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HomeMy WebLinkAboutMinutes - Minutes - Parks & Recreation Advisory Commission - Meeting Date: 3/9/2015 CITY OF GLENDALE PARKS AND RECREATION ADVISORY COMMISSION MEETING GLENDALE CIVIC CENTER 5750 W.GLENN DR. - SAPPHIRE ROOM MARCH 9, 2015 6:00 P.M. MEMBERS PRESENT: Barbara R. Cole, Vice Chair John Faris David Moreno Robert Irons Manuel S. Padia, Jr. Manuel Padia Jeri Ann Soper MEMBERS ABSENT: John Krystek, Chair Chase MacKay OTHERS PRESENT: Erik Strunk,Director Lori Bye, Operations Manager Eugene Kraus, Parks Manager Bryan Wagner, Parks Manager Michelle Yates,Neighborhood Services Coordinator Gwen Benoit, Management Aide Mario Rochin, Civic Center Manager Diane Williams, Senior Event Coordinator I. CALL TO ORDER Vice Chair Cole called the meeting to order at 6:03 p.m. II. ROLL CALL Vice Chair Cole took roll call. III. APPROVAL OF MINUTES Commissioner Padia Jr. motioned, seconded by Commissioner Moreno, to approve the February 9,2015 meeting minutes as written. Motion carried 7—0. IV. BUSINESS FROM THE FLOOR None. V. CIVIC CENTER Mr. Rochin and Ms. Williams took the Commissioners on a tour of the Civic Center and the Civic Center Annex at 6:05 p.m. Uses for each area were explained in detail. 1 Vice Chair Cole inquired as to a marketing plan for the Civic Center. Mr. Rochin replied that at this time, there is not a lot for budget for marketing. Mr. Rochin noted that business has been increasing based on word of mouth, networking and service reputation. Mr. Rochin added that the Civic Center is ranked Number 1 in Ranking Arizona for meeting and convention venues of its size. Ms. Williams stated that staff works closely with the Convention and Visitors Bureau, which advertises for the Civic Center as well. Commissioner Moreno asked if the Civic Center was rented during the Super Bowl. Mr. Rochin replied in the negative and explained that due to the Chocolate Affaire being held on the same weekend, parking and access was discouraging for rentals of the Civic Center. Vice Chair Cole inquired about resident discounts. Ms. Williams stated that Glendale citizens receive a 20% discount on published rates,whether for personal or business use. The tour concluded at 6:35 p.m. Mr. Rochin gave a presentation,which included the following information: Overview ► Nearly 40,000 total square-feet of rentable space between main building and Annex. First opened on December 31, 1999. • Main facility: o Can be reconfigured as multi-purpose with one to six separate rooms o Has executive board room,two outside spaces/patios/garden areas and full kitchen • Annex: o Executive board room, two smaller rooms, "Design Center" for weddings/social events to display tables/linens/chairs/photos/dishware, and more. Plus a small patio ► Total attendance past 5 years: 319,000 ► Average yearly event attendance: 63,000 ► Average event days past 5 years: 232 ► Percentage of repeat business: 73% ► Ranked#1 by"Ranking Arizona: The Best of Arizona Business"—2012, 2013, 2014 and 2015 Events In 2014, the Civic Center was able to increase overall events and event days by 35% along with 165% increase in weddings and 125% increase in wedding receptions from the previous year. ► 35% increase in event days from FY2013 (160)to FY2014 (213) ► 35% increase in events from FY2013 (137)to FY2014 (190) ► 165% increase in wedding ceremonies held from FY2013 (7)to FY 2014 (19) ► 125% increase in wedding receptions held from FY2013 (7)to FY2014 (16) Overall Revenue The overall revenue for the Civic Center in 2014 increased by 5.5% from the previous year. This was the highest revenue total for the Civic Center in 5 years. ► 5.5% increase in overall revenue Catering Revenue The Civic Center Catering Revenue was increased by 40% from $29,261 in 2013 to $41,684 in 2014. This increase was due in part to the increased amount of wedding receptions and the sales effort by the Civic Center event coordinators working in conjunction with Arizona Catering to increase the revenue for 2014. ► 40% increase in catering revenue 2 Staff Overview Civic Center has four full time staff members. These staff members play a significant role in the Civic Center's success.The event coordinators currently do all payments and contracts for all events at the Civic Center. ► Civic Center Manager: The manager oversees all operations of the Civic Center. These include budget, accounts payable, sales, staff, capital improvement projects, facility operations and maintenance. ► Senior Event Coordinator: The senior coordinator position is responsible for all corporate related event business as well as association and government events. This market segment is 57% of the Civic Center's overall event business. This position also acts on behalf of the Civic Center manager in his absence. ► Event Coordinator: The event coordinator position is responsible for all educational, social and trade show events at the Civic Center. This market segment is 38% of the Civic Center's event business. This position works the wedding market and conducts wedding tours and gives bride