Board of Park Commissioners

BOARD OF PARK COMMISSIONERS REGULAR MEETING MINUTES City Hall, 11th Floor Park Conference Room 455 N. Main December 8, 2014 3pm Present: Bryan Frye, Cindy Claycomb, Hoyt Hillman, Chris Highfill Absent: Steve Hieger, Tom Roth, Ron Allen Also Present: Troy Houtman, Director of Park and Recreation, Elizabeth Harlenske, City Assistant Attorney, Christina Butler, Clerk, Lisa Klaassen, Jennea Noel, Stacey Hamm, John Philbrick. The meeting was called to order at approximately 3:00pm. PUBLIC AGENDA None. REGULAR AGENDA Item 1: Approval of Minutes Motion by Hillman, second by Claycomb IT WAS UNANIMOUSLY VOTED toapprove, sign, and file the minutes of the November 10, 2014 Board of Park Commissioners Regular Meeting (4-0). Item 2A: Golf Advisory Committee Attendance Requirements Frye reviewed the history of the Golf Advisory Committee (GAC) for the newer Commissioners. He noted when it was created, there were no rules established. He suggested the Board entertain the idea of adopting the same rules as the Park Board for the GAC. Hillman asked what they are. Frye responded that you have to attend half of the meetings and cannot miss more than three consecutive meetings. He stated he would like to have some accountability for the committee because a lot is being asked of the committee. Claycomb agreed with the suggestion because each Park Board Commissioner appointed a representative to the GAC and they assume their committee member is contributing. If they are not, the Board is not aware of that. Hillman stated he felt the representative should be from each Commissioner’s district and be a golfer. Frye agreed. He stated the idea was born out of the GAC who want additional support. He asked Harlenske how they need to formally adopt it if they choose to do so. BOARD OF PARK COMMISSIONERS MEETING December 8, 2014 Page 1 of 5 Harlenske noted that Hillman said he wants a person from each district on the GAC. She asked Frye if he wanted that written in. Frye responded yes or they need to have a replacement opportunity. Claycomb noted that her representative is not in her district because she chose the person she thought would be the best representative for the city regarding the golf courses. Harlenske stated the GAC was a hastily put together committee and there were no terms. It is a committee appointed by a Board that is a standing Board. Frye stated that is why he brought it up and the GAC wants attendance requirements. Highfill stated he would like to see golfers more than district representation. He was not sure he agrees with Hillman that the representative needs to be in the Park Board Commissioner’s district. Frye stated that each Park Board Commissioner needs to have representation. Harlenske stated she could have something for the Board to review and adopt at the next meeting. Frye noted if there is a problem with attendance on the GAC, then he hopes to communicate directly with the person. If it comes to it, then they have the document to fall back on. Hillman stated if the Commissioners are going to track if their representatives are attending the GAC meetings, he would like to see the minutes. Frye stated he thought that was happening and would check into it. Harlenske asked if the GAC has regularly scheduled meetings. Frye responded they try to meet every 6 weeks around 4pm, but there is nothing regularly scheduled. Harlenske asked if the GAC members take an oath. Frye responded no. Harlenske stated she would put something together for next month to discuss. Frye asked if Houtman agreed with the action. Houtman responded yes and it will give them a stronger committee. Item 3A: Verizon Wireless Tower Proposal in Orchard Park Philbrick communicated the Board’s request to exchange rent for assets, but he has not heard back from Verizon. Houtman stated they have been looking at requesting lighting from Verizon, but they want to see what BOARD OF PARK COMMISSIONERS MEETING December 8, 2014 Page 2 of 5 it will look like in the park. Philbrick is working with Verizon. He stated the new antennae will be connected to the light pole. They have challenged them to make it look good in the park. Frye asked if the existing poles would come down. Houtman responded yes. Frye asked if that would be a viable need of the park. Houtman responded yes. Per the staff, they can continue programming in the evening with lighting. Motion by Claycomb, second by Frye, IT WAS UNANIMOUSLY VOTED to take staff’s recommendation to open negotiations with Verizon to construct replacement lighting in Orchard Park in exchange for the wireless tower (4-0). Frye asked if it has to go to MAPC for approval. Philbrick responded he was not sure yet. Frye noted it will be nice to finish the Miracle Field. Item 4A: Recreation Update (Jennea Noel) Noel is the Assistant Director for Watson Park and the Aquatics program. She noted they have programming at Watson even though there is no recreation center. They offer multi-generational programs for families, Fall Festival, Spring Fling, and Outdoor Adventure Camp. The Outdoor Adventure Camp includes a round of disc golf, a creeking activity at the WATER center, horseback riding at the Sierra Riding Club, kayaking, fishing and