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HomeMy WebLinkAboutMinutes - Minutes - Parks & Recreation Advisory Commission - Meeting Date: 8/13/2018 GLEND -, MINUTES PARKS AND RECREATION ADVISORY COMMISSION GLENDALE MUNICIPAL OFFICE COMPLEX CONFERENCE ROOM B-3 5850 W.GLENDALE AVE. GLENDALE,ARIZONA 85301 AUGUST 13,2018 6:00P.M. 1. CALL TO ORDER Chair Cole called the meeting to order at 6:00 p.m. 2. ROLL CALL Chair Cole took roll call. Present: Barbara Cole, Chair Sam McConnell Ill,Vice Chair Gayle Schiavone, Commissioner Pattie Johnston, Commissioner Ethan McAffee, Commissioner Absent: Monica Lopez, Commissioner Jessica Edgar, Commissioner Aaron Walls, Commissioner Also Present: Tim Barnard,Assistant Director, Public Facilities, Recreation&Special Events Paul King, Recreation Administrator Kim Larson, Communications&Marketing Program Manager Stephanie Miller, Program Manager 3. CITIZEN COMMENTS If citizens wish to speak on a matter concerning the Glendale Parks and Recreation Advisory Commission that is not on the printed agenda,please complete a Citizen Comments Card and provide it to the designated staff person prior to the beginning of the meeting. Once your name is called by the Commission Chairperson,please proceed to the podium and state your name and address for the record. Please limit your comments to a period of three minutes or less. Chair Cole read aloud instructions for the Citizen Comments agenda item. Mr. Ted Hansen, a Cholla District resident, commented as follows: I came before the Commissioner at its June 11 meeting to discuss among other things the importance of the Commission's discussions and decisions. As a citizen of Glendale, I appreciate your time and efforts and the thoughtfulness of your discussions. The Glendale City Council, it is apparent, also values your discussions and recommendations. I have heard on more than one occasion a Council member say during a discussion of an issue that"The Parks& Recreation Commission has reviewed this"and then cite your recommendation. During the June 12 Council meeting,the Vice-Mayor mentioned that the Thunderbird Conservation Park Master Plan may be up for review and renewal in the next year. As you may know,the current Thunderbird Conservation Park Master Plan was adopted by Council Resolution in 2006 Since that time, our Parks and Recreation staff have done a great job implementing many of its recommendations and planned enhancements. Prior to development of that Thunderbird Master Plan, the overall Glendale Parks & Recreation Master Plan was adopted by City Council in 2002.Around that time, the west valley was still largely under development. The Football Stadium was just breaking ground. New parks and renovations were identified, new facilities proposed, and the status of Thunderbird Park as a Conservation Park was reaffirmed. I see that an agenda item for tonight is the Fiscal Year 2018-2019 Commission Work Plan.As I mentioned earlier, in the last City Council meeting, it was mentioned that the Thunderbird Park Master Plan may be up for review.As you can imagine,there will be a lot of public interest if either of these Master Plans come up for discussion and action. I would ask that the Commission ensures that Glendale citizens are well informed and that we have the opportunity to provide input to these plans,that there be proactive outreach to get the residents'views. Not all of us use social media and we do not all have the opportunity to interact with Parks and Recreation staff. But while we may not physically visit our facilities and parks every day,we certainly do appreciate and care for them.Thank you. Chair Cole thanked Mr. Hansen for his comments. 4. APPROVAL OF THE MINUTES a. Parks and Recreation Advisory Commission Minutes of June 11, 2018. Motioned by Vice Chair Sam McConnell Ill, seconded by Commissioner Gayle Schiavone to approve the June 11, 2018 Parks and Recreation Advisory Commission meeting minutes as written. AYE. Chair Barbara Cole Vice Chair Sam McConnell III Commissioner Gayle Schiavone Commissioner Pattie Johnston Commissioner Ethan McAffee Passed 5. NEW BUSINESS a. INFORMATION:TOUR OF SAHUARO RANCH PARK Staff will conduct a tour of Sahuaro Ranch Park. Mr. King gave a tour of Sahuaro Ranch Park, most specifically focusing on the section of the park that experienced damage from the September 18th and September 26th, 2018 fires. Mr. King noted that the cause of the fires was determined to be arson and repairs/replacements are in the design process,which should conclude in late September/early October.A presentation on the designs will be made to the Commission when completed. Mr. King added that staff is working on improving security at the park.The tour was completed at 6:25 p.m. b. INFORMATION: ROLE AND MISSION OF THE PARKS AND RECREATION ADVISORY COMMISSION Staff will provide a presentation on the role and function of the Parks and Recreation Advisory Commission. Mr. Barnard gave a presentation, which included the following information: •Mission Basics oThe commission shall have nine(9)members,who shall be residents of the city and who shall be appointed by the city council. oThe chairperson of the commission shall be appointed by city council. o Two(2)of the nine(9)members of the commission shall be students attending high school at the time of their appointment by the