Minutes_Park and Recreation Commission 12 13 11PRESENT:
MINUTES
APPROVED;
VOTE:
APPROVE PARK
DIVISION FY 2013
OPERATING
BUDGET; VOTE:
IMPROVEMENT
LEVEL BUDGET
REQUESTS:
BUDGET
PERFORMANCE
MEASURES:
10 -YEAR
MAINTENANCE
FOR MEMORIAL
BENCHES:
PARK AND RECREATION COMMISSION MEETING
Tuesday, December 13, 2011
4 30 p m , in the snack bar, Bunker Hill Golf Course
Bob Blocker, Chuck Harris, Paul Hoffmann, Ken Klinge, Karen Lyness, Evelyn
Nadeau and David Schlueter
Staff present: Marie Ware, Pat Prevenas and Eileen Trimble
It was moved by Blocker, seconded by Nadeau, to approve the minutes of the
November 8, meeting. The motion passed unanimously.
Leisure Services Manager Marie Ware reviewed the expense and revenue
summary which may be found as part of the original minutes. There is a new
activity, Storm Area Maintenance which is for part of the expenses for Bee
Branch and other storm water areas that division will be taking care of.
Equipment budget was distributed and discussed at the previous meeting.
It was moved l Klinge seconded la Nadeau to approve the FY 2013 Park
Division operating budget as presented l staff. The motion passed
unanimously.
Improvement level items are requests to upgrade something and /or request
additional personnel or equipment. This year included a request for a half time
secretary and currency scanner for the office, several requests for equipment,
additional staff /equipment to help in areas like Bee Branch and Millwork District.
There were also requests for rip rap around 16th Street detention basin, contract
for treatment of weed control at the veterans' memorials and lower Bee Branch
rip rap area, printing costs for promotional fliers to be inserted with utility bills,
web -based computer software for adult athletic scheduling and standings, CPR
training manikins and others.
The Leisure Services Department has Recreation, Park, Multicultural Family
Center and Facilities /Leases performance measures. Performance Measures
are a condensed version of what each division does — they are supposed to tell a
story. Copies were shared with commissioners.
The memorial donation agreement guidelines say the City will maintain memorial
and /or plaque for a period of ten years. The office received a call from a citizen
that wanted to know what happens after the ten years; can a person pay to
extend the maintenance and if yes, what would it cost? We are also running out
of places to put benches at some of the more popular locations.
Commissioners are going to think about memorial policy and be prepared to
discuss at January meeting. Some things to consider: older memorials that may
be coming close to ten years were purchased for $350, $800 or $850 and
current price is $1,600 or $2,000; if we allow person to extend the maintenance
and "re- purchase ", how much would be charged since the cost of actual bench
was paid with original memorial; if family does not want to renew after ten years,
do we take off plaque and open that bench up for a new memorial, and if yes,
what would the cost be since the bench was already been paid for, et cetera.
PAVILION
RESERVATIONS:
FALL GOLF
RATES POLICY
CHANGE VOTE:
December 13, 2011 meeting
page two
Recreation Division Manager Pat Prevenas told commissioners he was looking
for feedback regarding making pavilion reservation changes. He is working
toward getting pavilions on the Internet so citizens can reserve online the
majority of pavilions. The Internet based software would have a map of the park
with pavilion names showing. You would click on the pavilion and a picture
would come up with some data and then you could reserve from that point.
Right now the department has several pavilions with sections that are rented on
a shared basis or renter can pay for entire facility. Many times citizens only pay
for one section but use entire building if the other section is not rented.
Sometimes shared users can be a young children's group with an adult group
using the section right next to them. When this happens, the adult language and
activities are not always appropriate for the neighboring renter and people are
unhappy.
Leisure Services Manager Marie Ware wanted feedback from commissioners on
whether it would be ok to bring forth a request for policy change to combine
some of the pavilion sections. Commissioners in general were open to the
suggestion as long as other smaller pavilions were still available for citizens to
rent. Staff will offer a proposal for pavilion rental policy change at the January
meeting.
Recreation Division Manager Pat Prevenas explained that most of the area
courses offered special fall rates starting back in 1999. Now, Bunker Hill is the
only course that offers discounted rates starting in September (except Timberline
which had flood damage). Staff is recommending that the policy be changed so
that fall discount begins October 1st and the weekday 9 -hole rate be in effect all
day, every day.
It was moved l Klinue seconded l Lyness to change the golf policy for fall
rates to begin October 1st with the weekday 9 -hole rate being in effect all day
every day. The motion passed unanimously.
PARK DIVISION • We are close to having an offer for an Assistant Horticulturalist; the winter
REPORT: mechanic assignment is being considered by Ware; MFC director Tara Velez
has resigned so that position will be have to be hired as soon as possible. • We
will be reviewing the campground opening /closing dates and also the procedure
for the first day reservations are accepted. Manager Ware met with a camper
that asked if we were going to do something different this year — online
reservations or do not take reservations for holiday weekends could be
considered. • Staff is working on picnic tables and experimenting with cedar
wood for the table tops instead of oak which makes the tables very heavy. They
will also be trying out a small inventory of tables with metal rail at Miller
Riverview Park when it opens. • Staff is looking for ways train all the seasonal
employees on safety and maintenance.
continued
RECREATION
DIVISION
REPORT:
BEE BRANCH:
ADJOURN;
VOTE:
December 13, 2011 meeting
page three
• Manager Prevenas distributed a copy of the January flier that is created each
month and inserted in with receipts that are mailed out, listing upcoming
activities for that month. • Weekend open gym at Audubon and Prescott is
going well; offering a special free holiday open gym on December 27th, 28th and
29th at Prescott. • Bunker Hill had 28,000 rounds for the season, down 3% from
last year, but that is still really good because 2010 was the best year since 2004.
• Winter /spring brochure is at the printer and will be delivered to the office
December 9th with registration beginning January 3rd. • There will be open
swim at Hempstead beginning Sunday, January 8th.
At the last City Council meeting, bid specs were approved for two overlooks and
a floating island for lower Bee Branch. They had been removed from plans due
to lack of funds but were added back into the project when the city received a
RECAT grant; construction should take place in the spring. Staff is working on
final bid documents for upper Bee Branch.
It was moved by Klinge, seconded by Nadeau, that the meeting be adjourned at
5:30 p.m. The motion passed unanimously.
Attest
Chairperson