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HomeMy WebLinkAboutMinutes - Parks and Recreation Advisory Board - 11/21/2011 MINUTES ORO VALLEY PARKS & RECREATION ADVISORY BOARD STUDY SESSION AND SPECIAL SESSION KACHINA CONFERENCE ROOM 11000 N. LA CANADA DRIVE ORO VALLEY, ARIZONA 85737 Monday, November 21, 2011 CALL TO ORDER: STUDY SESSION AT OR AFTER 11:00 A.M. Chair Scheuring called the meeting to order at 11:41 a.m. ROLL CALL PRESENT: Karen Chatterton, Vice Chair Sue Bishop, Member John Hickey, Member John Scheuring, Member EXCUSED: Susannah Myerson, Chair Mary Kay Durfee, Member Greg Roberts, Member STAFF PRESENT: Ainsley Legner,ner, Parks Recreation Library & Cultural Resources Director Stacey Lemos, Finance Director Robert Carmona, Assistant Recreation Manager ALSO PRESENT: Hank Adair, Archery Advocate Gerry Perry, Archery Advocate 1. POTENTIAL ARCHERY COURSE AT NARANJA PARK - DISCUSSION The board discussed the following concerns: - Safety regarding re ardin the general public having unrestricted use during park hours. - Landscape on the southwest quadrant of the park. — Amount of space used by the activity. Accessibility. - Safety for children playing with airsoft guns. - The proximity of the school. Assistant Recreation Manager Robert Carmona stated that other locations and Game and Fish Department do not have many documented cases of the Arizonap unintended uses of the courses. Gerry Perry added that injuries are usually self inflicted from bows that were not properly inspected. The Town's risk management and insurance company did a walk through and approved the 11/21/11 Parks and Recreation Advisory Board 1 activity. Vice Chair Chatterton asked if there were studies done on archery courses near elementary schools. Mr. Adair responded that there are two in Phoenix and one was against a neighborhood for over 50 years with no reported accidents. The board members discussed concern about children getting hurt that play near the school being that it is a high housing density area. Member Bishop stated that the west side is questionable but she is not as concerned about the other areas. Mr. Perry from the archery community stated that all the target backstops on the proposed course are facing the interior and it is open with good visibility. Also, alternate site options were determined on the southeast. Two courses are needed to have tournaments. Mr. Carmona stated that 50-100 shooters could be expected to use the courses eight months out of the year. It would not be used much during the summer. Larger tournaments are possible but due to the lack of restrooms and parking, 224 shooters is the current capacity. Mr. Adair from the archery community made the following points: Archery leagues will hold tournaments once a month. Tournaments would support local sporting goods stores, restaurants, etc. In Pima County, 4,500-6,000 students participate in archery programs in schools. Member Bishop asked about an age limit to use the trail course verses the fixed course. Mr. Adair stated that they are open to suggestions. There could be supervision required for shooters of a certain age. There will be signage. Mr. Adair stated that last spring, the board recommended the following five criteria: 1) Bringing money to the table. 2) Improvements. 3) Restrooms. 4) Using the existing trails. 5) Trying to abide by the Master Plan. Chair Scheuring requested population home density figures on both sides and for Catalina Shadows. Chair Scheuring suggested starting with a small course and then extending it as a second step. Mr. Perry explained that the funding from non government entities may be declined if only one portion of the course is built. The donors want the area to be eligible for tournaments. 11/21/11 Parks and Recreation Advisory Board 2 Mr. Adair offered to take residents out to the site to see how it is marked. Member Hickeyasked about liability. Ms. Legner stated that the Town's risk management and insurance provider did not see any risks. An entity holding a g competition or event would need to provide insurance. There are some low additional costs for general maintenance and upkeep. For projects like this, there are sometimes groups that will step up and help with park clean ups. If an additional restroom is added, there would be low incremental p increases for maintenance and to keep it stocked. Mr. Adair added that Arizona Game & Fish has indicated that there may be funds available for ramadas and waterless toilets and they would pay for engineering. Mr. Perry explained that in the IGA with Game & Fish and the Town, the Town p would bring the site to the table, the private entities would match up and Game & Fish would provide grants based on matching funds. Ms. Legner stated that the IGA includes educational components and train the trainerro rams. Once the two entities develop an IGA, it would be presented to p g the Town Council. Mr. Adair explained that Game & Fish wants a