consultations. ► Service Worker III: The Service Worker III position is responsible for the day to day appearance of the facility as well as any maintenance issues at the facility. This position also provides supervision for event set-ups and breakdowns for all activities held at the Civic Center. Commissioner Faris inquired as to the future vision for the Civic Center. Mr. Rochin stated that a goal is to turn the garden courtyard into an indoor/outdoor atrium and to expand with a partnering hotel adjacent to the Civic Center. Mr. Rochin stated that any future projects would have to be budgeted in the CIP. Commissioner Faris inquired as to the fine arts facility that was passed by the voters in accordance with a bond issue. Commissioner Faris wondered why the facility was not yet built or acquired. Mr. Strunk explained that the bonds were never sold in order to generate the funding. Commissioner Faris expressed concern that the fine arts building was approved by the voters, but never occurred. Commissioner Padia noted the reduction in operations budget. Mr. Rochin agreed and stated that all City departments were challenged to reduce budgets. Mr. Rochin noted that some FTE's were lost due to attrition and the positions were not filled. Commissioner Moreno asked if room rental prices were published. Mr. Rochin replied that all rental pricing information could be found on the Civic Center website. Vice Chair Cole inquired as to the on-site caterer. Mr. Rochin stated that Arizona Catering is the official caterer licensed at the Civic Center. Vice Chair Cole asked if staff only uses Glendale vendors for events. Mr. Rochin commented that staff does not recommend vendors, but rather allows the clients to choose their own. However, some tasks can be handled by in-house staff. Vice Chair Cole commented on the low number of FTE's. Mr. Rochin stated that staff does an excellent and efficient job and room set-up or specialized needs are performed by a temporary agency staff Vice Chair Cole thanked Mr. Rochin and Ms. Williams for their presentation. VI. YOUTH SPORTS LEAGUE Mr. Kraus distributed registration information and provided details regarding the re-establishment of equipment inventory for the summer league youth t-ball, baseball and co-ed softball and teen softball program beginning summer 2015 due to a grant the City received in the amount of$43,056 from the Tohono O'odham Nation. Mr. Kraus stated that since this grant approval, staff has been planning program logistics including registration, coach recruitment and training, marketing, equipment purchases and other programming tasks. Mr. Kraus 3 added that the goal of the youth sports league will be to once again establish a summer sports program in Glendale at no cost to the General Fund. Mr. Kraus stated various benefits and outcomes of the league, including fitness, participation, teamwork, social and skill development and educational aspects. Mr. Kraus stressed that the outcome for the child outweighs the outcome of the game. Mr. Kraus presented the marketing of the summer league as follows: o 2015 Spring Quarterly Magazine o City Website o 3'x6' Banners at each Sports Complex o Press Release on February 24th o Coaches Handbook distributed o Flyers distributed to Glendale Elementary School District o Coaches Applications available at City Libraries, Glendale Adult Center and Foothills Recreation & Aquatics Center Mr. Kraus announced the following details: o Sports equipment has already been ordered and is being shipped. o Registration is being held from March 16th through April 17th. Registration for co-ed softball is extended through May 1 1th o Games will be held at the Sahuaro Ranch Sports Complex from 6:00 to 9:00 p.m. weekdays. o Ages: • T-Ball: 4-6 year olds • Coach Pitch Baseball/Softball: 7-8 year olds • Teen Co-ed Softball: 13-17 year olds o Costs: $55/residents and $75 non-residents,which includes a t-shirt and cap. o Staff is assembling final aspects of sponsorship packages. o The program was disbanded via the FY2009-10 budget cuts and is now being brought back via grant funding. Commissioner Moreno inquired as to how many kids were allowed on a team. Mr. Strunk estimated the cap at 12. Commissioner Moreno asked if a coach's child could play at no cost. Mr. Strunk replied in the negative. Commissioner Moreno asked how teams would be assembled. Ms. Bye stated that teams would be put together based on location, however, requests for family members/friends could be accommodated if possible. Commissioner Padia Jr. commented that when he coached years ago, he rewarded his team with team pants and socks. However, he was punished for this in both Phoenix and Glendale, with the admonition that this was intimidating to other teams. Commissioner Padia wondered if this would occur in this new league. Ms. Bye replied that this question should be brought up during coach/team orientation with Mr. Mike Davis. Commissioner Padia commented that there could be a lot of competition for team-based sports and wondered if there would be no hit to the General Fund. Ms. Bye replied that the league should be self-sufficient due to user fees, sponsorships and the scholarship fund. Commissioner Padia suggested that a coach's child should play for free or, as in the City of Peoria, a credit toward play the following season for a coach's child should be offered. Commissioner Padia stressed that this would be a great incentive for volunteer coaches. Vice Chair Cole offered to distribute copies of league registration to the kids at her school. Mr. Strunk noted that copies could be provided as needed. Commissioner Padia requested a digital format copy for distribution. 