city council. oThe mayor, city manager, and parks and recreation director shall be ex-officio members,without voting privileges, of the commission. oThe student members of the board shall be appointed for one-year terms and may be re-appointed for a second one-year term.The non-student members of the board shall be appointed for a two-year term. oAll members shall serve without compensation. oThe parks and recreation director shall serve as the staff liaison to the commission and see that such municipal services and facilities are made available so that the commission can carry forth its purpose. oThe commission shall establish written by-laws and rules for the conduct of its meetings, and said by-laws and rules shall be forwarded to the council for approval by motion and vote. oThe commission shall establish a time, by vote, for regular meetings,which shall be held at least once a month if there is business to transact. oA majority of the commission shall constitute a quorum.The affirmative vote of a majority of the commission members present at a meeting shall be required for passage of any matter before the commission. oThe powers and duties of the commission shall be advisory in nature, and all acts thereof shall be subject to review by the city council. oThe primary powers and duties of the commission shall be to advise the city council on the following matters: •Establishment of policies, rules and regulations relating to the planning, acquisition, disposition, operation, use, care and maintenance of areas and structures owned, leased or otherwise acquired by the city for use as parks and recreational centers. •Development of a continuing plan for the city's park system and its recreation program. •Establishing priorities at budget time for those items other than administrative functions relating to park acquisition,development, and recreation programs. •Such other matters as the mayor and city council may direct. •Roles and Responsibilities o Research issues •Decisions based on expertise and study of specific issues o Recommend decisions and policies that are in the community's best interest •Purely advisory •Do not establish, but recommend public policy •Members are not elected officials •Recommendations and actions are subject to approval •Practical Responsibilities o Connect with residents o Help define and advocate for the parks system o Serve as a"buffer"for Mayor and City Council oShare information with elected officials/Staff oAttend community meetings and special events o Participate in parks system activities o Serve the public with respect o Don't take things personally oYour actions and behaviors will affect how the public views your decisions as a Member •Staff Responsibilities o Provide timely information and support to Commission o Officially represent the City at community functions oAdminister and manage Commission policies oAdvise Commission Members as appropriate oCommunicate issues as appropriate o Discuss developments with ChairNice Chair o Maintain the Parks system oProduce services and program Mr. Barnard complimented the Commission and their participation and interest. Vice Chair McConnell commented that there seemed to be less action items and votes for the Commission than in the past and he would like more updates on specific items. Commissioner Schiavone wondered how staff determines what is brought to the Commission for an action item. Mr. Barnard explained that action items/votes usually stem from contracts, projects, or strategic planning and sometimes, an agenda item may only consist of a formal update. Mr. Barnard commented that the need for action items and votes depends on timing, the scope of an issue, and/or if the item needs to go before Council. c. INFORMATION:FY 17-18 ACCOMPLISHMENTS Mr. Barnard provided the Commissioners with a comprehensive list of FY17-18 accomplishments and presented a few highlights, which included the following: •Parks o Renovated landscaping at Community Center North with Water Conservation and Watershed Management to develop a sustainable rain garden feature. o Implemented new Park Ranger Community Outreach Dog Program. K-9 Ranger is used for calming citizens in distress and is a community outreach tool to enhance Parks and Recreation Programs. Ranger is visiting schools, recreation centers, public facilities, and will be provided a dog safety awareness program in the future. o Installed new rock to the perimeter landscaped areas to four parks (Hillcrest, Sierra Verde, Carmel, and Utopia); estimating nearly 680 tons of rock being spread. •Recreation oStaff partnered with the Los Angeles Dodgers and staff from Camelback Ranch to participate in the"Kids For Dodgers Baseball Program". On Saturday, March 3,the Dodgers hosted youth from six Glendale community and recreation centers, including R.O.O.T.S.,Wheels in Motion, Desert Mirage GRASP, Martin Art Center-STEAM Shop, Heart for the City, and Partners in Action for the 1:05 p.m.spring training game against the Diamondbacks and a post-game baseball skills clinic led by Dodger prospects. o Staff expanded youth and adult sports programming by adding youth basketball, adult volleyball,and basketball leagues. Staff received suggestions from citizens to begin these programs.The additional programs added nearly 100 participants in the youth activities and approximately 