Board of Park Commissioners

BOARD OF PARK COMMISSIONERS REGULAR MEETING AGENDA City Hall , 11th Floor Park Conference Room 455N. Main Wichita, KS 67202 May 11, 2015 3pm Present: Cindy Claycomb, Hoyt Hillman, Tori Deatherage, Ron Allen Absent: Patti Vizzini, Chris Highfill, Troy Palmer Also Present : Troy Houtman (Director of Park and Recreation), Michelle Haun (Clerk), Elizabeth Harlenske (City Assistant Attorney), Stacey Hamm, Sara Rasmussen, Troy Hendricks, John Philbrick (Staff) Claycomb called the,meeting to order at 3:04pm. Claycomb stated that Troy Palmer is a new member on the Park Board. Mr. Palmer is not present. Houtman informed the Park Board that Christina. Butler (Clerk) has accepted a position in the City Manager's Office. PUBLICAGENDA None, REGULAR AGENDA Item 1: Approval of Minutes Harlenske stated that the minutes still reflect Special Meeting as the header and requested that they be amended. Motion by Claycomb, second by Allen, IT WAS UNANIMOUSLY VOTED to approve, sign and file ,the minutes of the April 13, 2015, Board of Park Commissioners Regular meeting, as amended (�). Item 2A: Great Plains Nature Center Easement Request from Westar {John Philbrick) Philbrick provided aerial photos of the easement and stated that this is an extension of Westar's rebuilding of the transmission lines. One tract is owned by the Board of Park Commissioners, which is Great Plains Nature Center. The easement is about 16,000 sq. ft. by 20 feet wide. The Board will need to approve any granting of the easement and so does the Council. They have offered $.7S/foot, which is about $12k, Hillman asked since they are offering $12k, can. we ask for $25k in trees. BOARD OF PARK COMMISSIONERS MEETING MayU,.2015 Page·1 of i Philbrick stated that the City's purchasing process would not allow us to get trees. Houtman stated.that we would ask to have the money put into our Park Ma_intenance fund because if there is too much money in trees, we may not be able to use it in a timely manner. This way it can be used for other projects as well. Claycomb stated that we need to make sure the funds go back·to the Park budget, not just the general fund. Hillman asked what else the money can go towards. Houtman responded park maintenance operations. Philbrick stated that the Park portion is a desirable tract and that $.75 per foot seemed significantly low and we will probably start out asking for about $25k. Houtman stated that if we don't use the-money for trees we could use it for signs or trails that correspond with where the project is at. Claycomb asked what they are going to do with that easement. Philbrick responded that they are redoing the transmission lines, so they will need to widen the existing transmission line easement. Houtman stated that $25k is a good amount. Motion by Claycomb, second by Allen, IT WAS UNANIMOUSLY VOTED, for Philbrick to negotiate the easement with Westar for no less than $25k (4-0). Item 28: Auburn Hills Lots {John Philbrick) Houtman stated that in.looking at golf operations and looking for opportunities to make some.money, we noticed _ the five add_itional lots at Auburn Hills. Theywere originally left for overflow parking. There has not been a need for that, and in discussing with Mr. Hendricks, did not see a need for it in the future. We could use proceeds from selling these lots for improvements. There would be a greater benefit to selling than keeping. Philbrick responded that these lots are readily marketable. They were acquired in trade from the developer, Jay.Russell. There is a clause in the contract that does not allow fonesidential construction. Mr. Russell's interpretation is thatthe lots should remain a_s open space. He is willing towaive the covenant, but he would like to market the lots for the City for no commission. Advantages to the City for letting Jay market the lots would be that property built would be similar to existing structures. We need the Board to allow Jay Russell to market and agree with Mr. Russell's interpretation; the Park Department will get 100% of the sale and he will make commission on the build. We have no one to verify original intent, Houtman stated that Mr. Russell has contacts that would be most interested in the property. Hillman asked if golf get the funds. BOARD- OF PARK COMMISSIONERS MfETING MayU,2015 Page 2 of 7 Hendricks responded that they would because they own the lots. Motion by HUIman, second by Claycomb, IT WAS UNANIMOUSLY VOTED-to proceed to sell the lots and allow Jay Russell to market for us (4--0). Harlenske asked to be clear that we are. moving that Jay Russell develop and sell the.lots. Philbrick responded yes. Houtman stated that he wanted the Board to discuss a vacant property that is not Park property and would not need a vote. Phi_lbrick explained that there is a lot in Riverside adjacent to 1103 N Pearce. The adjacent property owner came to the Park Board in 2013 asking that the Park Department to give him the lot. Records are unclear about a possible sale in 2014. In 2015, research found that the City boughtthe property in 1900. Because the property is owned by the City, it does not fall under charter ordinance. The adjacent property owner has made an offer to purchase property. The Park Board is being informed that this is progressing, because Park has maintained this property in the past. Houtman stated that we strongly propose the funds go to the Park Department .because we have maintained the property in·the past. Claycomb asked how