4 Commissioner Moreno inquired as to the pricing. Ms. Bye stated that the pricing plan was based on local benchmarking. Ms. Bye explained that the program is priced at the lower end of the benchmark. Mr. Strunk offered to send the Commissioners the business plan for the program, which includes analytics and comparative charts. Commissioner Padia confirmed the league was recreational and non-competitive. Vice Chair Cole thanked Mr. Kraus for his presentation. VII. ADA AUDIT UPDATE Mr. Wagner provided the Commissioners with an update on the projects to be done based on the ADA Audit conducted during May through October of 2012. Mr. Wagner stated that staff has prioritized items that can be completed via in-house staff. Projects include: o Sidewalks and curbing o Raising signage o Eliminating trip hazards via concrete grinding o Concrete adjustments for ADA ramps are being grouped for best costs o Outdated and vandalized amenities are being removed o Facilities staff and Maintenance staff are partnering in order to complete projects at cost savings o Some projects necessitate the use of local contractors o Next fiscal year, selected parking lots will be re-sealed and re-striped Mr. Wagner announced, pending Council approval, the department is scheduled to receive $175,000 in CDBG funding for ADA audit compliance projects in the 85301 zip code. As budget allows, larger projects will be completed. Commissioner Moreno complimented the Sonorita Park improvements. Mr. Wagner stated that pending improvements include sunshades, solar lighting and a park sign. Commissioner Moreno noted that Councilmember Aldama is interested in donating an amenity, such as a bench, to the park. Ms. Bye has been in contact with Councilmember Aldama and other Councilmembers regarding the park. Vice Chair Cole inquired if there were any dog parks earmarked for ADA audit improvements. Mr. Wagner replied in the positive, although not as many tasks as regional parks. Commissioner Moreno asked for an update on any other park improvements. Mr. Wagner stated that at Hillcrest Park, wood fiber and a new playground are being installed, at both Pasadena and Heroes Parks, a new piece of playground equipment is being installed. Commissioner Faris noted that all the lights at the Sensory Garden are gone. Mr. Wagner explained that there have been copper thefts at that location and other issues,but staff will follow up on the situation. Ms. Bye will send the Commissioners an updated ADA Audit project list via email for review. Ms. Bye announced that CDBG funds were also recommended for ADA improvements for the Foothills Recreation&Aquatics Center. VIII. IGA AGREEMENT WITH ARIZONA GAME AND FISH 5 Mr. Kraus presented information on the Arizona Game and Fish designation of the one-acre lake at Bonsall Park as part of its"Arizona Community Fishing Program". Background: o Pending approval of the City Council, it is the intent of the Department to enter into a new, four-year intergovernmental agreement (IGA) with the Arizona Game and Fish Department to continue the Community Fishing Program at Bonsall Park. o If approved by Council, Glendale Community Services Department would continue to be a member of this program and partner with the Arizona Game and Fish Department to intensively stock and manage the Bonsall Park Lake for recreational fishing. Specifically, catchable rainbow trout would be annually stocked in February and December and channel catfish from April, June and October (catfish stocking will cease from June 14 through September 15 due to heat stress factors). Sunfish would be stocked once annually, while other approved fish species will be stocked as necessary to: 1) establish a resident fish population, 2) augment existing fish populations, 3) maintain a balanced fishery, or 4) improve angler success rates. o In exchange, the City will agree to conduct an information program to inform park users of the Community Fishing Program and provide "Open to the Public" Sport Fishing Education programs at Bonsall Lake; install and maintain fishing information station (kiosk with bulletin board) to post current Community Fishing Program information for the public; and pay to the Arizona Game and Fish Department the sum of$3,364 over the four year term of this proposed IGA. Additionally, the city will continue to monitor and maintain the lake and water quality, regularly remove trash and debris from the lake and actively control nuisance aquatic vegetation, excessive or harmful