long term commitment, 5-10 years and they have state funds available for seven courses across the state. They get $150,000 per year. They have already committed to $5,000 for seed ,. money Originally, they Ori inall were looking at funding no less than $40,000. The total for improvements on the park site would be $80,000 - $100,000. Member Bishop stated that the safety issues have been addressed. She indicated that she was uncertain if it is necessary to have an organization to uphold the approval of homeowners because it is regulated by Parks and Recreation. She expressed concern about the project being stalled and losing funding. She stated that she preferred that the park development begin which could lead to other sports and facilities in the future leading to economic development. Member Hickey asked about parking during big events. Mr. Carmona responded that the parking lot was part of the conversation with Game & Fish as an improvement. Currently, there are approximately 75-100 spaces. Mr. Adair added that since tournaments are family oriented, many will carpool the site will only need 60-80 spaces. Member Hickey stated that he was concerned about the Town undertaking unfunded mandates and the issues need to be addressed such as mandates for ADAp arking, restrooms and drinking fountains. Ms. Legner stated that if there was a special event, bottled water and portable toilets would be supplied. There will most likely not be water lines brought to the park due to cost. Member Hickey asked about the requirement for a fire hydrant. Ms. Legner stated that she would look into it. 11/21/11 Parks and Recreation Advisory Board 3 The board members discussed their viewpoints: - Member Hickey would like to see all mandates, maintenance, water issues, parking, turn lane, signage and ramadas including reserving process reviewed. His concern was future costs. - Member Bishop stated that it has been researched and she has no further questions regarding safety. - Vice Chair Chatterton stated that she is in favor of the project. She asked how to make it affordable so that it can be available for all residents of Oro Valley. Mr. Perry responded that there are ways to cut costs for an individual. A child just starting out could get all the supplies for under $100. If the project goes, he would like to see the local company, PSE Archery, provide free seminars and training sessions. There are opportunities for archery in schools and with 4H clubs. Ms. Legner explained that this item will go to the Town Council for approval in January. The board previously voted to support the project to the east of the road (east course and the fixed course), not the west. Chair Scheuring recommended having the insurance company back to see the site and take into consideration children playing on the west side. Ms. Legner stated that she has captured the board's concerns and she will inform the Town Council of the concerns and look into the actions that may be taken to mitigate them. Member Hickey discussed the issue of users going off the trails and the placement of equipment and access by forklifts. Ms. Legner responded that the users will be trusted to walk through in a careful way. She stated that the Town has smaller vehicles that could access the equipment. Mr. Adair added that if a target is missed, it us usually within five feet of the target area. Vice Chair Chatterton stated that if someone is interested in damaging vegetation, they would be more likely to do it somewhere secluded. Chair Scheuring stated that the fixed range should be a minimum impact to the vegetation. The site has degraded areas but it also has natural areas. The decisions made today will have an impact many years from now. He showed a photograph of a typical saguaro at West Lambert Lane Park. Most of them have been damaged by recreational gun shooters over 30 years ago. Chair Scheuring and Mr. Adair plan to walk the property. Vice Chair Chatterton stated that since the park has not been designed as a preserve, it is better to keep it and have a nature friendly activity rather than sell it to pay off debt. ADJOURNMENT 11/21/11 Parks and Recreation Advisory Board 4 Chair Scheuring adjourned the meeting at 1:03 p.m. The group took a brief recess prior to beginning the special session. CALL TO ORDER: SPECIAL SESSION AT OR AFTER 12:00 P.M. Chair Scheuring called the meeting to order at 1:09 p.m. ROLL CALL PRESENT: Karen Chatterton, Vice Chair Sue Bishop, Member John Hickey, Member John Scheuring, Member EXCUSED: Susannah Myerson, Chair Mary Kay Durfee, Member Greg Roberts, Member STAFF PRESENT: Greg Caton, Interim Town Manager Ainsley Legner, Parks Recreation Library & Cultural Resources Director Stacey Lemos, Finance Director Catherine Vorrasi, Aquatics Manager ALSO PRESENT: Vince Trinidad, Tucson Metropolitan Convention and Visitors Bureau CALL TO AUDIENCE There were no speakers. 