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HomeMy WebLinkAboutParks Commission minutes - 09-13-17.docx Yakima Parks and Recreation Commission Meeting Minutes for September 13, 2017 Commissioners Present: Chairman Rod Bryant, Vice Chairman Paul Williams, Jo Miles, Roger Lewis, Matt Tweedy, Josette Gonzales, Rosana Bravo, Stacy Hackenmueller, Brynn Kloster and Dulce Gutierréz, Yakima City Council Liaison Absent and Excused: Staff present: Ken Wilkinson, Parks & Recreation Manager and Jenise Sanders, Administrative Secretary for Parks & Recreation Call to Order Welcoming everyone in the audience and viewers watching on YPAC, Chairman Rod Bryant called the nd meeting to order at 5:33 p.m. at City Hall in the Council Chambers, 129 North 2 Street, Yakima, Washington. Approval of the Meeting Minutes from July 12, 2017. It was Moved by Jo Miles, Seconded by Paul Williams, to approve the Minutes as written from the July 12, 2017 Parks and Recreation Commission Meeting. The motion carried unanimously. $50K for Kids - Update Ken reminded the commissioners that City Council had allocated $50,000 for additional summer programs for kids. Ken advised that those programs have concluded and the Parks programs were very successful. He stated he has not received much information on the programs at the Washington Fruit Community Center and the Henry Beauchamp Community Center. Ken advised there will be a formal report going to City Council possibly in October. Ken praised the Recreation Staff of Tami Andringa, Kim Lopez and Juan Arias for being able to increase the Summer Playground Programs at both Kissel and Miller Parks in a matter of days. The Kissel Park program increased from 100 to 130 participants by hiring two additional staff. The Miller Park program participation increased from 45 to 75. Ken reported the total number of contact hours or the number of hours that kids were in our programs, was 45,990 for Kissel and 6,725 for Miller. Ken stated that Kissel’s hours were up 9,030 from 2016. This was the first year for the Miller Park program. Ken stated he spoke with Joe Willis, Director of YPAL at the Washington Fruit Community Center, and he is working on his report. Rod Bryant asked if there were days the program had to be cancelled due to heat or smoke. Ken stated he believes there were only a couple of days cancelled at Kissel due to the heat. The Miller Park program did not have any because they were able to go inside the Washington Fruit Community Center. Parks & Recreation 2017 Revenue Accounts Ken stated at the last meeting someone asked where the money comes from for the revenue accounts. Ken advised their packets include a spreadsheet of Parks and Recreation revenue accounts. Ken reported that the spreadsheet includes the 2015 actual, 2016 actual and 2017 budgeted revenue amounts. He informed them that the Transfer In is the in-lieu tax which comes from utility bills. There is also property tax and funds received through fees from our programs and facility rentals. He stated that the breakdown is about ½ of Parks total revenue is property taxes, ¼ is in-lieu taxes and the remaining ¼ is fees from programs facility rentals. Jo Miles asked why the property tax revenue has gone down over the last two years since new construction is increasing. Ken stated he would need to speak with finance about that. Matt Tweedy stated that a lot of assessments are dynamic and move up and down with the market. Some the assessment could have been done 3-5 years ago during the down time and would expect them to rebound soon. Ken returned to the spreadsheet and drew their attention to the line item for Senior Center Trips. He advised that this is an in and out account, which means that the revenue side has a matching expense line item. If a trip is planned and for some reason does not go, there will be no revenue, but in turn, there will be no expense for that trip either. Matt asked what the insurance reimbursement is. Ken advised that since the City is self-insured, all divisions (on the expense side) contribute to the insurance fund. The insurance reimbursement (on the revenue side) is what we received back out of that for things like vandalism, dangerous trees, and risk management claims. Sometimes large claims will cause a division to get more out of the account than they contributed. Matt asked if Parks is anticipating a large claim this year since there was $155,000 budgeted. Ken stated that it is just an estimate or guess when doing the budget. Jo asked if the revenue from Kiwanis concessions is all food and does the city run the concessions. Ken advised that it is from food and that Parks and Recreation hires temporary employees to work in the ballfield concessions. He also said that there are