Board of Park Commissioners

BOARD OF PARK COMMISSIONERS REGULAR MEETING MINUTES_ City HaH, 11th Floor Park Conference Room 455 N; Main Wichita, KS 67202 August 8, 2016 3:00 pm Present: Hoyt Hillman, Cindy Claycomb, Ron Allen, Chris Clark Absent: Chris Highfill, Troy Palmer, Tori Deatherage Also present: Troy Houtman (Director of Park and Recreation), _Penny Garding (Clerk), Elizabeth Harlenske (Assistant City Attorney), Matt Townsend, Troy Hendricks, Greg Olmer (Staff) Hillman called the meeting to order at approximately 3:05 pm. PUBLIC AGENDA NONE REGULAR AGENDA Item 1: Approval. of Minutes Motion by Claycomb, second by Clark, IT WAS UNANIMOUSLY VOTED to approve, sign and file the minutes of the July 11,,2016 Board of Park Commissioners Regular Meeting. Item 2A: Fee Waivers -Troy Houtman Houtman stated he wanted to bring information today, in draft form. He is getting inundated with requests for fee waivers for Park equipment, rentals, stage, services, etc. We want to be accommodating as much as we can; but there is the opportunity to incur a lot of expenses such as f overtime and staf time. In particular, the concern is our stage rental. He wants to_ see if we can come with a policy to address that. We did the same thing for Golf about a year ago. We put an annual cap of $7,500 per year and they have to put a formal request in letter form and demonstrate they are a 501(c)3. We set the criteria and review on a first come first served basis. We also ask them what value is there to the Department. Mr. Townsend has put together ideas on how to address these requests. Townsend stated that he, Mr. Dimer and Mr. Hendricks have set down and are crafting revisions to the existing fee policy. They are looking at setting a maximum cap on fee reduction at 50%. They did not specifically address waivers. The requesting group must show proof they are a 501(c)3 and registered with the State and federal government. Hillman inquired about the $7,500 cap and should it be listed in the policy. Townsend responded they had originally come up with $10,000 for a departmental cap. This would become public information. Hillman stated it is a great idea. Claycomb stated we addressed this several years ago and came up with the Community Event Schedule. We decided we would not waive or reduce fees at that time. The Park Board took it out to their constituents and asked if this was fair, and we made changes to thatpolicy. Claycomb is not in favor of giving waivers and reductions. Allen inquired how traveling athletic teams or clubs would get discounts. Townsend responded that for groups coming in from outside of the Wichita area, we have opted·not to offer them a discount. Houtman stated the discount would only apply to residents of Wichita. Harlenske added she works with the Community Events staff. They drafted a policy and gave preference to local and established groups _that come here on a regular basis. Townsend stated there are references to designated partners in the document. Houtman added we_have existing agreements with those peo_ple; they would not be affected by the policy. He added setting up the stage is time that is not budgeted and takes resources BOARD OF PARK COMMISSIONERS MEETING August 8, 2016 Page.1 of 5 away from normal maintenance activities. Houtman stated he just wanted to introduce this to the Board today and he will make a formal presentation next month. Allen inquired about where people would find thisJnformation after the process is completed and it has been approved. Townsend responded it could easily be placed at the bottom of our rental page. Houtman added there would be a check off list as well. Hillman asked how this process would hinder our runs and other events. Harlenske stated a lot of the.runs are "for profit" with a donation to a specified charity. She does not see any impact. Houtman stated our manpower hourswill be calculated and somethings are not going to be discounted. This is focused on stage and room rentals. We will have the cap setup on a monthly basis so when we hit a cap for a said month we are done until the following month. Harlenske stated one option is to require all requests to be in by a deadline for the following year. Hillman suggested rewording.the item about brochures. Townsend added fees for cleaning and incidentals would not be discounted. Houtman asked for emails from the board with their thoughts.. Claycomb asked what else could be included besides stage and room rentals. Townsend responded that there could.be class discounts for large groups. Houtman added pool fees. Clark stated he would support some nominal discountbut 50% may not be the right number, He also added ifthey are reaching out to City staff, they are already interested and just trying to see what they can get for free. Harlenske reminded the group that everyone needs to be treated the same. Item 2B: Encroachments -Troy Houtman Houtman stated encroachments will go back_to Council on August 16. Item 2C: OP projects and annual implement plan - Troy Houtman Houtman stated we will beworking on our CIP projects and annual implementation plan and will present to Park Board next month. It's all about how did we spend and how will we spend this year's dollars. The how to deal with what is left over. We will meet internally next week to prioritize list of items that still need to be done. As part of our PROS plan we will bring the implementation plan to the Board. Item 2D: Stryker- Troy Houtman Houtman stated therewas an article in the·newspaper recently about Stryker. Through Star bond funds we might have an opportunity to upgrade fields and enlarge the area as well. The purpose is increase tourism dollars by bringing people in for tournaments. A side benefit is additionai amenities