Planning and Parks Committee

City of Wildwood Council Planning/Economic Development/Parks Committee “Planning Tomorrow Today” Minutes from the November 17, 2015 Meeting The Council Planning/Economic Development/Parks Committee meeting was called to order by Chair Baugus, at 6:30 p.m., on November 17, 2015, at Wildwood City Hall, 16860 Main Street, Wildwood, Missouri. I. Welcome and Roll Call: The roll call was taken, with the following results: PRESENT – (5) ABSENT – (3) Council Member DeHart Council Member Sewell Council Member Manton Council Member Levitt Council Member McCutchen Council Member Cox Council Member Goodson Chair Baugus Other City Officials present: Tim Woerther, Mayor Ryan Thomas, City Administrator Joe Vujnich, Director of Planning and Parks Kathy Arnett, Assistant Director of Planning and Parks Gary Crews, Superintendent of Parks and Recreation II. Approval of Minutes from the Meeting of October 20, 2015: A motion was made by Council Member Manton, seconded by Council Member Dehart, to approve the minutes of the October 20, 2015 meeting. A voice vote was taken to approve the motion, with all noting approval, except Council Member McCutchen, who abstained from the vote. The motion failed for a lack of majority. III. Public Comment (on non-Agenda and other items): None IV. Planning Considerations: Council P/E/P Committee Minutes November 17, 2015 Page 1 1. Expenditures for 2016 relating to Strecker Forest Subdivision and Celebrate Wildwood Event (Wards – All) Director of Planning and Parks Vujnich provided an overview to the Committee of past meeting discussions relative to the operating budget of the Department of Planning and Parks for Fiscal Year 2016. He noted that two areas of discussion generated substantial concern from Committee Members relative to funding, how it would be utilized, and if enough had been budgeted to meet the needs of the projects. These two (2) areas of concern were: 1. Strecker Forest Environmental Assessment ($10,000.00 requested at the October meeting); and 2. Celebrate Wildwood Event, which is noted in the operating budgets as “Art Festival and Founder’s Day” ($80,000.00 for both events requested at the October budget meeting). During discussion at the October 20, 2015 Committee Meeting, Committee Members suggested the budgets of these two (2) areas of concern may require an increase in funding. Discussion among Committee Members at this evening’s meeting included the following: the fact the 2015 budget reflected twenty-five thousand dollars ($25,000.00) for the Strecker Road Environmental Assessment and seventy thousand dollars ($70,000.00) for the Art Festival/Founder’s Day Weekend; the fact that the 20th Anniversary Celebration in 2015 was actually over budget by almost twenty thousand dollars ($20,000.00); the fact over budget costs of the Celebrate Wildwood Weekend in 2015 was off-set by sponsorships associated with the event and fees and related charges to the vendors and artists; the question as to whether the City utilized the budgeted funds or 2015 concerning Strecker Forest; the fact that consultants in the environmental field are expensive; and the belief that field work concerning Strecker Forest should be limited from this point forward. In view of the aforementioned discussion, Director of Planning and Parks Vujnich advised the Committee the Department is requesting to add twenty thousand dollars ($20,000.00) to the budget for the Strecker Farms Environmental Assessment in 2016, but feels the budgeted amount for the 2016 Celebrate Wildwood Event is reasonable and did not need to be increased. A motion was made by Council Member Manton, seconded by Council Member Goodson, to increase the 2016 budgeted amount for the Strecker Forest Environmental Assessment from ten thousand dollars ($10,000.00) to thirty thousand dollars ($30,000.00). A voice vote was taken to approve the motion, with unanimous, affirmative result, and the motion was declared approved by Chair Baugus. Council P/E/P Committee Minutes November 17, 2015 Page 2  2. Strategic Planning Goals – March 2015 Session of City Council (Wards – All) Director of Planning and Parks Vujnich reminded the Committee of the March 2015 Strategic Planning meeting and the fact the Chair of the Committee has asked that its goals be an on-going effort of this Committee. He noted, however, the Committee meeting agendas, since that meeting have been full and, unfortunately, the discussion of the three (3) goals most applicable to this Committee has been limited. To assist in this regard, Director of Planning and Parks Vujnich advised the Department had prepared a table that provides the three (3) goals, the objectives associated with each of them, and the accompanying action items for implementation. He noted the intent of providing this table to the Committee members is to re-orientate them to the information, select a goal to begin the process, and then schedule it through 2016 for the implementation of the action items associated with it. Director of Planning and Parks Vujnich ended his presentation advising the Committee the Department is seeking the direction of the Committee on which goal it would like to begin with this year and whether the Committee felt the presented goals and objectives were appropriate. Discussion among Committee Members included the following: the belief the first two (2) goals on the chart (#1 and #3) could actually be incorporated into the third goal on the chart (#4); the general feeling the first two (2) charted goals (#1 and #3) are not being deemphasized, but focus should be placed on the third goal (#4); the opinion the Committee should direct the Department to concentrate on the third goal (#4); and the suggestion the Committee should receive an update at each meeting on the progress in meeting the objectives on the third goal (#4). No further action taken at this time. V. Economic Development Issues: 1. Houseal Lavigne’s Report – Comments for Final Submittal (Wards – All). Director of Planning and Parks Vujnich reminded/advised the Committee the Houseal Lavigne Report is nearing completion. Comments, suggestions, and recommendations concerning the draft report need to be submitted to the consultant at the earliest opportunity to ensure consideration/inclusion in the final report. He noted the Department is seeking any input from