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HomeMy WebLinkAboutMinutes - Parks and Recreation Advisory Board - 8/21/2007 MINUTES ORO VALLEY PARKS & RECREATION ADVISORY BOARD REGULAR SESSION DEVELOPMENT SERVICES BUILDING HOPI CONFERENCE ROOM 11,000 N. LA CANADA DRIVE ORO VALLEY,ARIZONA 85737 TUESDAY,AUGUST 21, 2007 REGULAR SESSION CALL TO ORDER: 6:30 p.m. ROLL CALL Present: Dennis Ottley, Chair Lyra Done, Vice Chair Bob Delaney, Board Member Robert Evans, Board Member Margot Hurst, Board Member Susannah Myerson, Board Member 1. APPROVAL OF JULY 10, 2007 REGULAR SESSION MINUTES MOTION: Board Member Margot Hurst made a MOTION to approve the Tuesday, July 10, 2007 Regular Session Minutes as approved. Board Member Bob Delaney SECONDED the motion. Motion UNANIMOUSLY carried. 6-0. CALL TO AUDIENCE Chair Dennis Ottley opened the Call to the Audience. -No one responded to the Call to the Audience at this time. Chair Dennis Ottley closed the Call to the Audience. 2. PARKS & RECREATION ADVISORY BOARD LIAISON COUNCIL MEMBER REPORT Council Member Terry Parish was unable to attend the meeting; therefore a report was not given at this time. 8/21/07 Minutes,Parks&Recreation Advisory Board 3. UPCOMING MEETING ANNOUNCEMENTS 2007 ANNUAL ARIZONA PARKS & RECREATION ASSOCIATION CONFERENCE AND TRADE SHOW -2007 Arizona Parks & Recreation Association (APRA) Conference and Trade Show will be held at the JW Marriott Starr Pass Resort in Tucson on August 27 - 31. The Boards and Commissions Day is scheduled for Thursday, August 30, 2007. 4. CONSIDER SELLING OR SERVING ALCOHOLIC BEVERAGES AT EVENTS DESIGNATED BY THE TOWN-DISCUSSION AND/OR POSSIBLE ACTION Parks and Recreation Director Ainsley Reeder introduced Tom Ellis, Director of the Parks and Recreation Department for the Town of Marana. Ms. Reeder informed the Board that she contacted Mr. Ellis and asked him to be present at the Advisory Board Meeting to discuss the issue on alcohol polices in the parks. Chair Dennis Ottley advised Mr. Ellis that the Town of Oro Valley does not allow alcohol in the parks at this time, but the Advisory Board is considering permitting the selling of alcoholic beverages under beer or wine gardens in the parks during special events. Mr. Ellis informed the Board that at this time the Town of Marana is not involved with permitting alcohol sales during special events due to the town promoting family fun events. Mr. Ellis stated that on the rare occasions that have occurred, the Town of Marana looked for an outside sponsor such as the Chamber of Commerce. The sponsor will then contract with a vendor who has met all the requirements in obtaining a liquor license. Mr. Ellis explained that this method allows the vendor to be held responsible for controlling and serving the alcohol as well as setting up and tearing down the area. Vendors are then usually charged a set fee or a percentage of their sales. He also mentioned that most people do not like the beer and wine gardens because it confines them to one area in the park during the special event. Mr. Ellis advised the Board that the Town of Marana allows alcohol in the district parks with the purchase of a beer and wine permit for $25.00. He explained that a permit can be obtained while reserving a ramada with an occupancy under 50 people in attendance. If the occupancy level is over 50, the patron will have to purchase a liquor license through the state in which information can be acquired through the Town of Marana's Town Clerk's Office. Mr. Ellis stated that the town has not had any problems issuing alcohol permits in the district parks and behavior problems are minimal. Director Ainsley Reeder asked Mr. Ellis his thoughts on permitting alcohol in auditoriums or performance venues. Mr. Ellis responded by stating that he would not have a problem with approving the selling of alcoholic beverages in venues, however he would suggest contracting through a vendor. He also advised that vendors will need to show proof of insurance and will require the town to be named as an additional insurer; however, he stressed that the town will have some liability. 