Board of Park Commissioners

Board of Park Commissioners Regular Meeting Minutes Monday, December 14, 2020 CITY OF 3:00- 5:00 P.M. WICHITA https://youtu.be/ShbR-OmtErs?t=406 Members Present: Eddie Fahnestock, Troy Palmer, Hoyt Hillman, Tori Deatherage, Dale Goter, Ty Tabing Members Absent Alejo Cabral, 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 Desaiptlon Call to Order Eddie Fahnestock, President, called the meeting to order at approximately 3:03 p.m. Announcements: Fahnestock stated based on the number of emails he and the board have probably received, while they are appreciated and did not fall on deaf ears, there will not be a vote today on turning over golf course management or operations to anybody of any kind, for several reasons. One being it is not on the agenda. We have not been briefed on any of this as a board. No one knows anything about it. In that case, there is no possible way we can vote on this today or even in the near future. If there is a vote that comes today, he will not be in favor of it because we know nothing right now. Based on what he received last night and earlier today, it is total hearsay and speculation. Palmer stated he is frustrated and irritated that someone on the Board took it upon themselves to talk about in the public about what might or might not happen. Fahnestock responded to be fair he feels that individual took it upon himself because he cares about the sustainability and overall golf courses of Wichita and he is okay with that. However, he doesn't think the timing is correct. There will be plenty of opportunity for public input as we move forward on this topic. Today is not the time. Goter stated it is more than hearsay and speculation, it is documented. Fahnestock responded based on the emails he received, he only got speculation, hearsay and rumors. Goter stated it has been publicly announced that the process is underway, Mr. Houtman confirmed that both to the Council and to the Retreat. There is no RFP planned, there will never be, under this scenario, an RFP. He asked repeatedly at the Retreat where the Park Board fits into this and never quite got an answer to that. Public awareness is critical to this and anything that can be done to raise public awareness, invite public input at any stage of the process is just good government. The retreat was not some private meeting where we talked about things in secret, that wasn't the point and can't be with a pubic body. He understands Mr. Palmer's concern and that it is something he would not have done, but we work from different play books. In the end, the more the public knows and the earlier they know it, the higher quality the public decision will be that is made. Tabing stated he has a philosophical question, why wouldn't we do an RFP? When a prospective buyer of MacDonald Golf Course surfaced, that event triggered an RFP process that led to the decision to not move forward with conveying that property to another party. What's different about this situation? Goter responded the Manager explained to us the reason he went the route he did to transfer the control of the courses to a nonprofit for a $1/year lease meant that all BOARD OF PARIC COMMISSIONERS REGULAR MEETING December 14, 2020 Page lof U  the decision making would be made by the,nonprofit an·d·they wi:fuld not be subject to ariy RFP requirem�nts. Is th_aJnot1tr,�e? Hc1L1trnan r�spo_nded you are ori'the·track .. Anytirrie,.we get a:req·uest,:hcitjust foTgolf course purchase; it,s and, l<i11d ofpur,,!J.a�efor a City•�sset, that has to go out.to an RFP. This:is not.a situation wh·ere tney are:asking,to purchase the;golf courses and,the City Manager fel_t'like it was already vetted through who mightbe'interested should step forward. Thaf.is why he is going this dire.c!i.on withJt. c;:oter stated, to clarify, that policy about.RFPs:.is.kiiid 6f'm(frl<y. Wlien quick Trip offered·to buy,a corner oJ-'Clapp Park there was no R�Piissued. '-rhereis currently an'.offer to buy,Sim;Pafk'tliat is before-tlie M�nag�r� It has been there for a couple rno_nths. lllo �Ff> has been'.is5ued .. It's a rather selective;policy that was employed•forMacDonald Park but has not;b_e_en universa_lly:appUed. f There is n.9 RF.F i planned for this pr'oposai'and thus'ttie e is'no dedidited,timefor public.' comment. Whenw[II t_h_e publ_ic ge_t in"'.0:lvecj? :Itnot riow,,w.hen? Ji_ou!man state�,h_e, mentioned at ttie .retreafohat there will'.be opportunity, that1 we,will !Jiit)g tt,is•to th_e,Park Board andWill bring itto the Golf'Advisoiy Committee. We justhave'to go through the steps, Flight now,th_ere is some discussion about some high level items.that we need to get through before there.is even a _ possibility of having sJr.onger n_egot[ations:, Tj,a!,is.where we:are at right now. Goter'stated'tliere was,riever,a'procesS'to:pii:k a certairnoption. The.M�nager d_id this on his own withoutsofidting•any other'id'eas'about what mightJ\elp our public'golfi system. That is what-these folks ·you.are hearing frorn·are concerned'about. This one.has been anointed and is'rriciving:forward and thedolksraUirst Tee are·workingto make it happen a;_though it has lie_e� approved, They have,heeh gilieril.that sanction. Noil; �lse has, been given,that and:the:process)s:disturoing: All'these,foiks'are saying is1just sit ba:cidoria wtille and before you'bfi�i thi; to a clo;�,t:liirik,�b��t.