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HomeMy WebLinkAboutMinutes - Minutes - Parks & Recreation Advisory Commission - Meeting Date: 9/10/2018 (3) -firi' rt sp'p` Gr .' p', 1 MINUTES PARKS AND RECREATION ADVISORY COMMISSION GLENDALE MUNICIPAL OFFICE COMPLEX CONFERENCE ROOM B-3 5850 W. GLENDALE AVE. GLENDALE, ARIZONA 85301 SEPTEMBER 10, 2018 6:00P.M. 1. CALL TO ORDER Chair Cole called the meeting to order at 6:40 p.m. 2. ROLL CALL Chair Cole took roll call. Present: Barbara Cole, Chair Sam McConnell Ill, Vice Chair Jessica Edgar, Commissioner Pattie Johnston, Commissioner Ethan McAffee, Commissioner Gayle Schiavone, Commissioner Aaron Walls, Commissioner Absent: Monica Lopez, Commissioner Also Present: Jim Burke, PFRSE Director Paul King, Recreation Administrator Kim Larson, Communications & Marketing Program Manager Stephanie Miller, Program Manager Bryan Wagner, Park Superintendent Doug Stron, Interim Park Manager Attendees: Justin Menzel, West Coast Arborists 3. CITIZEN COMMENTS None. 4. APPROVAL OF THE MINUTES a. Parks and Recreation Advisory Commission Minutes of August 13, 2018. Motioned by Commissioner Ethan McAffee, seconded by Commissioner Pattie Johnston to approve the August 13, 2018 Parks and Recreation Advisory Commission meeting minutes with the following change in 5. New Business—a. Information: Tour of Sahuaro Ranch Park: "...from the September 18th and September 26th, 2018 fires." to "...from the September 18th and September 26th, 2017 fires.". Motion carried 7—0. AYE: Chair Barbara Cole Vice Chair Sam McConnell III Commissioner Jessica Edgar Commissioner Pattie Johnston Commissioner Ethan McAffee Commissioner Gayle Schiavone Commissioner Aaron Walls Passed 5. NEW BUSINESS a. INFORMATION: TASK TRACKER IN SHAREPOINT Mr. Wagner introduced Mr. Strong, the Interim Park Manager, who gave a presentation on the new Task Tracker system. The presentation included the following: • Day-to-Day Park Maintenance Task Tracking & Reporting •Glendale's Park Maintenance team is using innovative tools to capture data related to task tracking, trends, and workload outcomes. • History of Task Tracker—Then & Now • Existing technology for Park Maintenance use in tracking and reportings •SharePoint and PowerApps for real-time park operations • How simple and user-friendly apps can assist staff, save time and money. •Telling your story form the collective data via Tableau (analytics) —Visual & Interactive • SharePoint via Department Intranet •Staff can enter time tracking data in: • 85 areas • 168 tasks • .25 hour increments up to 8.00 hours per task • PowerApp Smartphone • Download from Microsoft Store, Google Play • Download the app using City account •Authenticate to SharePoint with City account •View all entries.Add or edit your own. • Staff enters task information on the Smartphone app • Live data integration • MUTT Area View •A map view displaying where tasks are being done can be viewed by date ranges and displayed by district. •This is beneficial to show where most staff time is spent and where needs are. • MUTT Top 10 •This report shows the Top 10 Areas with the Most Hours and the Top 10 Tasks with the Most Hours. • Beneficial for budgeting, staffing, and scheduling. Mr. Strong gave an online demonstration of how a staff member would enter a task into the system. Mr. Strong also demonstrated how to use the online analytical tools and reports. Chair Cole inquired if the system was for internal use only. Mr. Strong replied in the positive. Mr. Strong added that reports can be created for use in public presentation and the public can also view budget information on Follow Your Money on the City of Glendale website. Commissioner Schiavone inquired as to the reaction from staff regarding the task tracking system. Mr. Strong relayed, as with all new programs, there was some employee resistance, however they have adjusted. Commissioner Schiavone wondered if staff thought the tracker would be used for reviews. Mr. Strong relayed that the task tracker will be used more for supporting staff in their roles and obtaining additional resources where needed. Commissioner Schiavone asked if every employee was given a cell phone and Mr. Strong replied in the positive. Mr. Strong noted that employees can answer emails and work on timesheets from their phones as well. Mr. Wagner added that employees also use their cell phones to take photos of damaged items in the field