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HomeMy WebLinkAboutPackets - Parks and Recreation Advisory Board (106)       AGENDA ORO VALLEY PARKS AND RECREATION ADVISORY BOARD REGULAR SESSION November 14, 2023 HOPI CONFERENCE ROOM 11000 N. LA CAÑADA DRIVE        REGULAR SESSION AT OR AFTER 6:00 PM   CALL TO ORDER   ROLL CALL   DEPARTMENT REPORT ON CURRENT EVENTS   COUNCIL LIAISON REPORT ON CURRENT EVENTS   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.   REGULAR SESSION AGENDA   1.REVIEW AND APPROVAL OF THE AUGUST 1ST, 2023 SPECIAL SESSION MEETING MINUTES   2.PRESENTATION AND DISCUSSION REGARDING THE COMMUNITY'S NEXT 10-YEAR ACTION PLAN, KNOWN AS OV'S PATH FORWARD   3.DISCUSSION OF COMMUNITY CENTER FINANCIAL RESULTS THROUGH SEPTEMBER 2023   4.CONSIDERATION AND ADOPTION OF CALENDAR YEAR 2024 PARKS AND RECREATION ADVISORY BOARD MEETING SCHEDULE   ADJOURNMENT   POSTED: 11/8/23 at 5:00 p.m. by ms 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 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. 1. For the record, please state your name and whether or not you are a Town resident. 2. 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. 3. Please limit your comments to 3 minutes. 4. During “Call to Audience”, you may address the Board on any issue you wish. 5. Any member of the public speaking must speak in a courteous and respectful manner to those present. 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:11/14/2023   Submitted By:Casey Wilson, Parks and Recreation SUBJECT: REVIEW AND APPROVAL OF THE AUGUST 1ST, 2023 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 August 1, 2023 Special Session Meeting Minutes of the Parks and Recreation Advisory Board. Attachments draft minutes 8-1-23  D R A F T MINUTES PARKS AND RECREATION ADVISORY BOARD REGULAR SESSION August 1, 2023 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CAÑADA DRIVE            SPECIAL SESSION AT OR AFTER 6:00 PM   CALL TO ORDER 6:00p.m.      Chair Wood called the meeting to order at 6:00 p.m.   ROLL CALL Present: Antonia Landau, Member      Gary Temple, Vice Chair      Joanne Moothart, Member      Emily Veres, Member       Matthew Wood, Chair    Absent: Philip Saletta, Member   Cheryl Horvath, Member Staff Present:Matthew Jankowski, Interim Parks and Recreation Director Casey Wilson, Recording Secretary Milini Simms, Principle Planner DEPARTMENT REPORT    * A ribbon cutting ceremony was held on July 18th at Steam Pump Ranch to celebrate the completion of the BBQ and The Bunk House. * The ADA ramp and parking improvements at the Pusch Ridge property were recently completed. * Summer programs were as success. * On August 7th, 2023 the Aquatic Center will begin its fall schedule. * Jared Plasetilla was promoted on July 30th, 2023 to Parks Superintendent from is former position of Parks Supervisor.   COUNCIL LIAISON REPORT ON CURRENT EVENTS    Council Member Joyce Jones-Ivy welcomed Interim Parks and Recreation Director Matthew Jankowski to the Meeting. Last Council Meeting updates were given. The site at Lambert and La Canada was approved.  Council has been on a break for the summer.     8/1/2023                                  Parks and Recreation Advisory Board                            1       CALL TO AUDIENCE      Ana Tanase an Oro Valley resident spoke regarding a community garden and the benefits of having one.   SPECIAL SESSION AGENDA   1.REVIEW AND APPROVAL OF THE FEBRUARY 21, 2023, REGULAR SESSION MINUTES AND MAY 9, 2023, SPECIAL SESSION MINUTES       Motion by Chair Matthew Wood, seconded by Member Antonia Landau Vote: Carried 5-0 to approve the February 21, 2023, Regular Session minutes and May 9, 2023, Special Session minutes with changes.   Vote: 5 - 0 Carried   2.PRESENTATION AND DISCUSSION REGARDING PROPOSED ZONING CODE AMENDMENT TO PRIVATE RECREATION AREA, AMENITY, IN-LIEU FEE OPPORTUNITIES, AND OTHER RELATED REQUIREMENTS FOR NEW RESIDENTIAL SUBDIVISIONS, MULTI-FAMILY, AND MIXED-USE DEVELOPMENTS.       Milini Simms a Principle Planner for the Town of Oro Valley presented a PowerPoint. Updates and details were given. Questions and discussion ensued among members.     ADJOURNMENT   I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular session of the Town of Oro Valley Parks and Recreation Advisory Board of Oro Valley, Arizona held on the 1st day of August, 2023.  I further certify that the meeting was duly called and held and that a quorum was present. Dated this 1st day of August, 2023.   ___________________________ Casey Wilson Senior Office Specialist 8/1/2023                                  Parks and Recreation Advisory Board                            2        Parks and Recreation Advisory Board 2. Meeting Date:11/14/2023   Requested by: Bayer Vella, Community and Economic Development  Submitted By:Milini Simms, Community and Economic Development SUBJECT: PRESENTATION AND DISCUSSION REGARDING THE COMMUNITY'S NEXT 10-YEAR ACTION PLAN, KNOWN AS OV'S PATH FORWARD RECOMMENDATION: This item is for informational and discussion purposes only.  