Board of Park Commissioners

Board of Park Commissioners Regular Meeting Agenda Monday, June 8, 2020 3:00-5:00 P.M. CITY OF https:/Jyoutu.be/r- ha4TgN9A WICHITA Members Present: Hoyt Hillman, Eddie Fahnestock, Tori Deatherage, Ty Ta bing, Alejo Cabral, Dale Goter City Staff: Troy Houtman (Director, Park & Recreation), Elizabeth Harlenske (Assistant City Attorney), Penny Garding (Clerk), Reggie Davidson, Troy Hendricks, Gentry Thiesen, Emma Li-Wormington, David McGuire, Mark Manning, Shawn Henning Absent: Troy Palmer Guest: Clayton Pearson �. Item DescrlDtion call to Order Eddie Fahnestock, President, called the meeting to order at approximately 3:03 p.m. Announcements - None Public Comments Oayton Pearson, wanted to go over feedback he has been hearing about Clapp Park and the master plan. He had two pictures to share. A concern is the idea that an under emphasis of accessibility to the park, particularly for pedestrians, cyclists, people on scooters, anybody that is not driving. Thinks the park can be successful just with the surrounding neighborhood. From a pedestrian or cyclist perspective he views Clapp Park as isolated, because of Harry Street, Oliver and Mt. Vernon. It is difficult to get to the park safely, comfortably or easily from those three roads. Mt. Vernon has an opportunity, there are current plans for converting the street to one lane in each direction with a center left-hand turn and bike lanes. Accessibility with the existing sidewalks and multi-use paths, and the quality of the crossing on Mt. Vernon is poor. There is opportunity there regarding the elementary school. Your most in demand and anchor tenant at the park is that school. If you can make the south side of that park where the kids want to go afterschool, and for school programming, you would go a long way to ensure its success. Some possible ideas and suggestions of how to accomplish that, focusing on raised pedestrian crossings on Oliver, Harry and Mt. Vernon, and directly connecting future bike paths to the south entrance. The number one priority in improvements in getting to the park should be focused on making it easy for kids to go to school. When you do that from the west, south and east, half of your work towards making the park a success could be accomplished. While talking to Botanica and Riverside residents there was a mention of some interest in a round-about in Murdock and Amidon. He would be in favor of that and feedback from other residents seem receptive to that. Houtman shared they have been meeting with the master plan team and will take your information and notes from this meeting to them. These are things we have talked about. We are still trying to figure out what are we going to do as far as programming and activities. Pearson clarified on the first picture, the area highlighted in blue is what he is approximating is within a 15-minute walk of the park. BOARD OF PARK COMMISSK>NERS REGUlAR MEITING June 8, 2020 Page 1 ofU  Eabra I asked pertaining to the master plan, are.we look_ing _at the pa_rk itself or are we also [ncludingJhe roads,surrgunding t_he park. Houtman responded·what·he is working.on is within the park and·on,park land. We can work with the·.other·departments regard.ing flow o traffic, specific bike lanes and access with wa_lkjng'and bicycling: He,is meeti_ng.later with the Bike Ped_ �oard,ai tb.e site to talk about acc�ss to the park. Cabral asked if Park Board support-Would lielp move it alon·g. Houtman responded that is something when we:get more into the:maste'r p 'lan there wi'u'.be an opportunity to·presentit to the P,ark ·Board. Tabing inquired about.the.round-about·atMurdock and Amidon. Has that beer\shared with CoUncilm·embef Cindy claycomb? What'liind'of feedbaci did you.receive from,her?Pearson responde_d he'is noi a·ware.of.Eindy's level ofaware'ness:and involvem_eni. He does know she has been·receiving.feedback from ·area,resider\ts about conceins:about speeding, motorcycles and safety issues in !lie.North Riverside:area. He-understood there .was goingto beJraffic study due to a new apartment complex wming in thenort_h si_de of Sim !'ark. He has not addressed this with her b_ec_ause he wanted to get a feel forwhat do-the residents Want, along Amidon ahd along Murdock. Most peciple either like'the.idea orare receptive to hearing more about it.. Goter asked wh·o Mi. Pearsor\"is and whathis.backgfouiid is. Is this part of an organized citizen group? Mr. Pearson responded his motives,for talking about this is'over.the past couple years h� has b_ecome1more of a bike commuter, wliich changesyqur perspective dramatically. His speaking today is.not ari organiie'd effort, just him. He does-talk'to and share notes with. the Bike Waik Wichita and has personal friends near Glapp. Park. Fahnestockthanked Pearson for.tiis feedback. 1 Approve Min°utes Recommended Action: Approve; sign and file minutes of ihe May 11, 2020, Bpard of Park Co111missioners 13,_�gularMeeting. Motion by Faliiiestock, setona liy Cabral, IT WAS UNANIMOUSLY VOTED to approve, sign and file the minutes of.the i\llav.,h, 2020, Boa_rd of Park Commissio_ners Regular Meeting (6- 0). 