algae blooms, and any aquatic invasive species. Mr. Kraus noted that recently a very successful CAT event was held at Bonsall Park with the intent to hold a fishing event and engage the community. Vice Chair Cole wondered who was maintaining the lake at the park. Mr. Kraus stated that Water Resources Management is the contractor who maintains the Ph balance, aeration, color and maintenance of the lake. Mr. Kraus noted that City staff maintains the water level. Vice Chair Cole asked if the fish in the lake were healthy and edible. Mr. Kraus replied in the positive. Commissioner Moreno asked if the lake was stocked by a local fish hatchery. Ms. Yates explained that the fish were stocked by a Colorado company according to a schedule based on lake size,temperature and other factors. Commissioner Moreno praised the City on its efforts in engaging kids in swimming, sports and fishing. IX. FOOTHILLS RECREATION & AQUATICS/ADULT CENTER IMPLEMENTATION OF MEMBERSHIP DRIVES Ms. Bye gave an update on the initiatives and recommendations taken forward from the direction of a comprehensive market and operational study performed by Kanet Productions, Inc. in 2014 for FRAC and the GAC. Highlights include the following: o Initiatives • Pursue Membership Campaigns • Improve the existing Silver Sneakers Membership and Program Model with Healthways • Initiate a Silver Sneakers Program at the GAC • Pricing Plan • Future Initiative Focus 6 o Membership Campaigns—Foothills • Summer 2014 • Division Effort • Marketing • Mini Health Fair • Tours • Staff Initiative • Results: 560 renewals and/or new members and profited over $20,000 in membership fees • Winter 2015 • Foothills Staff • Tours • Marketing • Incentive: Receive 3 months for the price of 2. Offer sent to over 5,000. • Results: 152 members acquired. Spent$4,000 and profited $14,000. o Silver Sneaker Program • Foothills • Began in 2012 • 3,300 members of which 805 are Silver Sneakers and 18%are 50 or older. • FY14= $69,739 in revenue for Silver Sneakers • Adult Center • Began in 2015 • 123 Silver Sneakers Members • Revenue results pending • GAC has 1,400 members of which 67%are 65 or older so hope to convert many to Silver Sneakers program. o Future Initiatives to Investigate • Membership fees have been reviewed and will be presented to Commission at a future meeting for review and recommendation. • Changed "Passholder"to"Member" • Possibility of summer pool membership versus day pass o Other Changes to the Centers • Hoping to obtain reasonable cost estimate for WI-FI at GAC and FRAC • FRAC: resurfacing pool deck, new ping pong tables, electrical work, hot water heater improvements • GAC: new tables and chairs, changing programming to include more social offerings Vice Chair Cole stated that she would like to join GAC but expressed dismay regarding the limited hours which exclude people who work during the day and can only use the facility in the evening. Ms. Bye commented that she would be happy to see extended hours,however that would only be doable based on available budget. Commissioner Faris requested a five minute break.All agreed. X. COMMISSION GOALS REVIEW Ms. Bye and Ms. Yates facilitated a discussion regarding the status of Commission goal accomplishment. Updates were provided by the Commissioners and recorded by staff. XI. STAFF UPDATES 7 Ms. Yates stated that on March 21 and 22, the Folk and Heritage Festival will be held at Sahuaro Ranch Park. Volunteers are needed. Ms. Bye distributed the Foothills Update Spring 2015 brochure. Ms. Bye noted the following: • Tuesday, March 24th: Peacock Strut held at Sahuaro Ranch Park • A St. Patrick's Day event will be held at GAC at 10:30 a.m. with lunch and entertainment. Commissioner Faris suggested networking with Kiwanis regarding the need for volunteers. Ms. Yates stated that she recently did a presentation for Kiwanis. Commissioner Faris invited Ms. Yates to conduct a presentation at the Glendale Rotary Club. Mr. Strunk announced that Commissioner Moreno has reached the end of his term, presented him with a letter of recognition for his service. Vice Chair Cole received a certificate of recognition as well. Mr. Strunk stated that next month, a high-level departmental budget would be presented, with emphasis on CIP and program fee review. Mr. Strunk announced that Mr. Tim Barnard was hired as the new Assistant Director who was chosen after a national search. Mr. Strunk added that staff will present all research and public comments to Council regarding the proposed relocation of the Foothills Library on March 17th at 9:30 a.m. Mr. Strunk added that the Parks Commission, Library Commission and Arts Commission all voted unanimously not to recommend the sale and relocation of the library. XII. COMMISSION COMMENTS Commissioner Moreno commented that he enjoyed his time serving on the Commission. Commissioner Padia requested an update at a future meeting regarding the archery program. All wished Mr. Mike Gregory a speedy recovery. XIII.ADJOURNMENT The meeting was adjourned at 8:41 p.m. by consensus. Respectfully submitted, Denise Kazmierczak 8