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HomeMy WebLinkAboutMinutes - Minutes - Parks & Recreation Advisory Commission - Meeting Date: 9/12/2011CITY OF GLENDALE, ARIZONA PARKS AND RECREATION ADVISORY COMMISSION MEETING 7 P.M., MONDAY, SEPTEMBER 12, 2011 O'NEIL RECREATION CENTER 6448 W. MISSOURI AVENUE MEMBERS PRESENT: Jonathan Liebman, Chair Donna Williams, Vice Chair Patrick Church Allison Tedford Samantha Cooke Gary Parr Rachel Nowakowski MEMBERS ABSENT: Jamie Aldama OTHERS PRESENT: Erik Strunk, Exec. Director, Parks, Recreation & Library Bill Schwind, Deputy Director Karen Hesser, Deputy Director Mike Gregory, Park Manager Chris Gallagher, Recreation Manager John Akers, Senior Recreation Coordinator Ray Rosales, Recreation Programmer Christine Frederickson, Management Assistant I. CALL TO ORDER Chair Liebman called the meeting to order at 7:00 p.m. II. ROLL CALL Chair Liebman welcomed new Commissioners Church and Nowakowski. Chair Liebman noted that Commissioners Aldama and Cooke were absent. III. APPROVAL OF MINUTES OF THE JUNE 13, 2011, MEETING Commissioner Parr motioned to approve the June 13, 2011, meeting minutes as written. Commissioner Tedford made the second. The motion passed 6 — 0. [Commissioner Cooke was not present yet.] IV. BUSINESS FROM THE FLOOR None. V. OVERVIEW OF O'NEIL PARK Commissioner Cooke entered the meeting.] Mr. Strunk commented that this Commission meeting was held at O'Neil Park so that the Commissioners could see the recent improvements and upgrades to the park. Mr. Strunk explained that these improvements were funded by a Parks and Recreation Advisory Commission Meeting September 12, 2011 Page 2 70,000 Local Initiatives Support Corporation (LISC) grant, a $70,000 CIP match to the LISC grant as well as an Arizona Sports and Tourism Authority AZSTA) grant of $100,000. Therefore, the grand total of available funds for O'Neil Park improvement was $240,000. Mr. Schwind praised the efforts of Mr. Gallagher and Mr. Gregory on the O'Neil Park project, adding that the new sports field at the park is now very high quality. He stated that the sports field is used for youth soccer and football as well as adult sports. Mr. Schwind noted that the field was also fenced for safety and security and commented that flood irrigation was re- introduced in the park and is working well. The Commission and attendees took a tour of the new sports field. On the tour, Mr. Gregory highlighted various aspects of the new field: High-quality turf 6-foot chain link fence around the field which can be locked Bleachers on concrete pads which are wheelchair accessible Solar lighting as well as traditional lighting Scoreboard Multi-use goal posts Mr. Gregory stated that the sports field is on its own irrigation system due to the need to accommodate sports play. Mr. Gregory explained that the sports field is watered mostly by a sprinkler system, but flood irrigation is utilized based on field-use schedules. Mr. Gregory noted that the rest of O'Neil Park is watered via flood irrigation every two weeks and the trees and turf have successfully responded to this technique. Mr. Gregory noted that in the past, flood irrigation was used at O'Neil Park but after this technique was discontinued, the turf and trees did not do well under the sprinkler system. Mr. Gallagher was very pleased that the sports field was being used by Pop Warner for football and by various soccer clubs. Mr. Gallagher stated that the fencing is very important because it provides safety, but also ensures that only scheduled groups are using the field. Mr. Gallagher stressed the importance of sports groups scheduling field use for both practices and games with the Parks and Recreation Department. The Commission and attendees returned from the tour back into the meeting room. Mr. Rosales introduced himself as the Recreation Programmer at the O'Neil Recreation Center. Mr. Rosales has been at this site for five years and coordinates the afterschool program. He discussed the following highlights of the afterschool program: Drop-in program is offered for children in 1st through 8th grade 42 children are registered Average daily attendance is 35 children Afterschool snack is provided by the Kid's Café Parks and Recreation Advisory Commission Meeting September 12, 2011 Page 3 Activities offered include chess club, rocket club, model airplane club, along with adhoc classes such as "How to be a DJ" Ping pong, billiards, Wii, computers, board games and Legos are available for use There is a homework area and staff help the children with homework Early release days at school are accommodated Chair Liebman inquired about other staff at the O'Neil Recreation Center. Mr. Rosales noted that there are two other staff members. Mr. Rosales commented that parents have been giving very positive feedback regarding the new sports field. Chair Liebman thanked Mr. Rosales for his work at the O'Neil Recreation Center and staff for their hard work on all of the improvements at the park. VI. REVIEW AND APPROVAL OF FY 2011-2012 WORK PLAN Mr. Strunk stated that at the August Commission Retreat, the FY 2011-2012 Work Plan was discussed and drafted. Mr. Strunk asked the Commissioners to review the Work Plan for final approval. Chair Liebman read aloud the six goals in the Work Plan: 1. As a Commission, conduct meetings at least four times at various parks system facilities. 