2 Riverfront Legacy Master Plan Houtman stated there has been n9 updates. He•suggested removing this as a standihg•item. ·W'e car, putitback on:if itsomes•IJ�ck, There i�,nota lot.of mov�ment-with this project. Tabing statea:he-h,fa.not hea"rd. anything'.either. Cabral indicated ,the"same. We should take it off for tlie.time,being. 3A Mc/1.dams_Pool_ �e.naming.(Genl:ry Thiese11) Tliiesen stated pocil'segregation,has beeh,ah example of systemic racism historically that has limited the:.accesS::of llfrican;/1.mericans.to swimming fa_cilities. This:issue,was prevale�t.in \Nichi_ta:so a,poolwas constru_cted in McAdams.Park in:1969.to establish more,equal,access tci swimming cip'portunities. lfw'as desigiled.by•a renowned black architect in our , community;,_Cliarles McAfee;who•was importa11t a_t �he time and c_onti_nues to be'i_mportant to_day. For his•design he received an award from;the American,lnstitute cif'Architects for Mc:'Adams:Pool. It is'cine of mahy of his award winning projectsJn Wichita.and:nationaliy. McAclams Pool is currently undergoing renovaiion,as part ofjhe Aquatics Ma.ster plan Phase. 1, apcj0 [s expected to be.operational next summer. The.qualifications Mr. McAfee meets·to rename the pciol in:his honor: the advanced raciai equity:in Wichita ln the field of a_rchit�cture in'th�''6Qs and ?Qs; �e esta_blis_hed a_ nai;o_n_a_lly recog�ized architecture firm headquartered,in Wkhita;,as well:as his affiliatioh,,With aware Wihilihg ·projects:locally ahd BOARD OF,P�R'i( (OMMlSSIONERS.REGUl.AR MEETING June 8, 2020 Page 2 of 11  nationally; and the recognition and service as a past president of the National Organization o Minority Architects. �ccording to City Council Policy 13 the Board of Park Commissioners is acting as the naming committee and consider the following observations as accordance to the policy: he has made a.significant contribution to the city in the form of racial equality advancement and �he expansion of aquatic opportunities in the McAdams neighborhood as well as being.primarily responsible for the existence of an award winning facility. It is the recommendation of Park and Recreation staff that the Board of Park Commissioners approve the renaming of McAdams Pool as the Charles McAfee Pool. Cabral thanked Thiesen and the Park staff for the presentation and providing the information ahead of time. Motion by Cabral, second by Hillman, IT WAS UNANIMOUSLY VOTED to rename the swimrning,pool at McAdams Park to be renamed the Charles McAfee Pool (6-0). 5 Recreation Update (Reggie·oavidson) Houtman stated we are getting ready for summer. Fortunately we are able to begin some of our part-time seasonal staff to get things started in recreation centers. We are still in a holding pattern regarding decisions for swimming pools. Once we find out we will be able to react one way or the other. We are ready if we need to open them and also ready if we need to "moth ball" them for the summer as well. Same thing goes for the splash pads. Davidson stated a lot of time has been in preparing for opening rec centers the first of June. As part of that we have been working closely with Public Works to make enhancements and safety procedures for COVID-19. All restroom facilities have transitioned to touch free toilets and sinks. All common·areas in the facilities are required to wear masks for entering. We are preparing for our summer camp programs coming up as well. All staff will be wearing masks during the time they,are in the facilities. Campers will not be wearing in the program but will wear them on field trips and on busses being transported. We researched on allowing minors to wear masks or not .. The overall consensus was that with the age group we are serving they tend to touch their faces more, so that impacts them more than not having a mask on. We are going to encourage them to continue washing their hands and sanitizing throughout the.day for safety precautions. We open our athletic facilities. At South Lakes we started doing some tournaments that have planned.for the sumrner. The first was this past weekend. We had over 60 teams that participated. We hav.e tournaments scheduled every weekend through the end of July. As part of that, we have implemented policies and procedures.for safety, limiting the number of people coming to the games, not allowing them to do any hand contact between games. We also have cleaning and sanitization happening with the restroom facilities to keep those clean. There are sodal distancing signs for the concession stand area. We are doing some differe·nt programming at the rec centers. One thing that is popular is pickleball at our different rec centers. We have expanded that to have it available at about every rec center in the city. We put in lines for courts at McAdams and Evergreen to encourage people to use those during the summer. The pricing is the same for each location. We are starting June 18 with a program offered in District 1 is a Free Summer Youth Program for kids aged 6-18 years of age. This is in partnership with Councilman Johnson, who allocated some of the Hyatt F,unds he had available. This year we offer on Friday