EXECUTIVE SUMMARY:   The path to Oro Valley's future begins now! Residents of all ages and experiences are encouraged to come together to discuss, collaborate, share ideas and listen to one another to renew the community's vision, goals and priorities for Oro Valley. This project was kicked-off with the broader community at  the State of the Town on October 25.  The plan, also known as a General Plan, is one of the community's most meaningful opportunities to guide town actions and get results and make their vision a reality. Community ownership and participation is critical to creating a plan that is reflective of the community but also stays relevant for a 10-year timeframe. Prioritizing residents' voices through an inclusive and accessible process was emphasized in the resident-driven Community Engagement Plan. The steps below were completed to ensure the guiding principles in the engagement plan are achieved.  Preparations for the launch   January - March 2023 (Community Engagement Plan) - In preparation for launching out to the broader community, a Community Engagement Plan was adopted by the Town Council. This award-winning plan was built by residents through an advisory group and a town-wide survey. It provides the foundation for this effort by identifying guiding principles, such as being accessible and inclusive, and the methods to engage the community online or at businesses, events, etc.   March - September 2023 (Background Reports) - As part of the launch and ongoing outreach, short videos and facts about topics important to the community were created and will be released throughout the next 4 months on OVPathForward.com. The community is invited to read, watch and discuss  topics such as housing, public safety, water, environmental conservation, and much more! September - October 2023 (Branding) - The resident advisory group regrouped to help shape the branding for this effort. Key aspects of the project's branding include showcasing Oro Valley's authentic beauty and exemplifying the community. The following tasks are part of the ongoing effort to have an inclusive and accessible process:  Developing surveys  Refining schedules to include a variety of engagement opportunities Assigning staff to specific engagement tools and events  Designing and ordering promotional materials, such as flyers, brochures, stickers and more. Selecting and launching a new specialized and interactive website that features community engagement tools (e.g. discussion boards, polls, etc.).  Recruiting volunteers and ambassadors to help spread the word and gather feedback  Community engagement Over the next year, substantial community engagement will be conducted in-person and online through events, discussion or social media posts, surveys and more. Community participation and ownership is key to this effort to be successful and to producing an actionable plan that remains relevant for a 10 year timeframe. To start the conversation and develop the community's vision and guiding principles, the following three questions will be asked:  What do you like best about Oro Valley? What do you think will be Oro Valley's biggest challenges in the next 10 years? What should Oro Valley be known for? These comments are just the start of many opportunities to learn from the community. Focused conversations about topics important to the community, such as housing, public safety, roadways, parks, the environment and water will occur over the next four months.  Next steps This update is the first of many that will be presented to the Parks and Recreation Advisory Board. Routine updates will be provided throughout the next year to summarize key milestones, such as:  Feedback from the community related to their vision, guiding principles and focused topics.  Findings from a town-wide statistically-valid survey  Reflecting the community's vision and guiding principles  Over the next three years, the community will work on creating the next 10-year action plan. Volunteers and ambassadors are needed to help ensure everyone's voice is heard. Please signup to volunteer and join the conversation by going online or out in the community at restaurants, events, or shops now. Learn more at OVPathForward.com. BACKGROUND OR DETAILED INFORMATION: Please see the executive summary.  FISCAL IMPACT: Not applicable. SUGGESTED MOTION: This item is for discussion and informational purposes only. Attachments Board and Commission Launch Presentation  2 3 4 ➢ ➢ ➢ ➢ ➢ ➢ ➢ ➢ 5 6 ➢ ➢ ➢ ➢ ➢ ➢ ➢ ➢ ➢ ➢ ➢ 7 8 ➢ ➢ ➢ ➢ ➢ www.OVPathForward.com 9    Parks and Recreation Advisory Board 3. Meeting Date:11/14/2023   Submitted By:David Gephart, Finance SUBJECT: DISCUSSION OF COMMUNITY CENTER FINANCIAL RESULTS THROUGH SEPTEMBER 2023 RECOMMENDATION: N/A - this item is for discussion only EXECUTIVE SUMMARY: In attempt to provide more information regarding the Town Community Center Fund and golf, staff will begin making regular financial reports to the Parks and Recreation Advisory Board (PRAB) and this is the first of such reports.  