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HomeMy WebLinkAboutMinutes - Minutes - Parks & Recreation Advisory Commission - Meeting Date: 2/8/2016 CITY OF GLENDALE PARKS AND RECREATION ADVISORY COMMISSION MEETING GLENDALE MUNICIPAL OFFICE COMPLEX 5850 W. GLENDALE AVENUE—B3 FEBRUARY 8, 2016 6:00 P.M. MEMBERS PRESENT: Barbara R. Cole, Chair Manuel Padia, Vice Chair Jeri Ann Soper Kerry Dewberry Lorrie Moreno John Faris MEMBERS ABSENT: None OTHERS PRESENT: Tim Barnard, Assistant Director Mike Gregory, Parks, Recreation &Neighborhood Services Administrator Paul King, Operations Manager Stephanie Miller, Senior Management Assistant I. CALL TO ORDER Chair Cole called the meeting to order at 6:00 p.m. II. ROLL CALL Chair Cole took roll call and noted that Commissioner Faris was not present. III. APPROVAL OF MINUTES Commissioner Dewberry motioned, second by Commissioner Padia, to approve the January 25, 2016 meeting minutes as written. Motion carried 5—0. [Commissioner Faris was not yet present.] IV. BUSINESS FROM THE FLOOR None. V. SUMMER BASEBALL/SOFTBALL PROGRAM UPDATE Mr. Gregory provided information on the upcoming summer 2016 youth baseball program. Mr. Gregory's presentation included the following highlights: • The Glendale Youth Sports League currently offers t-ball, coach pitch and softball to children 4 — 8 years of age. • Last year's program consisted of 144 boys and girls. • Practices began in May and the season ended in July with closing ceremonies. • In 2016, staff priorities include implementing a more robust sponsorship program, increasing the age categories to include "kid" pitch and enhancing the marketing opportunities to create more visibility of the program. 1 • Mr. Mike Davis, Recreation Coordinator, manages the program. • A $7,500 sponsorship was received from Land 0' Frost which will be used for uniforms, some equipment and scholarships for children who do not have enough money to participate otherwise. Land 0' Frost will receive sponsorship signage and the company name will be on the uniforms. • Two registration events will be conducted at Peter Piper Pizza. • It is anticipated that there will be 30 sponsors for the program. • Contact has been made with Camelback Ranch regarding opening and closing ceremonies. [Commissioner Faris entered the meeting.] • Press releases will go out in the near future. A flyer for the program in both English and Spanish will be sent through the schools. A mass email will be sent from the department database in March/April. Recruitment of coaches will begin as well. All coaches are certified via NAYS and are background checked. • Due to the increased marketing, 600 participants are expected this summer. • The bid for uniforms will go out soon. Commissioner Padia suggested the use of social media for advertising. Mr. Gregory agreed and added that staff would also be using this method. Mr. Gregory stated that Ms. Roberta Bonaski is the new marketing manager and she will be working on a new sponsorship packet and innovative ways of advertising the program. Commissioner Padia asked if there are incentives for volunteer coaches, such as discounted registration for their child to participate in the second season. Commissioner Padia stressed that the volunteers' time is very valuable and this would provide an incentive to coach. Mr. Gregory will pursue the suggestion. Chair Cole inquired about sponsor incentives. Mr. Gregory replied that there are different levels of sponsorship incentives which include having company names/logos on uniforms, banners, signage and more. Chair Cole inquired as to the age a coach must be. Mr. Gregory replied that a coach must be 18 years old. Chair Cole suggested contacting local high schools or colleges for volunteer coaches. Chair Cole asked when the Commissioners would meet Ms. Bonaski. Mr. Gregory will invite Ms. Bonaski to an upcoming meeting. VI. PARKS AND RECREATION CAPITAL PLAN Mr. Barnard gave a presentation on the FY2016-17 Parks and Recreation Capital Improvement Plan, which included the following: Background Information • Part of the city's annual budget process • Key planning tool for the City Council, executive management, and staff. • Ten-year roadmap that identifies infrastructure and amenity needs and the funding sources for construction and ongoing maintenance. • Capital Improvements are: o Non-routine capital expenditures that generally cost more than $50,000 o Result in the purchase of equipment, construction, renovation or acquisition of land, infrastructure and/or buildings o With an expected useful life of at least five years • Capital Improvements are designed to prevent the deterioration of the city's existing infrastructure and respond to future growth of the city. • A capital project includes one or more of the following items: 2 o Construction of new facilities o Remodeling or expansion of existing facilities o Purchase, improvement and development of land o Operating equipment, machinery, fixtures and furniture for new or expanded facilities o Planning and engineering costs related to specific capital improvements o Street construction, reconstruction, resurfacing or renovation • The City's CIP plans are subject to change, projects are reviewed every year to insure costs are as accurate as possible and that the projects still meet Council goals and objectives. • The first