1. CAPITAL IMPROVEMENTS TO THE AQUATICS FACILITY - DISCUSSION Aquatics Manager Catherine Vorrasi reviewed the following proposed improvements: - The deck would be raised to make the pool deeper to expand competitions. - A high performance gutter would be added which reduces waves. - Restroom improvements. - Office improvements. Addition of a classroom for lifeguard classes or for referees during competitions. - Addition of a scoreboard and timing system which includes touch pads and timing system buttons. Addition of a splash pad. - Addition of spectator seating. - Addition of a six lane lap pool which would allow swimmers to warm up and cool down during a long course meet. 11/21/11 Parks and Recreation Advisory Board 5 Phase II was removed but included the following: Addition of shade structures and a white area. - A lazy river. A vortex and family elements. Phase III would include the following: - Filling in the existing wading pool. - Taking down the perimeter fence around the wading pool and using the area for shaded deck space. - Moving the fence out for grass areas with trees. A drop slide and tower would be included. A French drain along the perimeter. Ms. Legner stated that staff is looking into this is because the Town Council has expressed interest in opportunities to leverage facilities for the economic development of the Town. Phase two may not go away forever but the Town is only looking at Phases I and III for now. The warm up cool down pool could be used for lap swim for residents or lessons during a meet. The splash pad would be for youth to enjoy. Ms. Vorrasi explained the funding sources and uses. The Town will use the $400,000 of the Parks and Recreation impact fees and $500,000 in bed tax fund. That leaves $2.55 million to issue a bond which is backed by excise tax. The bond would be for fifteen years at a 4.2% interest rate and the debt service on those bonds would be approximately $235,000 per year for fifteen years until they are paid off. The payment would come from the bed tax fund. Finance Director Stacey Lemos stated that the Town accesses a 6% bed tax from hotels in the Town and recently the state law changed and it now restricts how those revenues are spent. They are now only to be spent for the promotion of tourism. The funds used to be used to supplement general fund operations. The funds are now being used to help pay off the bonds and to help pay the operating costs of the facility. Town Manager Greg Caton stated that there is significant maintenance work that needs to be done at the pool and this plan follows the feasibility study. The user groups had expressed that the changing rooms and restrooms do not meet expectations. This would allow it to be a competition pool and some of the fun elements would appeal to a broader audience. It is an investment opportunity. Mr. Caton explained that as the Town spends out of the restricted fund, revenue will come into the general fund. In the feasibility study, the consultants did analysis which indicated a couple of million dollars worth of impact into the local economy each year should we implement this phasing. This would attract regional events and bring revenue into local businesses. He added that this would be funded through existing tax and revenue streams. There is an 11/21/11 Parks and Recreation Advisory Board 6 additional operations and maintenance cost gap of approximately $100,000 of additional expense per year which will be funded out of the bed tax fund. The item is scheduled to go before the Town Council on December 7, 2011. Member Hickey asked about environmentally sensitive lamps. Ms. Legner stated that the Town will meet all requirements and dark sky standards. Vince Trinidad with the Metropolitan Tucson Convention & Visitors Bureau stated that it is important to invest in this because it benefits existing citizens and attracts out of town people while keeping revenues in the Town. It would be a regional asset and bring aquatics enthusiasts into the Town for swim meets, synchronized swimming and limited diving. Member Hickey asked about concessions. Ms. Legner explained that there is money in the budget to explore concessions. A contracted professional concessioner would enhance the experience and it is a revenue generator. Healthy food options would be available. MOTION: A motion was made by Member Hickey and seconded by Member Bishop to support the capital improvements to the aquatics facility proposal. MOTION carried, 4-0. ADJOURNMENT MOTION: A motion was made by Member Hickey and seconded by Member Bishop to adjourn at 1:47 p.m. MOTION carried, 4-0. Prepared by: \'* (1.."1\ Danielle Tanner Senior Office Specialist I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the study session and special session of the Oro Valley Parks and Recreation Advisory Board of Oro Valley, Arizona held on the 21st day of November 2011. I further certify that the meeting was duly called and held and that a quorum was present. 11/21/11 Parks and Recreation Advisory Board 7