�ome other optio_n� th�t rriig�f be used. Fahnestock•stated this process is.very early.'oii. They will have ample time to voice their opinLoris, wh.i_ch th!!y already have;and again:dict notfall on deaf.ears: We:are atthe ince·ption,of this process and movingforward, he;do_es not see this.happening tomorrow. Public Comments Garding received one ernail concenjingt�e future ofgolf. Boa�d members all received multiple email�. H_arlenskeifated the process we have set up to entertain ·public CO!T)_l)lents in tbi� time1of having to do viri:ual:me�tingsj .isthatthey would be e_mailed b,Y'Noontoday; and we·need to read into,recor.d·toaaV'the oneJhatiiivas emailed, You·all. received a lot of emails-but the.only one,thadoil6wed the process.is ir: r frontof..Garding now:and should ·be read into tl\e record. Garaing-.read: Please DO N_OT turn.the:city courses oyer to First.Tee or any othet private managem·ent group. We have·aiready seen what has happened to.the.fees for those co'urses that GreaHife Golf and fitness'has fakenover in the,pastfew years and,l'm:afraidJhe,same thing.wili happen.ifTli'e FifstTee, f�ies ·overWichita 1 s public courses. We 1,�ye _il[�eady lost_ori�-good golf.cou_r-se:ir1.,tlie,city that us,seniors'enjoyed. playinjfahd.we have,alreaay.been,asked to have a membership to pl�y our,1city co�rses. Ma_ny of,our,goif,groupJiav_e decided notto have a.membership and r\ow'orily play maybe.once or twice a month,,clue to _the.monthly cost, espedally during.the winter. months when theywoil'tplay., lfa,private-mariagement _group,tak�s overl'thirikt_h__<1t;.,e will lose ev_en _rnor�Jsenior golf�r�Ji_ere:in Wichita a_nci the surrouriding:a"rEia. . • OR - We wiil'just all start playing the,out"oUowii"tou·rsesJike in.Cheney, Newton, Hesston, Derby, and Winfield _an the tfrrie and th_e[city wil_l lose o_ut just like they did wlien:ihey shut the city courses'dowri earlierthis year atthe start,ofthe Covid 19 pandemic, PLEASE reconsider this'decision. rhank:you. -- r~- <' •• '• •• • ··• - • '"""' KentlMoxley(Boeing ,Retirees GcilfGroup) •: J -- • OF BOARD - PARK • COMMISSIONERS •••• - - REGULAR MEETING becerTiber 14, 2020 !'i'lg(2 of 13  Geter asked·about the others who emailed Park Board members, if they wish to have the,same status, where do they send their email? They sent them to the Park Board members. Harlenske responded it is noted on the meeting announcement, WichitaParkandRec@wichita;gov no later than.Monday, December 14 at Noon, for today's meeting. It is Noon on the.day of the meeting. 1 Approve Minutes Recommended Action: Approve, sign and file minutes_of the November 9, 2020, Board of ParkCommissione·rs.Regular Meeting: Motion f l by Fahnestock, seconi:iby Hillman, IT.WAS UNAIIIIMOUSLY VOTED to approve, sign ani f ie the minutes of the November 9, 2020, Board of P.ir� Commissioners Regular Meeting (6-0). 2A ,Park Departm_e!l_t,Code,of Conduct Policy Thiesen stated since she is covering both this and the Rental'Rules and Policies topics she has combined them both into one presentation. Thiesen stated the purpose ofthese department policy Ul)dates is to put forth policy that protects,ourpatrons and employees:in i multiple ways both in our Code of Conduct as well as our Rental,Poi' cies: We reworked'.the policjes•as:a matter of needing to update them forthe:department accreditation next year, but also to clean them up and make it more clear how we are going to protect patrons and employees. We had a lot of helpJrorn,the law.Departmentin.makihgthese acceptable and actionable as well as•applicable to our department. You previously"received copies of ttiese. This is a review of the most importa_nt·elements•and a chance for you to ask questions. We are.looking for an acknowledgement and,approvalfrom the Park Board in order to implementthem. The policy"changes �ere.made in accordance.with our .iccreditation next cycle. The Code of Coriduc:i:chelps staff a·ddress issues with patrons and customers. The Rental Policy update is mostly to iriclude·the non-discrimination statement and a hold­ harmless agre_emel)t. The Code of Conduct.specifics of this-plan, the.behaviors that we deem acceptable or unacceptable came from a culmination of a lotof cocte o_f conducts from agencies across the country have•in place and was tailored to pur specific sit11ation and community in order to make.it fit best for us, with a lot-of help from Law. This is to address patron issues a"nd initially came. about for patron issues we had at a golf course to staff members. This"make it.really clear.on the'rules and plan·ofaction that b�n�fits everybody, We don't h·ave many major violations· right ·no.:.,, and don't expect that to change. ~·. But,. we.want -- to. be prepared in.case it does . happen. - In case of violations there are i_ncr_easingly serious actions that we can take but we don't intend for this'to b_e·a comm_on occurrence we just w,ant to be covered. We can rely f on Mr. Houtman and we rely a lot on our on'site staf to help enforce this and track this; and also WPD when necessary depending on the.severity ofthe situation. There are steps for patrons to take to appeal.sanctions if they,w,ish. That-first goes to the City"Manager and"if. necessary to the•City Council so there are two,steps they can c follow to appeal their santion, whether that be a one year sanction at the most severe or anything less. This way it does hot get siloed in our department if anyone has issues. They have a chance·to work with the City to remedy their situation. This BOARD OF PARK COMMlSSIONERS REGULAR MEETING December 14, 2020 Page 3 of 13  is a ,promise ofaccou11tability,from our departniehf'to,the public The,poljcy has been reviewed and approved bVthe Law Departmerit, Tabing