and for mapping. Mr. Burke commented that this item was brought to the Commission as an example of a program that came from the field and complimented staff on the development. Mr. Burke noted that the program will show where resources are being allocated versus where they are needed, which will help the department obtain more resources. Commissioner Edgar inquired about a smart irrigation program that was presented to the Commission when she was first appointed. Mr. Burke stated that the contract was not implemented. Commissioner Schiavone asked if the Police Department or other City departments would use this tracking program. Mr. Burke replied that other departments have their own types of tracking systems. Chair Cole thanked Mr. Strong for the presentation. b. INFORMATION: WEST COAST ARBORISTS, LLC Mr. Wagner introduced Mr. Menzel of West Coast Arborists (WCA), who conducted a tree inventory in Murphy Park and Sahuaro Ranch Park and may do an inventory in other parks as well. Mr. Menzel gave a presentation, which included the following information: • Importance of a Tree Inventory • Understanding that trees are an essential asset within a community, it is important to accurately identify what the City's urban forest consists of.Knowing the tree quantities, locations, species types, and health conditions are vital details in providing the foundation for which annual work plans and budgets are based.Therefore, in order to implement an effective tree care program, an inventory is necessary. • In March 2018, a partial GPS inventory of Glendale's city-owned trees at Murphy Park and Sahuaro Ranch Park was completed by West Coast Arborists, Inc. (WCA, Inc.)Data collection determined that there are 737 tree sites at these parks.Note:the palms and citrus groves at Sahuaro Ranch Park were not inventoried.The information collected for each tree is listed below: •Tree Site Location •Tree Identification • Diameter Range • Utility Presence • Recommended Maintenance • Removal Priority • Height Range •Condition • Benefits of a Tree Inventory • Increased efficiency •Can upload pictures of the trees and view progression of the trees over time • Better communication to internal and external customers • No more "The tree on the corner by the bench." • Reports available to view statistics • Improved community relations •Add a task to a specific tree •See tree requests through to specific resolution •Justified budgets •Tree quantities, locations, species, and health conditions provides the foundation for annual work plans and budgets. • Different tree species require maintenance at different intervals, i.e. desert trees versus pine trees • Documented actions •Work Histories • Reduced Liability •Standard/Duty of Care •Tree Valuation • Every tree has an estimated value • Inventory Info Snapshot • Estimated Value $3,382,550 •Trees:736 • Recommended Removals:62 •Stumps:1 • Planting Sites:1 • Frequencies • Diameter by Height • Frequency by Height •Condition (Good, Fair, Poor, Dead) • Recommendations • Grid Trimming:669 Trees • Other various removal, trimming recommendations documented • Benefits of Grid Trimming: • Systemic tree maintenance programs reduce the need for emergency maintenance, help prevent liability problems (such as dead or weak branches), reduce tree mortality, and improve urban forest health and real value over the long-term. •A systemic tree maintenance program is comprised of pre-designed trimming grids which are inspected and trimmed as needed in their entirety on a set schedule.By trimming trees on the street, regardless of size, every resident in that community feels that they have a received a service for their tax dollars.At the same time, the safety and welfare of the community will be enhanced. • Utilize Best Management Practices • Plant Quality Tree Stock • By planting quality tree stock the first time, the trees will live much longer and reduce the cost of removal and replacement. •Young Tree Care • Failure prone trees require more maintenance, assessments, and introduce more liability to the tree owner. • Proper structural pruning is imperative to reducing future maintenance costs. • Proper Pruning Techniques •Train tree to fit space once mature • Reduce defects that can lead to failure •Can reduce future maintenance demands •Various pictures of examples displayed • Hazards • Picture displayed •Tree Risks • Pictures displayed • Putting It All Together •A