nights, free to the community.forkids·6,18. We will have structured activities available and in partnership with WPD, a presence there to provide security and interact with the young people. We will also have food on site. This is our third year doing this. BOARD OF PARK COMMISSIONERS REGULAR MEETING June 8, 2020 Page 3 of 11  We are also planning our summer campsthis year. ·summer Activity Camp at t�ree loca_tion_s. We had to transition from Golvin to McAdams because the.school district inioropening that campus during the sunimer. We are still working to serve those young people:in that community and working with First Studentto proviae.transportation from,the;Colvi,n, site to llllcAdarns·for those that signed up from that area. That allows,those,from the Planeview community to participate.in camp. We are also partnering again with Housing to provide scholarships to"those who qualify. ,Also' with USD259 where we will be;doing our s�mmer meal - .. program . . . this year for those' sites. '' -- . One ·- thing . ' we .. are doing . different this·year is instead of opening it fort he:comn\unity it will just be.for program participants only. It helps'us monitofwho:is coming in and out of the facility,,as another safety precaution. Summer of,Discovery,is also opening,during•the same,tin\eframe. We•will have,three other camp 1o·cations. we were abie·to get adaitionalJunding,to expanilscholarships for sob, ,which;we have,n,o,t done in a while, I/Ve also were al.Yarded �e>me•funding thre>ugh Fidelity Ba,_n,k to help.o,ffset for some,oft),ose parents who,need assistance with·camp. Wej�st launched.our Evolve.11,ctivhies Guide, ,It went online, live.l;ist,Mond,ay, Vile ,star:ted pr9me>tio_n th.is.week doing TV a_nd r�diCJ ads asweJI as some social·megia:campaigns. With so many changes·for'the summer'we·diil:not-do,a physical print of,the guide. lt..is all.digital on:.line which aUbws us'the,capability to go in make dianges and.updates based on what our standards are,for making swe. we,have a safe envir,onment. We transitioned last week to.be abie to:do online tehriis court reservations at the Tennis Center. Cabral stated at the beginning:of the meeting Houtman,said we·are,waitingfor. clarification on whether we are opening pools this'_summer. What are we waiting for t:odetermine that? Houtr11_an responded.if is based on budget as welras the resources needed to,make sure,we ,have a _safe environment. We have made our presentation and suggestions to staff and to Council. We need to wait for them to give us direction. Ca_bral state_d h� b_eneved the r_ecommendatio_n was to keep them closed for the summer. Houtman responded ' that is o correct. We close.the pools fr the summer and really focus on kee·pihg,recreation·centers open and available for the kids. Reggie is working on that with summer camps, Cabral confirmed so we.are just waitjng,to hear back•fro_m Co�_ncil _on whet.her they agree with that or not Houtman,responded that is correct. Goter stated Jf they are a flowing softball ,tournaments, the golf tournaments h_a,ve been shut down.to-a large extent, is there,sirhilar guidance there? Houtman responded he.believes we started implementing and scheduiing tournaments for.June. As.soon as we.getin�othe next phase, which is Phase'.3 of the plan; it is going,to;_increase the,am_ount of atte'lt!ees of t_he tournaments. We are just going step by step and thinks that is going to·,be,imp1e·me11ted rather soon. 6 <iolf.Upda_te (Troy Hendricks) Fahnestock stated they are planning on meeting this coming Wednesday with the Golf Advisory Committee to do a deep dive•into the•budgetand take aJong hard look at.that to �.eewhatca11 be done moving fo'rward. Hendricks stated rounds for the month .of May fini,shed with 27;295 rnunds. That'is'With i:v,,o courses being ope,n and two,co_urses being openifor the last nine days of the month. Rounds are down this year,comparedito lasfyearby28%. We.don't have.financials yet llecause_,tlle BOARD OF PARK COMMISSIONERS REGULAR MEETING June 8, 2020 Page 4 of 11 Controller's Office-has not closed the month. Looking at course utilization a little bit, at Auburn Hills during that month they had 7,300 possible places for people to play. They booked 4,582 of those tee times, 63% of capacity. They had 3,854 that actually came in and payed. We had a no show rate at Auburn Hills for the month of 17%. MacDonald had 7,300 rounds as well. They booked 3,901 rounds, 54% of their'capacity. They had 3,520 paid so had about an 11% no show rate. For the nine days that Sim and Tex were open, they had the ability to have 2,268 rounds each. Sim booked l,608while Tex booked 1,638. They both averaged between 71-72% of their capacity. They both were pretty identical on the number of people that act�aUy came in and played, Sim had 1,472 that played, 8% no show rate. Tex had 1,490 that came in and.paid, 8% no show rate as well. We averaged no shows of about 11% for the month of May. Membership-wise we are doing well. As of June 1 we have 115 adult, 74 couples, 56 junior, 527 seniors and 84 young adult m·embership for a total of 856 memberships sold. So far this month with Rowan and