stated he was surpri,sed_there,"Yere notspedficreferencesto pandemic, social dis,t"ncing,and·rria_sk,wearing ancl .jlll the:realities of,our newworld, Is th<1t addressed LrripJicitly inste_�cl .o,f'explicit[y?, 'l'be ),','O�ld lias:cha11ged a lota11d he is'.surprised it,is r,iot included •. Th(esen respondedTn her'opinfon tiiTs.h something-,thafrhay.becoine our new normal for a while but.does not anticipateiidieing a longterm effect, Those infractions orvfolatlons are addressed. in separate plaris'fronithe-City, �9th at the City-level and auhe Department,level on our feopening,plans and pha_s�d opening 0 plans ahd.how'we dealwith that, �ome level'gfenforc_eme�t is probably'.acldressed afa,higher authority byS�dgwt,ck;Cpy_ri_ty,, Hout,m<1[1 _acj_�ed we know thi�:is probably going,to happe_n�gai_n:in'the futwe, or some vari. ation:thereof, He ca_n:reniember tplking abouHhis'back in 2008-,20iO when we had,SARS and.other,outbreaks, but nothing ever got as big,as this: lt,does:not hurt.to go ahead and be pfejiared for the· future, .If we·don't have to enforce h,,that'is even better, biltif we,do, we have a foundation in, place, 2B Rental Rules arid Policies•with!Horn1Harinless 1 Thiesen·stated we updated the re·ntai policy inostrecently in ttie spring,or,sun\nier of this year to adjustrules, 'One thingwe did;11ot ipclude at the time, butthought itWas·necessary to,iricludewere topics of-importance that 1 are relevant rig�! 110\,\/,including:a non, discrimination statement which is.mostly to protect our renteis;. and then an indemnity and �g_ld hi3rmless 11,/hic�·protects .us on;_a·very large scale and-_9ur amenities, but:also creates clear.rules that prcifect,patrons and-renters, T�iesen'read:the non°discrimination statement:: - - • ,, - < - ---�- -- •~- '<· • ·- --- -- ' ···---·•····· •• ,•• • ' -- • • • Wichita Park•:&,Recreatio11 aoes nofdiscriininate on the basis•gf rac�, coJor, reJigi_on, age, ..,. national.origin,-disability, sex, sexuaforientation, oniiilitary. status, in ari\fof its·activities 9r operation�, t;,,ploye,es, volunteers, affiliates and/entersof Wichita P.ark & Recreation t facilities are expecte·d to work•together to promote ,he,pr�cti_ces of non-d(scrirnination and respectamong patrons'ana guests, Wichita Municij:>al Code Section 9'03,170: I� decidin(;:;,-heth�r to approve,an a,pplication,,,n,o consLclerati9n:rnay he,giv.eri to the message:of.tlie)elierit, the co·nteht dfthe·speech;'the identity or associational rel<!iionships of the applicant, or to any assumi:,tlons'or predktioris as fo th·e.ainountof hostilitywhich.m�y be aroused i.n, (h_e public by the c_oritent ofspeech of message conveyed by the'.elient 'flle;staiement incluijepJrom the City,Code,is the.official City, rulethat'p-reveilts:us from disuiminating,re_nf�s)a.secfcrn,to,e:�011t�n(o(!be,gaJberij1g, Th<!_t,is'something we can'.t take into coiisideration,whenWe,are:reriting,them, Our statement �t ih_e d_epa,ftrn entJevel �n�'.tlie City Code statement are two"layers'ofauth6rity in en'suririg hoh-discriminatioh, The rules.are mostly the same.outside ofihe a_dded,statements b_ut .we1 did designate,specific guidelines and 'responsibilities for'reriters'and staff for insideirentals. We don't:have the time or manpower to go(check every outside rental before an·d-aftef the.rentaL We'.tari �rid do· tnat for·indoor rentals and specific parks'li�e;Naftzger,w.hich';is wli�re this'initi�til(e,began, \/1/e,areiable toprotect;those blhavirig,staff on,site• to open,andiclose •the,buildi�g, Tile ;adaed indemnity,ani(hold harmless isJech11ica'ily,,signelby aii users upoh rec�ipt We·are Wofking with ii- o� this:t'o,get,an online,s_igri�ture,so'we can, ��ep people_,out of our buildings for h_ealth purposes during times.of,'parideinic,but:also making'it easier for them 'to rent, _Renters.signJt\is upo11 receipt t,o.assuf11e the liability of injury-of,clamage,which ehsuresthe City is protected, but more importantly,"to ensure_'the:pa_rks ap_d f�f.iliiies'are:prntected.so citizens can continue·to enjoy them. This,policy'has\been.aeiieloped and approved by,Law, � PARK COMMISSIONERS REGULAR MEETING , •••• • OF BOARD " , • • - - • - - Oec�ITiber 14,-2020 P�g"e4 of 13  _Goter asked if this policy applies to entities that lease facilities the same a� it would to a City department. Thiesen responded as far as she knows it does not apply ih,that way. This is specific to rentals. The indemnity or hold-harmless is for any other agency that is performing that management service on behalf of the City would be held to different standards. Harlenske stated Thiesen is correct. It would also depend:on the agreement you entered into with the man�gement agency. For City-owned facilities,,they would'have to apply the non­ discrimination thatis required of anyone ehtering'into·an agreement with the City of Wichita. As far as the technical rules, it would depend on what agreement was made, they could make their own rules_ra_tber than adopt ours. Goter stated then the ice rink has a separate contract, is it covered by this non-discrimination clause? Houtman respqnded yes. Harlenske stated it is_a requirementof;all agreements.with.the qty, IJyordinance. Motion by Fa_h_11estock, seco11d by Tabirig, IT Wfl.S U!\l�NJMOUSLY VOTED'to approve the Park & Recreation Department Code of Conduct Policy (6-0). Motion by Fahnestock, second°f>y Tabing, IT WAS UNANIMOUSLY VOTED to approve the l'ark & Recreation Department Rental Rules and Hold Harmless Policy (6'{i). 