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HomeMy WebLinkAboutMinutes - Parks and Recreation Advisory Board - 1/8/2008 MINUTES ORO VALLEY PARKS & RECREATION ADVISORY BOARD (PRAB) REGULAR SESSION DEVELOPMENT SERVICES BUILDING HOPI CONFERENCE ROOM 11,000 N. LA CANADA DRIVE ORO VALLEY,ARIZONA 85737 TUESDAY,JANUARY 8,2008 REGULAR SESSION CALL TO ORDER: 6:30 p.m. ROLL CALL PRESENT: Dennis Ottley, Chair Lyra Done, Vice-Chair Bob Delaney, Board Member(Excused at 7:55 p.m.) Robert Evans, Board Member Susannah Myerson, Board Member(Arrived at 6:32 p.m.) Greg Roberts, Board Member EXCUSED: Margot Hurst, Board Member STAFF PRESENT: Ainsley Reeder, Parks and Recreation Director CALL TO AUDIENCE—No speakers. 1. APPROVAL OF NOVEMBER 27,2007 STUDY SESSION MINUTES AND THE NOVEMBER 27, 2007 REGULAR SESSION MINUTES MOTION: Member Delaney MOVED to approve the minutes from the November 27, 2007 study session and the November 27, 2007 regular session as written. Vice-Chair Done SECONDED the motion. Motion passed, 6-0. 2. PARKS & RECREATION ADVISORY BOARD LIAISON COUNCIL MEMBER REPORT Member Delaney stated that Council Member Parish extends his apologies and is unable to attend this meeting because he is involved in a political debate. At the last Council Meeting his suggestion was for staff to come back with a proposal for the $80M park issue verses the $40M current proposal. Further information will follow at the next regular session. 11. FRIENDS OF THE PARKS—DISCUSSION AND POSSIBLE ACTION Member Delaney indicated there were no changes since the last meeting. 3. UPCOMING MEETING ANNOUNCEMENTS • A Town Council study session is scheduled for January 23, 2008 to discuss the Naranja Town Site. The regular Town Council meeting is scheduled for January 16, 2008. • There is a Steam Pump Ranch meeting on January 10, 2008. 1/8/08 Minutes,Parks&Recreation Advisory Board • Town of Oro Valley will be closed on January 21, 2008 for Civil Rights' Day. • The next regular PRAB meeting is scheduled for Tuesday, February 12, 2008. 4. REVIEW OF AGENDA FOR PIMA COUNTY JOINT ADVISORY BOARD MEETING There has been no additional correspondence regarding this meeting. It has been delayed until after February. 5. CONSIDER SELLING OR SERVING ALCOHOLIC BEVERAGES AT EVENTS DESIGNATED BY THE TOWN—DISCUSSION AND POSSIBLE ACTION Chair Ottley and Ms. Reeder are in the process of setting up a meeting with Golden Eagle Distributors to discuss options of dispensing alcohol at a Town facility. They have received input from Fred Grey, of Tucson Parks and Recreation and Tom Ellis of Marana Parks and Recreation. Chair Ottley recommended that PRAB meet with Golden Eagle Distributors next month at a study session. The group discussed looking into the policies of other similar Towns. Ms. Reeder stated that she will look into the policies of Peoria and Glendale. 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: • James D. Kriegh Irrigation Project—This project was postponed due to a vacancy in the Parks Manager position. James Gardner has been our Parks Manager for over six months now and has been working with our new purchasing agent, Brian Garrity to go out to bid. The project started this month and should be complete by March. Staff is being careful to coordinate with the ball teams and is trying to get the fields completed first. No ramada reservations will be accepted until after May lst. Some reservations may be accepted in April depending on how quickly the project is complete. The reservation revenue will be lower this year due to this project. It is a$270K project. • The resurfacing of the cool deck from 2007/08 costs $78K. Parks and Recreation staff worked with Brian Garrity and piggybacked on the Tucson contract. The project is currently underway but the weather may cause a delay in the pool opening for an additional week to give the contractor time to finish. If there is a delay in opening a press release will be submitted by Friday, January 11th. Vice-Chair Done asked if the projects came in under budget with the assistance of a new Procurement Administrator and due to a recent decrease in these types of projects. Ms. Reeder explained that the bids came in slightly over budget. Some of the Town's larger work is decreasing in cost but there is still enough business with commercial and residential uses for landscaping so the prices remained steady. The deck resurfacing most likely did not decrease because of the specific nature of the work and materials used. 2 1/8/08 Minutes,Parks&Recreation Advisory Board 7. FEES STRUCTURE UPDATE—DISCUSSION AND POSSIBLE ACTION Ms. Reeder stated that Finance plans to attend the PRAB meeting in February to review the final version of the fee structure policy. At that time, if it is the Board's pleasure they may make a recommendation for Town Council. 