Board of Park Commissioners

BOARD OF PARK COMMISSIONERS REGULAR MEETING MINUTES City Hall, 11th Floor Park Conference Room 455 N. Main Wichita, KS 67202 January 12, 2015 3pm Present: Bryan Frye, Hoyt Hillman, Chris Highfill, Tori Deatherage, Tom Roth, Ron Allen Absent: Cindy Claycomb Also Present: Troy Houtman (Director of Park and Recreation), Elizabeth Harlenske (City Assistant Attorney), Christina Butler (Clerk), Larry Dennis (Staff), Bob Lutz, (Citizen). The meeting was called to order at approximately 3:00pm. Frye noted that Steve Hieger has resigned from the Board due to work commitments and thanked him for his service. Councilman Blubaugh has appointed Tori Deatherage as Hieger’s replacement. Frye introduced Deatherage and asked her to tell the Board about herself. Deatherage stated she previously served on the Wichita/Sedgwick County Access Advisory Board. She graduated from WSU Business School and works for Kansas Surgical Arts as the Marketing Director. PUBLIC AGENDA None. REGULAR AGENDA Item 1: Approval of Minutes Motion by Frye, second by Highfill, IT WAS UNANIMOUSLY VOTED to approve, sign, and file the minutes of the December 8, 2014, Board of Park Commissioners Regular Meeting. Motion by Frye, second by Hillman, IT WAS UNANIMOUSLY VOTED to approve, sign, and file the minutes of the December 13, 2014, Board of Park Commissioners Retreat. Item 2A: League 42 Lease Agreement at McAdams Park Houtman stated he attended the League 42 Board Meeting last week. The League 42 Board has a long term goal of developing the players, the community and the park. He asked Bob Lutz to describe the program to the Park Board. Bob Lutz (2045 N. Gow) stated he wanted the game of baseball in the urban area of Wichita at McAdams Park and would like to bring the park back to life. League 42 is a non-profit organization in its second year of operation. They expect to have over 300 kids participate in the program this year. BOARD OF PARK COMMISSIONERS MEETING January 12, 2015 Page 1 of 7 Frye stated that Lutz had approached the Board and the agreement is the next step to invest in the facilities and take care of it. Lutz stated he is looking forward to the City’s support in moving forward with League 42. They have great plans for McAdams Park and hope to have three fields by 2016. They would like two more at the south end of McAdams Park by 2017-18. Houtman stated that the passion for the kids and their families is exciting. Hillman asked what types of sponsorships they have had. Lutz responded they had close to $50,000 in the first year with most of that being private donations. He added that Subaru will donate a portion of sales from 12/2/14 to 1/2/15. The League is in the process of raising money to build facilities. Frye asked if the agreement had to go to City Council for approval since it is between the Board of Park Commissioners and League 42. Harlenske responded no. Frye asked if the sponsorships have to be approved by the Board of Park Commissioners as well. Harlenske responded yes. Frye asked if there was any public comment and there was none. Motion by Frye, second by Hillman, IT WAS UNANIMOUSLY VOTED to approve the lease agreement as drafted (6-0). Frye asked when the season starts. Lutz responded that practice will begin in March and the season starts in June. Item 2B: Linwood Cell Tower Lease (John Philbrick) Philbrick stated there is an existing lease in Linwood Park with a private company. This company has been approached by Verizon to collocate on their tower. As the agreement is currently drafted, there are two five-year options which are basically automatic, that is, if no action is taken, the lease will extend. It has been requested that the City and the Board of Park Commissioners draft a letter to the cell tower operator that neither the City nor the Board will cancel the lease in the next five years. Verizon requires a minimum five-year lease. Philbrick wanted to bring this to the Board to let them know about the request and if the Board agrees, he will get the letter drafted. Hillman asked where the cell tower is located in Linwood Park. Frye responded it is near the southeast ball diamond along the Recreation Center by I-135. Roth asked if the second five-year agreement would remain intact. Philbrick responded yes. BOARD OF PARK COMMISSIONERS MEETING January 12, 2015 Page 2 of 7 Houtman stated he had no concerns because this had previously been discussed. Hillman asked if the funds will go into the General Fund. Houtman responded the funds will go in to the funds for the Department and will represent revenue for which the Park and Recreation Department will get credit. Frye asked if Philbrick needs the Board to approve the proposal. Philbrick responded yes. Frye asked if there was any public comment and there was none. Motion by Frye, second by Highfill, IT WAS UNANIMOUSLY VOTED to approve staff’s recommendation to accept the proposed lease adjustment (6-0). Item 3A: Golf Advisory Committee Attendance Policy Frye noted that this is the attendance policy that was discussed at the Park Board retreat and it mirrors the attendance policy utilized by the Park Board. Harlenske drafted it as per the request of the GAC and the Park Board. Hillman asked if the Golf Advisory Committee (GAC) had reviewed this. Frye responded they had not seen it as it was written, but it was addressed at the meeting on December 13, 2014, and they agreed that the attendance policy should be in sync with the Park Board’s policy. Frye asked if there was any public comment and there was none. Motion by Frye, second