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HomeMy WebLinkAboutMinutes - Parks and Recreation Advisory Board - 11/27/2007 MINUTES ORO VALLEY PARKS & RECREATION ADVISORY BOARD STUDY SESSION DEVELOPMENT SERVICES BUILDING HOPI CONFERENCE ROOM 11,000 N. LA CANADA DRIVE ORO VALLEY,ARIZONA 85737 TUESDAY, NOVEMBER 27, 2007 STUDY SESSION CALL TO ORDER: 5:40 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 Greg Roberts, Board Member STAFF PRESENT: Ainsley Reeder, Parks and Recreation Director Stacey Lemos, Finance Director Art Cuaron, Financial Analyst 1. PARKS AND RECREATION DEPARTMENT USER FEES—DISCUSSION Ms. Reeder introduced Stacey Lemos, Town Finance Director and Art Cuaron, Financial Analyst. Mr. Cuaron has been working with Parks and Recreation on a current policy for user fee structure. He has reviewed the existing ordinance which outlines how fees are to be set. He has also researched how other jurisdictions structure their fees. Ms. Reeder thanked Ms. Lemos and Mr. Cuaron for their time and effort in this endeavor. Ms. Reeder explained that the goal of this meeting is for the Board to give thoughtful consideration to the drafted policy. The goal is not to change the existing ordinance which outlines how fees are set. The ordinance explains that facility usage fees and rental fees are approved by Town Council and programmatic fees that are variable based on cost are set by the Parks and Recreation Department. Ms. Reeder stated that at a later date staff will return to the Board with more information about the fee details. Ms. Lemos explained that staff is looking at this issue because it is one of the Town Manager's goals for this fiscal year and it is a recommended practice by the Government Finance Officers Association(GFOA). The GFOA is an association which guides government accounting and budgeting and one of their goals is to have governments review their user fees for cost recovery rates and program costs on a bi-annual basis. Mr. Cuaron's research included policies nationwide, statewide and for local jurisdictions. The structure of the cost recovery pyramid illustrates a bottom layer with programs which should be 11/27/07 Minutes, Parks&Recreation Advisory Board fully subsidized and are a benefit to the community. The top layer of the pyramid includes more specialized programs which provide an individual benefit. Mr. Cuaron stated that the purpose is not to change the original ordinance but to adopt a methodology for the Parks and Recreation programs. The current ordinance outlines authority for changing fees but does not outline a philosophy. The ordinance also does not include how often fees should be reviewed. The GFOA recommends review on a bi-annual basis. Ms. Reeder explained the process of this project. Parks and Recreation will work with Finance and assess the Town's cost recovery compared to other jurisdictions. An analysis of the findings will then be presented to Town Council for recommendation. Mr. Cuaron discussed the comparison to other jurisdictions. He stated that the Town is competitive with our park facility prices compared to Tucson, Marana, and Pima County. Member Hurst described proposed verbiage revisions in the "Definition's and Program Categories" section. The Board agreed that it is a good tier structure. Member Hurst pointed out that the pyramid does not illustrate a category range from 75%— 100%. Ms. Reeder explained that historically the Town Council has supported services for certain events due to the community and economic benefits associated with hosting the events in the Town. In some cases, promoters will pay for in-kind services and sometimes the Town Council will budget for those events. The Board discussed the philosophy of the policy. Ms. Reeder stated that staff already has some cost recovery goals because it is the industry standard. The Board discussed the budget process. Ms. Reeder explained that the amount available to spend is the same regardless of how much revenue is collected. Ms. Lemos stated that fees collected go into the General Fund. Mr. Cuaron indicated that he found jurisdictions that offered discounted rates for residents. Member Hurst asked about including different pricing for children and adults in the policy. Mr. Cuaron stated that the levels of the pyramid would allow initiation of different fees. The Board discussed a discount for children, seniors, and low income families. Ms. Reeder stated that arrangements have been made in the past for low income families attending the summer camp program. Ms. Reeder explained that staff would like to move forward with this policy in the spring and have a consensus from PRAB for a recommendation to the Town Council. This item should be a standing item on the regular meeting agendas. Vice-Chair Done recommended moving forward on this item so that it can be taken into consideration during the 08/09 budget preparations. The budget process kicks off in January. Revenue estimates are finalized at the end of March. Staff is hoping for approval or recommendation from the Town Council in March or April. 