Board of Park Commissioners

Board of Park Commissioners 11• � Regular Meeting Minutes iiJ ,.a__ .& wr Monday, July 8, 2019 3:00-5:00 P.M . 455 N Main City Hall pt Floor Board Room Wl[HIIJR Wichita, Kansas 67202 Members Present: Bill Ramsey, Hoyt Hillman, Tori Deatherage, Ty Tabing, Eddie Fahnestock, Troy Palmer Members Absent: Alejo Cabral City Staff: Troy Houtman (Director, Park & Recreation), Penny Garding (Clerk), Elizabeth Harlenske (Assistant City Attorney), David McGuire, Reggie Davidson, Troy Hendricks, Gentry Thiesen Item Descri!;!tion Call to Order Eddie Fahnestock, President, called the meeting to order at approximately 3:01 p.m. Announcements There were no Announcements. Public Comments There were no Public Comments. 1 Approve Minutes Recommended Action: Approve, sign and file minutes of the June 10, 2019, Board of Park Commissioners Regular Meeting. Motion by Ramsey, second by Deatherage, IT WAS UNANIMOUSLY VOTED to approve, sign and file the minutes of the June 10, 2019, Board of Park Commissioners Regular Meeting {6-0). 2 New Items for Consideration There were no new items for consideration. 3 Continuation of Prior Business There were no prior business items for consideration. Houtman stated we have completed everything. One thing that popped up is regarding the Golf Advisory Committee. In past meetings we have talked about what is the future of the GAC, how does it play a role, what are the responsibilities. That committee has been around for 10 years. They have been very beneficial to addressing a lot of the golf issues. Primarily most recently working on the Clapp situation and the pass that we have implemented. They have also addressed a lot of customer service issues and items. That is part of why this committee was formed. Staff is looking at working with the public directly regarding a lot of the customer services issues. We talked a little about some of the members were interested in moving on; there may be some that still want to serve. In general the GAC has completed its assignments. We talked about if there was an opportunity to dissolve the committee that might be something to talk about. Also, golf would still be a BOARD OF PARK COMMISSIONERS REGULAR MEETING July 8, 2019 Page 1 of7 really important part of the Park Board. If there are large items or particular policy items, we would bring it back to the Board and if needed we would create a subcommittee for a specified amount of time. Those are the things discussed and they wanted brought to the attention of the Park Board for consideration. Maybe change how we use the GAC; dissolving it for now but bring it back if and when we have specific items that we want to address regarding policy. Fahnestock added this past year has been hectic for the GAC, and for the Park Board. Nine or 10 years ago when this committee was formed it was not ever the intention for it to be a long standing forever type of committee. They tackled huge issues in our community and handled it gracefully and did a tremendous job. Maybe we can put in there that the current committee members get the first right of refusal if we need to set up a taskforce in the future. Most of the customer service issues can be handled by staff. Houtman added the GAC was more involved in advising and not being involved with the day to day operations. He is finding more and more the GAC is being more involved with how we do day to day operations at the golf courses. They are supposed to be advisory and we want to make sure we take their advice and work with them on their suggestions. We also get the opportunity to work directly with the other golfers in our community as well. Fahnestock asked if this was a staff recommended item. Houtman responded he noticed and talked to some of the GAC members and operations staff about it. It is something they would like the Park Board to consider. We could be a bit more objective regarding day-to-day operations, but also on how we handle issues. Not every customer service item needs to go through the GAC. We have great and talented staff that can do that. It is important that we consider what the big policy issues are. And when those come up we need to get this other input back involved. Ramsey stated he has seen more input from the public than from the GAC, with the ad hoc committee. They have been here regularly. You are right, going directly to the public seems to be a better way. He has not been quiet about his displeasure with the GAC in that we still ended up where we were and they had lots of time to make suggestions. And, they waited until the very last minute to come through. He has not seen them as a very useful function, contrary to what you have stated. Going to the public and having meetings with them, hearing from them is going to give us a much larger benefit. Hillman stated understanding we are on the verge of introducing the new annual pass process. That is an opportunity for the GAC to review that process and see how it is going to work. We have four golf courses remaining and they are already behind for the year. The trend continues for all of the golf course over the last several years. He cannot suggest an improvement on the process that the GAC has