the Committee at this evening’s meeting. Director of Planning and Parks Vujnich advised that if not submitted at this evening’s meeting, comments must be given to the Department by 5:00 p.m., on November 20, 2015. At this evening’s meeting, the Committee was most concerned with making sure the consultant was capturing all the comments from the Economic Development Task Force. VI. Parks Issues: 1. Connector Trail Proposal – Bluff View Park to Rock Hollow Valley (Ward – Six) Council P/E/P Committee Minutes November 17, 2015 Page 3 Director of Planning and Parks Vujnich familiarized the Committee with the planned trail segment that will connect the Bluff View Trail to the natural surface trail being developed in the Rock Hollow Valley (near/around the Rock Hollow Trail). He noted now that both of the recreational areas are complete (Bluff View Trail/Park and the Rock Hollow Trail Area, this connecting trail is exceedingly important. Director of Planning and Parks Vujnich advised the Department initiated the process to develop a concept plan for this trail and all involved parties approved it (St. Louis County, Missouri Department of Natural Resources, and Wildwood). With the design and engineering plans for the trail being complete, he ask the Committee to consider them and offer comments for action. Director of Planning and Parks Vujnich advised the Committee it is the Department’s hope that the plans will be approved by the Committee, so they can be sent to the City Council for its consideration. Discussion among Committee members included the following: the exact location of the planned trail connection (showed to the Committee on a large map); whether the Department had any idea on the maintenance costs of this trail; whether there would be any problem with the railroad concerning this trail connection; the estimated cost of the project ($190,000.00); and the fact the bid results would be shared with the Committee, before any action is taken. A motion was made by Council Member McCutchen, seconded by Council Member Goodson, to forward the design and engineering plans for the trail connection to the City Council for its consideration, along with an estimated maintenance cost for the completed project. A voice vote was taken to approve the motion, with unanimous, affirmative result, and the motion was declared approved by Chair Baugus. 2. On-Going and Long-Term Maintenance Costs for Parks and Trail Facilities – (Wards – All). Director of Planning and Parks Vujnich advised the Committee of discussions occurring during the March 2015 Strategic Planning Process involving the need to ensure that, as facilities are added to the City’s system of parks and trails, the costs associated with the maintenance and upkeep of them are addressed as well. He noted the ultimate outcome of this discussion was the following Goal Statement and related Objectives/Action Steps: Goal #3: Implement the Parks and Recreation Action Plan - Objective#3: Determine Means for Funding Future Parks and Trails Action Steps: a. Pursue grant funding and private donors b. Pursue community partnerships for recreation opportunities and services c. Consider Parks Sales Tax ballot measure d. Develop long-term maintenance plan for parks and trails. Council P/E/P Committee Minutes November 17, 2015 Page 4 Director of Planning and Parks Vujnich reminded the Committee that, when it first discussed this matter in August 2015, it was decided to delay any further discussion until the budget process had begun and the Department would have completed its presentation of its operating and capital items for its consideration. This process being complete, Director of Planning and Parks Vujnich presented a chart, clearly showing budget allocations and actual cost of park and trail maintenance, for each of the last nine (9) years and the allocation budgeted for 2016. He noted for the Committee that maintenance costs have always been adequately addressed and fallen under budget projections every year, except 2012 (the Department has not determined, at this writing, why maintenance costs exceeded budget projections in 2012). He advised the Committee that with the opening of the new community park, the maintenance allocation for parks and trail maintenance in the 2016 Fiscal Year Budget has been increased. Discussion among Committee Members included the following: the fact the Department is always looking for guidance/suggestions on how to fund future projects and how to maintain the parks and trail facilities; the fact that some maintenance issues are funded through the Capital Improvements Program Fund; the opinion the environment is much better now with regards to soliciting a parks sales tax than it was in 2008; the belief the park sales tax would equate to a ½ cent point of sale tax generating approximately one million dollars a year; the belief the current tax in Wildwood is 7.65%, therefore the additional ½ cent point of sale tax would bring the total tax to just over 8%; the fact the intent of this discussion is to keep the information in front of the Committee; the belief that work invoices would allow the Department to identify how the maintenance funds support each park/trail; and a request that, moving forward, the Department should closely monitor the cost of maintaining each park and trail system. 3. Park Sales Tax – Initial Feasibility Discussion (Wards – All) Director of Planning and Parks Vujnich summarized for the Committee how the park and trail system has evolved, since the incorporation of the City. He followed that summary with a small history of the The Citizens Committee for Park Progress and how a park sales tax was identified by it, as a major funding initiative to be pursued by the City in its final Action Plan adopted in 2007. To establish this type of sales tax, voters must approve it, at an election, by a simple majority. Director of Planning and Parks Vujnich advised a sales tax was in fact part of the ballot in 2008, but it did not receive the necessary majority of voters to support it. He informed the Committee that much was learned during the process in 2008, which should assist the City Council and Department staff in preparing another ballot initiative. Recent discussions among Committee Members, the City Council, and the Department have suggested another sales tax option attempt would