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HomeMy WebLinkAboutPackets - Parks and Recreation Advisory Board (110)       *AMENDED (9/16/24, 3:00 PM) AGENDA ORO VALLEY PARKS AND RECREATION ADVISORY BOARD REGULAR SESSION September 17, 2024 *HOPI CONFERENCE ROOM COUNCIL CHAMBERS 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.   CONSENT AGENDA   A.REVIEW AND REAPPROVAL OF THE FEBRUARY 20, 2024, MEETING MINUTES   B.REVIEW AND APPROVAL OF MAY 21, 2024 REGULAR SESSION MEETING MINUTES   REGULAR SESSION AGENDA   1.UPDATE AND DISCUSSION REGARDING THE TOWN'S GROUP BOOKING AND LEISURE TRAVEL STRATEGIES   2.DISCUSSION OF COMMUNITY CENTER FINANCIAL RESULTS THROUGH JUNE 2024   3.PRESENTATION AND DISCUSSION ABOUT THE COMMUNITY'S EFFORT TO CREATE THE NEXT 10-YEAR ACTION PLAN, KNOWN AS OV'S PATH FORWARD.   4.DISCUSSION AND POSSIBLE ACTION TO MAKE A RECOMMENDATION TO COUNCIL REGARDING RENAMING WEST LAMBERT LANE PARK   5.DISCUSSION AND POSSIBLE ACTION REGARDING COMMUNITY AND RECREATION CENTER POLICY CHANGES FOR MEMBER RESERVATION CANCELLATIONS AND NON-MEMBER RESERVATIONS   ADJOURNMENT   POSTED: 09/12/2024 at 5:00 p.m. by dt AMENDED AGENDA POSTED: 9/16/24 at 3:00 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 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 “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 AGENDA ITEM: A. Meeting Date:09/17/2024   Submitted By:Casey Wilson, Parks and Recreation SUBJECT: REVIEW AND REAPPROVAL OF THE FEBRUARY 20, 2024, MEETING MINUTES RECOMMENDATION: Staff recommends re approval EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: The approved February approved minutes had some errors that needed to be corrected. FISCAL IMPACT: N/A SUGGESTED MOTION: to re approve the February 20th, 2023 meeting minutes. Attachments 2-20-2024 meeting minutes      Parks and Recreation Advisory Board AGENDA ITEM: B. Meeting Date:09/17/2024   Submitted By:Casey Wilson, Parks and Recreation SUBJECT: REVIEW AND APPROVAL OF MAY 21, 2024 REGULAR SESSION MEETING MINUTES RECOMMENDATION: N/A EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A Attachments 5-21-2024 meeting minutes      Parks and Recreation Advisory Board AGENDA ITEM: 1. Meeting Date:09/17/2024   Submitted By:Casey Wilson, Parks and Recreation SUBJECT: UPDATE AND DISCUSSION REGARDING THE TOWN'S GROUP BOOKING AND LEISURE TRAVEL STRATEGIES RECOMMENDATION: This item is for information and discussion purposes only. EXECUTIVE SUMMARY: Paul Melcher, Oro Valley’s Community and Economic Development Director, will be attending the meeting to give an update regarding the Town’s group booking and leisure travel strategies. BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: This item is for presentation and discussion only. Attachments Tourism presentation Tourism presentation 2      Parks and Recreation Advisory Board AGENDA ITEM: 2. Meeting Date:09/17/2024   Submitted By:Casey Wilson, Parks and Recreation SUBJECT: DISCUSSION OF COMMUNITY CENTER FINANCIAL RESULTS THROUGH JUNE 2024 RECOMMENDATION: EXECUTIVE SUMMARY: BACKGROUND OR DETAILED INFORMATION: FISCAL IMPACT: SUGGESTED MOTION: Attachments Community Center Fund      Parks and Recreation Advisory Board AGENDA ITEM: 3. Meeting Date:09/17/2024   Requested by: Bayer Vella, Community and Economic Development Submitted By:Milini Simms, Community and Economic Development SUBJECT: PRESENTATION AND DISCUSSION ABOUT THE COMMUNITY'S EFFORT TO CREATE THE NEXT 10-YEAR ACTION PLAN, KNOWN AS OV'S PATH FORWARD. RECOMMENDATION: This item is for information and discussion purposes only. EXECUTIVE SUMMARY: The process to create the resident-driven, 10-year action plan was launched in October 2023. The first phase of this 3-year effort, focused on inviting residents to participate, providing information about the plan, and most importantly listening to their ideas, perspectives and expectations for OV's future. Over 8,900+ contributions were made through the BIG Community Survey, online discussions and at events. This not only exemplifies the commitment and care residents have for Oro Valley but also provides significant direction to create a plan that represents the community. Resident responses form the building blocks for the plan. The surest path to ensure the plan will be ratified by the voters and remain relevant over a 10-year time frame is making sure it stays true to the direction from residents provided over the past 9 months. How the 10-year plan affects the Parks and Recreation Advisory Board The 10-year action plan includes a vision, principles, goals, policies and actions that will guide town decisions. The plan produces real results to meet the community's vision. Examples from the previous 10-year plan include integrating art like the Veterans and First Responders' Memorial into Town parks, completion of the Parks and Recreation Master Plan, and the Naranja