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HomeMy WebLinkAboutMinutes - Minutes - Parks & Recreation Advisory Commission - Meeting Date: 8/5/2017I FINAL MINUTES PARKS AND RECREATION ADVISORY COMMISSION GLENDALE MUNICIPAL AIRPORT 6801 N. GLEN HARBOR BLVD., SUITE 201 GLENDALE, ARIZONA 86307 AUGUST 6, 2017 8:00 A.M. 1. CALL TO ORDER Chair Cole called the meeting to order at 8:15 a.m. 2. ROLL CALL Present: Barbara Cole, Chair Alicia Rubio, Vice Chair Dan Huston, Commissioner Pattie Johnston, Commissioner Sam McConnell III, Commissioner Gayle Schiavone, Commissioner Ethan McAffee, Commissioner Henry Rosas, Commissioner Absent: Jessica Edgar, Commissioner Also Present: Erik Strunk, Director Public Facilities, Recreation & Special Events Tim Barnard, Assistant Director Public Facilities, Recreation & Special Events Stephanie Miller, Program Manager Public Facilities, Recreation & Special Events Mike Gregory, Deputy Director, Public Facilities, Recreation & Special Events Bryan Wagner, Park Superintendent Public Facilities, Recreation & Special Events Attendees: Dean Chambers 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. None. 4. APPROVAL OF THE MINUTES a. Parks and Recreation Advisory Commission Minutes of June 12, 2017. Motioned by Vice Chair Alicia Rubio, seconded by Commissioner Ethan McAffee Vote: 8 - 0 Passed 5. NEW BUSINESS a. COMMISSION INTRODUCTION: The Parks and Recreation Advisory Commission Chair will welcome the group, conduct an ice breaker activity and review the agenda. Introductions were made and an icebreaker was conducted. b. DEPARTMENT MASTER PLAN UPDATE: The current Parks and Recreation Master Plan was completed in 2011 as an update to a previous plan that was completed in 2002. The master plan helps guide the operations and maintenance of department facilities and program and service levels. Parks and Recreation industry best practices recommend updating master plans every five years, to accurately reflect changes in the department work environment, resources and structure. With this in mind, staff has hired a consultant to assist in the development of a scope of work (SOW) for a Request For Proposal (RFP) to update and replace the existing master plan. The consultant will be present to conduct a presentation. Mr. Barnard provided a briefing of the recent history of Parks and Recreation Master Plan. Mr. Barnard noted that since the adoption of the last Master Plan Update in 2011, the department has undergone several departmental reorganizations and budget adjustments. With these changes in mind, staff has hired a consultant to assist in the development of a scope of work for a Request for Proposal (RFP) to update and replace the existing Master Plan. Mr. Barnard introduced Mr. Dean Chambers, of J2 Engineering and Environmental Design, who is the consultant brought on board to provide several services, including: • Assisting City staff in the research, definition, recommendations, draft preparation, and review of the upcoming Parks and Recreation Master Plan • To serve as an extension of City staff coordinating with the Parks and Recreation Advisory Commission and other designated personnel • Build upon existing plans, inventories, policies, and priorities • Research and review specific priority needs in the areas of organizational recommendations (staffing, maintenance, facilities, etc.) • Utilization of the COG "Balanced Score Card" methodology • Testing the City's equity of programs, services, events, activities, and facilities Mr. Chambers reviewed the following with the Commissioners in regards to determining the Scope of Work for the RFP: • Priorities • Utilize existing inventories and assessment of existing facilities, update to current conditions • Review existing/recommended Level of Service Standards for existing and future facilities • Analyze forecasted Needs and Implementation Strategies • Stakeholder interviews by consultants • Public Engagement process to build consensus around priorities and objectives • Utilize a wide range of participation methods (web, social media, tv/radio, workshops; present to local groups, targeted stakeholders, present at community events) • Perform independent, statistically valid surveys • Analyze demographic trends • Analyze programs and services • Prioritize demands and identify opportunities • Develop analysis for economic impact of events • Recommendations for Natural Areas Program development and operations • Recommendations for funding and Trail Development and maintenance • Recommendations for. Sustainable Maintenance functions • Recommendations for Operational Plans • Guide policy development including Park Standards • Apply the Balanced Score Card rating system to the plan • Develop Capital Improvement Plan • Develop Strategic Action Plan • Vision/Scope • Overall Vision and Scope • Inventory • Level of Service Standards • Operational Plan • Fee Analysis • Natural Areas Program Development • Trails • Public Involvement • Form of Proposal • Experience of the Firm/Statement of Qualifications: Relevant similar projects completed for public agencies. • Detailed Project