Shana processing new applications for the first seven days, we will be over 900 by the end of today or tomorrow. People are taking advantage of the memberships. In the first·seveil days of the month we are up in rounds at four courses vs last year's·first seven days of.June. We started the month off well. Houtman stated we are going to provide ·a presentation from,Mark Manning. Goter asked Hendricks on the membership plan, thiswas m.arketed to the Council and Park Board on the basis of really cheap,golf that would generate additional.income from cart rentals and food & b_everage. Right now we are notnearly to the number of season passes that were in place before. Are you tracking the food & b_everage and cart rental revenue, comparing:itto 2018 as a benchmarkto see if this plan is near its expectation? Hendricks responded we have been running those numbers and yeswe aren't quite there at the end of June. We rolled this out the first of.August last year, we had 1,005 memberships. We are only 10 months into the sale of the memberships, he thinks we will hit that thousand mark. The difference being we are selling a lot more couples membership, where in the past if you had a couples membership, when they reached the age 62 they would both get a senior membership, because then it.would only cost them $300vs.$850. Now that the senior membership and the couples membership are the.same, you are seeing more couples buying. If we were to add those back in wewould be:aboufc920 right-now. We are doing well with the passes, we are going to get there. The idea the GolfCommittee had hoped that by having lower costs to.play.golf, people would have a•tendency to ride more, spend more on food & beverage. We've been giving that informatiimout, up··through December. When we closed down ,the golf-courses we haven't been able to track that as easily. It is going to be skewed, COVID is going to mess up those numbers. Gote� asked what is the target amount that you need.to get to with increased cart rentals and food·& beverage to make this plan a success. Howmany members do you need to have to·get:that number? Hendricks responded when we put-this together we based it on the d_ollar a.mounts if we sold the same number of likes passes,,we would be generating about $150,000-.$175,000 more revenue annually off their monthly dues than we were making off each person coming in and paying a greens fee. Once we get to the 1,000 number, then the next year we should generate more revenue. That's why we stated thiswould probably be a twoyear plan because we have to phase out the old memberships and have a year to see where we were at for revenue. Goter stated if you get to 1,000 that would be $800,000. Hendricks stated on an annual basis, yes. Goter added that has to offset, in 2018 you had $600,000 in total revenue from the passes. You are going to get past that number? Going f orward it would be useful, the dollar issues are more critical at this point given the current status of the golf fund. It would be useful to see that line item in a report next month, what the fo od & beverage numbers are, what they were compared to 2019 and 2018, that is going to tell us whether the season pass is a good BOARD OF PARK COMMISSIONERS REGUlAR MEmNG June 8, 2020 Page 5 of 11  idea. You,don'.t °have much cushion. Hend"ritks,statedwe can get th.o�e for you. They won't be;as·strong as)018 forth_e}ir,sthaJfyea! because:."'(e ha_d two·months,intherewherewe didn't,have'much,sales inifood 1 &.beverage: tri the,March Park Board rneetingthere•was· 'discussion .6fa re·port,that had:.6een "submitted.,thatthey .would like· to:see stuff,ln'.that format, nobody'has provided:us with,tllat r_epo,rfto knowwhat,it;would Joo�:like, We,will provide what information you warit'inwhateverformat,you would like. Cabfal,•stated'one: thing:to keep ih'mirid:is,that this,y'e,fr•is going to iie'ari appropriate,year,to evaluate whether the:systemworks because of(OViD,19 and everything,that,has. happened, Vllehaye lost ' ' ·about a quarter and a· halfof possible•revenue: He,would not be comfortable for us 16 look .a12020 and say this vi��-w�s a•fall�r� b�caiise we,didn'.t sell as rnahy passes or as,much in concessions as was expected .. Gote� responded.he.understands.but also hopes:we recogn_ize that our plan in Wichita was different than any othe_r surrnunding:communiry, Every regional golf course, public and.private,was:operi arid recordedvirtUarrecord revenues in April. It is' unfortunate we could,not"getttiere. There were concerns about safety but hope that going forward, if this;resur:faces,,'if'there,is.a.second_ "'(ave, it would be usefultllatwe W\HJld benefi! from the knowledge thatour surrounding communities have gained in-this experienc:e, We rnissed,'out oii:huhdreas of thousands of dollars·of revenue while.they made that money in our place. 