2 11/27/07 Minutes,Parks&Recreation Advisory Board Member Hurst pointed out that on Pg. 3, the term "the Town" is used and clarification may be necessary to explain that the Parks and Recreation Director is meant and not the Town Council. Mr. Cuaron thanked the Board, Ms. Reeder and the Parks and Recreation staff. Vice-Chair Done introduced Chuck Kill, Vice-Chair of the Finance and Bond Committee. ADJOURNMENT Chair Ottley adjourned at meeting at 6:33 p.m. with no objections. REGULAR SESSION CALL TO ORDER: 6:40 p.m. ROLL CALL PRESENT: Lyra Done, Vice-Chair Bob Delaney, Board Member Robert Evans, Board Member Margot Hurst, Board Member Susannah Myerson, Board Member Greg Roberts, Board Member EXCUSED: Dennis Ottley, Chair STAFF PRESENT: Ainsley Reeder, Parks and Recreation Director CALL TO AUDIENCE—No speakers. Vice-Chair Done introduced new member, Greg Roberts and he discussed his background. Vice-Chair Done introduced Danielle Tanner as the new recording secretary. 3. UPCOMING MEETING ANNOUNCEMENTS Vice-Chair Done reviewed the upcoming meetings and events as follows: Giving Tree Lighting Ceremony—Friday,November 30, 2007 at 5:30 p.m. Holiday Picture—Thursday, December 6, 2007 at 9:00 a.m. Holiday Parade— Saturday, December 8, 2007 at 10:00 a.m. Volunteer Appreciation Dinner—Thursday, December 13, 2007, 6:00 p.m. — 8:00 p.m. Hilton El Conquistador, Presidio Ball Room • Lyra Done will be a recipient of this year's "Outstanding Volunteer Service Award". Town Council Meeting—Wednesday, December 19th, 2007 at 7:00 p.m. 3 11/27/07 Minutes,Parks&Recreation Advisory Board • Naranja Town Site agenda item (tentative)—discussion of the bond question for November 2008. Town of Oro Valley closed on the following upcoming holidays: • December 25, 2007 (Christmas) • January 1, 2008 (New Years' Day) • January 21, 2008 (Civil Rights' Day) 4. COMMITTEE APPOINTMENT TO CAPITAL IMPROVEMENT PROGRAM (CIP) TECHNICAL ADVISORY COMMITTEE (TAC) This year the CIP TAC has changed and there will only be ten (10)people on the Committee and three (3) Commissions represented which are Finance, Parks and Recreation, and Planning & Zoning. The meetings will be shorter and the amount has been limited to $50,000 and above. Some smaller dollar items will be dropping into the new capital reserve budget this year. MOTION: Member Delaney MOVED to nominate Lyra Done as the PRAB CIP TAC representative. Member Hurst SECONDED the motion. Motion passed, 6-0. Member Delaney volunteered to be the backup CIP TAC representative. 1. APPROVAL OF SEPTEMBER 18,2007 REGULAR SESSION MINUTES MOTION: Member Delaney MOVED to approve the minutes from the regular meeting on September 18, 2007 as written. Member Hurst SECONDED the motion. Motion passed, 6-0. 5. CONSIDER SELLING OR SERVING ALCOHOLIC BEVERAGES AT EVENTS DESIGNATED BY THE TOWN—DISCUSSION AND POSSIBLE ACTION Ms. Reeder stated that Chair Ottley has requested that this item remain on the agenda until the Board is prepared to move to a conclusion or recommendation to the Town Council. There is no new information to report. Vice-Chair Done suggested holding a study session before the January PRAB meeting to discuss this item so that the Board may come to a consensus. Ms. Reeder explained how this item developed: 1) There is an increase in the amount of alcohol related litter in the parks which indicates that people are consuming alcohol in the parks. The Police Chief is advocating regulation and use of liquor permits. 2) The Greater Oro Valley Arts Council asked the Town to consider the allowance of wine/beer gardens at specified events at the parks. 3) Alcohol in public places is an issue that the Town should decide on in preparation for the Naranja Town Site. The current ordinance prohibits alcohol in public places. 13. PARKS & RECREATION DIRECTOR'S REPORT 4 11/27/07 Minutes,Parks&Recreation Advisory Board Ms. Reeder reported that there was a trail access with stairs at West Lambert Lane Park which has experienced erosion. The Public Works department informed Parks staff of future road construction in this area. The stairwell leading to the street was unstable due to the steepness and erosion and knowing that there was going to be construction in the area, Parks and Recreation staff determined interdepartmentally to remove the stair access and bring it back to a natural condition. Staff has recently received public feedback regarding this access because the neighbors use this access and prefer not to use the park entrance on the street. Parks staff is now reinstalling those stairs and will readdress the issue when the street construction occurs. The repairs and restoration should be in place by the end of the week. Gordley Design is gathering data regarding the Naranja Town Site. A tentative agenda item will be before the Town Council to discuss and proceed with direction to staff regarding the bond question in November 2008. On December 19t'' staff will be returning to the Town Council with a$48M bond question. Staff will be discussing at that time the verification of the construction numbers. An objective third party reviewed the numbers generated by the cost estimator who worked for Burns Wald-Hopkins and the preliminary findings are that the construction numbers were solid. Escalation is a possible issue. 