expenditures for the product and the employee wages that go along with this revenue. Stacy Hackenmueller questioned what happened in 2016 to cause such a reduction in the revenue from 2015. Discussion followed regarding different possible reasons. Matt asked if staff sees any of the items as potentially being increased. Ken stated that Parks is looking at a possible fee increase right now and that will be discussed later in the meeting. Discussion followed. Matt asked if Parks staff discussed the suggestion of raising the fees for out of town visitors. Ken stated they had discussed that and are researching that by looking at what other facilities and cities rates are. Discussion followed. Rod asked what the difference is between a rental at Lions and resale. Ken stated that resale is something we purchase and resale to our customer and a rental is when they rent the facility for a party or group. Dulce Gutierrez commented that Council is working on revisiting and possibly renegotiating the contract with Perry Tech. regarding the maintenance of the field. She stated they would like to see money being spent on a City owned park instead. Stacy asked if that was what happened between 2015 and 2016, a new contract was negotiated. Dulce stated no, that the current contract has been in place for many years. Ken stated that the contract has been in place with Perry Tech. since the mid 1990s. He explained that Perry Tech has the field to the east of the school and at the time it was undeveloped. He continued that Yakima Youth Soccer Association (YYSA) raised a tremendous amount of money and gave it to the City to develop that property into soccer fields. The City now has an agreement with YYSA for them to use the fields for their youth soccer leagues and a lease with Perry Tech. for the City to maintain the fields. Dulce asked about the horseshoe area at Elks Park. She commented that people do come in from out of town to play in tournaments. Ken stated that the Horseshoe Club has disbanded and the State Tournament will no longer be held at Elks Park. There are 30 horseshoe pits and there is a possibility that some of those pits will be removed. Dulce asked if he has an estimate of what the cost will be to remove the pits. Ken stated he did not have that figure and that the revenue from those being used was minimal. He commented that the economic impact from an event like this could be greater. Ken advised that the Horseshoe Club donated their time and labor to put the pits in at Elks. Matt asked what other parks have horseshoe pits. Ken advised there are some at West Valley and Milroy. Rod asked if the pits being removed from Elks are going to be relocated to another park. Ken stated they are not. 2017-2022 Parks and Recreation Comprehensive Plan - DRAFT Ken advised that each commissioner received a binder with a draft copy of the 2017-2022 Parks and Recreation Comprehensive Plan. Ken thanked all the staff that helped to get this completed. Ken explained that this document is what helps guide us for future improvements. It is also a great historical document. He stated that they have already seen all of this information in small sections, as each one was brought to previous Park Commission meetings for review and discussion. Ken advised that all the work was done in-house by Parks staff and possibly saved the City about $30,000 by not using a consultant. th Ken advised he will be taking this to City Council hopefully the 17 of October for the public hearing and review by City Council. He stated to be eligible State RCO grants in the future this has to be approved by City Council and then submitted to the State. Ken commented that it is very rewarding to look back and see how much has been accomplished with the limited funds available and great partners. Discussion followed. Paul stated that the Yakima Parks and Schools map does not have Elks listed, but does show Ahtanum Youth Park, which is a Union Gap park. Ken advised that will be corrected. Ken stated that he will be looking for approval of this plan at the next Parks and Recreation Commission meeting in October to move forward with that at the Public Hearing at the City Council meeting. He advised it will be sent to the State for their initial review and comments. Once all changes have been made the final will be submitted to City Council for their approval. Randall Park Improvement Update th Ken stated that work is being done on both the 48 Ave. Parking Lot and the bridge to the nature area. He advised the concrete bridge abutment is in. The curbing and rough grading is done on the parking lot. Ken reported that they are planning to do the gravel and asphalt for the parking lot next week. In about one month the parking lot should done and open for