Approach: Provide a project approach to ascertain the Consultant's understanding of the project and issues. Include special perspectives on approach, techniques, and work efforts. • Detailed Description and List of Deliverables: Typically includes preliminary alternatives, potential cost calculations, analysis worksheets and reports, standards, operations plans, policies, final plans and maps, cost estimates, recommendations, and priorities of phasing. • Staffing: Experience summaries of key individuals should be included, with emphasis on previous experience on similar projects in similar roles. • Fee: Estimated "not to exceed" amount of the total fees within their proposal for the project, including production and other expenses. • Project Schedule: Calendar days to perform the various aspects of the Master Plan. • Submittal Process • Process Overview: Selection is a Two -Step Process of first, a Request for Qualifications (RFQ), then selected "short list" firms move to the Request for Proposals (RFP)/Interview, and final selection phase. • Project Process and Schedule • Start Selection Process, Issue RFQ/RFP's • Interviews/Select • Start Project Vice Chair Rubio commented that she would like to see a technology section in the proposal for the scope of work. Vice Chair Rubio stressed the need for creative and innovative ideas. Mr. Barnard stated that staff will look at ways to include technology in the scope of work. Chair Cole inquired as to when Council expects the completed the Master Plan Update. Mr. Barnard provided the following timeline: • The selected consultant should be on board by the end of September or early October 2017. • It will take approximately nine to ten months to complete the Master Plan Update. • The final product should be ready in the late fall of 2018. Vice Chair Rubio stated that Rose Lane Park has a lot of underutilized space and because it is an entry point to the City, it is a perfect opportunity for impactful development. Vice Chair Rubio commented that residents are concerned about using the park due to crime, however, if the park is not developed, it is a missed opportunity to combat crime and bring the park back to the residents. Vice Chair Rubio provided an example of the City of EI Mirage and its new City Hall and nearby park. Mr. Barnard replied that his staffs focus would be centered around Parks and Recreation opportunities at Rose Lane, however, he will forward comments to other City departments. Chair Cole inquired as to how the Youth Master Plan fits in with the overall Parks and Recreation Master Plan Update. Mr. Barnard replied that staff will provide the consultant with data and information for the Youth Master Plan, which will be a subset of the Master Plan Update. Vice Chair Rubio asked if a General Plan Amendment would be needed, if and when the Master Plan Update is adopted. Mr. Strunk replied that there could be a General Plan Amendment depending on the desires of the community; for example, if the community is requesting something that would require a change in land use or zoning. Commissioner Rosas stated that by 2030, the City will have an older population and staff may need to consider this in regards to more focus on older programming versus the Youth Master Plan. Mr. Barnard relayed that in the short-term, specific recommendations from the Youth Master Plan will be considered to meet current needs; however, the plan will be reviewed again in approximately five years for relevancy. Mr. Strunk noted that the recreational programming component does change more quickly than the physical and capital component. Commissioner Johnston inquired if the funds used for the Master Plan Update are from single -source funding. Mr. Barnard replied in the positive and stated that the funds allocated are DIF funds, which need to be spent by January 2020. Commissioner Huston requested clarification of sustainable maintenance functions. Mr. Chambers commented on maintenance functions that are in line with safety needs. Mr. Barnard provided examples, such as lifting tree canopies to certain heights to maintain a visual sight line for the police, installing some type of security cameras, and posting ramada rules. Mr. Strunk commented that there are some parks which have been problematic and staff communicates closely with the police department regarding these locations. Mr. Strunk relayed that this year, a Park Ranger Supervisor was hired and there is a focus on professional izing the Park Ranger staff as well as empowering the staff with a stronger presence. Mr. Strunk noted that staff is reviewing the Parks and Recreation Code, Section 27, to ensure relevancy. Commissioner Huston suggested possibly including more accountability regarding safety in the parks in the Master Plan Update. Mr. Barnard stated that possibly more consideration could be given to strengthening the Partners In Parks program. Mr. Barnard stated that the Commission would be kept up to date on the progress of the Master Plan Update. C. REVIEW OF PROPOSED FEE ADJUSTMENTS: As a follow-up to discussion staff had with the Parks and Recreation