Park improvements. The first step in creating the plan is building the draft vision and guiding principles. Both provide a high-level view of residents' values, aspirations and priorities for OV's future. More specifically, the guiding principles set the foundation for resident working groups to forge goals, policies, and actions to turn the community's vision into a reality. Therefore, it is highly important the draft vision and guiding principles stay true to what residents said because they not only create the framework for the 10-year plan but set things in motion. Your voice is needed Calling all residents to help make sure the draft vision and guiding principles reflect what most residents have said over the past 9 months. Do the draft vision and guiding principles reflect what most residents said or are there better phrases to capture resident voices? Take the Wordsmith Challenge to share your thoughts. Click HERE. Join a resident working group. All board and commission members are asked to join the resident working group most relevant to their area of focus. The "Community" resident working group will discuss parks and recreation. More information about working groups and a sign-up is available HERE. This item is being presented for information and discussion purposes only. BACKGROUND OR DETAILED INFORMATION: Since October, residents have shared their ideas and perspectives on OV's future through surveys, at booths setup in front of their favorite restaurants and shops, and online. The 8,900+ responses received through these three primary tools are summarized in the "Phase 1, Let's Talk" report (click HERE). In addition to the three primary engagement tools, responses from a statistically representative housing phone survey and data from the Parks and Recreation Master Plan are also referenced in the report. Both provide more focused direction from residents on these topics. Two factors should be considered when interpreting the results: The phone surveys (BIG Community Survey and Housing) are the only tools that are statistically representative of all adults in OV. This means a 50% response can be accurately projected to 19,442 adult residents. Event and online comments provide important context the survey could not capture. Low percentages are directly correlated with open-ended questions that have a broader range of responses. Low percentages should not be misconstrued as unimportant or a low priority. This makes similar responses that rise above others more notable. ALL the feedback from residents is significant and will be used to create the 10-year plan. Using the statistically representative phone survey as a guide, event, and online comments were categorized to find trends. Most of the comments received at events and online were consistent with the responses to the phone survey. DISCUSSION/ANALYSIS: DRAFT VISION STATEMENT The draft vision statement aims to capture the core values and aspirations for OV's future shared by residents through surveys, online discussions, and at events. The draft vision statement, along with the guiding principles, set the framework for the 10-year action plan. DRAFT GUIDING PRINCIPLES In addition to the draft vision statement, there are 13 guiding principles capturing the residents' priorities for an array of topics. This includes public safety, water, development, parks, housing, and more. Goals, policies and actions to address the priorities expressed in the guiding principles will be forged by resident working groups in "Phase 2: Let's Think", which kicks-off in January. An example of a guiding principle that is relevant to the Parks and Recreation Advisory Board is below and all 13 are available HERE. YOUR VOICE IS NEEDED TAKE THE WORDSMITH CHALLENGE! All residents are invited to help build the draft vision and principles by taking the wordsmith challenge, available now on www.OVPathForward.com. Resident voices are needed to help make sure these foundational elements of the plan reflect what most residents said. There is also an opportunity to suggest improvements to better capture resident voices. The challenge will run through September 30. Responses that stay true to residents may be incorporated into the draft vision and guiding principles that will be presented to Town Council in December for potential endorsement. This will wrap up Phase 1 of this 3-year effort. JOIN A RESIDENT WORKING GROUP Building the vision and guiding principles is just the first step in creating the 10-year action plan. "Phase 2: Let's Think" will begin in January with resident working groups. Five resident working groups will help forge goals, policies, and actions to turn the community's vision into a reality. The resident working groups are depicted in the image below. Please note, the community group will discuss topics like parks, recreation, art, culture, and