6. CAPITAL IMPROVEMENT PROJECTS FOR FISCAL YEAR 2006-2007 AND FISCAL YEAR 2007-2008—DISCUSSION AND POSSIBLE ACTION Ms. Reeder gave an update on the 2006/07 CIP projects. Parks has a $195,000 item for the James D. Kreigh Park irrigation upgrade. Staff went out to bid and is planning to go to the Town Council for the approval of that contract. The low bidder has been selected and the project will begin January. The project should be complete by late spring. The resurfacing of the cool deck is the other CIP project and staff is currently working with the Procurement Administrator to determine the best way to approach that project. The 07/08 CIP recommendations are due in mid-December. The dog park at Riverfront Park is one project. Some items may be included in the out years in case they are not approved or picked up and put on the Pima County Bond Election. Ms. Reeder requested that the Board come forward with any project ideas. The Board is also welcome to make recommendations of items to add to the budget. 7. FEES STRUCTURE UPDATE—DISCUSSION AND POSSIBLE ACTION MOTION: Member Evans MOVED to accept the preliminary Parks and Recreation cost recovery pyramid as defined in the Study Session and approve it as presented with the understanding that Parks and Recreation staff will return with a final draft for approval. Member Delaney SECONDED the motion. Motion passed, 6-0. 8. UPDATE ON THE TOWN OF ORO VALLEY LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN (LEED) No update. 9. STATUS REPORT ON STEAM PUMP RANCH—DISCUSSION 5 11/27/07 Minutes,Parks&Recreation Advisory Board Member Hurst reported that the Committee has the general consensus favoring plan C, highlighting the two periods. The Committee wants to keep as many of the buildings authentic to the period as possible and focus on education, displays, museums, etc. Member Hurst explained that the following issues were discussed: • The entrance being moved to the north to keep the center court free of automobiles. • Native plantings from the late 1800's are in progress. • What to do with the chicken coops. Options include having 4H raise chickens. • Equestrian facility and if it should stay or move to the other end of the site where it was in the late 1800's and if it should be kept to board horses or for trail rides, etc. • Where to put an orientation center, possibly opposite of the roadway and come in from Steam Pump Village and enter the main part of the site. • Addition of an event center with a catering kitchen. The Board discussed the issue that horses may be eliminated from the site due to concern of contaminants from horses getting into the well in the next 10+years. Some people may be concerned about any animals on the site due to the proximity to Steam Pump Village. In response to a question, Ms. Reeder stated that there has been discussion of the Oro Valley Historical Society being present on the property but there has not been discussion of GOVAC or the Northern Pima County Chamber being on the property since the meetings have begun. The Board discussed whether Steam Pump Ranch would be self supporting or subsidized. Member Hurst stated that they are still waiting for the economic figures. The group discussed the activities and attractions which would bring the public back to the site after an initial visit. The next public meeting is January 10, 2008. 10. STATUS REPORT ON THE NARANJA TOWN SITE DEVELOPMENT— DISCUSSION Member Delaney advised the Board that the Town Council may change the $48M amount to $80M at the December Town Council meeting. Ms. Reeder stated that staff will provide the information requested. 11. FRIENDS OF THE PARKS—DISCUSSION AND POSSIBLE ACTION Vice-Chair Done stated that she was impressed by the Oro Valley Community Foundation. She suggested that a part of the projects with Friends of the Parks could be handled through that Foundation. That would give people interested in being Friends of the Parks the ability to work under a sub base of the Oro Valley Community Foundation. Member Delaney indicated that the checks for the organization are getting dated and it is possible that they need to be returned. Ms. Reeder agreed and stated that she will look into it. 12. BOARD MEMBER REPORTS 6 11/27/07 Minutes,Parks&Recreation Advisory Board Vice-Chair Done stated that she is the liaison to the Finance and Bond Committee and she has been attending their meetings and she feels that it would be beneficial if they appointed a liaison to PRAB. It would assist in unification between the two groups. 14. FUTURE AGENDA ITEMS (The Parks & Recreation Advisory Board may bring forth general topics for future meeting agendas. The Parks & Recreation Advisory Board may not discuss, deliberate or take any action on the topics presented pursuant to ARS 38-431.02H). The following items will be on the next agenda: • Consideration of selling or serving alcoholic beverages at events designated by the Town • Parks and Recreation Department user fee structure update • Status report on Steam Pump Ranch • Review of Agenda for Pima County Joint Advisory Board meeting 15. SCHEDULING NEXT PARKS & RECREATION ADVISORY BOARD MEETING The next PRAB regular session is scheduled for January 8, 2008 at 6:30 p.m. in the Hopi Conference Room located in the Development Services Building. 16. ADJOURNMENT REGULAR SESSION Being that there was no further business before the Board; Vice-Chair Done adjourned the meeting at 7:38 p.m. with no objections. Prepared by: Danielle Tanner Senior Office Specialist 7