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Home My WebLink AboutPackets - Parks and Recreation Advisory Board (102) AGENDA ORO VALLEY PARKS AND RECREATION ADVISORY BOARD REGULAR SESSION MAY 17, 2022 HOPI CONFERENCE ROOM 11000 N. LA CAÑADA DRIVE REGULAR SESSION AT OR AFTER 6:00 PM CALL TO ORDER ROLL CALL CALL TO AUDIENCE - at this time, any member of the public is allowed to address the Board on any issue not listed on today’s agenda. Pursuant to the Arizona open meeting law, individual Board members may ask Town staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Board may not discuss or take legal action on matters raised during "Call to Audience." In order to speak during "Call to Audience", please specify what you wish to discuss when completing the blue speaker card. COUNCIL LIAISON COMMENTS REGULAR SESSION AGENDA 1.REVIEW AND APPROVAL OF THE MARCH 22, 2022 SPECIAL SESSION MEETING MINUTES 2.PROGRESS UPDATE, PRESENTATION AND DISCUSSION REGARDING THE ORO VALLEY $25MILLION PARK BOND PROJECT APPROVED BY THE TOWN COUNCIL, RESOLUTION NO. (R)21-47 PM SEPTEMBER 22, 2021 3.PRESENTATION AND DISCUSSION OF THE FISCAL YEAR 2022/2023 PARKS AND RECREATION DEPARTMENT BUDGET 4.DISCUSSION AND POSSIBLE ACTION TO MOVE THE JULY 19, 2022 REGULAR MEETING TO AUGUST 16, 2022 5.DISCUSSION RELATED TO IDENTIFYING DATES AND TIMES FOR THE PRAB TO PARTICIPATE IN A PARKS AND FACILITY TOUR WITH DIRECTOR DIAZ-TRAHAN DEPARTMENT REPORT FUTURE AGENDA ITEMS ADJOURNMENT POSTED: 05/10/22 at 5:00 p.m. by dt POSTED: 05/10/22 at 5:00 p.m. by dt When possible, a packet of agenda materials as listed above is available for public inspection at least 24 hours prior to the Board meeting in the Town Clerk's Office between the hours of 8:00 a.m. – 5:00 p.m. The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk’s Office at least five days prior to the Board meeting at 229-4700. INSTRUCTIONS TO SPEAKERS Members of the public have the right to speak during any posted public hearing. However, those items not listed as a public hearing are for consideration and action by the Board during the course of their business meeting. Members of the public may be allowed to speak on these topics at the discretion of the Chair. If you wish to address the Board on any item(s) on this agenda, please complete a blue speaker card located on the Agenda table at the back of the room and give it to the Recording Secretary. Please indicate on the blue speaker card which item number and topic you wish to speak on, or if you wish to speak during “Call to Audience,” please specify what you wish to discuss when completing the blue speaker card. Please step forward to the podium when the Chair announces the item(s) on the agenda which you are interested in addressing. For the record, please state your name and whether or not you are a Town resident.1. Speak only on the issue currently being discussed by the Board. Please organize your speech, you will only be allowed to address the Board once regarding the topic being discussed. 2. Please limit your comments to 3 minutes.3. During “Call to Audience”, you may address the Board on any issue you wish.4. Any member of the public speaking must speak in a courteous and respectful manner to those present.5. Thank you for your cooperation. “Notice of Possible Quorum of the Oro Valley Town Council, Boards, Commissions and Committees: In accordance with Chapter 3, Title 38, Arizona Revised Statutes and Section 2-4-4 of the Oro Valley Town Code, a majority of the Town Council, Board of Adjustment, Historic Preservation Commission, Parks and Recreation Advisory Board, Stormwater Utility Commission, and Water Utility Commission may attend the above referenced meeting as a member of the audience only.” Parks and Recreation Advisory Board 1. Meeting Date:05/17/2022 Submitted By:MaryAnne Tolmie, Parks and Recreation SUBJECT: REVIEW AND APPROVAL OF THE MARCH 22, 2022 SPECIAL SESSION MEETING MINUTES RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve (approve with changes) the MARCH 22, 2022 SPECIAL SESSION MEETING MINUTES of the Parks and