Board of Park Commissioners

BOARD OF PARK COMMISSIONERS REGULAR MEETING MINUTES City Hall, 11th Floor Park Conference Room 455 N. Main March 18, 2013 3:00 p.m. Present: Bryan Frye, Cindy Claycomb, Andy Solter, Tom Roth, Jerry Warren, Ron Allen Absent: Randy Brown Also Present: Doug Kupper, Director of Park and Recreation, Elizabeth Harlenske, City Assistant Attorney, Christina Butler, Clerk, Larry Hoetmer, Landscape Architect, Don Harrison, Golf Division Manager, Alan Taber, citizens. PUBLIC AGENDA None REGULAR AGENDA Item 1: Approval of Minutes Motion by Roth, second by Solter, IT WAS UNANIMOUSLY VOTED TO approve the minutes of the March 4, 2013, Board of Park Commissioners Regular Meeting (4-0). Item 2A: Current Capital Improvement Plan 2011-2020 Review and Proposed Capital Improvement Plan 2013-2022 Kupper distributed the 2011-2020 Capital Improvement Plan (CIP) and draft for 2013-2022. Hoetmer reviewed the current CIP that had been adopted by City Council totaling $23 million. He described the projects that would be covered. Frye asked if the CIP would have to go back to City Council if there were any changes made. Kupper responded that was correct. Hoetmer stated that the current projects’ list have been initiated and are moving forward with design/construction/completion. He noted that the Riverside Tennis Center was in the construction phase to be completed Spring 2013 with quick start courts, ADA improvements and a practice hitting wall. He stated that the Meridian Dog Park was in its final phase having just finished the irrigation system and it is already in use. Claycomb asked how it worked. Kupper responded that it could be set to run at night or they could close specific areas that needed additional watering. Hoetmer added that the north yard of the Meridian Dog Park was getting used tremendously and needed irrigation. He then noted they had completed the design for the special events center at Botanica and it would go out for bid soon. He noted that they had completed the mass grading, drainage, and site restoration package for the entire park at Crystal Prairie Lake. He stated they were pursuing grant funding for a stormwater treatment system with federal funding that would be supported by a City of Wichita match. He stated that the recreation facilities’ renovations were underway. Funding would be used for a new fitness center at Linwood Recreation Center, security systems for recreation centers, Edgemoor Recreation Center window replacement, marquis signage at recreation centers, and Ice Center mechanical expenses. The amount of these improvements is dependent upon how far the funding goes. The priority for current funding is focused towards the Linwood fitness center remodel and the park facilities’ security upgrades. Frye asked about the Edgemoor windows. Kupper stated they would like to replace all windows at Edgemoor to make them more efficient and there are several office windows that are loose. He noted that Osage and Evergreen had been broken into recently. Hoetmer stated they had also allotted funding for Buffalo Park’s splash pad design, restrooms, walking path, parking area and pond refurbishment (if money allows). Other plans are in place for additional walking paths and exercise systems, repair and maintenance of the pedestrian and equestrian bridges at Pawnee Prairie Park and adding walking trails at Chisholm Creek Park due to new development in the area. He then noted that they had submitted a Recreational Trails grant application for $171,000 and would match with $115,000 City of Wichita funding. Kupper stated that if the grant was not awarded to the City of Wichita, there would probably not be enough funds in the current CIP to finish all the big projects. Hoetmer stated that Eastview and Cypress Parks’ exercise trail equipment are past their prime and he would like to put new equipment in the two parks. He then moved on to discuss Golf CIP. Kupper stated the Park Board had approved $1.1million for Golf. Hoetmer noted this included Clapp resurfacing. Frye asked about the timeline on Clapp and Tex Consolver and if they would be ready by the spring. Harrison responded they were just getting bids out for Clapp and the golfers at Tex Consolver were excited just to see something being done at the course. Kupper added they had found there was water under the building and had impacted the speed by which they could get the work accomplished. Frye stated he was concerned that customer service may be affected. Harrison noted that in three weeks it should start coming together. Frye asked if the parking lot re-surfacing would be done at once. Harrison responded yes and they would stage the work on the lots to accommodate parking for golfers. Hoetmer then discussed