it was previously determined to be Park property. Philbrick responded that possibly, an assumption was made because it was near a park. Houtman stated the sale would solve multiple issues, regarding encroachment and maintenance. Hillman stated that there are other areas around town just like this. There is property owned by K&O and they are willing to sell. Claycomb responded that Hillman should.talk to Houtman about adding that to the next agenda if he wants the topic discussed. Item 2C. 2D. 2E: Donation Policies for Recreation. Tennis and Golf Divisions Houtman stated that we have three very similar donation policies for the Board to review. Since we are approached frequently f or various types of donations, we determined _that we needed to be consistent and have a policy in place explaining the types of donations we would do and who we would donate to. Starting with Golf, we are allowing a $7,500 budget for marketing or promotions. We will only be giving donations to non-profit, 501c3 organizations, not to individuals. The policy also includes how requests can be made. The question frequently came up regarding who we donate to. That is what spurred the need for the policies. For recreation we have the same. type of policy with a $2,500 budget and the same for Tennis with a $2,000 budget, Harlenske stated that on the golf policy it does not say what happens when the budget runs out. Houtman stated it should be the same. Claycomb stated that the header should. be changed on the tennis policy. BOARD OF PARK COMMISSIOMERS"MEETING May 11, 2015 Page3of7 Hillman stated that the Golf Advisory Committee provides input on how the dollars are spent. He asked if there are similar committees for recreation and tennis. Houtman.stated that staff manages how the dollars are· spent and the Park Board is presented with the policies. Claycomb asked if we vote on all three policies together. Hillman stated we should take all three together; $2,000 for Tennis, $2,500 for Recreation and $7,500 for golf. Motion by Claycomb, second by Deatherage,IT WAS UNANIMOUSLY VOTED to adopt the three donation policies as amended (4-0). Item 3A: Aquatics Master Plan Revisions Houtman.stated that we have been meeting with DABs and the media, letting the public know' what our options are on how spend $18 million on construction for aquatics facilities. The question we keep getting is whether we want to spend it on existing structures or do we want to do something different with our aquatics activities. We will come back to the Park Board with our recommendations in July. Hillman stated that he is hearing that individuals. want more immediate action. Claycomb responded that these are major projects. Houtman stated that timing is always a factor to consider. It will take until 2017 to get through the process. Item 3B, 3C: Sponsorship Policy for Park Department.and Wichita Parks Foundation Houtman stated that we ha\te two Sponsorship Policies . that the Board reviewed last.month. One for Wichita Park and Recreation and one for the Wichita Parks Foundation. Hamm stated that the policies explain the types of sponsorships that are available. Temporary signage would be designed for inside.the recreation centers. Most likely a placard that can be changed out at the end of the commitment. Long-term, at least three yea.rs, would be for the outdoor shelters or pavilions, and be more permanent. City-wide sponsorship opportunities, such as programs, banners or scoreboards. We have also included golf even though.they have their own program. The policy specifies how to go about getting a sponsorship. Termswjllbe based on location and size of the sign, minimum of one year up to five or ten year commitment. The foundation policy is the same for any that they sell. Hillman asked if Mr. Houtman has had any prior experience with sponsorships. Houtman stated that he has. In Phoenix, they painted the bottoms of the swimming pools wi.th logos. We will not be renaming any locations. At this time we just want to see what interest there is. It is an opportunity to create relationships with the community. Allen asked how we get businesses interested. BOARD OF PARK COMMISSIONERS MEm.NG May 11, 2015 Page 4 of 7 Houtman stated that it would be first come, first served. Anyone interested would submit their request for us to review content. Hamm stated that Coventry has already approached us. Academy Sports will probably be our first business. Hillman asked how this affects those that have contributed in the past. Houtman stated that this is going to be strictly signage, not any type of structures: Motion by Hillman, second by Allen, IT WAS UNANIMOUSLY VOTED to approve the Sponsorship Policies for the Park Department and Parks Foundation (4-0). Item 4A: Recreation Update (Alan Taber/Sara Rasmussen) Rasmussen stated that she works at Linwood and Colvin Recreation Centers. They have started a before and after school recreation program. The cost is $3 per day, per program for K-5. We are licensed by KDHE. The program provides snacks, tutoring, games and activities. The after school·program received a $25,000 grant last year. This year we·received.a grant through National Food Service Management. We also offer extended after school hours for conference days. Colvin partners with the elementary school it shares a building with. Claycomb asked what the attendance numbers are. Rasmussen stated 16-18. Hillman stated that the county has master gardeners needing training hours that would be