8. UPDATE ON THE TOWN OF ORO VALLEY LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN (LEED) There is currently a policy and Oro Valley has earned a silver rating so this item may be removed from the future agendas. 9. STATUS REPORT ON STEAM PUMP RANCH—DISCUSSION They are currently discussing the inclusion of a new Town well on the property. There is no consensus for what should happen. The general agreement is that the property should maintain its historical integrity and that education should be a big part of it. The consultant is trying to organize to the different perspectives. Ms. Reeder encouraged the group to attend these meetings. These committee meetings are open to the public. 10. STATUS REPORT ON THE NARANJA TOWN SITE (NTS) DEVELOPMENT— DISCUSSION The Town Council decided at their last meeting to postpone making a decision on the bond question and will discuss this issue more at a study session. Staff will provide the requested additional information. Ms. Reeder reported that there are now signs at the six entry points around the Naranja Town Site which illustrate direction, trail information, and rules and regulations. 12. BOARD MEMBER REPORTS Vice-Chair Done stated that there will be a Finance and Bond Committee meeting on the last Monday in January. Chair Ottley stated that he attended the Town Council meeting regarding a $48M bond for Naranja Town Site. 13. PARKS & RECREATION DIRECTOR'S REPORT Ms. Reeder stated that there is approximately $50K in the budget this year to do a management study of the Parks and Recreation Department. She submitted the scope of work to Brian Garrity and he will be creating a request for proposal (RFP). The consultant who is selected will work with this board as part of the process. Ms. Reeder described the scope of the study: • Projections of where the Department should be now and in the future • Policies, procedures, and strategic plans to help staff provide the best service possible • Structure of the Parks and Recreation organization 3 1/8/08 Minutes,Parks&Recreation Advisory Board • Staffing levels • Services provided • Management of the Department • Community service The RFP will be going out within the next week and we hope to wrap it up by the end of April with a report to Town Council and PRAB in May. Ms. Reeder announced that it is budget time and Parks and Recreation will receive budget packets from Finance soon. She requested putting this item on the agenda for next month. Parks and Recreation has implemented RecTrac software from Vermont Systems and is in phase I of the computerization of the Department. The system will allow for online activity registrations which should go live to the public this summer. In 2008/09, Parks and Recreation will be budgeting for the Facility Reservation module. Funding that the Town issues to GOVAC is in the Parks & Recreation budget. There was a study session with GOVAC and they recommend changes in the scope of services to the Town and how those are funded. Ms. Reeder reviewed the requests from GOVAC to the Town Council: • Carnival like items at festivals in the Town • Doubling of funding support • Permission for programs for youth to exceed the 10:00 p.m. ordinance time Ms. Reeder reviewed the vacancies in the Parks and Recreation staff: • Aquatics Manager position is vacant • Parks Maintenance Worker position is vacant • Currently in the final phases of selection for a new Assistant Recreation Manager Ms. Reeder stated that the Transit Department, Water Department, and some of the Public Works staff have moved out of the Calle Concordia office and into the Municipal Operations Center. Within the next ten days the trailer will be removed from the property. Public Works Engineering Division staff has inhabited a portion of the building. 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: • PRAB Chair Report • Study session at 5:30 p.m. with the Golden Eagle Distributor 15. SCHEDULING NEXT PARKS & RECREATION ADVISORY BOARD MEETING The next PRAB study session is scheduled for Tuesday, February 12, 2008 at 5:30 p.m. with a regular session to follow at 6:30 p.m. The meetings will be held in the Hopi Conference Room located in the Development Services Building. 4 1/8/08 Minutes, Parks&Recreation Advisory Board 16. ADJOURNMENT Being that there was no further business before the Board; Chair Ottley adjourned the meeting at 7:25 p.m. with no objections. Prepared by: .- ► 111 Danielle Tanner Senior Office Specialist 5