Loading...
HomeMy WebLinkAboutMinutes - Parks and Recreation Advisory Board - 9/18/2007 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, SEPTEMBER 18, 2007 REGULAR SESSION CALL TO ORDER: 6:30 p.m. ROLL CALL Present: Dennis Ottley, Chair Lyra Done, Vice Chair Bob Delaney, Board Member Margot Hurst, Board Member Susannah Myerson, Board Member Excused: Robert Evans, Board Member 1. APPROVAL OF AUGUST 21,2007 REGULAR SESSION MINUTES Board Member Margot Hurst mentioned to the Board that the minutes reflected an error in dates under Item 1:Approval of May 08, 2007 and June 12, 2007. Ms. Hurst stated that the meeting date approved was July 10, 2007 not May 8th or June 12th. Recording Secretary Charissa Martinez advised the board that the dates were indeed a typo and would be corrected to reflect the approval of July 10, 2007 minutes. MOTION: Board Member Bob Delaney made a MOTION to approve the Tuesday, August 21, 2007 Regular Session Minutes as Amended. Board Member Susannah Myerson 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. 09/18/07 Minutes, Parks&Recreation Advisory Board 2. PARKS & RECREATION ADVISORY BOARD LIAISON COUNCIL MEMBER REPORT Councilman Terry Parish stated that he had nothing new to report to the Parks Advisory Board this month, but thanked the members for their investigation into issues such as serving alcoholic beverages in the parks during special events. He advised that the topics that are being researched thoroughly by the Boards and Commissions will help the Town Council make informative decisions. 3. UPCOMING MEETING ANNOUNCEMENTS • Town Council Meeting Wednesday, September 19th, 2007 5:30 p.m. Council Chambers -Resolution No. (R) 07-105: Approving Gordley Design Group, Inc. as Consultants for the Naranja Town Site Public Education Program and authorizing the Town Manager to enter into a contract with Gordley Design Group, Inc. for an amount not to exceed $50,000.00 -Appointment of Greg Roberts with term to expire June 30, 2008 to the Parks and Recreation Advisory Board. • Town Council Study Session Wednesday, September 26, 2007 5:30 p.m. Council Chambers -Naranja Town Site Funding, Public Education, & a report on the Trust for Public Lands. • Citizen's Planning Institute Begins Thursday, October 04, 2007 -Call the Planning and Zoning Department for more information. 229-4800 • Harvest for Hope Saturday, October 06, 2007 5:00 p.m. Riverfront Park • Comcast ArtsFest October 27th & 28th, 2007 10:00 a.m. to 5:00 p.m. Riverfront Park For more information visit www.govac.org 2 09/18/07 Minutes,Parks&Recreation Advisory Board 4. ELECTION OF THE PARKS & RECREATION ADVISORY BOARD CHAIRMAN Board Member Bob Delaney nominated Board Member Dennis Ottley to continue serving as the Parks & Recreation Advisory Board Chair. Mr. Ottley accepted the Chair nomination. MOTION: Board Member Susannah Myerson made a MOTION to accept the nomination and to approve Dennis Ottley to continue to serve as the Parks and Recreation Advisory Board Chair. Board Member Margot Hurst SECONDED the motion. Motion UNANIMOUSLY carried. 6-0. 5. ELECTION OF THE PARKS & RECREATION ADVISORY BOARD VICE CHAIR Board Member Bob Delaney nominated Board Member Lyra Done to continue serving as the Parks & Recreation Advisory Board Vice Chair. Ms. Done accepted the Vice Chair nomination. MOTION: Board Member Susannah Myerson made a MOTION to accept the nomination and to approve Lyra Done to continue to serve as the Parks and Recreation Advisory Board Vice Chair. Board Member Margot Hurst SECONDED the motion. Motion UNANIMOUSLY carried. 6-0. 