be well timed during the April 2017 Municipal Election. Director of Planning and Parks Vujnich informed the Committee the Department feels the April 2017 suggestion would provide plenty of time to complete the election process, form a citizen committee for its advocacy, and engage the community regarding the park sales tax. Discussion among Committee Members included the following: the fact that numerous communities surrounding the City of Wildwood benefit from a park sales tax; the fact a park sales tax would not only benefit the City’s parks and trails, but also stormwater Council P/E/P Committee Minutes November 17, 2015 Page 5 problems; the opinion a public relations firm might be helpful in promoting a park sales tax; the opinion it is too early to ask the community for a park sales tax and the City should wait until additional phases of community park are completed; the opinion the City Council and Department needs to be entirely comfortable with the timing of the park sales tax effort, before proceeding; the opinion all data needs to be collected, relative to what the City spends on parks and trails, before proceeding with plans for a park sales tax; and the general feeling early plans for a park sales tax should remain with the Committee, but a date for the issue to be put on a ballot should be eliminated from the planning process at this time. 4. Tree Art in Community Park – Wards – All) Director of Planning and Parks Vujnich provided an overview of the status of a possible tree carving in the new community park. At the October meeting, the Department had noted a large tree trunk is located in a prominent location near the playground at Community Park that offers a great opportunity for a wood carving that would complement the location. He reminded the Committee, it was noted at that time, the St. Louis Community College might be able to assist in having the tree carved for this art effort. Since the October meeting, Director of Planning and Parks Vujnich met with Mark Weber, Chair of the Art Department at the Community College and Patrick Vaughn, the Vice-President of Academic Affairs, at the Community College to discuss this opportunity. He noted this information was being brought to the Committee’s attention to make sure the approach was endorsed and, if not, provide other suggestions or recommendations. Director of Planning and Parks Vujnich closed the discussion by advising the Committee it would be consulted, before any decisions were made. Discussion among Committee Members included the following: the fact the Department is waiting for some response from the Community College relative to the wood carving; the opinion that some sort of mock-up should be created of the carving, before any decisions are made; and the suggestion to remove the tree entirely and replace with some sort of totem pole art. 5. Fund Raising, Donations, and Volunteer Participation Activities in Community Park (Wards – All) Director of Planning and Parks Vujnich briefed the Committee on existing opportunities/programs associated with the City’s memorial and fund raising programs. He noted the three (3) most popular programs involved memorial benches and trees, with associated plaques, and engraved brick placements for fund raising efforts. Director of Planning and Parks Vujnich advised the City Council recently discussed a shortage of seating in the new dog park area of Community Park and inquired whether our existing programs could be utilized to allow citizens to provide direct support with issues of this nature. He noted for the Committee the Department is looking for authorization to organize a more formal process for fund raising opportunities, donations, and volunteer opportunities at the community park for the Committee’s future consideration. However, before attempting to construct a process of this nature, the Department is requesting the input of the Committee members. Council P/E/P Committee Minutes November 17, 2015 Page 6  Discussion among Committee Members included the following: the cost of benches via the current process; the fact the Department is contacted frequently with project requests from scouting organizations; the fact the Department is approached by various groups and individuals inquiring about volunteer projects; and the opinion a waiver form of some sort should be created for volunteers to sign, before work is performed. 6. Update on Parks and Recreation Action Plan (Wards – All) Superintendent of Parks and Recreation Gary Crews summarized the major items that were the focus of the City, since the Committee’s October 2015 meeting. VII. Other A motion was made by Chair Baugus, seconded by Council Member Manton, to cancel the December 22, 2015 Committee Meeting, since it is so close to the Christmas Holiday. A voice vote was taken to approve the motion with unanimous, affirmative result, and the motion was declared approved by Chair Baugus. Committee Members requested the Department to secure a cost breakdown from the Pond Athletic Association for 2015 concerning how/where the City’s $10,000.00 donation is being spent. Director of Planning and Parks Vujnich advised the Committee of a recent request of the Pond Athletic Association seeking its support/sponsorship for an International Baseball Tournament the week of July 29, 2016 through August 7, 2016 (tentative date at this time). Participants in this event would represent Japan, Australia, and Europe. The Committee was advised it would be provided more details, as they become available. Director of Planning and Parks Vujnich informed the Committee on the most recent information available concerning bringing electrical power to Community Park. He advised Ameren Missouri finalized a plan, which will require some tree removal, but it appears power could be brought to the community park in the next few months. The cost of the project has not been determined. VIII. Additional Public Comment None IX. Closing Remarks and Adjournment Director of Planning and Parks Vujnich and Chair Baugus summarized the evening’s meeting and a motion was made by Council Member Manton, seconded by Council Member Goodson, to adjourn. A voice vote was taken to approve the motion, with unanimous, affirmative result, and it was declared approved by Chair Baugus at 8:10 p.m. Council P/E/P Committee Minutes November 17, 2015 Page 7