The attached report covers the first quarter of the fiscal year, July through September 2023. Attachment C-1 shows consolidated Community Center Fund revenues and expenditures through September, other financing uses, and year-end estimates for each category. Attachment C-2 shows the monthly line-item detail for the contractor-managed operations, specifically revenues and expenditures associated with golf, and food and beverage operations. The totals in the revenue and expenditure categories in attachment C-2 tie to the contracted operating revenues and expenditures in attachment C-1. Attachment C-3 shows contractor operations for 36-hole, Pusch Ridge and F&B separately, as well as capital investments for golf, half cent sales tax collections, and HOA contributions. The estimated year-end projections in the Community Center Fund are as follows: Revenues                                                                                      $9,949,900 Less: Expenditures                                                                                 ($8,505,590) Transfers Out                                                                                ($1,717,203) Preliminary Estimated Decrease in Fund Balance: ($272,893) Estimated FY24 Year-end Fund Balance $735,340   Please note the negative fund balance on Attachment D is expected to be temporary and is due to the transfer out to debt service posted in July.  Community Center Fund Revenues Revenues in the Community Center Fund through September total $2.0 million or 21.0% of the budget amount of $9.7 million.    Contracted operating revenues total $0.9 million as of September, which is about $141,000 or 18.7% greater than the same time last fiscal year. Contracted revenues are estimated to come in on budget.    Town operating revenues for September are about $0.3 million or 23.1% of the budget amount of $1.2 million. Town operating revenues are expected to end the fiscal year about $171,000 higher than budget due mainly to member dues. Recreation programs, daily drop-ins and facility rental income are also expected to exceed budget expectations.    Local sales tax revenues for September total about $0.9 million or 22.9% of the budget amount of $3.7 million. These collections are currently projected to come in $49,000 or 1.3% above budget, due to positive trends in retail, remote seller, and hotel/motel collections.   Community Center Fund Uses Expenditures in the Community Center Fund total $1.9 million or 22.5% of the budgeted amount of $8.4 million.    Contracted operating expenditures total $1.3 million, or 26.6% of the budgeted amount of $5.0 million. Contracted expenditures are currently estimated to come in on budget.    Town operating expenditures total $0.4 million or 26.2% of budget and are currently estimated to come in approximately $65,000 over budget due to trending of personnel costs, as well as contracted program instructors.    Transfers out are expected to end the year on budget. Note that actuals through September reflect the full year budgeted transfer out to debt service.    At this time, the Community Center Fund is projected to end the fiscal year with a total fund balance of $735,340.   The Town is expecting sales tax support to be $65,182 for golf operations for the current fiscal year. Contracted operations have a budgeted net loss of $355,778 before outside HOA contributions of $159,050, and local sales taxes generated from golf related operations estimated at $131,546.     BACKGROUND OR DETAILED INFORMATION: N/A - please see executive summary. FISCAL IMPACT: N/A SUGGESTED MOTION: N/A - this item is for discussion only Attachments Community Center Fund Financials     Parks and Recreation Advisory Board 4. Meeting Date:11/14/2023   Submitted By:Casey Wilson, Parks and Recreation SUBJECT: CONSIDERATION AND ADOPTION OF CALENDAR YEAR 2024 PARKS AND RECREATION ADVISORY BOARD MEETING SCHEDULE RECOMMENDATION: Approval EXECUTIVE SUMMARY: n/a BACKGROUND OR DETAILED INFORMATION: n/a FISCAL IMPACT: n/a SUGGESTED MOTION: I MOVE to approve February 20, April 16, May 21, September 17, and November 12 as 2024 Regular Meeting dates for the Parks and Recreation Advisory Board. Attachments PRAB 2024 Meeting Schedule  Parks and Recreation Advisory Board meeting schedule Calendar year 2024 1. Tuesday February 20, 2024 Regular meeting and Elections 2. Tuesday April 16, 2024 Regular meeting 3. Tuesday May 21, 2024 Regular meeting 4. Tuesday September 17, 2024 Regular meeting 5. Tuesday November 12, 2024 Regular meeting *rescheduled from 11/19/23