100 in the adult programs. o Offered a six-week soccer camp at Rose Lane Park through a community partnership. Nearly 100 kids enjoyed learning the fundamentals of soccer, including dribbling, passing, and goal keeping. •Facilities o In an effort to reduce electrical costs and energy consumption, Facilities staff replaced 98 fluorescent light fixtures on the 2nd floor of the Foothills Recreation and Aquatic Center with new LED lighting. o Staff engaged a contractor to install upgraded flooring in the Foothills Recreation and Aquatic and Glendale Adult Centers. The new multipurpose flooring material in the large multipurpose rooms at both locations was installed with a cushioned padding underlay which enhances the versatility of the rooms by making the room adaptable to high impact games and programs. oThe Civic Center did approximately$100,000 in business in the month of July 2018 alone,which is the same as the first six months of last fiscal year. •Special Events o Coordinated and implemented the Glendale Folk and Heritage Festival, the Antique Tractor Show, Surviving the Summer, and Touch-A-Truck Events at Westgate, the Glendale Summer Band Concert Series, and the Movies by Moonlight Series at various parks throughout Glendale. oWon three different awards for "best"categories from the Arizona Talent in Event Concepts(AzTEC) organization. Mr. Barnard concluded his report. d. ACTION: COMMISSION MEETING DATES AND TIMES Mr. Barnard presented the FY18-19 Commission meeting schedule. Motioned by Vice Chair Sam McConnell III, seconded by Commissioner Ethan McAffee to approve the FY18-19 Parks and Recreation Advisory Commission meeting schedule as presented. AYE: Chair Barbara Cole Vice Chair Sam McConnell III Commissioner Gayle Schiavone Commissioner Pattie Johnston Commissioner Ethan McAffee Passed e. INFORMATION: FY 18-19 COMMISSION WORK PLAN AND FUTURE AGENDA TOPICS Mr. Barnard facilitated discussion of the Commission's FY18-19 Work Plan and Future Agenda Topics,which included the following: •The Master Plan Update o Staff is finishing up an RFI to determine the scope of work. oThe Commission can appoint one person to be part of the team that works with the chosen consultants. o Four Master Plans to be updated: Department-wide, Thunderbird Conservation Park, Open Space and Trails, and Sahuaro Ranch Park. Staff is still discussing with the City Manager the option of keeping all as separate plans or combining into one plan. •Park Inspections oCommissioners can serve as additional"eyes and ears"to find items such as broken equipment, a leaking water fountain, and more. o Commissioners will be provided with blank inspection forms with which to inspect the chosen parks. oCommissioner Schiavone asked for a list of weekend on-call staff and park ranger phone numbers. Ms. Miller will provide the information to the Commissioners. oCommissioners can currently work on park inspections to assist staff with immediate needs. •Engaging Non-Profits as Partners oWhat Works Cities, a non-profit partnership with the Harvard School of Business, is an example of an accomplishment in this area last fiscal year. o Commissioners can reach out to non-profit groups for potential partnership and/or opportunities. Ms. Larson commented that staff would like to hear from more Glendale residents and the Commissioners can be very helpful in spreading the word to other residents. Mr. King agreed and stressed that staff is always looking for trending programs and classes and any contacts willing to teach those specific classes. Vice Chair McConnell inquired about funding for the Sahuaro Ranch Park Master Plan. Mr. Barnard replied that staff is still working on Phase 1 of the details with the consultant and will give an update to the Commission soon. Commissioner Schiavone requested more updates on formerly presented topics, such as pickleball. Mr. Barnard relayed that the Park Rangers are researching potential sites for pickleball courts. Chair Cole inquired about an update on the flag pole discussion. Mr. Barnard stated that there was a request by the Vice Mayor to add language to the contract with the Chamber of Commerce,which will be completed. Commissioner Schiavone asked for an update on the Glen Lakes Golf Course. Mr. Barnard noted that there is Council discussion underway regarding Glen Lakes and once there is an update from Council, it will be brought to the Commission. Commissioner McAffee requested notice of Council agenda dates for issues discussed in the Commission meetings. Chair Cole noted that football season is underway, and she has heard comments regarding the difficulties of getting into the stadium. Mr. Barnard explained that stadium management is done by a variety of sources, such as police,fire, county,state and federal agencies,the Transportation Department, and more. Mr. Barnard provided a brief history of the partners in the stadium and Camelback Ranch. Chair Cole inquired about the reduction of events in downtown Glendale. Ms. Miller relayed that last year,there were six free events during the holiday season and this year there will be four. Ms. Miller noted that there were issues with closing of the downtown streets. Ms. Larson added that the lights in downtown Glendale will still be on during the entire season. Ms. Larson stated that the reduction is due to increased costs for