Recreation Advisory Board. Attachments 2022 03 22 PRAB DRAFT MINUTES D R A F T MINUTES ORO VALLEY PARKS AND RECREATION ADVISORY BOARD SPECIAL SESSION MARCH 22, 2022 11000 N. LA CAÑADA DRIVE HOPI ROOM SPECIAL SESSION AT OR AFTER 6:00 PM CALL TO ORDER Chair Clark called the meeting to order at 6:00 p.m. ROLL CALL Present: Joseph Coyle, Vice Chair Cheryl Horvath, Member Joanne Moothart, Member Ronald Odell, Member Matthew Wood, Member Anna Clark, Chair Absent: Antonia Landau, Member Staff Present:Joyce Jones-Ivey, Council Liaison Joe Andrews, Deputy Town Attorney Kristy Diaz-Trahan, Parks and Recreation Director Casey Wilson, Recording Secretary Attendees: Don McGann, Architect Scott Martinez, Architect CALL TO AUDIENCE Chair Clark opened Call to Audience. No one was present to speak. Chair Clark closed Call to Audience. COUNCIL LIAISON COMMENTS Council Member Joyce Jones-Ivey encouraged members to attend the next Town Council meeting to be held on April 6, 2022. Members are also encouraged to sign up to volunteer with Project Graduation. REGULAR SESSION AGENDA REGULAR SESSION AGENDA 1.REVIEW AND APPROVAL OF THE NOVEMBER 16, 2021 REGULAR SESSION MEETING MINUTES Motion by Member Matthew Wood, seconded by Vice Chair Joseph Coyle to approve the November 16, 2021 minutes. Vote: 6 - 0 Carried 2.WELCOME NEW MEMBERS Cheryl Horvath and Joanne Moothart introduced themselves. 3.PROGRESS UPDATE, PRESENTATION AND DISCUSSION REGARDING THE ORO VALLEY $25 MILLION PARK BOND PROJECT APPROVED BY THE TOWN COUNCIL, RESOLUTION NO. (R)21-47 ON SEPTEMBER 22, 2021 Ms. Diaz-Trahan provided a presentation. Members asked clarifying questions. Discussion ensued amongst members. McGann and Associates provided a PowerPoint presentation. Members asked clarifying questions. Additional discussion ensued amongst members. Members expressed their overall support of the new plan. 4.PRESENTATION AND DISCUSSION REGARDING THE STATUS OF THE FORMER VISTOSO GOLF COURSE Ms. Diaz-Trahan provided a presentation and update. Members asked clarifying questions. Discussion ensued amongst members. 5.ELECTION OF PARKS AND RECREATION ADVISORY BOARD CHAIR By Acclimation, Anna Clark is to remain the acting Parks and Recreation Advisory Board Chair. 6.ELECTION OF PARKS AND RECREATION ADVISORY BOARD VICE CHAIR By Acclimation, Joseph Coyle is to remain the acting Parks and Recreation Advisory Board Vice Chair. DEPARTMENT REPORT Ms. Diaz-Trahan reported: James D Kreigh Park playground reopening March 24, 2022 Overhead pathway lights have been installed along the multi-use path around Riverfront Park, which will improve visibility for those using the path at night. Because of this, the field lights will now only be programmed while activities are scheduled on the fields. This means the field lights will no longer be programmed on Sunday nights. Steam Pump Ranch garage restoration issues with structure work back on track April 1st concert at Steam Pump Ranch Celebrate Oro Valley on 4/9 Eggstravaganza on 4/16 5/31 Mayflower swim meet at the Aquatic Center 5/31 Naranja Park groundbreaking FUTURE AGENDA ITEMS Chair Clark wants to schedule a parks tour for the Parks and Recreation Advisory Board members. ADJOURNMENT Motion by Chair Anna Clark, seconded by Member Matthew Wood to adjourn at 7:48 p.m. Vote: 6 - 0 Carried I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the special session of the Town of Oro Valley Parks and Recreation Advisory Board of Oro Valley, Arizona held on the 22nd day of March, 2022. I further certify that the meeting was duly called and held and that a quorum was present. ___________________________ Casey Wilson Senior Office Specialist Parks and Recreation Advisory Board 2. Meeting Date:05/17/2022 Submitted By:MaryAnne Tolmie, Parks and Recreation SUBJECT: PROGRESS UPDATE, PRESENTATION AND DISCUSSION REGARDING THE ORO VALLEY $25MILLION PARK BOND PROJECT APPROVED BY THE TOWN COUNCIL, RESOLUTION NO. (R)21-47 PM SEPTEMBER 22, 2021 RECOMMENDATION: N/A EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A Attachments Park Bond Update Parks Bond Projects Update Parks