2( CAPRA Accredjtation 2021 Houtman stated we are going to be hosting a virt�al"visit from the Accreditation board in the first week of March. What just happened,is a great example of why we are accredited in. the things we do with continuous reviewing of policies and _- . . - , procedures and how we.make things better, make the:operation safer. The accreditation forces to;make sure we are•following ·best practices a·nd puttingthese things into place. Thiesen has been workihg•hard on gathe·ring the information and putting it together and reviewing all of our policies and procedures. We have to submit eightwe_eks prior so the beginning of Janua_ry we wjll be sugmitting our self­ assessment. lt,then,gets·reviewed and if our document I_ strong.enough it will be reviewed by visitors thatwill do a virtual visit. He invit'es the Park Board to be a part of that process. He would like to have you sit with the visitors and share your perspectives on how things are going, what we can improve on, what we are good at and what we are not so good at. They have a list:of questions to ask.and review these things. He doesn't know if you want.to sit as a":b"oard or if two or three want to volunteer to meet with the visitors and go through this_. You are a part of this process and it is important for the visitors to hear that. Hill_m_a_n·asked what would be the approximate date of the visit. Houtman responded ii would be the week of March 2, 2021. Hiltm·an stated he is,available to sit in. Houtman stated therewill"be an initial meeting on that Monday followed by a week of virtual meetings, There·is a lot of flexibility in how to do-this. If you want tb be part of the initial meeting would be great and then available sometime during the week to meet with the visitors. If you want to meet-as-a group or individually, he will take:whatyou caii give. Fahnestock asked if the.group wanted to deleg.ite.three or four or do it as a boird. Palmer responded it,would be great to do it as a board. Tabing agreed and added there is value in a shared experience. Houtman added.he does not need to be included in the meeting, so you can share what is on your mind without any "big brother feeling". Fahnestock stated agreement and that he feels it should be the entire·board. Thiesen stated in the process the Park Board is written about how involved you are in making sure we are representing the community in the best way possible. You are our conduit for that. It is great for you to be interested and engaged in that meeting because you are talked about so-often and so highly. Houtman added.he will not BOARD OF PARK COMMlSSIONERS REGULAR MEETING December 14, 2020 Page 5 of 13  have,conta�with tlie visitation,igroup until probably Febhiary sci at.that point he can start worliing on,a date ar!°dJime When yoii,taii•.allrifeet, 3 Continuation of Prior Busi_11ess There was.i:io P�ior Busi_nes_s·l)isc1Jssio1 . 4 Rl!_creation Opd11tei(Reggie Davidson) Davidson shared November. updates. Aquatics We have been working harci'making sure We are moviiig forward with·tt]e.Aql!a!ics Master Pian. Brian HilLaild his team have been·rnanagLngth_atjprojl!�!;and we:are on fracl<fof' Phase 1 and'2 fo m_ove forv.ta!d, il.s:p!anned ana:sched�lecj'to:be:open in,the slimmer of 2Q�l. We are-a!s9 w_orking 011,,a celebraiioi:i·and nami�gQfthe:McAfee Pootat_.Mcl,.9.i!m�, �ark. H_ill has been working with·Coundlmembe'r°lohnson ·and a team to put togejt\er �.celebration.to acknowledgeJhe renaming:o'fahat,pool. lt:is tentatively set for May 029,·202l. Edgemoor Recreation Cente·r i Edgemoor haci'severalthihgs they'wo'lie·d oil in November. One thi_ng they did_ w_as· some tl\eme-oased cookierdecorating cla_sses. Jhl!y h.�.d,:i'I; dass;on Novl!mber 2-1 that 111.i'as'well attended. They ar_tlooking-fo eJ<pan9)hat;th�oughou't' the:year. We,also lookl!d,·at dqing some things with our Open Pickleball sessions that are very pop_lJlar. WeJ\ave sessions}aking place.on both Saturday and ·sunday:and had226 p_e9ple play.ihiring the month of November. W.e've adde'il several evening firneframes,asv.telLto acconimodate:the.growth. Edgemoor also.serves;as a p·oiiihg'.site·an�cfon Noiiemoe'r3,over'300 people came to vote. The Efeetion workers.are great partners to work with and eris1Jre_d everythrng was clea_n arid°'safe-for everyone. Linwood Recreation Center lihwood is•�l�o,� pollibg,sitl!Jor voters. Qn N_ovember 3 tlley.have;over i,500 voters. vVeafao add_ed:sorrie security lighting'io a_dd some safety around the.center and at th_e.entrance..and exit doors. Atte� these enhancements.there liave;riot.been ahy additional,indd_ents or break-ins at the site. The Belly bance:program ended with a performance or1,N0Vember'l8ito a·small grouP,·ofimmedi�te.family•members. wive incorporated end,ofYear perfo!mances '1ike this to higlilight some of our programs and what they h�ve learn_ed. Watson Park Watsciri �hrist_IT\a_s E_xpres� t>__egan_a_n_d,we p_uta.Joj:of �afety precautions in place)and reduced'.the rl'!gis![atio_n't.O �0%, All_oJ th_e1c.urrer1t classes'.tiave,sqla:out•already and we.are looking;<1t;adding so.me additional o_neJo accommodate the requests:from the cc>mrnunity. W_e_:are looking <1(ways to·expandthe program after we get pastthe Le.�t(iction_s CU.[Leritly in place_. '?,taff build·.sl)jeJ,i:l'.b_arriers:for !he train to'.P,revent•spread,,betW:een-_passengers. Woodard Recreation Center w·e have tried to.implement procedurestc:i'track cleaning,and.sa·nifation at our facilities. Lynette Woodard Rec Center:took"the.lead,ancl created � -�pr_eadsheet to share'with tti"e team thatdists"the,cleaningJJrocedures·an_cHracks tli_e_rri to·ensu.re .we addressin·gthose arid maliiilg:surethe environment,is as safe,as possible. Kudos to BOARD OF PARK COMMISSIONERS REGULAR MEETING 7 • DeCember-14,"?