willing to help with the program. Item 4B: Golf Update !Troy Hendricks) Hendricks stated that rounds are up 2;500 for April. LW Clapp had the largest increase. Revenue is up. 2015 is the second best.year following 2012. The Golf Advisory Committee recently asked for a memo regarding season pass information. They wanted to know what the breakeven point was for our season passes. Data shows that our season passes are still a good value for our golfers. It also demonstrates that many of the discounts we offer.hurt revenue. We need to offer more specific discounts to generate rounds during off peak times, like our Early Bird special. Item 4C: Golf Advisory Committee Update (Troy Hendricks) Hendricks-stated that, in January, the Golf Advisory Committee voted on an attendance policy for Committee members. Allen stated that he has contacted Mike Williams, and he is interested in staying on the committee. Houtman suggested going through each district. Hendricks responded that Greg Ferris was the Mayor's appointee, Allen is District 1 and will keep Williams, District 2 is Vizzini and has Blaine Knott, District 3 is Hillman and has appointed Cindy Renard, District 4 is Deatherage and has Leon Lungwitz, District 5 is Palmer and has Richard Schodorfand District 6 is Claycomb and has appointed, and will keep,. Debbie Burch. BOARD Of.PARK COMMISSIONERS MEETING May 11, 2015 Pages of.7 Houtman stated that we.will send email communication regarding appointees. Claycomb asked what the outcome of the attendance policy was at the comniittee meeting: Hendricks stated that it was voted.in favor of. Hillman stated that a Park Board member has always been on the advisory committee and.asked who will fill Bryan's spot, Claycomb responded that we should check with the new commissioners, Palmer and Vizzini, to.see if they would be interested. Item 4D: Wichita Parks Foundation Update (Chris Highfill) Houtman stated thatthere are a lot of things going on. .The next big item is 4th of July party. We have added Jessica Lynn to the entertainment, We have collected-sponsorship dollars and are already planning next year's event. The foundation is working oil fundraising events. We have a volunteer that wanted to help create. a free day at each of our pools, one. per month in.June, July and August. Starting with McAdams, wewill market.this as free days sponsored by Kathy. Hillman asked if there is a representative from Delano on the planning committee. Hamm stated there are not any representatives from-anywhere atthis time. Hillman responded that there are.several people interested in working with us for the 4th of July everit. Allen asked if the free day will be advertised. Houtman stated that it will be advertised through our recreation centers. Hamm stated that the foundation will send out a press release as welt Item 4E: OJ Watson Park Committee Update (Hoyt Hillman) Hiilman stated that we have an active fish tank for bait. The park benches have not been fixed yet. We are waiting for CIP funds.to rebuild the shed. There are,some great opportunities for sponsorships at OJ Watson. The Cowtown Boat Ramp project has had about $30,000 of labor and materials. Monetary donations are coming from the Ark River Coalition and Greenway Alliance. Claycomb asked if this was the 50th Anniversary Year for Watson. Houtman stated that there is a whole agenda planned already as part of OK Kids Day on May 16th • Item 4F: Aquatics Committee Update (Tori Deatherage) Houtman stated that we wiU need Deatherage's help going through the information we get from the DABs. Item 4G: President Claycomb stated she has nothing. Item 4H: Director BOARD OF PARK COMMISSIONERS MEETING. May 11,. 2015 P�ge6of7 Houtman stated that the new guide is out. Originally we had Buddy the Bison on the cover; Later, we determined that Buddy the Bison was already trademarked, so the bison was renamed to Barry. We will be trademarking him. Barry the Bison will be at Council tomorrow. Superintendent update, we could not close the deal with salary negotiations with the #1 candidate. Houtman will expedite the process this week with two additional candidates. If that does not work out, we will start over with new interviews. Hamm added that Chapin Park Cleanup Day is coming up this Saturday. OK Kids Day is also this Saturday and also the Heroes parade. Houtman stated that there are more fun things planned with the recreation station at Naftzger Park. Kite day had about 200 people. Ken Evans introduced himself as the Marketing Communications Manager. Item 5: Adjourn Harlenske asked about the river ordinance. Houtman assigned an intern and another individual to look into the ordinance. Due to our intern's leaving we will put this on hold until July. We are interested in changing the ordinance, prohibiting motorized boating. We have support from police and fire. Claycomb asked about the Wichita State rowing team. Houtman stated they would be an exception. We are focusing more on prohibiting recreational boating. Harlenske stated that this would also include noise levels for residents and other dangers. This will provide police and fire clear direction. Hillman added thanontrol of the dam used to be manual, but now there are sensors in place. During recent rain the water was not over the sidewalks. Thanks to.storm water,.this works well. There being no further business, the meeting was adjourned at approximately 4:50pm. �m� Michelle Haun,Clerk BOARD OF PARK COMMISSIO�ERS MEETING May 11, 2015 Page"-7 of 7