got. He sees it as valuable part of the process at this time. They have made several recommendations, including the pass, that have been done. He would like to see how that gets audited and if we show an increase and growth over the next couple years. Palmer responded we don't need them to see that growth. The work is done as far as the pass, now we collect the data. Hillman stated you have to show whether there is a growth in profit on the bottom line. Palmer responded isn't that what staff's job is. Hillman responded yes. Palmer added he does not understand what having the GAC moving forward would have anything to do with how the pass does or does not do. He agrees with Ramsey, if you look at the multiple meetings we have had, one or two of the GAC came to the meeting. More of the ad hoc people were the ones that were BOARD OF PARK COMMISSIONERS REGULAR MEETING July 8, 2019 Page 2 of 7  talking, loudly, through those meetings, not the GAC. The GAC, behind closed doors were supposedly talking a lot. He doesn't see any reason to keep it around. When it was formed 10 years ago it had a purpose. It was not ever meant to be this long. It was not meant to be that they were the voice of golf in Wichita. Unless you can come up with a reason for them to audit the pass, which is staff's job, he can't support keeping them. Ramsey added if the GAC was being as valuable as you are trying to say, the ad hoc committee would never have had to form. They saw a need that nobody was speaking out for golf. Hillman stated it would be a complicated answer, but he understands and appreciates what you are saying. The appointments that the Park Board members made often times related to the amount of time and effort and enthusiasm that was put forth from the actual committee members of the GAC. So are you suggesting that we put this on a new item for consideration for next time? Fahnestock responded no, we can vote on it today. It has been continuing under the Golf Advisory Committee Updates. Hillman responded it would be difficult to take an action on any of this without putting it on the agenda. Then planning for it with public response for the next meeting. Harlenske stated that would be her strong suggestion that it go on an agenda, with comment allowed. Tabing stated he thinks further discussion makes sense. He is curious about what sort of additional expertise they provide beyond what staff already has. If there is real merit in keeping them around maybe they meet less frequently or have shorter meetings. Maybe there's a way to reduce their commitment while still providing some of the expertise we are seeking. Fahnestock stated this would be a situation where you would put them on call and if a large situation arises in the future, then we would give our appointees a phone call and ask if they want to sit on the task force. Palmer get the ad hoc committee, they are more involved in our meetings and have the most experience. But having Schodorf and Ferris, they just didn't come to the meetings. The ad hoc committee came and spoke. Ramsey stated Schodorf did show up and speak to us once. Schodorf did invite him to lunch, they met and had a good conversation. The entire ad hoc committee invited him and he met and talked with them. They followed up and talked with him several times since. He feels the public has taken a bigger interest in what is going on. Palmer added we can't vote on the ad hoc, they are a body of people that don't have any say. Ramsey stated to be fair Cindy Renard was on that group and also a part of the GAC. But she chose to come with the ad hoc instead of the GAC. That says something. Hillman stated his appointee was very vocal and participated very much and had input that was valid at the time. Not all of the GAC members even played a lot of the city courses. So when we make an appointment and do so in the future, when we make recommendations, we want somebody that will speak up and participate in the process. Motion by Hillman, second by Palmer, IT WAS UNANIMOUSLY VOTED to put the Golf Advisory Committee future on New Items for Consideration for the August 12, 2019 meeting (6-0). 4 Recreation Update (Reggie Davidson) Davidson shared June activities Great Plains Nature Center OK Kids Day was held on June 1 and had over 555 in attendance for Home on the Range. Some of the activities included seed ball making and fishing and archery clinics. They are trying to get more activities taking place at BOARD OF PARK COMMISSIONERS REGULAR MEETING July 8, 2019 Page 3 of7  the GPNC and activate that area and utilize the new pavilion to offer new programs in conjunction with some of the schools in the area. Lynette Woodard Recreation Center is real active and has expanded their programs and classes. We had over 587 participants in June this year compared to 448 last year. We are doing some different type classes. We had a new program that was an Edged Weapons Defense Course. It had 10 participants. There were a lot of other classes there that were full or close to full and enrollment was at 85% for classes offered. We continue to offer more of the classes for tots and youth to keep them engaged so we can do some programs we want to offer for