(}20 Page 6 of 13  Angela Buckner and her team for coming up with the process and sharing with the rest of the team. Woodard also has a.lot of support from the community. During November they had 77 hours of volunteer hours to support .programs and,supervision and sanitation of the gym and equipment, That equated to over $1,300 in man hourswewould have had to pay out of·budget. We're looking at ways fo implement that at some of our other centers. We have classes that have gone well and we.are looking to expand. The new Adult Boxing classes oh Monday evenings will be expanded into the winter session in January. The new.session started on November 30.and runs.through December. The fall Monday. night sessions have brought in over $458'in revenue and had a 90% attendance rate. Football We are going to be-doing our football season in the spring this year instead of in the past fall.atthe·recommendation of the County. We are moiling the program to South Lakeswhere we,Cahsocially distance and utilize other safety precautions. Gift Certificates We are.offering gift certjficates on line that can be used-fcif.any of our programs other than golf. Hillman.asked if the soccer field at linwoo_d Park is set up to play football on. Davidson responded there •is a football field .at linwoo.d Park if that is what you are referring to. As part of our safety precautions we are moving those games to South Lakes where we can better regulate ttie cleaning and safety procedures. Some of those locations where we had games are now going to be opened up to some of the teams for practice k>cations. Eahnestock.asked if the polling sites at Linwood and Edgerrioo� are opened for primary and local elections as well or just for presidential elections. Davidson responded we open for all of those elections plus any elections the County holds. Boston. is also a polling site, 5 Golf u·pdate (Troy Hendricks) Hendricks.stated we had a very good month in• November. Rounds for November were 10,995, whii::h is the inost rounds played in NoVember<since the early 2001- 2002 timeframe. Rouncfs were up for the year by 12% olier 2019 based on a four course system, and 1S% of 2018, 8% over 2017 and 4% over'2016. This is despite two courses being closed for two weeks and two courses.being dosed for seven weeks. When those,courses;reop_ened they were limited,to walk_ing only. Auburn Hills exceed30,oo·o rounds for'the·second time siilce,opening in 2001. They have now'exceededJS;000 rounds'for the year for the first time since they have been open. MacDonald has passed the 30,000·mark for the.third time in-the past 10 years. Tex Consolver and Sim contin·ue to be thework horses for the Golf Division. They've both exceeded 35,000 rounds nine of the last 10 years. Had they not been closed for that period earlier in'the year you could speculate they would have exceed40,000 rounds. Revenue continues to be strong we're up 1% over 2019 year to date, despite the closures. The Golf Division has surpassed the revised revenue budget by $526,000.at the end of NovembeL We. we.re .behind the original;budget by only $141,000 with BOARD OF PARK COMMISSIONERS REGULAR MEETING December 14, 2020 Page 7 of 13  one month to go. becembeds notnormaliy,a}1igh revenue'mohth butbased,oh previous years it is too early to'cail to·see.if,WeJwili' do.that. Difring the firsf 13,days we have afready·exceed 2019fs.first revenue ffumbers for the,month. We �re_going to have. a much better Decemb_er this yeart�,<1n' last year. Expenditure� a.re _down aboyta,half-miUion doJlars from lastxear and projected.to fall .�elow the o,r:igin�l,bu�ge!:a11d,be_;slightly:oyer the•re.vised budget, Mr. Houtman was . at Council.lasv�eek,and· asked Jar some:additional • spending authority for Golf which was,granted, During that time,period from the first of November through',then we put'Some additionalspending,restriction·s on stafho controTwhere we were so we knewwhauo askfor when we,went to Coundi. Those restfo::tioils.have ·since b e_en lifted . Concession sales fof'the month of November-we are u.p:G7%.qver2919� MacDonald still led theway being UP. 97%, Au_�JJrn Hills is:lJp'.;92%,'TexCon_solv,er is up '72% and Sim is up 32%, Greens fees,without membership fees and compared to·November 2019, we,had $!12,852 in:regular greens fees paid. In 2Cl191 it was $77,iiiWhich is a.$35,750. 'incr.ease. With. membership,fees,calculated'in.forthe courses that puts.Lis atfa 147% 'increase for"rllovember over, 2019. •Cart fees-are up 87% for,th·e division-for the,inohth. ,MacDonald was up 120%, Auburn Hills.up 107%, Tex·consolver as up 79%•and,S.im is-up 58%. Driving Rariges,are still busy. R,mge businessJs up 250% oye_r l_a,sJ,yeaL ,Geter stated 11qhe retreat,1-l_e_ndricks•said we we,re $470,QOOd11'.the black, isj:hat accurate, _Hendficks responc!ed netillcome; which is,onthe;iounds,Repor:t,,stiows thatwe are $470)630 net income year to:daie atthe end;o(November. Goter,stated you also just·said,we are.$140;000'in the black, he's confused on that. Hendricks responded he must.have misspoke, he does·not:recall saying that. Gaterestated We were told lastmorith thatwe1were going·to finish $140,000 iri the black·and now we are at $470;000. Hendrii:°ksfesj:londed'that'Would have been at.the -- end. ofOctober - ·--· ,- based on projections. 