use. The bridge will take some extra time as material will be needed in front and behind the bridge to make it ADA compliant. The walkways will be redone next year. Ken thanked the Engineering and Streets Divisions for all the work they have done on these projects. Ken complimented the talented people that work for the City. By being able to complete these kinds of jobs they save the City money. Community Swimming Pool Ad Hoc Committee Update Ken advised the committee has met three times. Ken stated the committee consists of three Council Members; Dulce Gutierrez, Avina Gutierrez and Holly Cousens, three Park Commissioners; Josette, Stacy and Matt, three staff and three community members. He reported the committee has established a purpose statement of what they are hoping to accomplish. He stated that one of the big challenges the committee has is deciding on a location. That will be discussed at the next meeting. He said that good conversations have been taking place and some issues have been brought up that they are working through. Stacy asked if they should let the Park Commission know what the 2 or 3 possible locations are that have been discussed and get their feedback. Ken stated that he would not like to do that just yet, as the Ad Hoc Committee has more work to. Dulce shared the purpose statement from the Community Swimming Pool Ad Hoc Committee: The purpose of the Community Swimming Pool Ad Hoc Committee is to create a recommended proposal for City Council to consider regarding a pool in an east Yakima location, funding options, programming, amenities, cost estimates, with maximum opportunities for increased activities for (youth, families & seniors) our community Matt added that the committee defined “east” as any property east of Front St. Capital Projects 2018 Discussion Ken advised that their packets include the Planned Capital Improvements list from the Comprehensive Plan for 2017-2022. Ken stated that Parks staff has been meeting with Finance and are being told as of right now, Parks has $350,000 budgeted for Capital Projects in 2018. He advised that the estimate to th finish the Randall Park Improvements; 44 Ave. Parking Lot and the walkways, will be around $250,000 and are committed to doing that through the RCO grant. That leaves $100,000 for other capital improvement projects. Ken advised that funds from the capital projects that were budgeted for this year but not able to be completed can be carried over to next year. Examples of those projects are the Cherry Park property and the Kiwanis/Gateway storage building. The Gardner playground will be purchased and install within the next couple of months. Ken stated that $100,000 is not very much when you consider that a restroom at MLK Jr. or Miller Parks will cost about $200,000 each, the cost of a playground is approximately $100,000, picnic shelters are about $35,000. He said that staff have been discussing the needs and feel that due to the feedback from the survey, a new playground at Lions Park is needed. Matt stated that he thought the Randall Park improvements were coming from grant funds. Ken advised that completing the Randall Park Improvements will cost more than that and some of it we will get back because it is a 50/50 grant up to $500,000. Matt asked what the budget is for the Randall Park Improvement Project. Ken advised it will be at least $1,100,000 with all the donations, in-kind labor and grant funds. Matt asked if Parks is anticipating any other costs associated with Randall Park. Ken stated that he is budgeting $150,000 for the parking lot and $100,000 for the walkways. Matt reiterated that moving forward Parks can expect about $100,000 per year for capital projects. Ken stated that is what he is thinking. He continued that the $350,000 that we are getting in 2018 will be going to repay debt for the YCMA in the future. Matt commented that it seems that $100,000 for parks capital projects is very small when the cost of a restroom or play equipment is quite high. Ken commented that we are blessed to have the donors, partners and grant opportunities that we have. Matt asked how we get back in the position we were in to receive a grant like the one we received for Randall Park. Ken stated that it is a 50/50 matching grant, therefore we would have to have $500,000 to get $500,000. Ken stated that we received anonymous donations of $150,000 to get the Randall Park project started. Once the vision began, other groups wanted to donate to the project that could also be used as matching funds. Parks Capital funds were used for a portion of it also. Once the matching funds were identified, we were able to apply for the RCO grant. Matt asked what the timeline is for applying for another grant. Ken stated that the