2020 is not going to be a good year for the G,olf Fund·but it may _be a11 Of)pqrt_ur\_ity to look at whywe.make•some of these,decisions.and,whether they are the best business decisions to be made:in.this context Cabral stated he'Cannotspeak f or staffbut liis be.lief is thatit's"a risKthing:. v1/e:were taking into•account the risks that came.associated wjth us keeping golf open and ),I/hat would,happen with the liability. If people:got sick at our public courses... Hendricks stated we were aifected by the powers·above,the.Goif DivisiOn,to close the golf.courses: Whenwe reopened we:ope�ed two and.that is w_hat wewere[aske_d to do.. Houtman aqde,d as.an·organizatio,:t; is.lNasriJ·a dedsion r,:iade·from l'ark �nd Recreation Department or the Golf level. tt:was dedsions maae ir\ a;broader-stOpe regarding.all .th·e services the City was providing,and how to make:sure we,keep staff;safe and rnake sure we keep,ourguests:safe. These>.\1,/ere.ttiings put in;pJace to r,:iake sufe tha_t;llappene_cj, Al}d_ co�·t_in u�l.ly, eva I yating. and, opening· slowly,. reduci rig ,the· amourit Of restrictions. 'If has been, a stow process ti'titrnakirig sure'.we are proliidit)g:safe. ser:vices and protecting our staff: },s•an organization,that:iswhat,we decided, It is;nodust l'ar� and Recreation,Depar:tm�nt,tnot >ju,st in.Golf, it is•so'!lelhir:igt_hafhasbeen,ii_mplemented at,all the departments across the organiiati611. Gciter riotedthe Giiiiernor·when she.convened h·er,,firstresponse,.sitting;at the tabie'was Sand Greek in: Newton;their legislatonepresenting golt: ..As a result ihe Gove_r,:i,o_r made'it.cleartha'tgolf courses c_ould !Jp_er�te. Thos�:courses did. He is not sure why we took a different.direction wheri,e\ieiy other golf c:oufse lookea aMhe very same circtimstan-tes. It seems as though we<J11ay have•hot,.taken into consideration.the same things they w.ere talking about. Doesn'dhink the-safe_ty issues.were not;fully understood. There is a need to be.safe. But-a broad brush>that covers everything'with the same. rules, golf.is different. Just the same.as.yOur'parkswere;open, nobody closed the parks, 'They 1were safe env,ironments. Do�s.n't think v.,e·�a_ve_,a good qperaJional.p_erspective. H_ outman stated he would sharethe feedbackwith the rest of the team. Fahnesto_c�'inq1,1irE!_Q qf l'lllr, Goter and anyone who has heard of, the advantages or, disadvantages of the:h-ew,season pass. What'halie you been hearing from the golfe'rs of Wichita, dotheyiike the pa_s_s,anot like the pass?: What'is some of_thatfeedback? G_oter respo_nd_ed:ifis a·trE!me1 dous deal financially for•himself. It has probably saved him at least $2,000 last yeaY.. Fifrtlfose he plays with, a lot are seniors, it has been a trernendoUs deal. Theirtontem'.is-:that thatjs a very,short term benefit: We are spiraling·,downward i_n'a catastrpph!�;f��bLor}'financjally, It is way too-cheap. People like Mr. Ferris cautioned against that,eafly·on. Tnis is.too cheap\ind.doesri'tse-em possible,to gen'erate'the.mOneyto:ottset ° Bo.ARD OF,PARK coMM1ss10NERs'"REGlJLAR MEET-1NG June 8, 2020 Page'ts' Of 11 what it was before. It would be a great idea if it worked. They are questioning if it is a good long-term strategy. Goter stated the Augie Navarro Tournament has raised $370,000 over the past seven years, has now cancelled its association with Sim and is moving to Crestview, part of Wichita Open. Considerable dispute between the organizer, Rick Navarro, and our staff. Disappointed we could not work our way through that. Losing a tournament like that is significant. Would.hope we can improve our communications. Mr. Navarro was frustrated on not being able to do things he is seeing at other golf courses in our area. It is unfortunate. There is also concern about the State Chamber of Commerce Tournament at Auburn Hills. It was cancelled and rescheduled. What we are doing seems to be a bit prohibitive and costing us tournaments and revenue. Fahnestock asked Hendricks about the backlog of tournament• look like throughout the summer; are we full or actively.searching? Hendricks responded we are always looking for tournaments. What Mr. Goter is talking about is anybody that is riding, if they are in the same family or they come to the course in the same car, they have the opportunity to ride together. We are offering single rider carts to everyone else. The understanding is the Chamber Tournament is small enough that if they all have single rider carts, they should be okay. With the Augie Navarro Tournament, they have 140 plus people and if we are still having single rider carts at that time, we.don't have enough carts, we only have 72. That is where we are running into the issue. Goter stated you can bring in carts from other sources, you have done that in the pas�, Hendricks responded we have, we have brought in 20 carts from Auburn Hills a couple times. If we are still with single rider carts at the other courses then, based on their play, they will be needing those carts as well. We would not have those carts available to bring h If they took 144 player with single rider carts, hewould have to take the whole fleet.from a course and shut that course down for that day. Goter stated.a face toJace communication with Mr.. Navarro and Mr. Hendricks would have been useful to expedite this. You are a little reluctant to do that. If we are going to attract more tournaments we need more accommodating attitude about making things work