by Allen, IT WAS UNANIMOUSLY VOTED to approve the attendance policy as drafted for the Golf Advisory Committee (6-0). Item 3B: 2015 Board of Park Commissioners Goals Frye noted that the goals presented are those that were discussed at the Park Board Retreat on December 13, 2014. Motion by Hillman, second by Roth, IT WAS UNANIMOUSLY VOTED to approve the Board of Park Commissioners 2015 Goals (6-0). Frye asked Butler to post the goals and contact information for Deatherage on the Park Board’s wichita.gov website. Item 4A: Recreation Update (Karen Holmes/Larry Dennis) Dennis noted that he is the Recreation Director at McAdams Recreation Center. He gave the history of League 42 and noted that it was a youth baseball league named in honor of Jackie Robinson. McAdams Park is the home for practices and games. The League is supported by in-kind donations of money, goods, services, time, and equipment. They anticipate registering approximately 350 players for the 2015 season. He noted that Bob Lutz started the program and his passion for it is contagious. He noted they also have the support of Councilwoman Lavonta Williams. BOARD OF PARK COMMISSIONERS MEETING January 12, 2015 Page 3 of 7 Hillman asked about the plans. Lutz noted that facilities are the biggest need. They want to make an impact in the community and want the players to feel they are playing on a quality baseball field. Allen asked if the fields will be turf. Lutz responded yes, that is the plan. Holmes added that this is the most passionate group she has ever seen in her history with Park and Recreation. Lutz noted that they track the kids because they want them to not only excel in baseball, but also in school and in their lives. Dennis added that it is more than just baseball. They hope to add a variety of educational components to the program. Dennis then discussed the Night with Santa event and noted there were over 5000 people in attendance in 2014. The event received donations of over $10,000 in in-kind donations and services. He noted that Alan Taber will be the lead on the event next year. Hillman stated the League 42 golf tournament fundraiser was in Winfield. He suggested it might be a good time to move to a Wichita golf course. Item 4B: Golf Update (Troy Hendricks) Hendricks stated that the rounds report was through the end of the 2014 year, however year-end revenue has not closed yet. So far, revenue had a 2% increase with a 1% decrease in expenditures. There was a 2% improvement in rounds. December 2014 was bad because the courses were closed for seven days with no rounds and another 13 days were affected by snow or rain. The Debt Service payment of $215,000 was made. They did not make the additional payment this past year. He then distributed the email blast schedule. Frye asked if they were limited to these 63 email blasts. Hendricks responded no. He distributed mockups of the Golf Guide they are creating in-house and noted that they will not have to pay a designer to do it. He discussed the E-Club which will be at all golf courses. Customers will receive a coupon for a small bucket of range balls for signing up for emails. He noted they will start utilizing survey monkey for golf customer surveys. Customers will get the survey request on each receipt. Survey questions will be rotated. This will be discussed at the next GAC meeting. He then discussed tee sign advertising and noted they had updated the packet with new information and a new agreement. They currently have seven signs sold with the ability to sell 54. Shana will visit with vendors in the spring. New signs are at all of the golf courses except at Auburn Hills. Frye asked why Auburn Hills is not the same. Hendricks stated that the former Golf Division Manager Harrison had already set up Auburn Hills. BOARD OF PARK COMMISSIONERS MEETING January 12, 2015 Page 4 of 7 Houtman added that it is at a different level and is separate. Frye asked if there is an opportunity to sell them there as well. Hendricks responded no because they would have to be new signs. Appelhanz noted there is a link on the website that will have all the sponsors listed also. Hendricks added if anyone has ideas and/or suggestions, to please let the staff know. Hendricks discussed scaled fees. After the last meeting in December he reviewed the scaled fees further and noted that if they implemented the scaled fees for all five courses, they could lose $45,000 from April to September if rounds stayed the same as 2014. However, he did discover there are some underutilized tee times and may look at an early bird special for sunrise tee times. He will discuss this with the GAC next week. He stated he does not think the scaled fee will happen because the Golf Division cannot afford the hit. Frye noted that the next GAC meeting is scheduled for January 20, 2015, at 4pm and scaled fees will be discussed because the idea came from them. Hendricks discussed the MacDonald driving range cost analysis. He noted he had used Auburn Hills and Tex Consolver’s driving range revenue numbers and estimated approximately $36,000 in startup costs for MacDonald. The construction costs would be approximately $62,000 including water/electricity for a storage unit which is basically a two car garage with doors on both sides. He is meeting with Public Works/Stormwater to look at the MacDonald Lake analysis. If they could run the projects concurrently, they could save money moving dirt. It would be cost efficient. He noted it would be in 2016 and would have to be put in the budget. It would have to be contracted out because