2 8/21/07 Minutes,Parks&Recreation Advisory Board Chair Ottley asked Mr. Ellis to provide the Board with a copy of the Town of Marana's parks and alcohol policy for guidance in establishing a future policy for the Town of Oro Valley. He also thanked Mr. Ellis for attending the meeting and providing the information to the Parks and Recreation Advisory Board. Chair Ottley mentioned to the Board that a study session should be scheduled in the future before bringing the item before the Town Council. 5. FEES STRUCTURE UPDATE —DISCUSSION AND POSSIBLE ACTION Director Ainsley Reeder reported that the Finance Department is almost finished with the data gathering for the Parks and Recreation user fees structure. She stated that from the data collected, preliminary reports show that some of the recreational programs are doing better than expected. Programs such as the Summer Fun Camp broke even and others such as the Jr. Golf Program did not make enough money. The Finance Department has been gathering information not only from internal records, but also from external sources such as the National Recreation and Parks Association as well as data from Glendale, AZ. Within the next month the Finance Department will be meeting with the Parks and Recreation Staff to review the data collected for verification. Vice Chair Lyra Done suggested that in the future Parks and Recreation should try to obtain corporate sponsors for programs such as the Jr. Golf Program. 6. 2007 ANNUAL ARIZONA PARKS & RECREATION ASSOCIATION CONFERENCE AND TRADE SHOW PARKS & RECREATION ADVISORY BOARD PARTICIPATION—DISCUSSION Chair Dennis Ottley announced that the 2007 Arizona Parks & Recreation Association (APRA) Conference and Trade Show will be held at the JW Marriott Starr Pass Resort in Tucson on August 27 - 31. Mr. Ottley stated that the Boards and Commissions Day is scheduled for Thursday, August 30, 2007 and members should meet at the resort by 7:45 a.m. He also encouraged the Board Members to Volunteer throughout the conference as Room Hosts. Director Ainsley Reeder informed the Board that Lynanne Dellerman of Parks and Recreation will be the Volunteer Coordinator for the conference. Therefore any questions or concerns with the volunteer schedule should be directed to Lynanne. Board Member Susannah Myerson advised the Board that schedules and miscellaneous information pertaining to the conference are available on the APRA website (www.azpra.org) Ms. Reeder also encouraged the Board Members to attend the Health, Fitness and Natural Resources Workshop presented by Dr. Richard Cormona on Tuesday, August 28th at 8:15 a.m. 3 8/21/07 Minutes, Parks&Recreation Advisory Board 7. STATUS REPORT ON THE NARANJA TOWN SITE DEVELOPMENT— DISCUSSION Director Ainsley Reeder informed the Board that only one (1) submittal was received for the Naranja Town Site Public Education Program Request for Qualifications (RFQ) since July 10th. Ms. Reeder stated that the submittal was rejected. She explained that the RFQ was posted again and three (3) submittals have been received as of August 21st. A team of eight (8) staff members from the offices of the Town Manager, Constituent Services, Parks and Recreation and Communications will be interviewing the consultants on August 22nd. Ms. Reeder advised that once the interviewing process is completed, a submittal will be chosen and then will be brought forth to the Town Council Agenda for approval. Ms. Reeder also informed the Board that she met with three (3) representatives from the Trust for Public Land. The Representatives that were in attendance were from Arizona, Colorado and Seattle. The meeting summarized the opportunities for voter education of the 2008 Bond Question for Naranja Town Site. Ms. Reeder indicated that the Trust for Public Land typically does not get involved with urban recreation & art centers, however, the representatives advised that they may be willing to help if the town is fully committed to the organization's procedures. Ms. Reeder hopes to have a study session with the Town Council regarding the information obtained from the Trust for Public Land meeting by the end of September which will include overviews of topics such as Bonding presented by Stacey Lemos, Finance Director, and Public Relations Issues presented by Mary Davis, Communications Administrator. 