6. CONSIDER SELLING OR SERVING ALCOHOLIC BEVERAGES AT EVENTS DESIGNATED BY THE TOWN-DISCUSSION ONLY Parks and Recreation Director Ainsley Reeder introduced Fred Gray, Director of the Parks and Recreation Department for the City of Tucson. Ms. Reeder informed the Board that she contacted Mr. Gray 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. Gray 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. Fred Gray, Director of City of Tucson Parks and Recreation Department approached the board with a copy of the Tucson City Code Sec. 21-8 "Consumption of Malt Beverages" and also provided a copy of the Parks and Recreation Beer Permit. Mr. Gray indicated that within the City of Tucson's public parks facilities, it is unlawful to consume alcohol without a beer permit. Beer permits are distributed to park patrons with special events, ramadas, picnics, and family reunions. Fees for a beer permit vary per event such as: $18.00 residents/$23.00 non-residents for a regular event and $90.00 resident/$115.00 non-resident per day for a special event. Mr. Gray stated that City golf courses, Hi Corbett Field and Reid 3 09/18/07 Minutes,Parks&Recreation Advisory Board Park Zoo are exempt from the fees due to contracting with licensed/insured vendors and security. He mentioned that special events are negotiated on a case by case basis in which Risk Management will indicate the insurance requirements before signing the final approval. Conditions of approval of a beer permit state: • Permit is not transferable • Beer permit does not include liquor, wine, or glass containers • Permit is only valid for the date and location identified (does not include the entire park) • Applicants must retain permit and have available upon request from proper park or police officials • Selling of alcoholic beverages in city parks are strictly prohibited • Applicant will be responsible for assuring all members of his/her party are of legal age to drink beer according to Arizona State Law. • It is unlawful for any person to consume or have an open container of any malt beverage within parking lots or vehicles within a city park Mr. Gray explained that wine and liquor may be served upon director approval at special events. He reminded the board that the special events are usually held at the City owned park facilities (Hi Corbett Field and Reid Park Zoo), in which licensed/insured vendors and certified pourers are contracted out to serve at the event. If the event includes a beer garden, the area will be structured with fencing or tenting and security must be provided at the entrances of the garden to insure that patrons with an alcoholic beverage are confined to the areaermitted. Mr. Graymentioned that special events such as the 4th of July are not p sponsored by the City of Tucson Parks Department and are contracted out with the Tucson Convention Center in which they provide their own sponsors and vendors. Chair Ottley thanked Mr. Gray for attending the meeting and providing the information to the Parks and Recreation Advisory Board. Chair Ottley mentioned again to the Board that a study session should be scheduled in the future before bringing the item before the Town Council. 7. UPDATE ON CAPITAL IMPROVEMENT PROJECTS FOR FISCAL YEAR 2006- 2007 AND FISCAL YEAR 2007-2008—DISCUSSION Parks & Recreations Director Ainsley Reeder updated the board members on the following Capital Improvement Projects: 4 09/18/07 Minutes,Parks&Recreation Advisory Board 2006-2007 • Pool Vacuum: Purchased • Pool Inflatable Play Structure: Purchased • Computer for Parks & Recreation Office: Purchased • Pool Cover Power Winder: Purchased • Pool Aerators: Purchased • Heated Pressure Washers: Two Purchased • Dethatcher for Tractor: Purchased • Utility Trailer: Purchased • West Lambert Lane Trail System Signage: To be installed • James D Kriegh Park Parking Lots: Completed • Parks Truck: Purchased • James D. Kriegh Dog Park Project: Completed • James D. Kriegh Irrigation Upgrade: Carried forward for bid. To be completed by February 2008. • James D. Kriegh Sidewalk Extension: : Completed • Recreation Room Tennant Improvements: Carried forward for further negotiations • Parks Storage Shed: Purchased • Field Groomer: Two Purchased • Riverfront Park Basketball/Tennis Court Resurfacing: Completed • Gator: Purchased • P&R Software: Purchased 8. FEES STRUCTURE UPDATE —DISCUSSION AND POSSIBLE ACTION Director Ainsley Reeder advised the Board that the Finance Department met with the Parks and Recreation Senior Staff regarding the fee structure analysis. Ms. Reeder stated that the Finance Department tightened up the figures and