Comprehensive Plan must be submitted before the grant cycle begins, which is Spring 2018. Discussion followed. Ken advised that it is $500,000 matching grants for development and $1,000,000 for land acquisition. Stacy asked if Parks is planning on applying for a grant in the next cycle. Ken stated no, unless matching funds present themselves. Discussion followed. Matt suggested possibly saving the capital funds for multiple years and go for another grant to double the money. Dulce commented that a majority of the money seems to be monopolized by the YMCA pool project. She advised that City Council will be having a discussion about that during the budget sessions. She encouraged the Park Commissioners to be engaged during the budget process. Ken stated that Parks is presenting to the th Council on October 12. Stacy asked if those are open meetings. Dulce said they are and they will be ndrd held from 10:00 am to 12:00 pm on Tuesday and Thursday of the 2 and 3 weeks in October. Naches Parkway Conversion to a Park Designation Discussion Ken reported that he received a request from the last City Council meeting to put together a report on what it would take to convert Naches Parkway to a park designation. This is going to City Council next week for discussion. Their packets include the Yakima Municipal Code ordinances regulating activities in parks and a map of the parkway. Ken continued on what it would take to change the grass strip with trees between streets into a park designation. Currently parks are open from 6 am to 10 pm, otherwise people are not supposed to be there. There was a discussion of putting fence around each island and what that would cost, putting up signage, more trash cans and benches and picnic tables. Jo asked if Park Maintenance mows and takes care of the irrigation right now. Ken said they do. Jo confirmed that the reason for the designation would just be that it would come under the rules of a park. Ken stated that is correct. Brynn Kloster asked who enforces the rules. Ken advised Codes and YPD. Brynn questioned that putting more rules or designations on parks still may not be enforced. Discussion followed. Matt asked who is instigating the change. Ken advised it came from City Council. Dulce stated that Council Member Avina Gutierrez requested this information. Paul suggested change to the code to include Parkways. Ken confirmed that Paul is suggesting change to the ordinances that regulate parks to say no only parks, but parks, parkways, and other properties maintained by parks staff. Paul stated that it seems more reasonable to change the code and not have to purchase more benches, picnic tables and garbage cans. Matt asked if Parks is mandated to purchase those things to make it a park. Ken stated no, and this is just a discussion right now. Dulce asked what the intended purpose of a parkway is. Ken advised it is esthetically pleasing, calming and quieting and can be cooling. Stacy asked what the motivation was to do this. Dulce stated she assumed it was the litter. Discussion followed. It was suggested that the Downtown Business Association could possibly help with the cleanup and maintenance of the parkway. Discussion followed. Dulce questioned the current ordinance and how do you determine what the intended use of something that’s purpose is esthetically pleasing. Paul stated that would be different for everyone and it just seems easier to change the wording instead of increasing maintenance for staff. Dulce stated that she believes a few garbage cans could improve the esthetics. Discussion followed. Rod stated that he is concerned about more responsibility for Park staff with no new funding. Discussion followed. Rod agreed with Paul about changing the ordinances. Discussion followed. Ken stated that there is a safety concern for children. Discussion followed. 2018 Park and Recreation Fee Increase Discussion Ken stated that the fee increase proposal is not complete and he would like to delay the discussion to a later time. He stated it may even be via email. Rod asked if it has been 3 or 4 years. Ken advised the last increase was in 2013. One of the main reasons for the fee increase proposal is the increase in minimum wage. Manager’s Report Ken thanked the Downtown Kiwanis Club for the $4,000 donation towards the Miller Park Summer Playground Program. Ken stated that he forgot to mention that the Randall Park Pond Improvements will be starting in the middle of October. Ken stated that he will be inviting Leslie Richards, our new Recreation Program Supervisor at the Harman Center, to the October meeting. For the Good of the Order Nothing to report. Adjournment The next Parks and Recreation Commission meeting will be October 11, 2017. The meeting adjourned at 7:03 p.m.