2. Each Commissioner will conduct park site visits at each of his/her district sites between November through April and August through October and complete the "park visit forms" and return them within one week of the visit. In addition, one to two random park site visits will be conducted at the "busy parks" between May through July. 3. Each Commissioner will volunteer, participate or observe in at least one annual Parks and Recreation event or activity. 4. As a Commission, participate in at least one community outreach event to promote the Commission's purpose and activities and the Parks, Recreation and Library Services Department. 5. Each Commissioner will visit and observe at least one other city Commission meeting. 6. Each commissioner will "job shadow" a Parks and Recreation employee. Commissioner Williams motioned to approve the FY 2011-2012 Work Plan as written. Commissioner Tedford made the second. The motion passed 7 — 0. Chair Liebman requested that a quarterly update on the Master Plan be included on the agenda. Commissioner Williams requested the form for goal monitoring. Ms. Hesser will forward to the Commissioners. Parks and Recreation Advisory Commission Meeting September 12, 2011 Page 4 VII. UPDATE ON SAHUARO RANCH SMART PHONE GRANT Mr. Akers gave a presentation on the Cultural Heritage Tourism Grant received from the Arizona Humanities Council for use at the Sahuaro Ranch Park Historic Area. The $10,000 grant will be used to develop a video tour of the Sahuaro Ranch Park Historic Area property which will be accessed by Smart Phones and other devices as well as via the internet. Mr. Akers stated that because Sahuaro Ranch Park Historic Area has specific hours, this will allow users to access information regarding the history of the area at any time. Sahuaro Ranch Park Historic Area Smart Phone Grant: Podcasts/Videos o Available for viewing on Smart Phones, iPods and the Internet via City website and www.youtube.com o Nine brief videos - 90 seconds to 2 minutes o An "app" for the program is available via www.NextExitHistory.org Purpose o Attract new audiences o Expand interpretive access o Limit signage Funding by the Arizona Humanities Council: Cultural Heritage Tourism Grant of $10,000 Support "the development and implementation of projects that leverage the State's cultural and historical assets to promote tourism and regional economic development" Attract tourists - there are many travelers who seek out local historical areas and these tourists tend to stay in the area longer and frequent local businesses Partners Partners are a requirement of the grant The $10,000 grant cannot be used for marketing of the project The marketing partner is the Glendale Convention & Visitors Bureau Promotions o www.VisitGlendale.com o Tourism e-newsletter o Twitter/Facebook o Media and public relations o Electronic billboard in Glendale Glendale Civic Price Ambassadors o Provided a $5,000 cash match o Will receive sponsorship recognition Project Team Local Historian Producer Project Manager Staff Marketing Liaison Glendale Convention &Visitors Bureau Representative Parks and Recreation Advisory Commission Meeting September 12, 2011 Page 5 Content 9 videos currently in the writing stage Sustainable Agriculture at Sahuaro Ranch o Reducing Energy Consumption o Reducing Environmental Impacts Video Topics o What is Sustainable Agriculture o Limitations and Expectations o Water and Energy Use o Crops and Cultivation o Livestock and Animals o Markets and Customers Other Details Videos are currently in the writing development stage. Videos will include photos and people. There will be onsite signage. The videos will provide a guided tour. The project is scheduled to be completed in December 2011. Commissioner Parr asked how long the total $15,000 would cover development and operations. Mr. Akers explained that the $15,000 was for start- up and development of the project, however operation and maintenance costs will be funded by partnerships and sponsorships. Commissioner Williams inquired as to the type of signage to be utilized. Mr. Akers explained that the signage will advise visitors of the podcast availability. Commissioner Williams asked if referrals from Next Exit History and the podcast or video viewers could be tracked. Mr. Akers replied in the positive adding that this type of tracking is a requirement of the grant. Mr. Akers added that the video hits on www.youtube.com and the City website can be tracked as well. Commissioner Church inquired if the "app" via Next Exit History was free. Mr. Akers was unclear of the cost at this time, but noted that it would be minimal. Mr. Gregory provided the following information on other activities at Sahuaro Ranch Park: Wild West Festival on October 14, 15 and 16 o The theme is History Meets Hollywood. o Hollywood and local stuntman will perform in stunt shows. o Food, activities and entertainment will be provided. o Tickets to the event are on sale now. Wi-Fi o Staff is currently working on securing Wi-Fi at the Sahuaro Ranch Park Historical area. o The cost of the current T-1 connection is $2,600 annually compared to an estimated annual cost of $800 for Wi-Fi. Parks and Recreation Advisory Commission Meeting September 12, 2011 Page 6 The last portion of the sports complex renovation is complete. The wood shake roof has been removed from the Control Building and was replaced with asphalt shingles at a major cost savings, with virtually no maintenance and a 30-year warranty. Mr. Akers announced that a Wedding Bells Brunch was held at Sahuaro Ranch in June which was a kick-off event for the upcoming October through July wedding season. Mr. Gregory stated that staff would like Sahuaro