HomeMy WebLinkAboutMinutes - Minutes - Parks & Recreation Advisory Commission - Meeting Date: 1/11/2017MEMBERS PRESENT:
MEMBERS ABSENT:
OTHERS PRESENT:
CITY OF CLENDALE
PARKS AND RECREATION ADVISORY COMMISSION MEETING
O'NEIL RECREATION CENTER
6448 W. MISSOURI AVENUE
January ll,20l7
6:00 P.M.
Manuel Padia, Chair
Barbara R. Cole
Len Koh
Henry Rosas
Ethan McAffee
Alicia H. Rubio
Erik Strunk, Director Public Facilities, Recreation & Special Events
Tim Barnard, Assistant Director
Stephanie Miller, Program Manager
Mike Gregory, Deputy Director
Bryan Wagner, Park Superintendent
Kim Larson, Marketing & Communications Program Manager
Martin Dickey, Special Events Administrator
Emmanuel Allen, Breakthrough Community Church
I. CALL TO ORDER
Chair Padia called the meeting to order at 6:08 p.m.
II. ROLL CALL
Chair Padia took roll call and noted absences. Chair Padia expressed sympathy to the family of Commissioner
Faris upon his passing last month, and appreciation for all of the service Commissioner Faris has given to the
community.
III. APPROVAL OF MINUTES - DECEMBER 14.2016
Commissioner Cole motioned, second by Commissioner Koh, to approve the December 14r 2016 meeting
minutes as written. Motion carried 5 -0.
IV. BUSINESS FROM THE FLOOR
None.
V. O'NEIL RECREATION CENTER FACILITY TOUR
IvIr. Strunk innoduced Pastor Allen of Breakthrough Community Church. Mr. Strunk explained that
Breakthrough Community Church operates the R.O.O.T.S. afterschool program at the O'Neil Recreation
Center, which is an excellent program. Mr. Strunk announced that Breakthrough Community Church recently
received a Channel 3 Surprise Squad Award.
Pastor Allen conducted a tour of the O'Neil Recreation Center. Highlights of the tour included the following:
r There is only two paid staffat the R.O.O.T.S. afterschool program. All others are volunteers and all are
fingerprinted and cleared through DES.
o Free offerings at the program include:
o Dance lessons
I
o Percussion lessons
o Homework help - One hour of afterschool homework time is required by the children each day.
The progRm has 23 Chnomebooks which were generously donated by Channel 3.
o Spanish class
o Plans to offer ESL to parents are underway
o PREP Mentor program will be rolled out soon
o Career readiness for parents
o Afterschool meal - the food is donated by the St. Mary's Food Bank
o The progftm is for children K - 8th grades.
r A recent report has stated that crime in the surrounding area has gone down by 57o/o.
r Program hours: Monday, Tuesday and Thursday from 3:30 to 6:00 p.m., Wednesday 12:30 to 3:30 p.m.
o Site amenities:
o Video Room
o Foosball, pool table, ping pong table
o Conference Room
o Stage for music, dance, recital, talent show
o Basketball courts
o Kitchen
o There are currently 351 children in the program.
Commissioner Rosas inquired if there are plans for the program to expand to include high school students.
Pastor Allen replied that staff at Independence High School recently approached him with some ideas on this
topic.
Commissioner Cole wondered if the pool would become part of the afterschool program if the City approves
restoration of the pool. Pastor Allen replied that this would have to be discussed with the City.
Commissioner Rosas asked Pastor Allen what he would like to see done at the park or center. Pastor Allen
stated that he would like to see the volleyball court restored for use.
Pastor Allen commented that the City staffhas a great presence at the Center and the City has always supported
the program which is very much appreciated. Pastor Allen complimented the partnership with the City.
VI. SUMMARY OF O'NEIL POOL PUBLIC OUTREACH
Ms. Miller provided the results of an ouheach plan to gather community input regarding the potential
redevelopment of the pool and bathhouse at O'Neil Park, located, at 64n Avenue and Missouri Avenue. From
September 26,2016 to December 14, 2016, feedback was collected from l2l community members. Ms. Miller
presented a description of the oufreach efforts, a swnmary of the community members' responses, and
recommendations as to the next steps of this project. The following details were provided:
r Purpose
o To gather community feedback on the potential redevelopment of the pool and bathhouse area at
O'Neil Park.
o Oufieach Effortso'-0.*'",ilH;l3:1iT:iir';:H';13ffi1.l?50 p m
. Saturday, October 22 ftom l0:00 a.m. to l2:00 p.m.