year of the plan is the only year funded and appropriated by the City Council. The remaining years are for planning purposes and provide future project development guidelines for staff The final decision on whether and when to fund a project is made by the City Council. FY16-17 CIP Update • Staff is presenting a proposed five-year plan for those funding sources that are currently available to fund the parks and recreation related portion of the Community Services Department CIP • These funding sources include Development Impact Fees (DIF) and previously approved General Obligation bonds, which may have additional requirements on where geographically in the city they are spent and what type of project they can fund. • FY16-17 projects include 16 park projects throughout the city and 3 master planning projects (Heroes and Sahuaro Ranch Parks and Department Master Plans). • Additional discussion/review with Finance Department staff, City Executive Management team and City Council throughout FY16-17 budget process. • Budget meetings scheduled March-May 2016. • Final adoption tentatively scheduled June 14, 2016. Mr. Barnard distributed the draft list of CIP projects for FY16-17 through FY22-26. Mr. Barnard went through the FY16-17 projects in detail and noted that the majority of the projects are being completed via use of DIF funds. Mr. Barnard explained DIF fees pre- and post-SB 1525. Commissioner Faris motioned, second by Commissioner Soper, to recommend Council approval of the proposed FY2016-17 Capital Improvement Program budget as presented and Ten Year Capital Improvement Plan. Chair Cole noted that only one project for FY16-17 was in the Cactus District. Mr. Barnard explained that DIF funds must be used for new projects, not replacement, and in the specific district the funds were generated initially. Chair Cole asked if there were any available funds for disc golf in the CIP. Mr. Barnard stated that the disc golf project is a standalone project and the bulk of the funding will come in the form of a partnership/sponsorship. Chair Cole called for the vote. Motion carried 6—0. VII. AGREEMENT FOR NEW STEM PROGRAM AT HEROES REGIONAL PARK Mr. Gregory provided information on the proposed STEM Program at Heroes Regional Park. Mr. Gregory stated that earlier this fiscal year, an RFP was issued to solicit a non-profit organization to provide STEM programming at the Heroes Regional Park X-Court. The proposal was reviewed by an internal committee and based on the respondent's overall experience, current experience providing similar programming in local schools, knowledge of the after school and BMX industry, and excellent references, the committee 3 deemed Wheels In Motion (WIM) the most qualified to operate the facility. Mr. Gregory did note that Wheels In Motion was the only respondent as well. Mr. Gregory noted that Wheels in Motion will conduct STEM programming using BMX, skate boarding and digital media in an afterschool setting. Wheels in Motion Foundation also provided impressive references from the following, who all spoke highly of WIM's past and present afterschool curriculum and achievements: • Jan Schipper, PhD, Arizona State University—School of Life Sciences and Phoenix Zoo • Melanie McClintock, Arizona Center for Afterschool Excellence • Sally Hunt, 21St Century Grant • Lisa Kluge, Arizona Department of Education. Mr. Gregory added that the program would be run during the school year, afterschool from 3:00 to 6:00 p.m. for children 5 through 17 years old. Summer programming will be held from noon to 6:00 p.m. Chair Cole inquired as to any fees for the program. Mr. Gregory stated that the program will be free to the public. Chair Cole inquired as to any liability with the program. Mr. Gregory stated that WIM would be required to fulfill standard insurance requirements as any other parks or afterschool non-profit program. Commissioner Padia asked if there was a participant limit. Mr. Barnard explained that there would be a maximum occupancy limit based on city code for the building size. Mr. Gregory commented that staff is waiting for the floor plan from WIM and will work with the city fire department regarding maximum occupancy limits. Commissioner Faris motioned, second by Commissioner Padia, to recommend Council approve the agreement with Wheels In Motion for the new STEM program at Heroes Regional Park. Motion carried 6-0. VIII. AGREEMENT FOR YOUTH SPORTS COMPLEX CONCESSION Mr. Gregory provided information on the proposed agreement for concession sales with Tactical Service, Inc. at the Glendale Youth Sports Complex. Mr. Gregory stated that the Glendale Youth Sports Complex (GYSC) is one of four "premier" sports complexes maintained by the Community Services Department that is programmed year round by a variety of local youth sports organizations providing tournament and league play. Although the GYSC is heavily used, it does not currently have a licensed vendor for a concessionaire operating the existing concession stands, which is a key element for customer satisfaction for the many scheduled sports events and activities at the site. As a result, last year, the Community Services Department identified an opportunity to provide such a service and at the same time, generate revenue for the City. The operator identified was Tactical Service, Inc. Mr. Gregory stated that the concessionaire will operate initially on the south side of the complex first and then expand to the north side if the demand exists. Mr. Gregory noted that the agreement indicates that the operator will pay the city a percent of gross revenue and Mr. Gregory provided details on the percentages and estimated revenues. Commissioner Padia asked if there was a performance clause in the lease and Mr. Gregory responded in the positive. Mr. Gregory added that there is a staff liaison assigned to work with the operator and they will meet quarterly to discuss operations. 