instead of throwing up obstacles. In lo'oking for more tournaments iris going to take more aggressive marketing on a personal basis to make this work. He questions a couple of the COVID things in place at the courses. One is the ban on-a single person walking into the clubhouse and booking a tee time. There are some that:are·quite angry about not being able to do that. Doesn't understand why that is the case. You can come to the door, call them and book a tee time, then walk in and.get it, but you can'tjust wa.lk in and book a tee time. Doesn't understand the safety concern addressed by not allowing a single person to book a tee time. Hendricks clarified that Goter is wanting to discuss:walk"ins. Goter responded yes. Hendricks responded in order to ensure our tee times are utilized. We wanted everything to be done online·and over the phone, same as Sand Creek Station, Hidden Lakes, Cherry Oaks and Wellington has done. We were not allowing walk-ins. We prefer they called in. That eliminates the face to face contact in the clubhouse. Goter inquired if that policy is still in place. Hendricks responded at this moment, yes. Goter responded he can walk into the clubhouse, to check in or to rent a cart, why is that less of a risk. Hendricks responded at the time this was put into place, we were only limiting the number of people iri the clubhouse. Goter responded that is not the case anymore, why don't we drop it. Hendricks responded he would have to check to see if that was on the email that went out yesterday. Goter stated he has a similar concern about not allowing fivesomes. Doesn't know if there is a safety factor in whether there is four people in a group playing or five. Hendricks responded the fivesome issue is pertaining to single rider carts, the more fivesomes out, they will run out of carts at the courses based on the rounds they are having played. The golf professionals were concerned with single rider carts when this started, they would run out of carts. Goter responded that would be a good thing if all carts were rented. Hendricks responded then you would have people standing in the clubhouse waiting for carts. Goter asked if you run out of carts regularly. Hendricks responded on busy days we do at Tex Consolver and at Sim. BOARD OF PARK COMMISSIONERS REGULAR MEETING June 8, 2020 Page 7 of 11  Goter . state.d when you·.ma.ke:these policies thaft�ere,is a.· clear ·reas_ol1.?_nd·yqu;are protecting-the safety of the publicand•your staftand can demonstrated. Hendritks,stated,a fivesome· plays slower.than 'a,fo u rsorrfe:. Tryi rig,to ma intairi: ou r,spatirig(orl ,the·tourse;to prevent groups:pilihg up on.tee•boxes•is ,whyw_e .went·back to'foursomes ...P,ace of 'play:has bee_n·moving•?long -nicely with,the·tee•times,;ind foursomes. They - . ' have ha9·J?eople complain about fivesom·es: That is ohe, ofthe thirigs,.we a·re look'at:charigirig1fooh•as we move ' • ' forward. Mark Manriing,,Finance:Department, shared a short,Powef Point Ttie objective is.to give an. ultra-high ievel perspective on the'financ:ial status of the,GolfJund;mono·d'riIfc10,w11 . to strategic issue_s. The_ Golf Fund:has a;negative·cash balance as the fasheport:ing period, March 3·1,.2020. Thatds contrary•to the Kansas•Cash Basis.Law. The system has,had negative operating c·ash'flow for.thelast four years. 2020 lociks like:ifis challenged .. Maiihing shared a graphic showing the cash flow'from•operating the cours�s. 'it'depicts the·cash,torning in from customers and subtracts the cash;paymentsmade·to ven�ors: The lines decrease significahtlY in the lastfive or siic',iears an·d:is lielciwthe'breakeveh red line:. 1111998-1999,we ·were doing a:miilion dollars'a year. We also lo6k\at·unencumbered:c:ash, C;ish,left'ove' r after ,·subtractihg:any•shor;t-term•liabilJties.This.is most!important to look,�t. Afl:h�1e11d:of (ll, March 31,,2020, that numberw·asnegative $221,000. It has·been declining over, theJast.fou·r or five years. A fund the size of Golf should have ideally have 15%,20% reserve.level. A few ofthe strategies,that have.kept the Golf Fund afloat, we sold some•assets over the.last couple years; we·.deferred some'iriternal c:harges1in 2018,:and this most recent yea(the City (ouncil authorized the transfer ot'$461,000'ih:property tax dollars to su�sidize the Golffund, He shared a graphicshowing,which:courses operate,at•a positive·margin, LW,.Cla(?p.is now c:losed. Looking'ahead, golf makes theix mon_ey frgrn ryr�rch to:Oc_tober and:lose money October to Feliruary. 