for us to use. for our community. We are putting a plan together. Scot Rigby wants to give a presentation next month and get Board approval. Clark inquired about the management shiftingto Sports Forum personnel. Houtman responded we will develop a partnership, similar to Wichita Ice Center and Lawrence Dumont Stadium, there is a fee we charge for them use these City assets. Hillman asked if we would get funds back into Park. Houtman responded that is the only way he would want it done. Claycomb asked if owned by Board of Park Commissioners or City. Houtman responded it is City. Item 2E: Chrome bull- Hoyt Hillman Hillman stated the Chrome tiuli on Mclean Blvd, on old Park Board property, needs a plaque on it. He has been working with Larry Hoetmer on plaque details and design. Item 2F: Redbud Trail and Jesse Chisholm Cabin Hillman stated the Park Board mows and maintains the property along Redbud Trail. There is a perfect corner where Jesse Chisholm built his cabin. Propose installing plaque. Both of these plaques would be installed by the first of year and be flush to ground so can be mowed over or on a stone that could be worked around. Item 3. Continuation of Prior Business NONE. BOARD OF PARK COMMISSIONERS MEETING August 8, 2016 Page 2 of 5 Item 4A. Recreation Update (Greg Olmer) Olmer provided follow up on July events: Yoga in Park at Central Riverside Park, a partnership with Genesis. They provided three instructors and we had one from the rec centers; the Mobile Rec Station was at Buffalo Park and Harrison Park. We have three new 16 foot feather banners: Wichita Park & Recreation, Community Event, Come Join Us!. They have been very helpful in drawing people in to events. The yoga event had over 100 people. We had a bit of an issue at Chisholm Creek Park and Great Plains Nature Center. There was some graffiti vandalism on signs, boardwalks and sidewalks with Pokemon Go-references. We annou_nced our Summer Selfie Promotion winner. September will update with final summer camp numbers, pool attendance. Extended Summer Activ_ity Camp for a week.at Evergreen and _Colvin. Next month we will have National Night Out and our Dog Days of Summer event at College Hill pool. Item 4B: Golf Update (Troy Hendricks) Hendricks provided a golf update including the Rounds report. Auburn Hiiis is up 7% year-to-date, despite all of the rain. Rainfall for the year are at 6.B7" for August. That is S" over annual for Wichita in August. Year-to-date rounds and revenue are both down 2%. Net income shows us being in the negative $93,000. The Profit & Loss Statement for July shows someone allocated 6 months of debt service payment already. They are working to get that corrected. If you take that out it would go up $167,000. We are working with water utility to figure out why Clapp had an $18,000 water bill in July. July comparisons, if we took off that $167,000, we would be at a negative $60,000 in revenue for the month. This is mostly due to the weather. This week starts our third week of our Six Weeks ofSavings promotion. So far our statistics are showing the first week our revenue is up $1,200 and our rounds went up 192. The second week revenue and rounds went down. This week the.promotion is a little different, half price greens fee week. We are trying different things, We are using all of our marketing means to get discounts out. Hillman asked if there is a process to approach new guys coming into McConnell AFB. Hendricks responded McConnell does not let you distribute or post anything on their property. Hillman suggested community relations department or something. Hillman offered to check irito it. Our email database has grown for the year from 4,033 to overS,600 now. Total app downloads year-to-date have been 4,764, those that are still using app are about 4,000. Our Facebook followers has doubled in the last year. Item 4C. Golf Advisory Committee Update (Troy Hendricks) Hendricks stated the Committee met last month before last Park Board meeting. They have a lot of questions about things we are doing. They are interest in having a joint meeting to make sure everyone is on the same page. They sometimes feel no one is· listening. Houtman suggested in September to dedicate certain section of the meeting to golf items and invite the. Golf.Advisory Committee to attend. It would be advantageous to set something on agenda for September. Houtman asked Hendricks to make sure they are aware and that they have a seat at the table to do their presentation. Item 4D: Wichita Parks Foundation (Troy Houtman) Houtman stated they are still working on developing their identity, recruiting members and developing some subcommittees to get some work done. What is happening is that an idea will come to the board and they say that is a good idea, but then no one is willing to execute. Through developing more volunteers and being more specific on the goals and needs, we are going to get more things taken care of. The fireworks went well and will be the signature event going forward. Looking at some CIP items to do some fundraising on. Item 4E: OJ Watson Park Committee Update (Hoyt Hillman) Hillman stated that there are lots of things happening at Watson. After the train was put in we offered expanded discount ticket packages. The ADA fishing ramp not complete yet. The Wicked Island project BOARD OF PARK COMMISSIONERSME£TING August _8, 2016 Page 3 of 5 is progressing well. Miniature golf hole #7 is being fixed today. The railroad crossings have not been completed yet. We have.seven teams playing sand volleyball this summer. Overall income is up $7,000 over.last year. Would like to see District rep take over Watson Park so he can focus on District Ill's needs. Item 4F: Aquatics Committee Update (Troy Houtman) Houtman