Advisory Commission regarding parks, recreation and library fees earlier this year, staff will present its recommendations for a policy regarding reduced fees for veterans, low-income persons, and/or persons with disabilities. Ms. Miller provided a background on staff's research and recommendations for a policy regarding reduced fees for veterans, low-income persons, and/or persons with disabilities. Ms. Miller explained that the research request regarding disabled persons and veterans was originated by Councilmember Malnar at the June 7, 2016 City Council Workshop. At the December 6, 2016 City Council Workshop, Council gave additional direction for research to include individuals at the poverty level so that low-income persons could potentially receive a user discount. Ms. Miller announced that she has completed the fee adjustment analysis. Highlights of the findings are as follows: Veterans a. Per the 2015 US Census, an estimated 6.3% of Glendale residents are military veterans, which amounts to approximately 15,221 persons. b. Currently, no other valley city provides recreation discounts for veterans. c. To be eligible, veterans would need to provide proof of service when purchasing a program or service offered by the city. d. Approved documentation would include a Military ID card or Common Access Card, VA ID card, veterans' membership card such as for the American Legion or VFW, or a DD Form 214. e. Assuming 6.3% of Glendale residents utilize a 25% discount for passes/memberships, special interest classes, and facility reservations, the estimated revenue impact of the discount is estimated to be $8,247 annually. f. Recommendation: It is recommended that a 25% discount for all department programs, services, and rental fees be offered to Glendale residents who are veterans. 2. Discounts for Persons with Disabilities a. Per the 2013 US Census, 11.2% of Glendale residents claim to have a disability, which amounts to approximately 25,751 persons in 2013. b. Currently, no other valley city offers recreation discounts for persons with disabilities unless it is via a partnership with an outside agency, such as a non-profit organization. c. Implementing discounts for persons with disabilities would be difficult due to administrative challenges. d. Assuming 11.2% of Glendale residents utilize a 25% discount for passes/memberships, special interest classes, and facility reservations, the estimated revenue impact of the discount is estimated to- be $14,661 annually. e. All of Glendale's recreation facilities are accessible according to the ADA standards. f. For adults, there are over 130 disabilities that are recognized by Social Security and over 110 recognized disabilities for youth. g. Not all persons with disabilities receive disability benefits and therefore may have limited forms of eligibility documentation. This would make it difficult for staff to extend the discount for all persons with disabilities because aside from Social Security benefits, there is no simple documentation to verify. h. Additionally, staff is prohibited from asking about a person's disability; according to 28 CFT Part 35, which details non-discrimination on the basis of disability by state and .local government services, a public entity may only ask clarifying questions about a person's accommodation, but not about the person's specific disability. i. Recommendation: It is not recommended .that persons with disabilities be offered discounted services, programs, or rentals offered by Glendale Parks and Recreation. 3. Discounts for Low -Income Persons a. Per the 2015 US Census, an estimated 21.7% of Glendale residents are low-income, which amounted to approximately 50,961 persons in 2015. b. Assuming 21.7% of Glendale residents utilize a 25% discount for passes/memberships, special interest classes, and facility reservations, the estimated revenue impact of the discount is estimated to be $28,406 annually. c. The low-income eligibility verification requires extensive paperwork such as photo identification, resident verification, W2 forms, school lunch program letter, and other personal documents. Also, there are various programs for low-income persons, such as public housing, Section 8 vouchers, and Temporary Assistance to Needy Families, all of which involves case workers and different eligibility standards. d. Currently, the Glendale Youth Scholarship Program allows Glendale's income -challenged youth to participate in designated recreation programs and receive a subsidy to offset a percentage of the program. e. Recommendation: Unless a standard, pre -determined proof of low-income status is established, staff does not recommend a discount to low-income persons. Chair Cole inquired if there was another way to determine eligibility for a disability discount, such as a note from a doctor or pharmacists. Ms. Miller replied that not all disabilities require a visit to a pharmacy or specific doctor. Mr. Strunk added that staff must be very careful due to HIPPA guidelines and noted that some people have intellectual disabilities which are not readily visible. Mr: Strunk explained