tree inventory is: • Crucial in developing a tree management plan •Crucial in budgeting for an urban forest • Crucial in assessing tree risk •Crucial in monitoring a tree's condition over the course of many years and possibility of different managers •Crucial for record keeping •A tree inventory improves community relations •A tree inventory allows for comprehensive planting plans •A tree inventory can show environmental benefits Commissioner McAffee inquired as to how the valuation of a tree is calculated. Mr. Menzel explained that value is based on species, diameter, height, and location, however it is not a fixed number. Mr. Menzel noted that other arborists may estimate different values. Commissioner McAffee noted that there is a tree over 60 feet in Glendale and wondered if Mr. Menzel knew of the location. Mr. Menzel did not know the location off-hand. Commissioner McAffee asked if WCA owned the software program. Mr. Menzel replied in the positive, adding that WCA has its own IT department. Mr. Menzel stated that when WCA conducts a tree inventory, all of the data will belong to the City. Commissioner Edgar asked who was responsible for taking care of the trees. Mr. Menzel replied that Mr. Wagner is the tree manager and WCA is the tree contractor. Mr. Menzel stated that the City does have a tree crew. Mr. Burke stated that when he first came on board, he noticed all of the tree issues in Glendale and that there was only one arborist on staff. Mr. Burke explained that the Glendale tree crew works on trees from 6 feet to 12 feet high, and any higher is addressed by the contractor due to liability issues. Mr. Burke noted that the City went out to bid for tree contractors and selected WCA. Mr. Burke stated that WCA's software is a great tool for the tree inventory. Mr. Burke announced that he may try to re-allocate some budget for a tree inventory of the orchard at Sahuaro Ranch Park as the trees are a great value to the park. Chair Cole thanked all for the information. c. INFORMATION: MURPHY PARK TURF IMPROVEMENT DEMONSTRATION Mr. Burke announced that there are a lot of special events at Murphy Park and a lot of foot traffic. Mr. Burke stated that the intent of the Murphy Park Turf Improvement Demonstration is twofold: first to demonstrate the knowledge and capabilities of staff and second to showcase the visual improvement of the condition of the park due to proper cultural practices during the growing season. Mr. Burke provided the current standards of mowing, aeration, fertilizing, and pre- and post-emergent weed spraying and the changes to the current standards implemented at Murphy Park. Mr. Wagner displayed pictures of the turf at Murphy Park prior to the turf improvement project. Mr. Wagner explained the details of tilling, adding dirt, seeding, and watering the Murphy Park turf. Mr. Burke commented that the Bermuda grass at the park needs to be strengthened to survive the winter events and increased foot traffic. Mr. Wagner provided the following details regarding soil sampling at Murphy Park: •A soil sample was conducted in June, which revealed a very high salt content.The recommendation was to increase watering in order to push the salt content downward. •At the end of July, another soil sample was done, which revealed a 46% decrease in salt content. • More aeration, watering, and weed spraying was conducted.The turf was top-dressed with light sand and gypsum was added. • In August, another soil test was done along with a deep core sample.The salt content had not changed from July. Mr. Burke explained that salt in the soil binds up and locks the nutrients into the soil and then nutrients cannot get into the turf. Mr. Burke added that salt in the turf builds over time because we live in the Salt River Valley, so we use salty water. Mr. Wagner displayed pictures of the turf at the end of August, which revealed great improvement. Commissioner Walls inquired if staff has considered the use of artificial turf. Mr. Burke replied that he would not recommend artificial turf as it gets very hot in the valley and could burn a person's feet. Chair Cole wondered if tarps could be put down on the turf when vendors are setting up and in place for events. Mr. Burke replied that tarps would block oxygen and sun from getting to the turf. Mr. Burke commented that staff will work with the Special Events staff on events and turf care scheduling. Mr. Burke complimented