the project is too big for Public Works to do. Frye asked if driving range staff would be needed to operate it. Hendricks responded no. They would only need staff to pick up balls. Frye stated it will go back to the GAC. Hendricks noted this was proposed in 2004. Frye asked if Hendricks thinks $56,000 is reasonable. Hendricks stated yes and they could have a gravel parking lot. Houtman noted they have options for the GAC who is looking for additional revenue streams. Frye stated that has been key and they could have additional signage or driving ranges. Hendricks stated that the Golf Division will have the back page of the B-52s February publication and will feature footgolf at Clapp Golf Course. BOARD OF PARK COMMISSIONERS MEETING January 12, 2015 Page 5 of 7 Appelhanz added they will have the B-52s playing footgolf in March at Clapp and this will be a photo opportunity. There is talk that they may run some clinics for Recreation staff. Item 4C: Update from Director and President Frye discussed the Buffalo Park request that had gone to City Council the previous week. Apparently it caught a couple of Council people by surprise and it was deferred to February. He reminded the Park Board that they are liaisons for the City Council members and should meet with their respective Council Member to update them on projects that are being worked on. He noted the Park Department is still waiting to hear back on some grants for Buffalo Park. Houtman stated he and his staff will make sure that the Park Board and all City Council members are aware of the projects coming up. Frye added that Buffalo Park is not a new project, it is just the next phase of the project. Houtman stated they have also met with some cross country folks regarding their concerns and are working with them. Frye discussed current committee assignments. He noted that Hillman is on the OJ Watson committee, Highfill is on the Wichita Parks Foundation Board, and he is on the GAC. He suggested that Deatherage get the Aquatics committee. He noted that the PROS Plan is on the goals for the Park Board. Staff will look at the PROS plan and may need one of the Board of Park Commissioners to be on the committee. He suggested adding an agenda item for updates on the committees. He noted it will not need to be monthly for each committee, but possibly one each month for the next few months. He stated they may need a representative for League 42 and the PROS plan and possibly one for McAdams with the park, pool, and League 42 going on there. Houtman stated they are looking at community block grants and fundraising. Allen asked if they are looking at an aquatics center at McAdams. Houtman responded they are meeting next week to start looking at the Aquatics Master Plan again. He has heard that there was not much support for the current master plan. He will look at an indoor natatorium. There is also support for replacing pools so they may need to take that back to City Council and the City Manager. Houtman noted that the Recreation Activities Guide went out a couple of weeks ago. The Guide features a picture of the City Council Members on the inside cover with a letter from Houtman. He would like the Park Board in the next Activities Guide and has asked Frye to write something for it. The Summer Activities Guide will feature the City Council and the Fall Activities Guide will feature the City Manager. Houtman stated that controlled burns in the parks will take place in the spring. Frye added that the media does a good job of letting the community know about these. Houtman stated that the Park Board goals include supporting the Wichita Parks Foundation. He stated that they are working on fundraising efforts. They are planning a Dinner in the Park with $25 tickets. He will have more information soon. This will help to gain exposure for the Department. BOARD OF PARK COMMISSIONERS MEETING January 12, 2015 Page 6 of 7 Houtman stated that the playscape in Dr. Glen Dey Park is almost complete. The Central and Grove Park playscape is done and they are planning a ribbon cutting in April. They need to work on naming the park and would like to get with the neighborhood associations for suggestions. Frye stated if anyone has suggestions for names to let him or staff know. It is in Allen’s district. Houtman stated they are meeting with the Sports Commission, Ice Center and local hockey teams to look at applying for a Kraft Cheese Hockey America grant. If awarded the grant, the first place winner would receive $150,000 for infrastructure and repairs and could host a NHL game. There are lower amounts awarded to other winners. Houtman stated that United Health Insurance has partnered with the Department and is purchasing $50 vouchers for their clients to use for programs/classes/activities in the Department. Houtman stated that the Kansas Recreation and Parks Association (KRPA) Conference will be in Topeka in January. He will report back on that at the next meeting. Houtman stated that the Department is working on getting CAPRA accreditation through the NRPA. The target date for getting accredited is in 2016. He will keep the Board updated on the progress. He added that Johnson County is the only accredited agency in Kansas. Frye noted that the next meeting is scheduled for Monday, February 9, 2015. Item 5: Adjourn There being no further business, the meeting was adjourned at 4:27pm. ______________________________________ Bryan Frye, President _____________________________________ Christina Butler, Clerk BOARD OF PARK COMMISSIONERS MEETING January 12, 2015 Page 7 of 7