'We had a·very goodmo11.t_h of'Novernberc. GCJter sJateclJha_t>is a big number. We.went fron1 _ii $500,000 prnjec:ted deficit at,the beginning9f the year to $470,Q_OO profit on a, $3) million ente_rprise. Tha(is. a really big.number, :Hendricks stated th_e. year is_,not over. Geter sfated he woulcfliketo see a breakdown i ,ofthat $470,00.0iwhat thetso1.,1rcewas,.when it happened ar i:l;h·ow ithappenec:L Is it from regular:weens fees, the:membership is'pfetty:constant,,that'would hot.have generated any dramatic increase. Co'ricessiohs,are not thatbig-ofa number. Hendricks stated we just looked ·comparirig:regulaf'greens fe_es an_d for Novernber we are up $35,000 over Noveniber-2019. We've .been having l�rge Ln.creases li�e. that 'since we reop"effed. In Oc:tobe� that num_ber�a,.s $23;000, He,p,ut togetherA<J.ml! .numbersJor°Firiance,,we·were,down - · -� -·�-·•-· - - in·regular·greens·fees,at .. ., --· -- - .. ' tl\e1end .. �-- - - ·· ' of,June,$9;2i5, - - •- - - ------ • . ., due to,the clc:>�i_ng of tpe,gcilf'c_our,s_es. Sjn�e,w_e:r,eopened and got back to more nor0maltee ti_n:ie_s·!n. July our regylar greens fees,are up $11,000for the months of JuJy,,�ugu_st,Sep!ember, O_ci:o_b_e_r �nd Novem!Jer, so for five monthswe are upmor_e ;than whiJtweJos_i.,in,six,months, We!ve;seen,<1Jot more in reg!Jlar·greensJee participation at the,golfcourses, Goter stated he,understaridsrthadiut:$470;000 is a big:number. None of ttiose:humber add up to a"nywhere closecto that. He'viiould lil<e to see·some detail._ Hendricks stated cart fees are'up abciut.$100,000 over last year through the'end-of November..Geter stated that still does.not explain the difference BOARD OF PARK COMMISSIONERS REGULAR MEfTING DE!cE!mbe-21'.1,-iQiO Pag:�·s·of 13 from one month to another of $470,000. Hendricks stated he does not believe that is what he said last month. Goter·responded you said they were $140,000 in the black. If you are $470;000iin the black that is a,12% profit margin on a.$3.2 million venture. Which again raises the issues of why we furloughed employees when you made a 12% profit. Hendricks responded that was not his decision. Geter stated if your numbers are accurate, communicating to the touncil again that is•an injustice to the folks that made.that money. It is to the credit of the people on the.courses that made,that-happen,and they are.being penalized while that.money is going to pay the salaries-of eveiyone at.City Hall without·penalty. ls'it possible for you to breakdown wherethat$470,000 came'from, how·much is attributed to regular'green fees, memberships, concessions, driving range and how much to the other·profit centers? Hendricks responded send him a list of the.information you want and he will reply to you, Geter stated he has an email to Hendricks and Houtman for the last few weeks asking for•an el<planation of the: 2019 and have never got an answer. You listed. for 2019 the.exactsame-revenue for 2018. That can't be right; he would like to have thal corrected. Houtman stated he does recall that'andwe made. a correction and sent that out. Gciter stated it was not sent to him, he has not seen it. Emma Li­ Wormington, the.accountant, said she cannot answer that qu·estion because those numbers are exdusively in Golf's hands. For the integrity ofthe report it is important you have ac_curate,numbers. He has been directed to,ask these questions of staff instead ohakirig it to Council, it has been on your table for two months and he doesn't have an ans.wer yet. Fahnestock reminded Geter there is a Golf Advisory (ommittee tomorrow, maybe some of these questions can be-brought tomorrow and hopefully better answered and give us more darity. Geter responded.the Park Board needs-to take.moreiownership in this. The GAC is not much,of'a player in this'picture and the-Park Board needs to accepnh·e responsibility it is giiie'ri by mandate as being a member of it you are responsible for the oversight of the finances of.the Park Department. This is the single biggest item on the Park Department budget and we treat it like it is an afterthought. It comes at a time when the Manager is talking t\anding,this:off to a non-profit which will solve all of these problems. He wonders how this is'inflliencing the .numbers, having this prospect of a total .turnover of .the system to someone.else, ·There are golfers that are. nothappy, they need a better response aswell. There needs to be more accountability. You are going to hear from more of them. Tabingstated the concept of profitability is·kind of.new to us when it comes to golf. If the $470,900 profit is how the end of year turns out, what becomes of that moriey? Does it.pay off debt, does it go into·the general fund, can you explairi what becomes of that·money at the end of the year. Houtman responded it is an enterprise fund so it stays-within the enterprise and can be used to kick-off next year. At the beginning of the year; January, February and March; we don't have a lot of revenue so it t\eips balance everytt\ing out. It might give us other opportunities to reward employees, it might give us opportunity to put investment into the infrastructure. It is important to have a positive balance in the enterprise fund. Tabing asked ift here is a plan to service the debt from that money. Houtman stated that has not.happened in the last three years. He does not think we are doing that this year. Next year, if we still have the debt that may be something the Finance Department requires us to do. Geter asked if you end up handing this over to First BOARD OF PARK COMMISSIONERS REGULAR MEETING December 14, 2020 Page 9 of 13 Tee and there is.a $400,000 surplus, does;ihat money