'ltis super c:ritital\to' mal<e a lotof money, iii,the slimmer oecau·se·1,1Fe. will.l6s·e money inthe,first and lastquarters•df.the,year. lhis,is•shown:on,the,graphlc dfsplayed. ·2020 is sholA'n,and is an anomaly. f,<pril i.s•a rnonth,where we.sh.ould be,stocki;;'g•aw�y cash,,that didn't happen in March or April. May is:not shown but is similar. He does not have access to the POS system,so he I.oaks at financials•in the accounting,system·, Rounds•are-no·t particularly relevant; especially·not comparif!g,the.four courses operating now. with-the.four,from.last.year! He looks atrevehue .. He also looks atthe margin for-each course. Looking to see.ifthe,courses expecte_d to:do well a.re cfoing ,well., And unencumbered cash is the most'important-,thi_ng he looks at. Hillman:stated he .understands:different depar;trnents haxe.different perce_ntages thatJhey pay back,to the City. How·doesithafwork? You were,talking about cash payments back,to the vendors, the•City is a .vendor. :Manhing'.re·sp·onded that'is•called'.administrative charges. They do vary;_by department, Certain dep_arfrnentfqf the City.are vendors to thegolfsystem. As.an example;J\/lanning is a vendor to the golf,system, Golf is.payingJor,his time today, through the·aaminisfrative'tharge. You are,payingfor the accounting.st.ipp·ort, payroll support, legal advice. Every special rev!!nue.fun_i{fs,paying for t�at: The reas_o_nJs to fully cost out all separate funds and.make sure property taxpayers.are not·subsidizing.those funds. We •hire a consultant thatdeiielop:S a methodolcigy'ori,lfow to .take all tne'administrative costs for the City and spread i(ou't·equit;ibly among,all the var_io_�s funds, )tJn_ay look strange that,Golf,is higher than what it•might>tie relative·fo other·departmerits. What penalizes Golf is, Golf,has· a'. lot.of :revenue transactfon:S, that ·are small. Jhose,small.transactions··are 80AR0,0F PARK'COMMISSIONERS R-EGlJLAR MEETING ·June 8, 2020 Page 8 of 11 laborious to process, and are part of the calculation that goes into the admin charges. It is all very empirical, he would be happy to share, it is not arbitrary. Hillman thanked Manning. He provided an example of using water, how does the Water Department, that h_as many more transactions than Golf, handle their process. Manning responded, to give a perspective, Golf admin charge is about$250,000; the Water Utility pays $674,000; then the Sewer Utility pays about $300,000. On top of that, we also bill Water and Sewer for the Express Office on the first floor, which also handles a lot-of their revenue. That is about half a million. Water and Sewer is paying the City about a million and a half dollars, compared to the quarter million Golf is paying. Goter stated on its face the Water Department has $80 million in revenue and less than one percent of that is spent on their administrative charge. The Golf System pays 6.1% based on.$4 million revenue. Transit has three times the,revenue of the Golf Division and pays about the same charge. He-understands there is a formula and consideration of the number of expenses, but it looks out of whack. Golf has been.the ·target for ad_ministrative fees on a number"of-fronts. He knows there is a process of integrity the Finance Department follows. It ought to be on the table that we know where that imbalance lies. Manning responded we calculate this annually and full-time equivalents and revenue transactions are shrinking on the Golf System so the charge will be g!)ing down to some degree in the future. Goter stated comparisons to other cities. It's a policy decision but the Park Board, if it wants to help facilitate the survivability of Jhe Golf Division it needs to weigh in on if this is an appropriate expenditure of golf revenues. Manning added the challenge we have is we a re required to do the cost allocation plan by the federal government so that we can recover indirect costs on g rants: They. re_quire us to have an empirical and equitable process. If we start doing one-offs for anybody, Water, Golf, that jeopardizes the equitability and makes it more arbitrary which could cause us some challengeswith the federal government and recovering FMP for grants. Goter asked about the Equipment Fund. Under the old system when you had a season pass and paid a co-pay, everyone paid.$1 a round that went into the Equipment Fund. In 2018 therewere about 70,000 rounds so there was about $70,000 that went in to that. If they get to 1,000 membership under the new plan, there is a $37.50 one­ time charge, which is only going to be $37,500. Is the equipment fund going south as fast as it looks because of the membership plan? Manning responded he did not·itemize that out. He will get back to Goter on that. Hendricks added the Golf Equipment Replacement Fund is paid fo r by everyone that pays a. regular greens fee as well. They·pay $1. At the yearend 2019 we. had about $114,000in that equipment replacement fund. Goter responded it is reduced every time you sell a new membership, compared to what it would have been under the other plan. Hendricks stated it was 2018 when we added the $1 equipment replacement fund. Prior'to that there was no money going into equipment replacement prior to 2018. This has only been in place for two years. Gdter stated with 2018 being a benchmark, 70,000 rounds - $70,000. Hendricks stated we had $104,000. Goter stated it is just a concern, we want the equipment to be available. Geter asked, what are the options. You a re looking at a death spiral of finance. He stated Manning said it is against the cash basis law to have a deficit, yet the Park Board and the Council have signed off on a deficit budget for 2019. Why wasn't the Park Department and Golf Division required to submit a balanced budget for 2019 and 2020? He inquired