safety. Resident working groups will meet online with some in-person opportunities. Board and commission members are asked to sign up and attend the working group most applicable to their board (e.g., community for Parks and Recreation Advisory Board). Learn more about resident working groups and sign up HERE. In summary, a significant amount of direction was provided by residents to help create the next 10-year action plan. The draft vision and guiding principles are the first step to creating a plan. They set the framework for resident working groups to use the feedback gathered over the past 9 months to forge goals, policies and actions next year. FISCAL IMPACT: Not applicable SUGGESTED MOTION: This item is for presentation and discussion only. Attachments Staff Presentation Staff Presentation      Parks and Recreation Advisory Board AGENDA ITEM: 4. Meeting Date:09/17/2024   Submitted By:Casey Wilson, Parks and Recreation SUBJECT: DISCUSSION AND POSSIBLE ACTION TO MAKE A RECOMMENDATION TO COUNCIL REGARDING RENAMING WEST LAMBERT LANE PARK RECOMMENDATION: Staff recommends the Park’s and Recreation Advisory Board (PRAB) review new names for West Lambert Lane Park. PRAB’s top three (3) recommendations, in preference order, will be presented to Council for a final name selection. EXECUTIVE SUMMARY: As part of the Town’s 50th Anniversary Celebration, West Lambert Lane Park will be renamed. The top three (3) recommendations from Town youth are listed in the “Background or Detailed Information” section of this agenda request. PRAB members have also been asked to bring any additional recommendations as well. BACKGROUND OR DETAILED INFORMATION: West Lambert Lane Park is located at 1750 West Lambert Lane. It encompasses hiking trails, seven (7) benches along the trails, and a small parking lot. The two (2) trails on site are .25 and .5 miles in length. The Town of Oro Valley’s STEAM Camp, camp for ages 6-13 held at Steam Pump Ranch, was asked to come up with a new name for West Lamber Lane Park in celebration of the Town’s 50th Anniversary. After STEAM camp made recommendations, names were given to the Youth Action Council (YAC) to select their top recommendations to be presented to PRAB. YAC is a diverse group of youth advocated from several high schools in ORO Valley. Their mission is, “Our mission is to develop the voices of Oro Valley’s youth and channel our passions to enhance our community. Every year we continue to bridge the gaps in our community, create and participate in public service projects, and serve as a voice for youth in the Oro Valley town government.” PRAB has been sent the names and asked for any additional recommendations or iterations of names already listed for discussion at this meeting. After PRAB determines their top three recommendations, the topic will go to Council for a final name selection. Top three (3) recommendations from YAC: Panorama Trails (Panorama Lambert Trail)1. Golden Peak2. Sky Island Trails3. Original list of names from STEAM Camp: Sky Island View Park Catalina Panorama Santa Catalina Park Elevation Island Sky View Sky Island Trails Panorama Trails Panorama Peak Trails Sky Loop Panorama Canyon Gold Mountain View Panorama Loops Mountain Canada Montana Loop Catus Park Gold Park Prairie Dog Park Prickly Pear Park Ranch Rattlesnake Ranch Blue Sky Blue Sky Catalina Vista Lizard Park Howler Park Roadrunner Alley Friends and Family Park Bruce the Roadrunner Oasis Valley Javelina Park Wild Ride Way FISCAL IMPACT: The fiscal impact will be minimal due a new sign that will be needed. SUGGESTED MOTION: I move to recommend the following names, in order of preference, to Town Council: ______________________ ______________________ ______________________      Parks and Recreation Advisory Board AGENDA ITEM: 5. Meeting Date:09/17/2024   Submitted By:Casey Wilson, Parks and Recreation SUBJECT: DISCUSSION AND POSSIBLE ACTION REGARDING COMMUNITY AND RECREATION CENTER POLICY CHANGES FOR MEMBER RESERVATION CANCELLATIONS AND NON-MEMBER RESERVATIONS RECOMMENDATION: Staff recommends approval of the changes to the Community & Recreation Center (CRC) policies for reservations. EXECUTIVE SUMMARY: EXECUTIVE SUMMARY: As part of the Town’s Strategic Plan, staff is to, “Evaluate the purpose and utility of the Community Center in order to generate options for improvements.” Staff sent out a survey to CRC members and concerns were voiced regarding the current member reservation cancelation policy, as well as the difficulty members have making reservations for certain classes/amenities. Members recommended changes to the current policy that allows non-members to make reservations. The specifics on each of the policies are detailed in the “BACKGROUND OR DETAILED INFORMATION” section below. After a review of the survey results and the current policies, staff brought recommended changes