Advisory Committee recommendation would come first to the Park Board or if it would go directly to the City Council and Park Board simultaneously. Frye stated that this had never been done before and he was not sure because it had not yet been determined. He stated it may have to be a City Council workshop presentation. Kupper noted there had been a poor showing in attendance by most of the Golf Advisory Committee members. Solter stated he thought the Board would review the recommendation first then go to City Council. Frye stated it would be his desire to have the Board see the recommendation first and they should be able to do so. Kupper stated the SSSC would make a decision right then and there after the interviews and the Golf Advisory Committee and the SSSC would be involved in this process. If they decided there was no one worthy of getting the business, then it is a done deal. Kupper stated they could opt to bring the firm that the SSSC selected and the City’s Golf Division to present to the Park Board, but was unsure as this had not happened before. He noted he would like to have it done by March or April because he had lost two (2) more employees due to the uncertainty of the situation. He stated he had lost a Senior Pro and an Assistant pro. Claycomb asked if the decision of the SSSC would be this Friday at the latest. Frye stated they had blocked Thursday, November 1st, and Friday, November 2nd, blocked for interviews. Claycomb stated that based on that, they should have the recommendation by the November 19 and then the issue could be getting on the City Council agenda. Kupper stated they would have to have time to negotiate the contract prior to going to City Council. Claycomb stated she would still like to see the presentation because she heard from her committee member that it was quite impressive. Warren agreed that he would like to see the presentation as well. He asked to whom the committee reported. Frye responded that they report to the Park Board. Warren asked why the numbers looked so different for this time and last year. Harrison stated they had a budget number in there for this year and they have to have approval to use the money. Warren asked if there was a pending project. Kupper stated they did not have any pending projects, but they had to have a healthy balance. He stated they may end up buying a new load of golf carts or replacement mowers because they had held back doing that if they are going to be outsourced. Harrison noted that his staff would not quit doing their job. They are enjoying the great job they are doing and just recently held a customer appreciation day at the courses. He noted they collected canned goods for a discount on fees. Item 4B: Recreation Update Holmes distributed several documents. The first was a monthly report from staff with bulleted points of important issues at the centers. The next item referred to the strategic plan progress. She stated that WSU and staff worked on this plan and in June 2012 they reviewed and reported back on the status of their progress. They will review this again in January 2013 and the plan will remain fluid. She noted that they are on track as planned. Solter asked if the Board would be updated with the January report. Holmes stated she would have that for the Board. The next document discussed was the class and activity program analysis with year-to-date information and highlights of the programs. She noted that revenues were up by $109,000, but registrations were down. This tells her that some of the free programs may have affected this. She thinks they may have lost some of the participants who had previously taken advantage of the free programs. She noted that her staff went into the community and talked to the citizens regarding the community engagement process. They wanted to ensure that they program for the “have’s” and the “have nots”. She noted they were focusing on McAdams Recreation Center for kids’ programming and noted that the senior programs were flourishing there. Another area of focus is Colvin because it has over 900 kids enrolled and it is the largest elementary school in Kansas, yet they only had 12 kids enrolled in before/after school programming. She noted they should have 10% of the student population. She stated that Jennea Noel was tasked with finding out what the barriers are there and why they are not engaged. They are working to find out what it is and fix it. Solter asked if there were costs involved with running the program out of Colvin because he knows the population there and the income is low. He suggested they may need to look at cost recovery at this site. He stated that he felt it is part of their job to ensure that people are served and if the population is low income, that may be the issue and some alternative financing may need to be looked at. He asked if there was a way to track the income of the participants. Holmes responded yes. She stated the school does that well and her staff could ask the participants in confidence. Kupper stated it is a conscious choice they had made to continue programming out of Colvin. They are paying rent to USD 259 and staffing and programming added up to approximately $60,000. He noted they are not completely about cost recovery. He stated that the PARC Fund could be a new source for alternative financing. He has tried to get a recreation center for that area and has not been able to get it done. Solter stated he would like to discuss why the relationship with the school district is challenging and to see if that is keeping the kids from being able to receive services. Kupper stated he thinks they are requesting $5 a week for after school programs and stated the USD 259 refused to let the City out of the Aley lease. Allen asked about McAdams stating he was concerned with the lack of youth engagement and asked if there was a reason why. Holmes stated the area has become more industrialized and the demographic has changed in the area. She noted they are working with a church group that meets on Saturdays to get kids into the center. Larry Dennis has offered free programming and there still has not been much participation. Allen asked if there are after school tutoring programs at the center. Holmes stated they tried it and no one came. Kupper asked if L’ Overture was a magnet school. Allen stated it was. McGuire stated that L’ Overture had their own after school program and it is revenue producing. Claycomb stated the pricing pyramid comes into effect and should be the guiding principal for the programming. Holmes stated that was true. Kupper stated they would review the free programming being offered at all centers at a future meeting. Solter stated he had met with Holmes twice and found it was very useful and suggested there be a recreation committee as with golf and aquatics to stay ahead of potential issues that may come up. Kupper suggested to add it on the goals for the retreat. Item 4C: Lincoln Street Dam Ribbon Cutting Kupper stated that the fix on the Lincoln Dam is almost completed and hopefully there will be a ribbon cutting by the end of year. He distributed a photograph to the Board. He stated that the City had received $1.1 million in funding and had received another $175,000 from National Trails that had been secured on behalf of the citizens for this project. He noted he would give the Board as much notice as possible for the ribbon cutting so they could claim that this was their pushing on this project to move the dam 100 yards. Frye asked if staff was involved in the design. Kupper responded that yes, Larry Hoetmer was involved. Frye stated that it was great and reminded him of the Drury design. 5. Adjourn for Annual Retreat ______________________________________ Bryan Frye, President _____________________________________ Christina Butler, Clerk