get:nanded over to them? Houtman responded h�thinks:thatis part ofttie negotiatingJerms. Goter respor1ded this .is going farther down.the road•tha·n,jusMhe inception. T.h.ere,ar.e,s_eri91_1s questions-like, this, that spea kto the.need, ior: JJ.ublk,aw.i �E!ri_ess_, Gotef asked'if the furlougl\s.extend to 2Q�!c Houtman resp_onded they,are budgeted into the.2_D2lbudget. Geter stated we are already penaHzing employeesTn·2ci21 after they posted a:$470,0b_o profit, Houtman responded'that'is �hat is in the budget. ltis his.interffto<change:that if weihave:that much positive change, That is why budgets1are flexible;,things,ctiange. It is'liis'intenf.to work�with the.Clt_y•Manager anil:the Finance Depaftmeht:to relie�e·us"ohhose .furloughs,ifwe.can, If Vye 'have a budget surplus that would 6e a number one'goal. Goter st_il_tedwe had a b_lldget surplus,.at th·e end of the year and still JJe11alized the emJJ.loyees at the end of 2020. .Is there a chance we could. refund thos.e furlotJghs� Yo_u talktab.out.the possibiiity of bonusing, why-not,jl_lst,ght..e,tl\ern the mon_E!y,they earned in the,beginning: Houtman [espor,d_ed those:ar,e all itemdhat can be flexible.,. We halie-.to·workwiifhhe,F.inance o·epartment and the:City Manager: Gotera'stated' our ·recommendationias the Park' Board that the.furloughs,be cut in halfnever'got to the Council. ls'there an explanation ofthat? Houtman responded h·e sh·aredthatwith the City M_anager and expiaihed ciur situation. ltiis something he is·going to talk;abQut ih,their C>ifetjpr's Report. The City Manager is:how going tp �e resporiding;_in ,wr,i(ing so·he c_ari provide that feedback to the,P'ark (!o_ard:. Gotersta(ed that the Gity Manager decicfod'i:hat i:Jur recommE!ridation "Yas:riot•goihg to be honored,· Houtm_an stated he,carinot speak for w:hat,h.e;did or what he decided,what avenues he took. Geter.stated we are an official adv[soryto the Gouncil and our. actions are•ignored'. Does any otnef'Park Board member have a problem with tliat, that you ta.ke:a·n:actiori and.hcibcicfy1cares? There is a good:.faith effort to'dealwith sefiolls, probiems-and:they geMosseq'in'th_e trash.can .. Hillman stated he has a problem with that. Got.er st_a.ted Fahnes!,oc.k mentioned. atthe retreat J>erhaps fixing thi� in some fashi9n, compel that wh_en the ParkBoarcf takes an official·action ... seyeraJ y_ears ago it wa� a matter of course that. the•.City C6llncil had a repqrt,ofBoards,a11d Gommissions on their agenda. "Every week theY,l'{.ere\nformed;pf their Boards1and·Gommissions. That'isn't, happening anymore, In talking about.the.accreditation process, he WoulH,raise,this asfan is.sue. Houtman:responded we;do provide the minutes and'recordings,tothe,Council and they·review those. He has,had questions come.up from\vheh th'ey review them. There has•been,a .lot ofccon\iersation ii'Ltlie p-ast, Goter st_atecfl(llejust dori't [ ,get a resp·onse. Fahnestockadded it sounds likewewill·now, WE! �ill:be:getti lg1a written resp·onse from the City'Manager. Thoseiare sorrie of.the ac:tiolJ'ite.mswe talked abouFatthe retreat: Instead of just complajr:iing about how itwoulda, coulda, shoulda been done. These are,the actio_n.i�ms.he, CabralJanq a lot ofthem,spoke to last.week �t the retreat, H,outman stated}ha(is what.he talked to the.City Manager aboutright(a_�ertt)e rei:fea!, 8e.:said therE!.\is a,. breakdown in the'commuriicatioh and a:br!!�k�o',,';'11(ih:the•proce,ss; �s he bring�'irifotmation to the;,Gity Manager h 'e,needs a way. to brihg}hat backtoihe.Rark Board. 'we·:are going.to ao that in a formai.mannef with wriften memos back•and forth. Goter stated he k�ows F.ahnestcick said he would not entertain a motion"but on.beh·aif cof.the folks wlio emailed, he.wants to make.a.motion. BOARD OF PARK-COMMISSIONERS REGULAR MEETING -- - - - Decem·be�.i4t2�0:io P�ge 10 of 13 Motion by Goter that-the Park Board Recommend to the City Manager that the process of soliciting a nonprofit solution to the public golf courses be tabled until further options can be.explored. Hillman seconded. Fahnestock stated, as he stated at the beginning of th� meeting, since we don't know anything and this has not been presented he cannot be in favor of supporting this motion, Harlenske stated this is not on the. agenda and you are out of New Business. It is really out of order at this point, It is not on the:agenda, it could be on next.month's agenda. Goter stated we are still on the golf report. Harlenske responded the golf report is not new business, This would be new.business. She does not recall itbeing brought up before. o Houtman: stated•it wa� not on the agenda bef re. ,He wou.lo:like to entertain this, but defers to Ha�lenske. If this is not·11ew business can it be brought up arid voted on, Goter stated he would think the Park Board has the authority to•make a motion at any time on any issue as a duly appointed constitutional agerii;y. Harlenske stated the ordinance that creates the.Park Board says itwill be governed by Roberts Rules o· Order, Her reading of those rules, this motion is out of order. We.have an agenda so the public can know what we are talking about, Goter asked if you can't revisit a previous agenda item that has been published. Harlenske responded that is what she was asking Houtn,an,.s�e does ncit recall it ever.b'eirig on.an·agenda. Houtman stated he.believes that·is correct that we have never brouglit this as.an item for new business.other than'just discussion points to inform.the Park Board that the City Manager is contemplating some different options with