made a draft policy for the staff to work on. The Parks and Recreation Department will take the draft and will strengthen up the policy by 5 09/18/07 Minutes, Parks&Recreation Advisory Board October 15, 2007. She mentioned that the policy will provide guidance for the fees that are to be assessed including percentages of services and the timeline to increase fees. The Finance Department is proposing to have a study session with the Parks and Recreation Advisory Board in November to discuss the data collected and policies. Chair Dennis Ottley agreed to schedule a study session with the Finance Department in November 2007. MOTION: Discussion Only 9. UPDATE ON THE TOWN OF ORO VALLEY LEADERSHIP IN ENERGY & ENVIRONMENTAL DESIGN (LEEDS) Chair Denis Ottely informed the board that there is nothing new to report on this item, however the item will continue to be placed on the agenda until a decision is made by the Town Council. 10. 2007 ANNUAL ARIZONA PARKS & RECREATION ASSOCIATION CONFERENCE AND TRADE SHOW PARKS & RECREATION ADVISORY BOARD PARTICIPATION—DISCUSSION Chair Dennis Ottley discussed the 2007 Arizona Parks & Recreation Association (APRA) Conference and Trade Show that was held at the JW Marriott Starr Pass Resort in Tucson on August 27 - 31. He mentioned that the conference was very informative and well organized including the Boards and Commission Day. Went over The Board Members agreed with Chair Otley's comments of the professionally done conference and in which the board reflected on the classes offered and shared their experiences. 11. STATUS REPORT ON THE NARANJA TOWN SITE DEVELOPMENT— DISCUSSION Director Ainsley Reeder informed the Board that on September 26, 2007 a study session with the Town Council will be scheduled regarding Naranja Town Site. The study session will contain three (3) presentations, starting with Finance Director Stacey Lemos and Town Manager David Andrews presenting all the financial figures, then Communications Director Mary Davis will explain the differences between a public relations program and ballet initiative program and finally Ms. Reeder will discuss the topic of the Trust for Public Lands. 12. FRIENDS OF THE PARKS—DISCUSSION AND POSSIBLE ACTION Board Member Bob Delaney advised that there was nothing new to report, but will be in contact with Dick Johnson. 13. BOARD MEMBER REPORTS Board Members did not have anything new to report at this time. 6 09/18/07 Minutes,Parks&Recreation Advisory Board 14. PARKS & RECREATION DIRECTOR'S REPORT Director Ainsley Reeder thanked the Advisory Board for serving as volunteers at the 2007 Arizona Parks & Recreation Association (APRA) Conference and Trade Show that was held at the JW Marriott Starr Pass Resort in Tucson. Ms. Reeder also mentioned that Lynanne Dellerman, Recreation Manager received the Presidential Award for her work on the Grand Tour. Ms. Reeder also mentioned that two (2) positions are still vacant in the Parks and Recreation Office for Office Specialist and Assistant Recreation Manager. Advertisements for the positions have been posted and applications will be reviewed within the coming weeks. 15. PARKS & RECREATION ADVISORY BOARD CHAIR REPORT Chair Dennis Ottely reported that the Parks and Recreation Advisory Board presented Mike Wilson with the Volunteer of the Year Award. Mr. Ottley also mentioned that a letter from Mr. Wilson was received thanking the board for the recognition and also commendeing the success of the Parks and Recreation Department. 16. FUTURE AGENDA ITEMS • Steam Pump Ranch Updates and Discussion 17. SCHEDULING NEXT PARKS & RECREATION ADVISORY BOARD MEETING The next Parks & Recreation Advisory Board Regular Session will be scheduled in November 2007 at or after 6:30 p.m. in the Development Services Building, Hopi Conference Room. No meeting will be held in October due to a lack of a quorum. 18. ADJOURNMENT Chair Dennis Ottley adjourned the September 18, 2007, Parks & Recreation Advisory Board Regular Session Meeting at 8:15 p.m. with no objections. Prepared by, Charissa Martinez Recording Secretary Parks & Recreation Advisory Board 7