Mr. Wagner and his crew on having the knowledge and tools to accomplish turf improvement at Murphy Park. Mr. Burke stated that it is very important to have good turf, especially in the showcase parks, and this will need Council's prioritization and funding to accomplish this. Mr. Burke announced that better looking turf improves the City. d. ACTION: FY19 PARKS AND RECREATION ADVISORY COMMISSION WORKPLAN Mr. Burke announced that at the August 13, 2018 meeting, the Commission discussed the possible creation of a FY18-19 Work Plan. The purpose of this agenda item is to review and finalize the Work Plan, which was proposed at the August meeting as follows: • Participate in park inspections throughout the year. • Per this item, Commissioners are encouraged to visit at least one park a quarter and report their observations for staff follow-up. A sample assessment form was provided to the Commissioners. • Participation/representation from the Parks and Recreation Advisory Commission on the Master Plan Update •The Commissioner would form a working sub-committee to aid and provide guidance throughout the Master Plan process. •This group would be advisory only and serve to provide the full commission with updates, as appropriate. •Assistance would include participation at public forums and data and input synthesis review sessions, review and comment on draft plan sections, and briefings with staff to the full Commission. Mr. Burke announced that staff will continue to provide updates on ongoing Parks and Recreation projects and related Council items to the Commission. Ms. Miller stated that the inspection forms were emailed to all Commissioners. Mr. Burke noted that hardcopies can be brought to the next Commission meeting as well. Vice Chair McConnell stated that there are columns on the inspection form spreadsheet, such as costs, that the Commissioners cannot handle and asked if these could be removed. Ms. Miller can tweak the form. Vice Chair McConnell asked for the addresses of the parks to be included. Commissioner Edgar requested dates for the quarters to be included. Motioned by Commissioner Ethan McAffee, seconded by Commissioner Pattie Johnston to approve the FY18-19 Parks and Recreation Advisory Commission Work Plan with the revisions to the Inspection Report as suggested to remove certain columns and to include quarterly due dates. AYE: Chair Barbara Cole Vice Chair Sam McConnell III Commissioner Jessica Edgar Commissioner Pattie Johnston Commissioner Ethan McAffee Commissioner Gayle Schiavone Commissioner Aaron Walls Passed 6. STAFF UPDATES Mr. Burke announced that a date will be set for a public meeting regarding improvements to the Sands Park Playground, which will probably be at the end of September. Ms. Larson announced the Foothills Park Bike Park Design Public Meeting, with details as follows: •September 12, 2018 at 5:00 p.m. at the Foothills Recreation Center • Mr. King is the project manager. •To encourage more participation, the meeting will be livestreamed •All Commissioners are invited to attend. •The meeting will provide an opportunity for the public to be part of the discussion on the various types of bike parks, riding styles, and what would best serve the community. Commissioner McAffee asked if there would be someone to monitor the livestream for questions. Ms. Larson stated that she and Mr. Mike Karas will monitor the livestream. Ms. Larson stated that if there are questions from the livestream that are not answered, staff will follow up with answers afterward. Ms. Larson added that there will be a Channel 11 crewmember at the event as well. Commissioner Schiavone noted that there is a meeting on the Maryland Avenue Bike Extension on the same date. Ms. Larson relayed that staff was not aware of the other meeting when scheduling. Chair Cole inquired if the meeting would be at the bike park. Mr. Burke stated that the meeting will be inside the Recreation Center, however, staff could take Chair Cole down to the site before or after the meeting. Mr. King reported on the following: •Youth Sports League •The Opening and Closing Ceremonies were held at Camelback Ranch. • Baseball sports included t-ball, coach pitch, softball, and kid's pitch—which was a new league this year. •260 kids in total participated. • Foothills Recreation and Aquatics Center (FRAC) •There was an average of 78 children per week at the FRAC 360 Program.The cap is 80 children.This is a