and Recreation Advisory Board May 17, 2022 Brief Background $25M Bond for Parks and Recreation Projects July 7, 2021 Town Council voted to include the following projects from the bond: Community Center Improvements Additional Multi-use Paths Naranja Park Expansion (at least 50%; specific projects on next slide) Community Center Exterior Improvements •Golf Course Irrigation Replacement •Tennis Court Reconstruction & Expansion •Parking Lot Reconstruction & Expansion On Schedule Golf Course Irrigation Replacement Conquistador Course Construction Construction started May 2 Cañada Course Construction May –October 2023 Tennis Courts Reconstruction & Expansion Contract awarded to Kappcon Construction Project start date May 9 Project competition Mid October Construction Summer 2023 Parking Lot Reconstruction and Expansion Multiuse Path Connections La Cañada Dr. between Lambert and Naranja –Fall 2022 Naranja Dr. from La Cañada to Park entry –late 2023 CDO wash to James D. Kriegh Park –evaluating final route Naranja Park Expansion Project Type: Construction Manager at Risk (CMAR) Architect –McGann & Associates Contractor –Hayden Building Corp Groundbreaking –May 31, 2020 at 9 a.m. 2014 sport field light installation Parks and Recreation Advisory Board 3. Meeting Date:05/17/2022 Submitted By:MaryAnne Tolmie, Parks and Recreation SUBJECT: PRESENTATION AND DISCUSSION OF THE FISCAL YEAR 2022/2023 PARKS AND RECREATION DEPARTMENT BUDGET RECOMMENDATION: N/A EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A Attachments Budget update Parks & Recreation Inspire Connection Through Recreation Fiscal Year 2022/2023 Budget Presentation Began Master Plan implementation –Conquistador irrigation and Tennis Court construction have started, and Naranja Groundbreaking will be May 31. Indigo Golf significant year-over-year financial improvement, successfully opened Pusch Ridge Golf and welcomed several Disc Golf events. Park Management installed a new playground structure at James D. Kriegh Park, installed pedestrian lighting at Riverfront Park, and three staff earned their National Playground Safety Inspector Certification. Recreation/Culture recognized its first “Historic Home” designation in Oro Valley, Steam Pump Garage restoration started, and special event participation back to pre-pandemic attendance. Aquatics membership saw a 66% increase, the sanitization and oxygen system in the Olympic pool was installed, and increased lifeguard certification classes. Community Center membership returned to pre-pandemic numbers, upgraded treadmills and reconfigured the facility for better flow, and coordinated the new SnOV event with real snow. Current Year Accomplishments FY2022/2023 Objectives Implementation of Parks Bond Open the former Vistoso Golf Course and Master Planning Recreation and Culture move to Steam Pump Ranch Aquatics implementation of new fitness programming Park Management updating park standards and implementing ADC program Community Center focus on member retention and facility improvement projects Golf management continue focus on member retention and introduction of Disc Golf FY22/23 DEPARTMENT BUDGETS FY 21/22 Adopted FY 22/23 Recommended Variance Personnel $2,189,365 $2,304,665 $115,300 O&M 1,116,496 1,299,891 183,395 Capital 140,500 156,000 15,500 Total $3,446,361 $3,760,556 $314,195 Parks & Recreation –General Fund (1) New parks maintenance worker I, part-time park monitor, part-time facility attendants, and fitness instructors (2)Increased general liability costs, travel & training, contract programming and instructors (with offsetting revenue), grant funded outside professional services; inflationary special event expenditures, utilities, and contracted programming (3)One-time equipment purchases (2) (3) (1) FY22/23 DEPARTMENT BUDGETS FY 21/22 Adopted FY 22/23 Recommended Variance Personnel $875,291 $916,806 $41,515 O&M 4,912,818 5,433,918 521,100 Capital 132,500 2,324,700 2,192,200 Other Financing Uses 1,868,519 2,028,066 159,547 Total $7,789,128 $10,703,490 $3,664,362 Parks & Recreation –Community Center Fund (1)New lifeguard