that the challenge is that staff is then put in the positive of discerning and confirming a disability. Mr. Strunk noted that the department is a public agency which does accommodate disabilities. Chair Cole stated that some veterans may have disabilities and may be low-income, so there is some overlap. Ms. Miller commented that a discount for low-income persons poses the same challenges with confirmation of eligibility. Ms. Miller stated that there are sources to refer to for eligibility; however, different sources have different definitions of low-income status. Ms. Miller stated that the department offers the Youth Scholarship Program, which takes about a week for income verification. Chair Cole asked Mr. King if he received many requests for discounts at the recreation centers. Mr. King stated that requests did not happen often, but the most common are from veterans. Chair Cole inquired if there was a senior discount and Mr. King replied in the positive. Commissioner Huston inquired if the current fee structure was an impediment to the groups in question. Mr. Barnard commented that a recent fee assessment was conducted and changes were made as necessary. Mr. Barnard stated that very few communities are offering specific category discounts. Vice Chair Rubio commented on the partnership between the City and Special Olympics, noting that the agency is striving for more adaptive and inclusive classes. Mr. Strunk stated that the goal of this partnership is to create more recreational opportunities for persons with disabilities. Mr. Barnard commented that the Special Olympics staff has not asked for fee discounts for their participants. Commissioner Rosas inquired if a veteran who is a senior would receive two discounts. Mr. Strunk replied that they would be eligible for only one discount. Commissioner Rosas suggested using an AHCCS card for proof of eligibility for a low-income discount and suggested a one year pilot -test for a youth discount. Commissioner Rosas stated that if children are engaged and involved early on, kept busy and off the streets, then they are better prepared for the future. Mr. Strunk stated that staff will draft a more detailed recommendation based on the discussion this evening to include: • Recommendation to offer a veteran discount • No recommendation for a discount for persons with disabilities. • Recommendation for a one-year pilot program for youth to receive a discount with an AHCCS card. Mr. Strunk stated that the item will be placed on the September agenda for further review and action. Vice Chair Rubio stated that the conversation regarding the proposed discounts and research findings was very good and informative. Vice Chair Rubio wanted Council to know that the Commission looked at the different options presented and the resources already in place, such as Special Olympics and the Youth Scholarship Fund, when reviewing the research and recommendations by staff. Mr. Strunk noted that staff will prepare a report for Council, which will include the reasons for the decisions made by the Commission. Vice Chair Rubio asked if staff obtained a legal opinion on the recommendations. Ms. Miller replied in the positive. d. ROLE AND FUNCTION OF COMMISSION: Staff will provide a presentation on the role and function of the Parks and Recreation Commission. Mr. Strunk provided a presentation on the role and function of the Commission, which included the following: • Mission Basics • The commission shall have nine (9) members, who shall be residents of the city and who shall be appointed by the city council. • The chairperson of the commission shall be appointed by city council. • 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. • The mayor, city manager, and parks and recreation director shall be ex -officio members, without voting privileges, of the commission. • The 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. • All members shall serve without compensation. • The 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. • The 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. • The 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. • A 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. • The powers and duties of the commission shall be advisory in nature, and all acts thereof shall be subject to review by the city council. • The primary powers and duties of the commission shall be to advise the city council on the following matters: • Establish 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 • Research issues • Decisions based on expertise and study of specific issues • 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 • Connect with residents • Help define and advocate for the parks system • Serve as a "buffer" for Mayor and City Council • Share information with elected officials/Staff • Attend community meetings and special events • Participate in parks system activities • Serve the public with respect • Don't take things personally • Your actions and behaviors will affect how the public views your decisions as a Member • Staff Responsibilities • Provide timely information and support