older teens. McAdams Recreation Center was really busy during the month of June. They hosted the Juneteenth Celebration in conjunction with WSU. Over 1,500 people came out during the week-long celebration. There was a lot of good support from our team with David's group setting up the stage for entertainment to preparing the facility so it was in great shape for everyone coming in to see it. On the 29th, in conjunction with the NAACP and the Community Voice newspaper to offer a summer concert series. There was one in June and another coming up in August. We continue to offer different community events on site. Ralph Wulz Riverside Tennis Center is expanding and continuing to reach out to our youth to get them involved. For the first time the center hosted the USTA Junior Team Tennis program. In the past they have done it at different locations, and the Tennis Center was one of those sites. This year they hosted the entire event on site and had two teams going forward to Tulsa for the Missouri Valley Sectional Tournament. We have been partnering with USTA to raise awareness about tennis and getting people involved. We have a partnership with the school district to raise awareness and reach out to some groups that may not traditionally be involved in some of the programs they have. As part of the Juneteenth Celebration there was a mural that was done on the McAdams Antoine Carr Basketball Court. It was all done by volunteers. They did the artwork and gathered donations from Sherwin-Williams for the paint. It was done over a three to four day time frame. Palmer inquired if it was all donated. Davidson responded it was donated. Sherwin-Williams came out and did the measurements for the amount of paint that would be needed for the project and got approval from their corporate office to do it. When they got there, the person had miss-measured so they needed some additional paint, we had to use some funding from the scholarship fund at McAdams to make up the difference. All of the design, the work that went into doing this, was all volunteer. Sherwin-Williams that paint should last 7-10 years. The group that did the project committed to being available to do any touchup needed. Sherwin-Williams budgeted yearly updates for paint. Palmer inquired if it could be clear coated to make it last longer. Davidson responded he is unsure with it being on concrete how they would manage. The paint they gave us is supposed to be long lasting. 5 Golf Update (Troy Hendricks) BOARD OF PARK COMMISSIONERS REGULAR MEETING July 8, 2019 Page 4 of 7  Hendricks stated we do not have any financials for the month of June; the month has not closed yet. We are down 9% in rounds year to date. For the month of June they are down only about 1,000 rounds with the rainfall in June. It was less than what it was in May. The superintendents keep track of the rain at their courses and are all at about 6-9" of rain. We have been working with Treasury and the software provider and now have the new module in place. We have reached out to about 10-12 people whose passes are currently expiring to see if they want the new pass plan and use them as our test people. We will send a link to fill out the paperwork on line. It will come back into us and be held on a secure server that will only be accessible by two or three people. It will have everyone's banking information so we don't want it to be available to a lot of people; that is why they are only available online. That way you don't walk into a golf course to purchase the pass and fill out the paperwork it is not set on the counter and available for anyone that walks up to the counter. We will stop selling our current pass plan on July 21, and then on July 22 we will start a presale for the new pass. They will have about nine days if they want to move into the new pass, they can fill out the paperwork online. It will be on our website. We will process that information and have it ready to go on August 1. We are also going to have a disclaimer stating there is two day processing. If you purchase it today and expect to use it tomorrow, we want you to know it won't be availa�le for at least two days. You will get an email letting you know when it is ready. If you purchase it on Friday after 12:00 pm it will not processed until the following Monday because there isn't anyone working on weekends. If the Monday happens to be a holiday it won't be processed until Tuesday. We are working with Copp Media to get some ads put together. Radio and TV ads will be going out the end of this month along with our Facebook posts and email blasts. Palmer inquired if you would be able to go the course to fill out the paperwork online there? Hendricks responded if you don't have access to a computer you can go to any of the libraries and do it. You can go to one of the golf courses and they should be able to help you get online there too. Palmer stated with today's technology you can't process their payment any faster? Hendricks responded we also have to go into our point of sale system and put the information into it. If we get 100-150 in one day we don't have staff to do that. There will only be two or three people with access to that file. Hillman stated