. Movies by Moonlight, Friday, November 4 at 6:00 p.m.
o on'*:fft;'"t
claus' saturday' December 3 from ll:00 a'm' to 2:00 p'm'
o Phone Message Hotline
o Demographics of Respondents
o Pie charts depicting the Age of Respondents and Zip Codes of Respondents were displayed.
o Park Use of Respondents
o Pie charts depicting the Frequency of O'Neil Park Visits and Frequency of Recreation Center
Visits were displayed.
r Feedback - l2l Surveys Completed
o Desired Amenities: List of desired amenities according to survey rank was displayed.
o Next Steps
o Staff \ 'ill consider the most popular options: pool, splash pad, updated playground, additional
grills, additional youth programming, and additional picnic tables moving forward.
o Statr will consult with the 201I Master Plan and develop budget estimates to determine which
options are the most feasible.
o These options will be presented to the Parks and Recreation Commission at a future meeting.
Commissioner Cole inquired if Council was awaiting the survey information. Mr. Strunk replied in the positive
and noted that the exploration stemmed from a Councilmember's question and direction during a budget
workshop. IvIr. Strunk explained that in the City's current Master Plan, there is a call for a pool at Heroes Park
and not at O'Neil Park. Mr. Strunk commented that regardless of final decision on the pool, some action must
be taken on the pool and bathhouse. Mr. Stunk noted that funds for conceptual design of the park
improvements will be requested in the upcoming budget. IvIr. Strunk stated that the process will be a phased
approach.
Commissioner Koh noted that the volleyball court was in the top ten desired amenities on the survey and felt
that this could be done at a feasible cost. Commissioner Rosas commented that during the tour of the center,
Pastor Allen indicated that he would like to see the volleyball court restored.
Commissioner McAffee asked if there could be funds for a pool at both Heroes Park and O'Neil Park. Mr.
Stunk replied that these funds are not on the horizon and the current challenge is to maintain the existing
amenities. Mr. Strunk added that the Master Plan update will either validate the plan for a pool at Heroes Park
or determine if there is a change in the original plan. Mr. Barnard commented that one of the primary shategies
of the current Master Plan is to take care of the current City infrastructure. Mr. Barnard noted that staffwill be
performing a review of the CIP soon. Mr. Barnard stated that any plan for a pool must include ongoing
operating costs, which can be $250,000 to $300,000 annually.
Chair Padia commented that the l2l surveys received are not a large amount overall. Mr. Barnard agreed but
added that the Master Plan update will include a statistically valid, citywide survey.
Chair Padia thanked staff for the update.
VII. REVIEW OF SIGNATURE EVENTS: PHASE I
Mr. Strunk introduced Mr. Dickey and praised the phenomenal work of Mr. Dickey and his staff. Mr. Dickey
announced that he is one of ten or twelve certified Event Executives in the state of Arizona. Mr. Dickey praised
the talents of his team and introduced Ms. Kim Larson. IvIr. Sfiunk and Mr. Dickey provided an overview of
the Office of Special Events, its overall mission and scope, and information regarding Signature Events.
lvlr. Stunk gave a presentation on the Office of Special Events, which included the following:
The new City Organization Chart effective July l, 2016, whereby Special Events was moved into the
Division including the Civic Center, Parks and Recreation, and the Convention and Visitors
Bureau/Tourism
Mission:
o To promote and brand downtown Glendale as a destination and attract new visitors and potential
shoppers to the area, while fostering community pride among residents.
. Via Signature Events
o Glendale Glitters
o Glendale's Jingle Bell Rockin'Nights
o Winter Wonderland
o Glendale Glitter & Glow Block Party
o Glendale Spirit of Giving
o Glendale Chocolate Affaire
o Glendale Summer Band
. Via Key Parks and Recreation Events
o Folk & Heritage Festival
o Touch a Truck
o Movies in the Park
r These three events were previously handled by the Parks and Recreation
Department.
r Via in-house expertise of Special Events Planning & Permitting Process
o Office of Special Events
o Three FTE's, part-time staff, and volunteers
o Budget: 8.3% of the Department, for a FYl6-17 total of $1,063,387
o Parfrrerships with various City Departments
o ^Yt gff8*ffi for Arizona's Best Festivals (a statewide competition) - 20,000 in
attendance and over category, the City received the following
r Cold for Best Charity/Fundraiser: Spirit of Giving
o Gold for Best Event Program: Glitter & Glow
o Gold for Best Merchandise for Sale: Chocolate Affaire
The International Festival & Events Association awarded six different awards, 5 Silver
and I Bronze, to the City of Glendale for its Signature Festival Series. The competition
included submittals from around the world.
o How do they spend their time?
o Details on stafftasks and responsibilities were provided.