orienteering. They offered a new activity this fall, the Spooky Train Ride, and it was a success with 40 participants. They are looking at expanding this offering next year. The Polar Express was expanded to six classes this year and all are full with a waiting list. So far they have had 153 participants. Hillman thanked Noel for featuring Watson Park. He noted that fishing licenses are still not offered or sold there. Klaassen noted they have looked into selling fishing licenses, but there are issues with being unable to meet some State requirements. Hillman stated there has to be a way to work it out and if nothing else, the Greenway Alliance could do it. Hillman stated there will be a fishing tournament at Watson Park this spring, but it is not being sponsored by the City. It is sponsored by the Friends of Watson Park. Frye asked what it is for, and who is organizing it. Hillman responded that Brian Hill (Watson Park Director) is coordinating it. Even though it is for the City, it is not a City sponsored event. It was done through the Park Foundation last year. BOARD OF PARK COMMISSIONERS MEETING December 8, 2014 Page 3 of 5 Hamm added that there was a registration at last year’s event, but there was no security because it was not a very big event. Houtman asked when it took place last year. Hamm responded in April. Houtman stated he would try to help out with it and this could be one of the special events. Noel stated that 2015 marks the 50th anniversary of the Park and there are plans for an event. Frye asked about A Night with Santa. Klaassen stated they had an estimated 5,000 in attendance. They had 16 trees and four bikes to give away. There were 125 volunteers who helped with the event. Houtman asked if they are doing a recognition for the donors and volunteers. Klaassen responded that they are planning on recognizing them and were establishing criteria for it. Frye thanked Noel and Klaassen for the update. Item 4B: Golf Update (Troy Hendricks) Hendricks noted that November was not a good month for golf. Rounds were down 20%. The courses were closed seven days due to inclement weather. Revenue is down $23,000 and expenditures are up. However, YTD revenue is still up and expenditures are down. Coupons were not used in May 2014 and more revenue was generated in May. Sim ADA updates for the clubhouse restrooms will go to bid on Friday, December 15. They also are replacing the walkways at Auburn Hills for ADA compatibility. They will work on the fence at MacDonald and city staff will work on the demolition to save on funds. Frye asked if they were we able to fence around Yale and Murdock. Hendricks responded yes and they are using the same fencing as on 13th Street without the pillars which were $1000 each. Houtman asked about Foot Golf. Hendricks stated that have not had many play yet. They are offering this to bring others to the courses who have not played golf. Other courses who have offered Foot Golf have brought in additional revenue. They have soccer balls to rent if the players do not have one. They also have golf cart rentals available as a 9-hole rental. Hillman stated they did a nice job installing this at Clapp. He noted that the Braeburn Women’s group has moved to Clapp. Hendricks added that Clapp picked up three more leagues and will pick up another 3000 rounds. Frye asked if MacDonald had picked up any rounds. BOARD OF PARK COMMISSIONERS MEETING December 8, 2014 Page 4 of 5 Hendricks responded not yet. Item 4C: Update from Director and President Houtman stated the Department is looking at going through the accreditation process through the NRPA’s Commission for Accreditation of Park and Recreation Agencies (CAPRA). The department has submitted the application and hope to get the process completed in six months. This accreditation will help the Department with grants and professionalism with best practices and processes. Claycomb asked if the Department had ever been accredited. Houtman responded no. He added that there are only 150 accredited municipalities in the nation and Johnson County is the only one to be accredited in Kansas. Houtman stated they are working on an Independence Day Celebration to include fireworks and entertainment. They are working with the Parks Foundation for donations. Frye stated he was looking forward to seeing everyone on Saturday for the Board of Park Commissioners’ Retreat. An agenda would be emailed shortly. The Board will work with the Golf Advisory Committee for the first part of the meeting. The second part of the meeting will focus on Policy 13, CIP needs, and goals review. He stated there may be an opportunity to look at the PROS plan and update it since it was adopted in 2008. Hillman noted that since 2008 the City has adopted the Bicycle Master Plan and the Pedestrian Master Plan. He asked when the Board could discuss the river. Houtman responded that they could talk together first and in order to get Hillman’s perspective. Item 5: Adjourn There being no further business, the meeting was adjourned at 3:55pm. ______________________________________ Bryan Frye, President _____________________________________ Christina Butler, Clerk BOARD OF PARK COMMISSIONERS MEETING December 8, 2014 Page 5 of 5