Ranch to be a valley-wide contender for local weddings and receptions. Mr. Akers stated that the Main House is now open for its regular tour schedule Wednesday through Sunday. Chair Liebman praised staff on the very creative ideas utilized at Sahuaro Ranch Park. VIII. DISCUSSION OF COMMISSION MEETING TIME Mr. Strunk noted that at the August Commission Retreat a suggestion was made regarding a change to the Commission meeting time. Commissioner Parr noted that he made the suggestion at the retreat and asked how the other Commissioners and staff felt about meeting either a half hour or an hour earlier. Commissioner Williams supported the suggestion. Commissioner Parr motioned to change the Parks and Recreation Advisory Commission meeting time to begin at 6:00 p.m. Commissioner Williams made the second. The motion passed 7 — 0. Mr. Strunk will send the request to the Government Services Committee for review and approval. IX. STAFF UPDATES Mr. Strunk provided the following update: Staff was originally scheduled to make a presentation to Mayor and Council on the Master Plan on September 20, however, staff has been asked to postpone this presentation until early November. Staff was made aware via an article in the Glendale Republic that there was a "boot-camp" program being held at a city park however this was unbeknownst to city staff. Mr. Strunk stressed the need for groups such as this to contact the city to request and reserve city parks for usage. Mr. Strunk stated that there is a park usage fee, however it is very minimal. Mr. Strunk thanked Mr. Gregory and Mr. Gallagher on their fine work at the Sahuaro Ranch Ball Fields. Mr. Strunk noted that Mr. Gregory submitted the project for a WESTMARC Award. Mr. Gregory provided the following update: Parks and Recreation Advisory Commission Meeting September 12; 2011 Page 7 The Right-of-Way Division is now under the responsibility of the Parks Maintenance Division and is now the supervision of Mr. Roger Boyer. Mr. Gregory has now assumed the responsibility for Sahuaro Ranch Park and is responsible for all of the Parks Maintenance in the city. Work assignments for operations staff are now divided as follows: South District, North District and the new Central District which is coordinated by Paul King. The city-wide irrigation staff have been relocated to Sahuaro Ranch Park which saves on vehicle mileage; vehicle wear and tear; and fuel costs. The Skunk Creek Trail underpass at Bell Road is complete. Chair Liebman complimented the new cactus and saguaros installed in an area south of Highway 101 at the new 63rd Avenue Bridge. Ms. Hesser explained that this is a Right-of-Way area and now under division responsibility. Mr. Schwind provided the following update: Council Activity: o The intergovernmental agreement (IGA) for the use of Ironwood Pool at Ironwood High School will be going to Council for approval. o The easement license with the Salt River Project for the irrigation unit underground at the Desert Mirage Golf Course will be going to Council for approval. o Renewal of the 10-year lease agreement with the Paseo Racquet Center for the management of that facility will be going to Council for approval. At the Arizona Parks and Recreation Association (APRA) Conference in Tucson, staff met with a synthetic turf vendor. Currently, 30,000 to $40,000 is spent on painting field stripes and outfield lines. Staff is considering replacing this method with synthetic field lines for maintenance and cost savings. Staff is in discussion with the vendor to see if the vendor will apply the product to a few parks as a sample at no cost to the City. Mr. Strunk commented that Mayor and Council asked the Parks and Recreation Department to explore a relationship with the Special Olympics of Arizona and this is currently being pursued. Mr. Strunk distributed the Summer 2011 Aquatics Report. Mr. Strunk complimented staff on a successful summer season, noting that there were approximately 77,000 participants with no major incidents. Mr. Schwind praised the efforts of Mr. Zach Skinner who oversees the aquatics programs. Mr. Gregory mentioned that at the recent APRA Conference in Tucson, the City of Glendale received two program awards and Mr. Paul King won the prestigious President's Award. Mr. Gregory explained that the President's Parks and Recreation Advisory Commission Meeting September 12, 2011 Page 8 Award was presented to Mr. King in honor of his work as a financial officer for APRA and for his participation on the Ways and Means Committee. X. UPCOMING CITY AND DEPARTMENT EVENTS Ms. Frederickson distributed a list of upcoming City and Department events through December. Chair Liebman asked if the Commission could man a booth at the Wild West Festival in October, which would fulfill Commission Goal #4. Mr. Gregory will follow-up on this request. XI. COMMISSION COMMENTS New Commissioners Church and Nowakowski were both pleased to be on the Commission and gave a brief description of their backgrounds. Commissioner Williams attended the APRA Conference in Tucson for the Boards and Commissions Day and found it to be very beneficial and informative. Commissioner Williams asked if some of the various parks projects from around the state could be shared with the other Commissioners as there were some very innovative projects. XII. ADJOURNMENT The meeting was adjourned at 8:33 p.m. by consensus. The next regular meeting will be Monday, October 17, 2011, in the City Council Chambers, Room B-3, Glendale, Arizona. Respectfully submitted, Denise Kazmierczak