Mr. Dickey gave apresentation on the Overview of Special Events, which included the following:
o Glendale Glitters
o This was the 23'd year of Glendale Glitters
o l6 blocks of Catlin Court and Historic Downtown
o A 45 night season: Over 1,000 people each night on non-event nights
o 1.5 million lights and weekend festivals athact approximately 350,000 people annually on event
days
o 2016 Sponsors include: APS, Nationwide, Channel 3, The Arizona Republic, KMLE Country
107.9, GMC Valley Buick Dealers, Eternal Spring Water, Camelback Ranch, Live 101.5, and
Blue Cross Blue Shield
o Demographics on the attendees for Glendale Glitters were presented, as well as production costs,
revenue, and economic impact.
o Information on exclusive media parhers and the value of media exposure was provided.
o A map of street closures for Glendale Glitters, Jingle Bell Rockin' Nights, Winter Wonderland,
and the Spirit of Giving was displayed.
o The Chocolate Affaire
o 22nd Annual Event will be held February 3 - 5,2017.
o Over 40 chocolatiers and 90 vendors expected
o Approximately 75,000 visitors
o Event demographics were provided.
o Estimated $1.6 million in sales
o Other Initiatives
o Touch A Truck
o Folk & Heritage Festival
o Movies in the Park
o Downtown Farmers Market - new location at 59m and Myrtle beginning this Saturday, which
will provide higher exposure
o General Assistance with event plaming - intemal and extemal
o Partnerships through the CVB with Camelback Ranch, Arrowhead Towne Center, the University
of Phoenix Stadium, Centerline
Mr. Strunk provided information on the Pending Review of Special Events, which included the following:
o Continuouslmprovement
o January - February 2017: surveys, media release, update website and overall assessment of the
"'
:'' lhHTti#$fiik::::. with Signature Events, such as vendor se,ection,
fundraising, local preference, supply lines, talent selection, peddlers, coverage of City
services, and business requirementsot"'l%;t#;;"1,T:'*Iffi:""r,T,lxiff
iliRecreationcommission
. Draft staff recommendations
o March 8,2017: Final report to Parks and Recreation Commission
o April4, 2017: Tentative presentation to Glendale City Council
IvIr. Sfrunk commented on a Youth Scholarship fundraising activity scheduled for the Chocolate Affaire, which
will be presented later in the meeting.
Commissioner Cole stated that she volunteered for the Touch A Truck event, and commented that additional t-
shirts are needed for the small children. Commissioner Cole stated that the small sizes sold out and parents still
wanted to buy the shirts.
Commissioner Koh asked if the busses are still running in downtown Glendale during Glendale Glitters. Mr.
Dickey explained that staff is in communication with the bus operators and changeJ are made as necessary.
Busses have to be routed around the closures but are still in operation. Commissioner Koh suggested use of
shuttles to get attendees to Glendale Glitters. Commissioner Rosas suggested the use of sfiuttles for the
Chocolate Affaire.
Mr. Strunk stated that more information will be provided to the Commission in February as part of the overall
review of Special Events.
VIII. APPROVAL OF ARCHERY RANGE PROGRAMMING AGREEMENT
Mr. Gregory announced that the City wishes to engage 3G Archery to provide year-round archery classes and
events at the Heroes Regional Park Archery Range. Mr. Gregory stated that RFPs for an operator at the
Archery Range were advertised on two separate occasions, December 2015 and July 2016, with no responses.
In September 2016, 3G Archery made contact with the City indicating an interest in providing organized
archery programming at Heroes Regional Park. In October 2016, staffmade a Special Procurement Request to
engage 3G Archery as a service provider. City staff has met with 3G Archery staff multiple times to discuss
program logistics, philosophy, goals, outcomes, and many other archery and operational matters. Mr. Gregory
announced that after extensive research, staff is highly confident that 3G Archery can provide the necessary
service at the Archery Range while accommodating drop-in use.