supervisor position, more facility attendant hours, and normal merit increases (2)Planned maintenance of the former Vistoso golf course and necessary building repair and maintenance to the Community Center, Pusch facility and La Cañada golf facility (3)Various improvements to the community center and capital projects such as ADA improvement capacity, the golf cart path repaving project and the former Vistoso golf course safety improvements (4) Transfer to debt service series 2016 energy efficiency & series 2021 parks bond (1) (2) (3) (4) Divisions Parks & Recreation Department Administration Aquatics Community Center Park Management Recreation and Cultural Golf Capital it’s in our nature Administration Division Former Vistoso Golf Course Oversight Amphitheater School partnership Parks Bond Implementation Strategic Plan Focus •Goal 2A •Goal 2B Aquatics Division Lifeguard recruitment and retention New group fitness programming Facility improvement projects Strategic Plan Focus •Goal 2A •Goal 2B Community Center Facility improvements Recreation Lounge Mirrors and murals on walls Stretching zone A/V for the Sunset Room Strategic Plan Goals •Goal 2A •Goal 2B Park Management Restroom improvements at Honeybee Canyon and James D. Kriegh Park New maintenance equipment Upgrading fall zone at Riverfront Playground Implementation of ADC program Strategic Plan Goals •Goal 2A Recreation and Culture Strategic Plan Goals •Goal 2A •Goal 2B Community events Local Historic Registry Steam Pump Ranch programming Recreation/Culture Division moving to Steam Pump Ranch Indigo Golf Partners Strategic Plan Goals •Goal 2A & 2B Operational focus on 45-holes of golf Retain loyalty base (membership and mobile app) Continue Junior Golf Opportunities (Operation 36) Disc Golf Opportunities at Pusch Ridge Continued support of community outreach events El Conquistador 36-holes ➢36 Hole Course Open November 1, 2022 through April 30, 2023 ➢Irrigation Project ➢Conquistador Course closed May 2022 through October 2022 ➢Cañada Course closed May 2023 through June 2023 (with continuation to FY23/24) ➢Membership Levels remain stable at 325 Full Time Golf Memberships. ➢Demand for golf remains consistent with current year trends during months of November 2022 through April 2023 ➢Increase in labor to match minimum wage model and addition of key personnel in golf operations and golf maintenance. Budget assumes fully staffed golf maintenance department. El Conquistador Golf (36-hole) Revenue El Conquistador -36 hole FY20/21 FY21/22 FY 22/23 FY22/23 Actual Forecast Pro Forma Budget Rounds 86,706 76,255 61,658 64,875 Green Fee Revenue $1,916,178 $1,809,000 $1,415,368 $1,434,500 Cart Fees $258,027 $279,827 $248,599 $264,800 Driving Range $50,432 $42,840 $69,723 $43,500 Pro Shop Sales $218,420 $182,172 $240,557 $172,110 Other Revenue (club rental, locker)$25,404 $60,150 $3,121 $55,845 Clinic / School Revenue $26,839 $28,639 $15,606 $20,225 Membership Fees $1,021,503 $1,114,775 $884,340 $1,092,000 Other Amenities $5.278 ($4,961)$20,808 $1,200 Total Revenue $3,522,082 $3,513,340 $2,898,122 $3,084,180 Cost of Goods Sold $152,276 $150,948 $170,252 $143,735 Gross Income (Rev-COGS)$3,369,806 $3,362,392 $2,727,870 $2,940,445 El Conquistador Golf (36-hole) Expenses El Conquistador -36 hole(FY20/21 FY21/22 FY 22/23 FY21/22 Actual Forecast Pro Forma Budget Golf Ops Labor $304,492 $307,791 $372,499 $341,479 General and Administrative Labor $132,708 $129,251 $172,045 $131,500 Golf Course Maintenance Labor $687,148 $657,287 $677,299 $794,086 Sales and Marketing Labor $74,297 $75,850 $30,544 $78,975 Total Direct Labor $1,198,646 $1,170,179 $1,252,387 $1,346,040 Payroll Burden (Taxes, Benefits, WC)$226,455 $197,377 $250,107 $261,894 Total Labor Expense $1,425,100 $1,367,556 $1,502,494 $1,607,934 Golf Operations Expense $83,747 $91,814 $31,521 $51,807 General & Administrative Expense $209,578 $131,478 $138,232 $166,653 Golf Course Maintenance Expense $485,704 $485,736 $417,621 $527,660 Sales and Marketing Expense $26,902 $21,733 $42,946 $23,175 Management Fees $120,000 $122,400 $120,000 $124,848 