8. FRIENDS OF THE PARKS—DISCUSSION AND POSSIBLE ACTION Board Member Bob Delaney advised that there was nothing new to report, but will be contact with Dick Johnson. Director Ainsley Reeder advised that she will be meeting with Dick Johnson in regards to the Friends of the Park on August 22nd. 9. BOARD MEMBER REPORTS Vice Chair Lyra Done reported that the Finance Committee had a meeting regarding the budget comparison. Board Member Margot Hurst reported that she was unable to attend the Historic Preservation meeting; therefore an update on Steam Pump Ranch will not be given to the board at this time. Ms. Hurst stated that a public meeting will be held for Steam Pump Ranch Master Plan on September 6th at 6:00 p.m. in the Town Council's Chambers. 4 8/21/07 Minutes,Parks&Recreation Advisory Board 10. PARKS & RECREATION DIRECTOR'S REPORT Director Ainsley Reeder reported that Charissa Martinez, Parks and Recreation Senior Office Assistant will be the acting Office Specialist until the position is filled. Ms. Reeder stated that the position for Office Specialist has been closed and applications will be reviewed within the coming weeks. Ms. Reeder also informed that the writing preparations have begun for submittal requests for the Parks and Recreation Management Study. The study was funded by the Town Council for the fiscal year 2007-2008. She stated that the Management Study will help with operational services of the department such as service levels, staff scheduling, space needs, etc. Ms. Reeder announced that Adalina Martin, Assistant Recreation Manager, notified Parks and Recreation that she had accepted a position with the Town of Marana; the position will be a promotional step for Mrs. Martin's career. Mrs. Martin has been with the Town of Oro Valley for 7 years and the staff of Parks and Recreation appreciates all of her hard work and dedication to the department. Human Resources was notified of the vacancy and will be posting for the Assistant Recreation Manager position. Ms. Reeder recognized the Parks Maintenance Division for the work completed of the new Library parking lot located on the west side. The Park staff placed boulders, irrigation and landscaped the parking lot. The James D. Kriegh Dog Park also re-opened to the public on August 6th. The dog park went under renovation which included the installation of turf, concrete pads under the shade structures, and sidewalks. Ms. Reeder encouraged the Board to visit the project sites that have been completed. The Parks Division reported that the damaged shade structures at Canada Del Riverfront Park will be repaired by the end of the month. The shade structures were damaged by high winds. 11. PARKS & RECREATION ADVISORY BOARD CHAIR REPORT Chair Dennis Ottley congratulated Vice Chair Lyra Done for receiving the Tangerine Magazine Town Spirit Award for July/August 2007. The award was given to recognize Lyra's involvement in several community organizations and also for her contribution towards the Town of Oro Valley's young residents. Chair Ottley also thanked Director Ainsley Reeder for hosting the farewell party for Chuck and Celine Kidwell. 12. FUTURE AGENDA ITEMS • Updates on Capital Improvement Projects • Leadership in Energy and Environmental Design (LEEDS). 5 8/21/07 Minutes,Parks&Recreation Advisory Board 13. SCHEDULING NEXT PARKS & RECREATION ADVISORY BOARD MEETING The next Parks & Recreation Advisory Board Regular Session is scheduled for Tuesday, September 18, 2007 at or after 6:30 p.m. in the Development Services Building, Hopi Conference Room. 14. ADJOURNMENT Chair Dennis Ottley adjourned the August 21, 2007, Parks & Recreation Advisory Board Regular Session Meeting at 7:45 p.m. with no objections. Prepared by, Charissa Martinez Recording Secretary Parks & Recreation Advisory Board 6