Mr. Gregory presented details on 3G Archery and the proposed Memorandum of Understanding (MOU)
between the City of Glendale and 3G Archery. Mr. Gregory stated that the initial term of the MOU would be
for two years, with four one-year renewals. Mr. Gregory commented that examples of public programming
could include the following:
o Exploring Archery classes trvice per year
o Six-week Beginning Archery classes four times per year
o Two Intermediate classes per year
o J.O.A.D. (Junior Olympic Archery Development) Program
o Private coaching and lessons
Mr. Gregory commented that as part of the MOU, 3G Archery will provide all of the archery equipment and
will be responsible for regular upkeep of the range, such as litter clean up and routine tasks. 3G must also
provide City staffwith monthly reports and an annual profit and loss statement. Mr. Gregory commented that
the City will provide 24 taryet stands over a three year period. Eight will be provided at the beginning of the
contract, eight in a year two, and eight in year 3. The Commissioners were given a copy of the MOU for
detailed review.
Commissioner Cole inquired if 3G Archery will charge for classes. Mr. Gregory replied that there will be fee-
based programming; however, there will be free introductory classes to infroduce new users to the sport.
Commissioner Cole asked if 3G Archery will have an onsite storage facility. Mr. Gregory replied in the
positive and stated the storage unit is already on site and will be locked. Commissioner Cole asked if the
archers could bring their own equipment instead of using 3G's equipment. Mr. Gregory replied in the positive.
Chair Padia inquired about the number of lanes and open lanes at the Archery Range. Mr. Gregory relayed that
there are 16 lanes and there can be two archers per lane. Mr. Gregory noted that there will be enough room for
six to eight drop-in archers at one time.
Commissioner Rosas asked if 3G Archery was a state-wide group. Mr. Gregory commented that 3G Archery is
a local group looking to expand.
Commissioner Cole asked about the hours of the range. Mr. Gregory noted that the range will be open from sun
up to sun down, but lighting options are also being researched. Chair Padia asked if solar was being explored.
Mr. Gregory stated that solar lighting could be explored but wns unsure of how reliable solar could be for
athletic lighting. Mr. Bamard commented that there are certain safety standards that must be adhered to which
could cause a challenge with solar.
Commissioner Koh asked if there would be any merchandising on site. Mr. Gregory replied that there were no
plans for merchandising initially, and added that 3G Archery has the resources to provide quality programming
and they are extremely excited to provide it.
Commissioner McAffee asked if there were concession stands and restrooms at Heroes Park. Mr. Gregory
stated that there is a mobile concession stand and there are restrooms.
Chair Padia asked if the City will receive funds from the 3G Archery progftrm fees. Mr. Gregory replied that if
3G Archery holds SIC classes, the City will receive a percent of the fees. However, all other programming fees
will be kept by 3G Archery. Mr. Gregory stated that it is important that 3G Archery has the resources to have
enough equipment onsite so that archers are not nrrned away.
Chair Padia wondered if rwo free archery events per year would be enough. Mr. Gregory stated that staff has
had a dialogue with 3G Archery and wants to create achievable milestones. Mr. Gregory noted that range use
will be reviewed each year and the contract can be revisited. Mr. Srunk added that staff will monitor the
conract for accountability, which will give the program its strength. Mr. Strunk noted that two RFPs were done
without any response. Mr. Strunk stressed that the Commission will be apprised of how the program is
progressing. Ivtr. Strunk stated that the contract does not preclude the City from holding its own special event
based on archery.
Commissioner Cole noted that the contract allows 3G Archery to place banners at the range. Commissioner
Cole suggested that the City have first right of refusal for placement of banners and/or signage for City
functions.
Chair Padia motioned, second by Commissioner Koh, to move for.ward with the Memorandum of
Understanding with 3G Archery to provide classes and events at the Heroes Park Archery Range as
presented, with the inclusion of the City of Glendale having the first right of refusal for placement of
banners/signage at the site for City functions. Motion carried 5 - 0.
IX. APPROVAL OF CONSTRUCTION CONTRACT FOR PARK ADA ENHANCEMENTS
Mr. Gregory shared that in September of 2010, the Department of Justice published new, national ADA design
standards to which all jurisdictions with parks and recreation facilities must comply. By issuing this ruling, the
DOJ required each jurisdiction with parks and recreation facilities to conduct an audit and develop an action
plan for compliance with the new rule, which took effect on March 15,2012. Mr. Gregory noted tha-t as a result
of these new requirements, Council authorized a comprehensive accessibility audit of the City's 9l parks and
recreation facilities. The audit was conducted by Recreation Accessibility Consultants, LLC. Mr. Gregory
explained that after review of the audit in November 2013 by the Parks and Recreation Commission and the
Commission on Persons with Disabilities, a specific plan of action was established to phase-in compliance with
the new rule. Mr. Gregory explained that the initial phase of projects was completed via in-house staffwith in-
house resources. However, some of the projects are beyond staff expertise.