he assumes if you go to a golf course and work with the golf professional to get your card applied, the professional would then let you play a round that day. Hendricks responded no, there is information that has to come in to verify it and then it will go out. If you go to the golf course to get it done and they were to let you play, then you go to another course the next day and they have not sent you your email, that other golf course is going to tell you no because they don't have your information. Fahnestock inquired on the two day processing if that is up to 48 hours or could it be approved in the next matter of minutes if it's here. Hendricks responded if we are caught up and we get 20 in overnight, then we should be able to get those 20 processed today. Then they would be able to go the next day. There are some things the golf professionals have to do when passes are purchased online. The person gets an email telling them what to do. Fahnestock inquired about the renewal in a year, will it still be the same processing. Hendricks responded after one year it goes to month-to-month. Palmer BOARD OF PARK COMMISSIONERS REGULAR MEETING July 8, 2019 Page 5 of 7  asked how are telling all pass holders today that they are going to new system. Hendricks responded they are sending emails and push notifications on the app. Palmer asked if there had been any response. Hendricks stated the current passes that have just been purchased will not go away. They will stay in effect under their current plan. Palmer inquired if we would convert their current pass. Hendricks responded no, we have been having this discussion since April. Houtman added we have told lots of people. We will be running the two passes parallel until the one expires. Deatherage stated she can see the two day waiting period hindering sales. Could a voucher be issued that could be used at a later date? Hendricks responded that is something to talk about. We don't want people filling out the paperwork and giving it to someone at the golf shop. Deatherage asked if there would be some way for them to sign up in the golf shop. Hendricks responded no, the information would need to be input into the POS system. Fahnestock asked if the club pros are up to speed on the new passes. Hendricks responded they have a meeting on Friday. Ramsey commented we are a nation of instant gratification. Hendricks stated we sent them the link. Deatherage asked if the process is mobile friendly. Hendricks responded yes, along with the website. Fahnestock stated it is trial and error and is glad to see it being tested early. 6 Golf Advisory Committee Update (Eddie Fahnestock} Fahnestock stated we already talked about everything. We will defer additional discussion to the August meeting Hillman stated about a week ago he was informed of a change to the GAC meeting. He would like to have his new replacement appointee approved: Dale Goter. Motion by Hillman, second by Ramsey, IT WAS VOTED AND APPROVED to accept Dale Goter as Hillman's appointee to the Golf Advisory Committee [S-l{Palmer)]. 7 Wichita Parks Foundation Update (Troy Houtman) Houtman stated they had a great July 4 event and the fireworks were very good. KAKE-TV did a great job and broadcast from the event throughout the evening. Plates for Parks has sold about 800 plates. They have paid back to the City the initial investment. They continue to look at new ideas. Hillman stated next year is the 150th celebrations. That is a great opportunity to plan an additional event or two, or re­ label some. Houtman stated they are looking at something for the Fourth of July and the new baseball stadium. There is a separate committee working on the 150th celebration activities. Visit Wichita will have the full calendar of event. 8 OJ Watson Park Committee Update (Troy Houtman) Houtman stated they are looking at hosting some concerts this summer. 9 Aquatics Master Plan Update (Troy Houtman} Houtman stated we are getting close to final designs. The architect, consultant and staff will review suggestions on design. We hope to have construction documents by end of the month then at the end of August go out to get bids. In October we hope to be moving dirt. 10 President's Update (Eddie Fahnestock) Fahnestock stated he has no update at this time. BOARD OF PARK COMMISSIONERS REGULAR MEETING July 8, 2019 Page 6 of7  11 Director's Update (Troy Houtman) Houtman stated Wichita has been named an All American City. He was part of a group that went to Denver to represent the City. We were one of 10 winners out of thousands of cities. Some of the things that were highlighted in the application were: League 42, Open Streets and the work of Wichita Police Department. Deatherage asked if the application is published and can we get a copy. Fahnestock stated we have not received this award in over a decade. Houtman responded the last one was in 2009. We are working on Open Streets coming up on September 22. 12 Adjourn There being no further business, the meeting was adjourned at approximately 3:45 p.m. The next regularly scheduled meeting will be held on Monday, August 12, 2019. Eddie Fahnestock, President BOARD OF PARK COMMISSIONERS REGULAR MEETING July 8, 2019 Page 7 of7