to the CRC Advisory Group. That group reviewed the staff’s proposal and made recommendations for changes. Nick Scala, CRC Manager, will be attending the meeting to discuss the recommended policy changes and answer any questions that arise. If policy changes are approved, the following schedule will be utilized for a Monday, October 7 implementation of the new policies: Standalone email to membership on September 18 Included in the weekly email on September 19, 26 and October 3 Included in CRC monthly email on October 1 Implemented on October 7 BACKGROUND OR DETAILED INFORMATION: Member Reservation Cancellation Policy Current State: In the event that a participant cannot make it to a reservation/activity, they are required to notify the front desk prior to the start of the program. If they do not notify the desk prior to the start of the program, staff will reach out and issue them a strike. If they receive three strikes, they cannot register for an activity for two weeks. This applies to all registration-based activities at the facility, which includes fitness classes, tennis/pickleball courts, lap lanes and KidZone. Result of Current State: The three-strike policy was implemented at the beginning of 2023. Since implementation, very few individuals have received three strikes and, in fact, it’s rare for participants to not cancel their reservation prior to the start of the program. While this has been an improvement to the previous state, it has led to many people canceling just before the program starts, which does not allow time for another individual to register for the canceled spot. The table below will show cancelation data collected from May 1 –May 31. 561 total cancelations were made during this time. Which Strategic Plan does this support: Evaluate the purpose and utility of the Community Center in order to generate options for improvements. In February of 2024 the Community & Recreation Center sent out a survey to all members and the survey generated 611 responses. Availability of activities/amenities was a common theme throughout the responses and many people had recommended a change to the cancellation policy to allow more people to take advantage of vacated spots. Participants feel that activities fill up, not allowing them to register and then when the program is held there ends up being available spots that are not taken advantage of. The data table above supports this theory as 53% of cancellations are done within an hour of the reservation. Proposed Change: In order to provide ample time for members to take advantage of cancelled reservations, participants will be required to cancel their reservation at least eight hours prior to the start of the program. Cancellations can be done via email at cancelcrc@orovalleyaz.gov, which will be distributed to all front desk staff. Three strikes will now result in a one-month suspension from making any facility reservations. Non-member reservations at Community & Recreation Center Current State: For fitness classes and lap lanes, non-members have the same access to reservations for Community & Recreation Center activities as members, which is two days in advance. Non-members cannot reserve pickleball/tennis courts in advance. If they would like to play pickleball or tennis, they can show up at the time they’d like to play and if a court is available, the staff will reserve the court for them. Results of Current State: Over 90% of fitness class and lap lane reservations are made by members. In general, despite offering nearly 100 classes per week during the peak season, registration for fitness classes is very competitive. Staff hear frequent comments that members are unable to register for certain popular activities. Which Strategic Plan does this support: Evaluate the purpose and utility of the Community Center in order to generate options for improvements. In February of 2024 the Community & Recreation Center sent out a survey to all members and the survey generated 611 responses. Availability of activities/amenities was a common theme throughout the responses and many people had recommended requiring a membership to reserve for all programs at the facility, similar to pickleball and tennis. Proposed Change: Non-members can no longer reserve a lap lane or fitness class in advance. Just like pickleball and tennis, non-members can check in at the desk prior to a program and if there is space the staff will register them. Making this change would make online/early registration strictly a member benefit and would give members the first opportunity to register for facility programs. It would also increase the value of the membership as it would be a member only benefit. FISCAL IMPACT: N/A SUGGESTED MOTION: I motion to (approve OR deny) the proposed CRC Policy changes for Membership Reservation Cancellations and Non-Member Reservations.