very popular program. • Desert Mirage School •The daily use summer camp had approximately 75 children in attendance per day, which is a successful rate. • Rose Lane and FRAC Aquatics •Combined total lesson participants:1,063 •Combined total rec swim participants:46,289 • Rose Lane Aquatics Pilot Program • During the 2018 summer swim season, a discounted entrance fee of$1.50 was offered on specific days and times. •Attendance increased by 1,042 participants compared to 2017. Chair Cole asked if staff was happy with the results and Mr. King replied in the positive. Mr. Burke stated that a communication was sent to Council this week. Mr. Burke noted that the results indicate that there may have been an issue with price point and future consideration is needed by Council. Commissioner Edgar asked if the City has ever considered extending pool hours into September. Mr. Burke commented that the decision is a budget issue. Mr. King agreed and noted that 80% of the budget is staffing. Commissioner Schiavone wondered if staff has considered a punch card whereby a number of entries could be purchased at once. Mr. Burke replied that this suggestion could be researched, however, customers would then have to pay a greater amount upfront and this could be difficult for some people. Mr. Burke reported on the following: •Thunderbird Conservation Park Trails Assessment:Information on the assessment, to be conducted September through October 2018, was distributed to the Commissioners. •Staff is going back to Council in regard to a request for CDBG funds for demolishing the O'Neil Park pool and pool house.Funds may be re-allocated from a previous CDBG project towards the park project.lnformation will be presented to Council tomorrow. •Thunderbird Conservation Park Flag Pole:Plans were submitted to the City for permit review.lssues with the submitted pole size and lighting need to be addressed and the plans will be re-submitted.Once the permit is issued, staff will meet with the Veteran's Affairs Committee and the contractor. The Chamber of Council is planning a special community event on November 10th.At the event, a long line of people will be coordinated to pass the flag pole hand to hand to the top of the mountain.Once at the top, there will be a flag raising ceremony. Vice Chair McConnell inquired as to how the lighting would work. Mr. Burke replied that the project will have solar lighting: a dim LED light will illuminate the flag only. Chair Cole asked about maintenance responsibilities. Mr. Burke explained that required maintenance by the Veteran Affairs Committee is in the contract and the City has the right to take down the flag pole if it is not maintained. Commissioner Schiavone asked if the drone park was official yet. Mr. Burke stated that the drone park is in the works. An update will be provided at a future meeting. 7. COMMISSION COMMENTS AND SUGGESTIONS Commissioner Edgar commented that she learned a lot at the meeting. Commissioner McAffee stated that the tree information was fascinating. Commissioner Johnston stated that she was excited about the implementation of the new technology apps. Commissioner Schiavone stated that she is getting a good understanding of the planning process and how all interacts. Commissioner Walls asked if the Commissioners could be added to the tracking app to post information from the park inspections. Vice Chair McConnell announced that the Tractor Show will be held in February 2019. Chair Cole supported Commissioner Walls' suggestion for adding Commissioners to the tracking app to upload park inspection notes. Chair Cole commented that she learned a lot about trees at the meeting. 8. NEXT MEETING The next regular meeting of the Parks and Recreation Advisory Commission will be held on October 8, 2018, at 6:00 p.m., at Glendale Community Center North, 14075 N 59th Ave, Glendale, Arizona, 85306. 9. ADJOURNMENT Motioned by Commissioner Ethan McAffee, seconded by Commissioner Jessica Edgar to adjourn the meeting at 8:23 p.m. AYE: Chair Barbara Cole Vice Chair Sam McConnell Ill Commissioner Jessica Edgar Commissioner Pattie Johnston Commissioner Ethan McAffee Commissioner Gayle Schiavone Commissioner Aaron Walls Passed The Parks and Recreation Advisory Commission meeting minutes of September 10, 2018 were submitted and approved this 8th day of October, 2018. Gwen Benoit Administrative Support Specialist Denise Kazmierczak Recording Secretary