Mr. Gregory presented a specific request to use FY20l6-17 Community Development Block Grant (CDBG)
funds previously approved by Council to address another phase of the City's necessary parks ADA
enhancements. Mr. Gregory presented the proposed consfiuction contract with G&G Specialty Contractors,
Inc. in the amount of $163,036.78 for completion of various ADA improvements at El Barrio, Myrtle, Nonhern
Horizon, and Clavelito Parks, as well as the Rose Lane Community Center and the O'Neil Park Recreation
Center. The proposed contract was provided to the Commissioners for review.
Commissioner Koh inquired about the timeline of completion. Mr. Gregory replied that the contract is for not
more than 90 days and all projects should be completed by June. Chair Padia asked if the improvements to the
7
kitchen at the O'Neil Recreation Center would impact programming. Mr. Gregory commented that the needs of
the afterschool program would be accommodated during the project.
Chair Padia motioned, second by Commissioner Rosas, to approve the construction contract as presented
with G&G Specialty Contractors, Inc. in the amount of $153,036.78 for completion of various ADA
improvements at El Barrio, Myrtle, Northern Horizon, and Clavelito Parks, as well as the Rose Lane
Community Center and the OtNeil Park Recreation Center. Motion carried 5 - 0.
X. DIRECTOR'S REPORT
Mr. Strunk announced the passing of Vice Chair Dewberry this week and Commissioner Faris' passing in
December. VIr. Strunk sated that on Sunday, January 22"d from2:00 to 3:00 p.m., the Rose Society will hold a
memorial for Vice Chair Dewberry at the Sahuaro Ranch Park Rose Garden. A reception will be hosted by the
Glendale Women's Club. All are welcome to attend.
Mr. Strunk also reported on the following:
o Monday, January 23: The Commissioners are invited to an Appreciation Night at the Coyotes game.
Details will be sent via email.
o Commissioner Moreno sent in her resignation as she has a conflict with the meeting.date and time.
o This Saturday, the Glendale Farmers Market will be open at its new location at 59h Avenue and Myrtle
from 9:00 a.m. to l:00 p.m.
o Cerreta's Candy has made a donation of candy to be sold at the Chocolate Affaire to raise funds for the
Youth Scholarship Fund. All proceeds will go to the fund. Volunteers are needed. Please let stalf know
your availability, and a schedule will be drafted. Outreach for volunteers is also being made to members
of MYAC. Chair Padia commented that this effort would tie into a Commission goal of working with
MYAC. Commissioner Koh suggested signage at the sales booth indicating that all proceeds will go to
the Youth Scholarship Fund. Commissioner Rosas suggested finding a way to make an auto-donation to
the Youth Scholarship Fund.
lvlr. Sfrunk congratulated Commissioner Rosas on his two upcoming trips. Commissioner Rosas announced
that he will be attending the Hispanic Heritage Awards in Miami, Florida, and was also selected to participate in
the U.S. Senate Youth Program at the U.S. Senate.
XI. COMMISSION COMMENTS
Commissioner McAffee enjoyed touring different sites for the Commission meetings.
Commissioner Koh agreed. Commissioner Koh expressed condolences to the Faris and Dewberry families.
Commissioner Koh appreciated the great partnership with Pastor Allen at the O'Neil Recreation Center and the
impending partnership with 3G Archery. Commissioner Koh noted that these partrrerships ensure that these
public facilities are put to good use for the public.
Commissioner Rosas enjoyed the tour of the facility. Commissioner Rosas stated ttrat it is effrcient to have non-
profits operating the Community Centers. Commissioner Rosas was pleased to hear about the report that crime
in the area has decreased by 57o/o. Commissioner Rosas commented that it was great that the City is very
invested in the Special Events, which brings a lot of revenue into the City.
Commissioner Cole noted that Pastor Allen was looking to bring high school students into the O'Neil
Recreation Center Program and encouraged that direction.
Chair Padia stated that he is looking to moving forward with the staffplans expressed this evening, the Master
Plan update, and the Youth Master Plan. Chair Padia complimented staffon a great job.
XII.ADJOURNMENT
The meeting was adjourned at 8:25 p.m. by consensus.
A special meeting of the Commission wilt be held on January 28,2017,at the City Hall Municipal Complex
Room B-3, at 9:00 a.m. The next regular meeting will be held on February 8,2017 at 6:00 p.m., at the Glendale
Civic Center, meeting room Diamond A, 5750 W. Glenn Dr., Glendale, AZ 85301.
Respectfully submitted,
Denise Kazmierczak