the 2013 projects intended to initiate this year including: athletic courts at McAdams, youth sports corridor between facilities, Harrison Park tennis courts, Crystal Prairie Lake, Buffalo park, Chisholm Creek Park pathways’ repairs, and ADA updates. He stated there was approximately 1 1/2miles of 6 foot pathway infrastructure needing repair. He also noted the need for fencing at MacDonald Golf Course. Frye asked if it was still needed. Solter responded yes. Kupper stated there was vandalism at many of the golf courses. Harrison stated that Tex Consolver Golf Course had portions fenced along with cable and Clapp had fencing around the school. Kupper stated it would match the height of what was currently in place. Hoetmer stated there were swimming pool refurbishments as well. Frye asked if these were ADA refurbishments. Kupper responded it would be for slides, shade structures, and re-painting. He noted that Karen Holmes built in $24 million of brand new aquatics money. Hoetmer noted they had closed Edgemoor and Country Acres and they were working on a master plan for aquatics. He also noted the focus would be on an Edgemoor Aquatics Facility. Frye asked if this had been submitted to the City Manager. Kupper stated yes, but was unsure if he had seen the proposal. Hoetmer stated that when Public Works downsized, they asked Hoetmer if the Park Department could take on the responsibility for lighting, entry drives and parking lots. The line item budget went from $200,000 to $400,000 which gives the Department the flexibility to do all of it at the same time. He also noted that Watson Park had a lot of needs and there was a need to invest in the park. There was also approximately $49 million for Aquatics. He noted that $24 million is the difference from the current CIP to the proposed CIP. Frye asked if the splash pads would be accounted for in the Aquatics Master Plan. Kupper responded no, the Aquatics Master Plan would be more lifeguards, life saving, and lessons. Allen asked about the possibility of the McAdams pool closing. Kupper stated it was still in negotiations. He noted they had met with the neighborhood and were trying to figure out what to do, but further engagement was needed. He noted they did not have users in the neighborhood. Kupper stated they were looking for $4-6 million to re-do Edgemoor pool because they would like it open for the 2015 season. Claycomb asked if Edgemoor pool had high attendance. Kupper responded yes and for that reason they would like to have it open by 2015. Claycomb asked if there were no other requests for Crystal Prairie Lake Park past 2022. Kupper stated they would look at how sand mining was progressing and could move money around. He noted they should have $1 million come their way from C&D which should cover the cost of design and engineering and opening the beach would be next. He noted that the CIP is revisited every two years. Frye stated they may need the water for other purposes such as landscaping. Kupper stated that part of the land deal for sewer treatment was that half the funding would be for purple pipe for reclaimed treated water. Frye asked what the next step should be. Kupper stated he wanted the Park Board to be aware of the CIP in case their City Council person asked. He added that City Council Member Lavonta Williams would like to create a playground at Dr. Dey Park and a new playground at Central and Grove Streets and this is included in playground monies. Frye asked what was to be done at Watson Park. Kupper responded the train and ties needed to be replaced. Item 3A: Golf Update (Don Harrison) Kupper reminded the Board to review the City Manager’s recommendation and if they had any concerns, they should forward them to the Golf Committee. Frye stated he was hoping to have the Golf Committee meet prior to the Park Board meeting, but they had not had a chance to meet. He stated he would like the Golf Committee to weigh in on the City Manager’s recommendation prior to the Park Board making a recommendation. He also noted he had turned the committee back over to Randy Brown. Kupper stated he had left a message for Randy Brown to change the meeting date. Frye felt there should be no action on the City Manager’s recommendation until the Golf Committee reviewed it. Kupper agreed. Harrison stated the golf courses had begun hosting Customer Appreciation Days with the first one being hosted the previous week at Tex Consolver for 192 players (after a 2 ½ hour frost delay). He noted that planning for the Junior Golf season had been completed. He added that they had met with the Wichita Junior Golf Association and they had increased the fee to $20. The high school golf season had started. He noted that rain and snow had been somewhat