Golf, Hillman withdrew his second to the motion and makes a recommendation that it be put on next month's agenda, Harleriske,stated you will have a lot �f public comment·on this, It should be on an agenda where people can get their comments fn. Fahnestock asked Goter if he was okay with puttiniftliis a·s an agenda item on·next,montll's meeting, Goter respo11ded these folk_s are so tired of watching this, lt'is so hard to see what is going on. There is nothing wrc,_ng with being open and lip front at all'times, there is no reason·fo.nide somediing, All we are trying to d_o is communicate that there is concern from the golfcommunity that this is going forward in secret without public awareness and too many decisions are being made without public,exposure. Let's schedule iffor next rriohth as a formal presentation of what those communications have been that Houtman talked about that they have had over the past several weeks arid where we are at that point, Other·actions·willb'e taken along the way tha may mak� it irrelevant, Tabing stated based on where the discussions are with the possiblepperator,.will there be d�al points ready for that meeting in January? Or is just an opportunity for us to globally share comments, and is that too soon based on ongoing negotiations that might be taking place with First Tee. It gets a little awkward when you are negotiating and a third party, granted we are a vested entity in the discussion, it is also hard to negotiate when there is a third party involved, He does not want to get in the way of that either. It's a tricky position right now, not knowing whatthe details are. Goter stated it is like a baseball game and you are being asked to decide an.issue in tlie seventh inning butyou were never notified the game was being played. We are being asked to weigh in on something that was brought to the table through a proce·ss you never participated in, You were never asked as a Park Board·what options should be pursued for the preservation,ofour public golf system. Now we are supposed to sit and wait while this unilateral'action BOA_RD OF PARK COMMISSIONERS REGULAR MEmNG December 14, 2020 Page 11 of 13  goes forward. Thetlmeline�s 1 6f.'it.is sffspect. Ttie real.question is•whywas it•s!ar;t_ed • in the first place as the·optioii. to save public golf, Fahnestock:a_s_k_e_d if Vl(hen_we receive.a formal offer will we not have th_e oppor;tunity to,review th,af.and speak on that an_d i!llowth,e publii; to-voice their.opinion? Hputman responded yes. Fahnestock,[asked Goter if he wants it•pn·.fhefagenda,at ttie'hext meeting. Hiliman responded he_,does, Goier there is a. motidn and a second onth·e table. He made a motion and'Hillman:seconded it. Fahnestock stated.Hillman retracted his second. Hillman added.he also.asked that it be'j:Jlaced.on·the,agehdafor January. Fahne�tock stated: he shares Tabing's•concem. He"wahtsto be<tr<1risparent �LJt!he_ does;riotj_hirik the'Board:tiasiahybusihess riglif:iiow i!S'long as·there1is nci},a_form�J offer onJhe table. He:does,riot see·a pointiritalking a_bout'it u!ltffthere i_s'a formal'offer. Goter stated it was·.formaUy anno_unced by the. City that:an offer'is being constructed. 6 Wictiita Parks,Founda!ioll,Update (Alejo Cabral) Routman,s(ated.:he is meetihgtomorro'w with'the Foundation'.to,dlscuss more on•the Plates for Parksfunding. ;they have an opportunityto starno ehgagehdvlwe cari spend that money, prioritizing projects,and put together·a scoring.m�frix so We can be objective oh,gradln·g,different:projects. 7 i>resideiit/s Update (Edilie'Fahnestock) There is.no Rresident'.s Update. 8 Director's.Update (Troy Houtman) Houtman:stated some of the,.thingstha_tcame out of the retreat were interesting. He appreciates the feedback. W,e want fo keep you,in.thedoop.and meet·your'needs and int�resG. The agend�:n.ext mdhth will l�ok a fittle,diff�rent He wiil be working with Emma to P,Ut together-a fina·nce report for the whdle departm·ent. David McGuirewlii be presenting,a park review. WewilLbe,goihg:iiitCJthe,budget:session. soon. He:fias:not had an.opportunitlto talk-to Elizabeth in Fi[l<!nce,,yet �utch_ejs, goingtd haveih'er doa coupleprese�tations talking,�_bo_u!the. proces_s but,also showing year to year somE! c:ifthe adju_s_t,me,n.ts and,charigeswemade, what:'our concerns a.re.for the upc:orning_budget year; not for 2021: but gefrii]g:ready for 2022 soon. He doesn't know ifthatwill bewii:t\'the subcommittee you want to put ·- --- . - together or it might callJor an;extra meeting ofthe Park Board to go over that. We: , -- � • •"" ,. - - -·- ·- ' can.be flexible, ·Those are:some·ofthe:changes:tharcanie,outof,th'e;retreat that we are goingto implement.. 2021 is going to be.a busy year and we are,going to be having-a lot ofribbon cLJttJr1gs, you are goiri'g-to need:some scissors. Ribbon c�ttings vyillJndude: T,enn[s Center, SwimmingJiools, some1plaVground updates, updates .itP.iVl(n_ee,Rri.JirjE!',P.afk; N<1f:tzgE!r i Park r evef:had a ribboh·cutting so,we,.wUI ba'-'.e-p11,eth.ere ali}\l\'eJI'., If.it is'.ii,,your district and,you wantto·spe<1k•on 'it, we 1Nando get.you on th€! prowam. 2021,is going to be exciting. .. A�journ. . There,beihg iio,further:business,;the,meetingwas adjourned at'approximately,4:27 p,rh. BOARD OF -- -PARK - .. COMMISSIONERS - REGULAR MEETING Oecemb�r,.i4/i02o �age 1� 9f,13 The next regularly scheduled meeting will be a virtual meeting held on Monday, January 11, 2021. /s/ Eddie Fahnestock Eddie Fahnestock, President BOARD OF PARK COMMISSIONERS REGULAR MEETING December 14, 2020 Pilge 13 of 13