tent rentals, generator rentals,traffic management costs, and minimum wage increases — all of which are passed onto the City. Ms. Larson stated that there will be an opening night on Thanksgiving weekend, an event the weekend of December 14th/15th, a hot air balloon event in January, and the Chocolate Affaire in February(two days instead of three). Commissioner Schiavone wondered if anyone was using the Frisbee disc golf course. Mr. King stated that the baskets have been installed and the tee pads are in the process of installation with volunteer labor. Commissioner Schiavone had not seen anyone using the course. Mr. King commented that staff has received feedback from people who use the course. Mr. Barnard summarized the FY18-19 Work Plan as follows: •Park Inspections •Trends for New Classes •Participation in Master Plans •More Discussion and Follow-Up on Topical Items •Flag Pole—To Be Completed by the Chamber of Commerce Veteran's Affairs Committee •More Communication Regarding When Agenda Items Go to City Council Chair Cole stated that she would like to participate on the RFP's as well. 6. STAFF UPDATES a. The Commission is prohibited from discussing or acting on any of the items presented by the Staff since they are not itemized on the Parks&Recreation Advisory Commission Agenda. Ms. Miller gave a presentation on the Council Item of Special Interest regarding cigarette litter in Glendale parks.At the May 14,2018 Commission meeting,the Commission suggested that staff conduct a pilot program to encourage park users to be respectful of others when smoking. Based on the Commission's suggestion,the pilot program will consist of anti-cigarette litter signage at six parks, in addition to a marketing campaign. Ms. Miller noted that the"No Butts About It"anti-cigarette litter campaign will run from September 2018 through April 2019. Informational ads will be placed in the Glendale@Play Magazine,the water bill, Clean&Green publication, and the Connection Newsletter. Ms. Miller announced that two signs will be placed in each of the following six parks and progress will be monitored: •Clavelito Park •Desert Valley Park •Rose Lane Park •Sahuaro Ranch Park •Foothills Park •Heroes Regional Park Ms. Miller noted that staff will also monitor Murphy Park for cigarette litter. Ms. Miller stated that Murphy Park will serve as the control group as anti-cigarette litter signs will not be placed at this park. Staff will conduct an assessment of cigarette litter at the six selected parks in December 2018 and April 2019. Ms. Miller announced that staff will share the results of the campaign with the Commission in spring or early summer of 2019. Ms. Larson distributed the Glendale@Play Magazine. Mr. King announced that the summer aquatic season recently ended. Commissioner Schiavone asked about the impact of reduced fees at Rose Lane. Mr. King stated that he will provide a full aquatics report at the next Commission meeting, however,there was generally more traffic during the discounted rate times. Mr. King also reported on the following: •360 summer camp at Foothills Recreation and Aquatics Center(FRAC)was full with about eighty children each week. This was a very successful program. •Desert Mirage summer program had a slight increase in participants over last year and there were many returning children. •The Halloween Party at FRAC will be held on October 26th Mr. Barnard reported on the following: •200 trees were lost in the first two monsoon storms. •Recruitment is currently underway for a Park Manager. 7. COMMISSION COMMENTS AND SUGGESTIONS Commissioner Johnston appreciated all of staffs efforts and looked forward to the upcoming fiscal year. Commissioner McAffee felt that the meeting was very good and the tour of the fire damage was informative. Commissioner McAffee asked if the anti-cigarette litter campaign included e-cigarettes. Mr. Barnard replied in the negative, noting that the focus is on the cigarette butts,which is the litter. Commissioner Schiavone praised the scope of issues covered by staff during the meetings. Vice Chair McConnell complimented staffs presence at events, especially Ms. Larson, and noted that Ms. Miller is very responsive to his phone calls. Chair Cole asked for an update on Sands Park. Mr. Barnard relayed that he is meeting with the vendors tomorrow and will present an update at the September Commission meeting. Chair Cole asked for an update on the Heroes Regional Park Branch Library. Mr. Barnard stated that construction is moving forward and the east side of 83rd Avenue is being worked on. Mr. Barnard will give a full report in September. 8. NEXT MEETING The next regular meeting of the Parks and Recreation Advisory Commission will be held on September 10,2018, at 6:00 p.m., at the Glendale Community Center, located at 5401 W. Ocotillo Rd., Glendale,Arizona, 85301. 9. ADJOURNMENT Motioned by Commissioner Pattie Johnston, seconded by Commissioner Ethan McAffee to adjourn the meeting at 7:58 p.m. AYE. Chair Barbara Cole Vice Chair Sam McConnell Ill Commissioner Gayle Schiavone Commissioner Pattie Johnston Commissioner Ethan McAffee Passed The Parks and Recreation Advisory Commission meeting minutes of August 13,2018 were submitted and approved this 10th day of September,2018. Gwen Benoit Administrative Support Specialist Denise Kazmierczak Recording Secretary