to Commission • Officially represent the City at community functions • Administer and manage Commission policies • Advise Commission Members as appropriate • Communicate issues as appropriate • Discuss developments with ChairNice Chair • Maintain the Parks system • Produce services and program Vice Chair Rubio inquired as to the status of the development for the non-profit status for donations to the Parks and Recreation department. Mr. Strunk stated that staff is working with a civic pride group on this issue and an update will be provided to the Commission at an upcoming meeting. Vice Chair Rubio commented that it was important to bring local stakeholders into the community plans and noted that big corporations have large employee groups which could be tapped for donations or volunteer efforts. Chair Cole stated that there are many seniors who are looking to be involved in community projects. e. DISCUSSION ON COMMISSION MEETING DATES AND LOCATIONS: The Commission will review new meeting locations for FY 17-18. Mr. Strunk facilitated a discussion on potential locations for upcoming meeting dates. Suggestions for meeting locations, besides City Hall B-3, included: • Glen Lakes Golf. Course • Community Center North • Heroes Park • Thunderbird Conservation Park, near where the American Flag was recently installed • Bonsall Park • Murphy Park —Velma Teague Library • Sahuaro Ranch Park • Oasis Park • The proposed drone park area: 67the avenue at Thunderbird Paseo Linear Park Vice Chair Rubio wondered if neighbors and surrounding faith -based organizations could be invited to the meeting at Bonsall Park. Vice Chair Rubio commented on safety issues at the park. Mr. Strunk replied that the Commission meetings are open meetings and the public is always welcome. Mr. Strunk stated that specific topics of focus at the park could be included on the agenda and invitations can be posted and extended. f. KEY DEPARTMENT OBJECTIVES FOR FY 17-18: This item will consist of a discussion and presentation by staff of pending FY 17-18 department initiatives and the objectives of the department's Capital Improvement Plan (CIP). It will include the new elements of the department. Mr. Strunk stated that the full report on Department initiatives and objectives was included in the Commission packet and will be presented in detail at the September Commission meeting. g. FY 17-18 COMMISSION WORK PLAN AND FUTURE AGENDA TOPICS: This is an opportunity for the members of the Commission to identify any special areas in which they would like to learn more and/or special initiatives in which they would like to initiate and/or become involved over the next twelve months. An opportunity was provided for the Commissioners to identify any special areas in which they would like to learn more and/or special initiatives of interest. Chair Cole inquired if there should be a sub -committee for the Master Plan Update. Mr. Barnard explained that sub -committee meetings are subject to the Open Meeting Law and require meeting minutes, but is certainly one option. Mr. Barnard noted another option of one Commissioner being appointed as a representative to the Master Plan Update meetings. The representative would then provide a report at the regular Parks and Recreation Commission meetings, which would be included in the Commission meeting minutes. Chair Cole stated that she would like to participate in the Youth Master Plan and Vice Chair Rubio said the same. Chair Cole stated that she enjoyed conducting the park inspections in the past and wondered if this could be re -instituted. Mr. Wagner will provide park inspection forms and a list of parks in each district for those would like to participate. Commissioner Rosas encouraged all Commissioners to determine what their passion is, see how it relates to the agenda items, and to advocate and promote that passion at the meetings. Commissioner Rosas stated that this is the best, small thing a Commissioner can do and it also helps the Commissioners maintain accountability for their role. Chair Cole requested an updated Commissioner contact list. Vice Chair Rubio asked staff to continue review of programming to address specific needs in different communities because the City is not one -size -fits -all: COMMISSION COMMENTS AND SUGGESTIONS The Commissioners were provided with the opportunity for open comment. Chair Cole thanked staff for a great retreat and wished Commissioner Rosas well in his future endeavors. Vice Chair Rubio thanked staff for listening to the comments and suggestions of the Commissioners. 7. NEXT MEETING The next regular meeting of the Parks and Recreation Advisory Commission will be held on September 11 at 6:00 p.m., in conference room B-3 of the Municipal Office Complex, located at 5850 W. Glendale Ave., Glendale, Arizona, 85301. 8. ADJOURNMENT: Motion by Commissioner Rosas, seconded by Commissioner McAffee, to adjourn the meeting at 11:30 a.m. Motion carried 8-0. The Parks and Recreation Advisory Commission meeting minutes of August 5, 2017 were submitted and approved this _ day of , 2017. Denise Kazmierczak Recording Secretary