of Fahnestock, what is the expectation of requiring the Golf Division to have balanced budget. Should we not be told what plan is in place to balance the budget by the end of the year? Houtman responded we have submitted several options to Budget and the City Manager. We are waiting fo see more engagement with Golf Advisory Committee. Goter asked of those would be presented Wednesday. Houtman responded we are not going to be presenting the items presented to Budget, we want to find out ideas the GAC wants to explore. Goter stated itis incumbent on staff to come up with an operating plan that can fit BOARD OF PARK COMMlSSIONERS REGULAR MEmNG June 8, 2020 Page 9 of 11  into.available revenues or find sorne way to increase revenue. The GAC is hot going to be a resource, We need more information: Houtman stated wewill provide what we can, What we have seen in the.past is the GACwanted io,be engaged and provide the direction and ideas regarding how.to manage these finaricial'situatiorfs. Goter,stated historically the Park Board nor the.GAChas no_t weighed)n on builgetissued9r the last.several years: There has never been a,b_udget,priority for the Park Bo_a_rd or _the GA<Z 11Jhere you look at it in this depth. He,asked .Fahnestock ifhe shared the·sarne concern. Fahnestock responded he'.does. Anytime,you see numbers like this.there's c:oriversatTons'that.need to be had. Thatis'what the GA_C was put back into place•to take a lqok at,_ Goter sfafed:ifis also a prlority _torthe Park.Board. ltis.in your charge on.your web page.where•itsayswhat,.we are.supposed to do is-f o·adilise•on.theJinances·otthe•Par'k.Department. ·He fio·pes.tt\is,year,that we/encourage staffto come forward withamore,detailed,pl_a� _a,nc:lroptio�s_:, :(her� has goho'be_,\/arious options in place. Goter asked,if'he was the only one,i.vith,this concern. Hillman stated:it is a priority for ever;yohe. Fahnestock aoded:evefybcidy. understan_ds,this;is a,iiriority: We need to,.take a deeper dive, That is whywe reimplement�d the GAC,:se> they c_a� give.the Park Jfoard,direction. 7 ,Widiita·Parks Foundation Upilate'(Troy Houtman) Houtman.stated we did•get'a $10;000 donation into the F,oundation·for this summer to help �upport s_u_m(.Tler camp. Tho�e_kids and families that can't af1'ord·camp,we wilJ be able to address some of their needs. The Pa_rk Foundation is going into a retreat nextweek'tohelp refo_cus-some of!heir efforts arid redefine their mission. Reminder, Red.White &.BOOl\fhas been.cancelled for ttiis year for several reasons. 8 OJ Watson Park Committee Update (Troy Houtman) Houtrnan.stated we did get bids back.oh the four:se·asoh stiefie� that were above the estimates. We,are going to haveJo'look at other funding or clo some,v_alue-engineering, Our engineer group is•puttil)g that together, _OJ Watson has·been having great:response io kayakJi'ndicano_e,reritals and'instruction. 9 Aq11�tics Ml!ster Plan Update (Troy Houtman) Houtrnah stated we have,·excitihg;iiews;we halie, staited all'th·e fonstruction,on Phase lA ·and Phase•.iB, 'There has been mobilization and,some deconstructio_n 'tor preparation ofnew consiru�t_ion. These l\11/Q phases should.b_e,compleiec! �Y Feb_n,ary or M_arch. Wewent to Council last,week and got a green·lighffor.. Phase,2,,two.rnore-swirnrning'pools and one more spiash i pad renovation. we·hope.to have those·d�rie;liy next sumrner,as well. We will start :puting t�ings t9gether 'to st_art marketing,o_ur progr�msJ_rijhe•_sy,iill1mi_ng pools over the winter. we also have been promised for, McAdams swimming po·oIs to,liave'fre·e swimming les_sons for one year and possibly two years, Tha!fundfng hastieen promi_sed.and will follow up [nJhe spring._ Cabrai inquired if everything is on trackto be re,�pened.hext su_mm_er: Ho_utma� responded defiD.itely Phase lA and B. Phase.2,t_�ey are going to trythei_r b�_st, he_won'f make any promise. Jlie'plan is to get Phase.2'.done,by-the end of, May. Ca oral corifirrned Phase 2 is -�onver:ting so�e of the:poois into splash pads, ·Houtman respo�oefit is converting·one pool 'info a.splash pad;and renovating two other pools. 10 President's Update,(Eddie ' Fahnestock) . No update. r ·soARf oF PARK COMMISSIONERS REGULAR MEETING June 8,.2020 Page 10 of:it  11 Director's Update (Troy Houtman) Houtman stated things are slowly moving forward. We did have a rally at Naftzger Park over the weekend. That was the first big usage of the park. It was estimated at close to 1,000 people were there. It handled it just fine. Goter stated he has visited most of the parks in the city over the past few months. He is very impressed with the robust and beautiful natural facilities we have. The people that maintain those should be commended. A gentleman at the dog park commented on the response to things and issues at Riverside, and making the park a safe place. It is a great park system. Adjourn There being no further business, the meeting was adjourned at approximately 4:30 p.m. The next regularly scheduled meeting will be held on Monday, July 13, 2020. ls/Eddie Fahnestock Eddie Fahnestock, President BOARD OF PARK COMMISSIONERS REGULAR MEETING June 8, 2020 f>a&ell ofll