problematic for rounds’ numbers, but good for the turf and trees. He noted that golfers were being patient so far with the CIP projects. He also noted he was ready to have Human Resources make an offer for the new Golf Pro and they would be interviewing the following week for the Assistant Golf Pros. He felt things were going fairly well. Kupper stated there was good momentum still and the Golf Committee had a lot to discuss at their next meeting. He stated he was excited to get the golf vacancies filled and that Stacey Hamm (marketing director) was finishing up the marketing campaign which had been increased to $50,000 by the City Manager. Frye asked how many secret shoppers had been done. Harrison responded that two had been done. One report was thorough and one was only minimally completed. Frye asked if there were plans for another one in 2013. Harrison stated it was a good idea to do it again. Kupper agreed that it made sense to do another one especially with new people working in the Pro Shops. Frye stated they had learned a lot in the private proposals. Claycomb asked about the fee increase. She noted the Park Board had recommended a $1 fee increase in its initial recommendation to the City Council and asked if it would be re-visited in 2013. Kupper responded that the Golf Committee had recommended no fee increase for 2013 and the City Manager had agreed. Therefore the Park Board did not go to City Council in 2012 to ask for the $1 fee increase for 2013. Claycomb noted she did not want the Park Board to be unable to make the debt service payment in the future without the $1 fee increase. Kupper responded they would have to watch it and may have to go to City Council at the end of 2013. Item 3B: Recreation Update (Karen Holmes/Alan Taber) Kupper asked the Board if there were any questions or comments regarding the Aquatics Draft Master Plan that was distributed at the previous Park Board meeting. Frye stated he had not had a chance to review it. Allen stated he needed a copy of it. Kupper introduced Alan Taber to the Board. Taber stated he is the Edgemoor Recreation Center Director and also oversees Lynette Woodard Recreation Center. He wanted to make sure the Board was aware how much the front line employees touch our customers by meeting, greeting and supporting them. He stated that sometimes the Directors take the customers’ ideas, enhance them and bring them to life in programs. He stated that yoga is one of the more successful programs at Edgemoor with four classes and 60 participants. He introduced Nancy Farha, a yoga instructor for Edgemoor, who demonstrated some breathing exercises. Alan closed by thanking the Board for being advocates of the Recreation Department. Item 5: Issues on the Horizon Frye asked if there was exercise equipment at the Grandparents Park. Kupper stated they had the exercise station and sidewalk funded by the AARP. He noted there was not enough funding for the playground system. AARP had approached the department stating they may have another $15,000 to invest into the park. He noted they were trying to get the money to complete the playground prior to the dedication of the park in mid May. He stated he would let the Board know the date as soon as possible. Kupper stated that a representative from Legal would be present at the April Park Board meeting to discuss oil leases on Park Board property. Kupper stated that at the May Park Board meeting there would be a presentation from a developer who is looking at developing riverbank property that is not Park Board or Park real estate, but is adjacent to a catalyst site. He stated he felt it was an interesting concept. Frye asked if there was an RFP published on the previous Friday. Kupper responded yes and it was to see if there were any other players interested. He noted it will probably go to City Council in April and to the Park Board in May. Kupper stated they were currently taking registrations for Spring classes. He noted the Summer Activities guide would be out in May. He added that the new registration software, Rec 1, was almost ready to launch, but the payment interface was not quite completed. Frye asked if Golf software was going out for RFP. Kupper responded they were still working on the RFP language and it would be out soon. Frye noted the downtown clean up being organized by the DDC was scheduled for April 13, 2013. Kupper stated his staff was working with the DDC and it would include Naftzger Park. Frye stated the next Park Board meeting is scheduled for April 15, 2013. Item 6: Adjourn There being no further business, the meeting was adjourned at approximately 4:20pm. ______________________________________ Bryan Frye, President _____________________________________ Christina Butler, Clerk