Leases $194,874 $154,410 $246,900 $134,446 Utilities $1,087,253 $1,014,505 $1,077,338 $1,028,350 Insurance -P and C $51,418 $46,237 $2,040 $47,623 Total Other Operational Expenses $2,337,838 $2,072,912 $2,076,598 $2,104,562 Total Expenses $3,762,939 $3,440,468 $3,579,496 $3,712,496 EBITDAR ($393,133)($78,076)($851,222)($772,051) Food and Beverage ➢Restaurant operating hours same as FY 2021/2022 ➢Anticipate overall reduction in revenue from Conquistador Course closure (2022) and Cañada (2023) ➢Staffing model remains the same ➢Projecting increase in Kids Summer Camp lunches; also increases labor Food and Beverage –Revenue and Expenses Food and Beverage FY20/21 FY21/22 FY 22/23 FY22/23 Actual Forecast Pro Forma Budget Projected F&B Revenue $448,782 $592,933 $807,107 $538,775 Expenses F&B Payroll $203,395 $256,636 $333,569 $245,589 F&B Benefits and Payroll Taxes $41,575 $46,025 $56,987 $38.931 Total F&B Labor $244,970 $302,661 $390,556 $284,520 F&B Operating Expenses $47,830 $34,139 $68,818 $33,885 Cost of Sales $147,582 $191,641 $271,691 $169.458 Capital $0 $0 Projected Expenses $195,682 $225,780 $340,509 $203,343 EBITDA $8,400 $64,492 $76,042 $50,912 Pusch Ridge 9-holes ➢Open November 1, 2022 –April 30, 2023 ➢Assume 60 rounds per day based on cart fleet of 28 carts. ➢Addition of Disc Golf –daily play, leagues, events ➢Personnel added for FY 2022/2023 as play levels have far exceeded initial pro forma and to increase programming (clinics, junior golf) Pusch Ridge Golf (9-hole) Revenue Pusch Ridge -9 Hole FY21/22 FY 21/22 FY 22/23 FY21/22 Pro Forma Forecast Pro Forma Budget Rounds 6,675 15,350 7,351 12,275 Green Fee Revenue $164.475 $321,751 $181,331 $258,675 Pro Shop Sales $3,600 $13,542 $3,978 $9,500 Other Revenue (club rental, Disc Golf)$3,475 $5,849 $3,545 $11,900 Membership Fees $0 $11,675 $0 $10,500 Food and Beverage $1,800 $4,725 $2,754 $7,575 Misc. Income $0 $41,902 $0 $21,200 Total Revenue $173,350 $399,934 $188,395 $311,000 Cost of Goods Sold $2,820 $7,352 $3,213 $8,923 Gross Income (Rev-COGS)$170,530 $392,582 $188,395 $302,077 Pusch Ridge Golf (9-hole) Expenses Pusch Ridge -9 Hole FY21/22 FY 21/22 FY 22/23 FY22/23 Pro Forma Forecast Pro Forma Budget Golf Ops Labor $33,900 $37,442 $36,239 $63,822 Golf Course Maintenance Labor $45,062 $44,162 $45,513 $46,150 Total Direct Labor $78,962 $81,604 $81,782 $109.983 Payroll Burden (Taxes, Benefits, WC)$7,951 $7,027 $8,241 $10,218 Total Labor Expense $86,913 $88,631 $90,023 $120,201 Golf Operations / G & A Expense $6,600 $15,190 $20,806 $16,050 Golf Course Maintenance Expense $47,466 $36,640 $51,430 $45,716 Sales and Marketing Expense $0 $2,000 $0 $2,000 Leases $20,004 $21,101 $20,004 $28,236 Utilities $146,960 $159,575 $146,960 $158,400 Total Other Operational Expenses $221,030 $234,506 $239,200 $250,402 Total Expenses $307,943 $323,137 $329.223 $370,603 EBITDAR ($144,963)$69,445 ($140,828)($68,526) Capital Improvement Projects •Park Bond Projects –Naranja Park, Tennis/Pickleball, Irrigation, MUP •Steam Pump Ranch –Garage (carryover); BBQ/Bunk Houses restoration; Swimming pool demo and landscape improvements •Aquatic Center –Pool filtration and sanitization system; competition equipment (lifecycle replacement) •James D. Kriegh Park –Ramada (carryover) •Park System sidewalk repair and ADA requirements •Pusch Ridge Tennis Facility ADA and code compliance; Tennis court resurfacing •Community Center elevator and ADA improvements; fitness equipment (lifecycle replacement) •Golf maintenance equipment (lifecycle replacement) •Conquistador Golf –greens and driving range floor re-grassing; bunker improvements; turf reduction; cart path repaving •Former Vistoso Golf Course master planning and site improvements Inspire Connection Through Recreation Questions Parks and Recreation Advisory Board 5. Meeting Date:05/17/2022 Submitted By:MaryAnne Tolmie, Parks and Recreation SUBJECT: DISCUSSION RELATED TO IDENTIFYING DATES AND TIMES FOR THE PRAB TO PARTICIPATE IN A PARKS AND FACILITY TOUR WITH DIRECTOR DIAZ-TRAHAN RECOMMENDATION: N/A EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A