stated it was not feasible for Brian Hill to run all the pools and OJ Watson Park and work on the Aquatics Master Plan. He is finishing up season and will put togetherthe proposal to share with the Council. He is putting together in the next week.or so and the City Manager will take to each councilmember individually and then Houtman will make another presentation to Council in the September or October timeframe. We are hoping in thattimeframe to have an adopted Aquatics Master Plan. The five pools open, five pools closed and adding additional splash pads option makes the most sense and is fair and equitable. Claycomb inquired about the Aquatics Master Plan being a hole in the PROS Plan,.but you found a work.around and can get around that with accreditation. Houtman responded yes. Hillman inquired if we have always run at a loss on pools. Houtman responded yes. Hillman then inquired about what other income producing processes do we have.th.a t could utilize those saved dollars. Houtman responded that we will continue to get same dollars, will be able to operate those five pools a lot longer and more effectively. Instead of having to close one day of the week, open later or close at 5:00, we will have longer hours. That will create revenue, butthose dollars will go back into General Fund. Hillman inquired if the funds are from a Park Board property it goes back into the General Fund. Houtman responded yes, any kind of revenue we make goes back into the General Fund. Hillman inquired about.the hours of the interactive splash pads. Houtman responded they are set on a timer so they run from 10:00 a.m. until 8:00 p.m., Buffalo is open until 10:00 p.m. Allen inquired about the splash pad at McAdams not opening next summer. Houtman responded there is no way to get that done. We have not approved the Aquatics Master Plan. Then he would have to have design done, bid it, build it and then get it ready to go. Buffalo Park was a year process. The delays are a result of the Aquatic Master Plan not getting approved. If we do close McAdams, that will be the first.place we put a splash pad. ltis a matter of priorities and what people's concept of how a pool should be used. Some members of Council that believe we should not be in the pool business at.au. Claycomb added it would probably be a good idea for each of us to reach out to ourcouncil member if we feel strongly about this. Houtman responded most definitely. He was.hoping and encouraging this. Item 4G: President (Hoyt.Hillman) Hillman commented a good tree to plant in Wichita isthe Pistachio Tree. They are very drought tolerant. He would like to visitwith Olmer and Houtman about some of the upcoming Chisholm Trail events for 2017. He appreciated seeing the Delano Pathway on the CIP. The Big Arkansas River will be lowered this.week. We will be working on the ramp at Cowtown. He has heard that.Public Works is planning on lowering Little Arkansas during the second half of September. Item 4H: Director (Troy Houtman) Houtman stated.that you guys are the eyes and ears, please feel free to give him a call if you see or hear something. We submitted our two deficiencies for CAPRA. We have now passed all of our required standards .. We missed six of non-required standards, well within the limits. We expect to receive our accreditation atthe convention in September in St Louis. The PROS plan passed even though did not have the Aquatics Master plan done. We will take to Council anything on the Aquatics Master Plan. We are working on Pracht Wetlands project. An architect has been hired for the design. We took Council on the same tour of Crystal Prairie Lake Park that you took. We will start to work on some new projects. We are looking at several grants that will have a huge impact; we will share those when we get them turned in. We. had a good summer with good programming and pools. We have had a lot of struggles with our contract mowing. We are going to come up with a new game plan for next year. Hillman asked how Lawrence Dumont Stadium is doing. Houtman responded the Wingnuts do not share their day to BOARD OF PARK COMMISSIONERS MEETING August 8, 2016 Page 4of5 day operations with the Park Department. Some initial reports indicate there have been more spectators coming in. There have been improvements to the scoreboard, seating, sound system and a couple other things. The NBC Tournament going right now as well. We are responsible for the infrastructure and major maintenance of the major components. They pay us a yearly lease. They pay for the majority of utilities particularly during season. Harlenske stated she was pleased to get the notice that the Secretary of the Kansas Department of Wildlife, Parks and Tourism approved river ordinances. They are officially in place. Houtman inquired about how we want to handle elections. It is time to discuss them. Harlenske stated it is in the bylaws. Election of officers shall be held in September. Nominating committee consisting of the First and Second Vice Presidents shall by appointed by the President at the July meeting and the slate of officers presented. Houtman stated we are a month behind. Since Deatherage is not here today asked if you would like to select a committee so we can bring the nominations to the next month's board meeting. The First and Second Vice Presidents create the committee, Hillman is First VP and Palmer Second VP. Claycomb stated she has been on the nominating committee for the past few years and they have done it all by telephone. We will have a slate for next meeting. Claycomb announced Clark received an Innovations in Business Young Professionals of Wichita award. ng was adjourned at approximately 4:29 p.m. BOARD OF PARK COMMISSIONERS MEETING August 8, 2016 Page 5 of 5