4 Chair Cole wondered if the space needs to be modified or changed for the operator. Mr. Gregory stated that the space has been vacant for the last 3.5 years, was state of the art when constructed and is in turn-key condition. Commissioner Dewberry motioned, second by Commissioner Moreno, to recommend Council award Tactical Service, Inc. an operating agreement for concession sales at the Glendale Youth Sports Complex. Motion carried 6—0. IX. AZSTA Archery Grant Mr. Gregory announced that staff recently applied for and was awarded a $49,000 grant from the Arizona Sports and Tourism Authority (AZSTA) to construct an Archery Range at Heroes Regional Park. Mr. Gregory commented that the scope of the work includes site grading, fencing, concrete walkways, and landscape improvements. Mr. Gregory explained that the cost of the archery range and related equipment will cost an estimated $86,000. Details of funding include the following: • $49,000 from the AZSTA grant • $7,000 in grant funds from Arizona Game and Fish • Various community donations, such as approximately 290 yards of decomposed pea gravel from Arizona Rock Products • $30,000 in available park Development Impact Fees (DIF) • In-kind work performed by parks maintenance staff • Additional archery supplies and equipment grants, which are currently under consideration by Easton Sports and the Cabela's Outdoor Fund Mr. Gregory displayed an aerial map and conceptual drawings of the Archery Range. Details of the range include the following: • The range will consist of a 46,875 square foot improved area (125 x 375 feet) that will be used as a practice and competition site for area archers. • It will have approximately 15 lanes, controlled ingress and egress in the form of perimeter gate fencing. • It will include a 5 x 125 foot earthen berm target backstop. • It will be located in an undeveloped portion of the park, near the parking lot adjacent to the existing ramada complex. Commissioner Faris motioned, second by Commissioner Dewberry, to recommend Council approve the AZSTA grant in the amount of$49,000 to construct an Archery Range at Heroes Regional Park. Motion carried 6—0. X. STAFF UPDATES Mr. Gregory commented that the new parks landscaping contract will be on an upcoming agenda. Mr. Gregory introduced Ms. Stephanie Miller, the newly hired Senior Management Assistant. Ms. Miller gave a brief background of herself and Mr. Barnard gave a brief explanation of her duties. Mr. King announced that a new Parks Superintendent will be hired. There were 66 applicants for the position and management is reviewing the applications and setting up interviews. Mr. King provided the following updates: 5 • FRAC: Preparations are being made for summer programs, diving boards are being redone and sand in the pool filters is being changed, preparations are also being made for hiring seasonal staff such as life guards, cashiers and front desk. • Staff attended "active shooter" situational training with the Glendale Police Department. An onsite assessment will be conducted at FRAC and GAC. • On February 12th, the very popular Valentine's lunch will be held at GAC with entertainment and door prizes. The link for the "active shooter"training video will be sent to the Commissioners for discussion next month. Mr. Barnard provided information on activities and achievements. Highlights include the following: • The public input process has begun for the western area branch library. A memo was distributed which details the public meeting dates and process for input. Commission attendance was encouraged. • A private citizen has contacted staff with an offer of donating funds for park amenities at Heroes Park. IX. COMMISSION COMMENTS Commissioner Faris stated that the new Archery Range will be wonderful. Commissioner Faris asked if there was a grand piano in the Civic Center. Mr. Gregory will find out and report back to the Commission. Commissioner Faris stated that the Civic Center needs a grand piano if there is not one there now. Commissioner Faris commented that many City department staff are no longer at the Civic Center location. Commissioner Faris suggested signage at the front desk main library indicating where the staff offices are located in the library building. Commissioner Padia praised staff on the great work in partnering with non-profits for afterschool programming, adding that activities for children are extremely important. Commissioner Cole thanked staff for the Commission Appreciation night at the Coyotes game in December. X. ADJOURNMENT The meeting was adjourned at 7:35 p.m. by consensus. The next regular meeting will be held on March 14, 2016, at 6:00 p.m. at the Glendale Municipal Office Complex, 5850 W. Glendale Avenue, B-3. Respectfully submitted, Denise Kazmierczak 6