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HomeMy WebLinkAboutParks Commission minutes - 06-08-16.docx Yakima Parks and Recreation Commission Meeting Minutes for June 8, 2016 Commissioners Present: Chairman Rod Bryant, Jo Miles, Matt Tweedy, Josette Gonzales and Dulce Gutierréz, Yakima City Council Liaison Absent and Excused: Vice Chairman Paul Williams, Tom Hinman, Roger Lewis, Rosana Bravo 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 5:34 p.m. at City Hall in the Council Chambers, 129 North 2 Street, Yakima, Washington. Approval of the Meeting Minutes of April 13, 2016. Chairman Rod Bryant advised this is an informational meeting only, as we do not have a quorum. Approval of the meeting minutes from April 13, 2016 will be postponed. 2017-2022 Parks and Recreation Comprehensive Plan – Park Improvement Report Ken advised the packets include the Parks Report. Ken stated we have been compiling information over the last few months as we move forward with the 2017-2022 Parks and Recreation Comprehensive Master Plan. Ken advised that this Parks Report has been presented to the Neighborhood Community Building Committee. He stated that Dulce is on that committee and updates them on our Parks and Recreation Commission meetings. We divided the City into Districts and then listed each park in that District along with the date it was acquired or developed, the size of the property, a brief narrative, maintenance/operation cost, revenue, capital improvements since 2000, and planned capital improvements. Ken advised that planned future capital improvements will be determined by this group as well as the entire city and will be based on the amount of money we have to spend and what we feel the priorities are. Our Parks and Recreation survey will help us determine what people want and need in the parks that they go to or live near. Ken explained that the survey is almost done and should be ready to go out early next month. Discussion followed regarding the feedback from the survey. Ken advised that the survey will be mailed to over 4,000 homes and will be random. They will also receive the return envelope so they don’t have to spend their own money mailing it back. We will also be including a coupon for a free round of golf at Fisher Park Golf Course and a pass for a free family swim for up to 5 people at Franklin Pool as a Thank You. We will have hard copies available for anybody that does not get a survey but would like to take it and it will also be online for anybody to take. We will be giving the Southeast Community Center a stack of survey to give to people. Matt asked if we only have $150,000 for capital improvements for this upcoming year. Ken stated that is not correct, we have $300,000 or $350,000 of the $750,000 voter approved money, then we have the $100,000 which is Parks Capital, and we also have the money that was going to pay the bond for the two spray parks, which is now done. Ken stated he will need to double check on the amount of debt repayment, but he believes it was $60,000. We have a list of capital improvements we would like to do in 2016 and 2017. Matt clarified that we have essentially $500,000 for 2016. Ken stated that he believes that is correct. Ken advised that we purchased the new playground at Southeast Community Park and paid for the new restroom at Milroy Park. A new restroom at Gardner is on the list and we have had some discussion about a new playground at McGuinness, but if for that to happen, some of the funds will need to be reallocated. Discussion followed. Rod asked about the irrigation break at Chesterley. Ken advised there were two mainline breaks last week. Discussion followed regarding the rocky soil and the condition of the older irrigation parts that need to be replaced. Matt asked about the revenue from Chesterley and if we get revenue from the soccer leagues. Ken stated that the revenue on the report probably only reflects the rental of the shelter and will need to be changed to reflect all the revenue. Discussion followed. 2017-2022 Parks and Recreation Comprehensive Plan – Long Range Goals Ken Wilkinson stated we are continuing to review the current plan’s goals and objectives and this is the long range goals. Ken presented the Power Point that was included in their packets. Ken advised that an approved Comprehensive Plan allows us to apply for grants. Matt asked about the status of the Aquatic Center and the RCO conversion. Ken stated that we are still gathering information for the RCO conversion. He said he believes the YMCA has begun some of their fundraising for their portion. Matt asked how far out this project is. Ken advised that the YMCA has to raise their portion of the money by December 2017. Jo asked if there is a Plan B if the conversion of the soccer fields can’t be satisfied. Ken stated there have been some things discussed but nothing firm that he is aware of. Jo asked if the contract states that if the soccer field conversion does not go through it is void. Ken stated that is his understanding. Ken returned to the Power Point. Ken stated that the RCO grants that we apply for are matching grants. Therefore, if we apply for $500,000, we have to have $500,000 matching funds. Matt asked where we would look for those matching funds. Ken advised that we would look to our local service clubs, community donations and Parks Capital. He said that we may even need to borrow money for land acquisitions or save our capital funds for multiple years to have the match for a grant. Discussion followed. Matt asked about applying for the grants and what the grant cycles are. Ken advised that we can apply once per cycle and the cycles are every two years. Discussion followed. Matt asked if we currently have a grant application in the system that will come to fruition in the next year or two. Ken advised that we do not because we don’t have the match. Discussion followed. Matt asked if there was a plan to build money up so we can go for a grant every two years. Ken advised there is not a plan for that. Dulce stated that is a good idea to possibly be able to have those funds to build up so we can go for a grant when we want to. Ken advised he has tested the waters with some different groups about acquiring some land but nothing come about. Ken returned to the Power Point. Ken advised that Chip Rognile is our staff arborist and he is currently doing an inventory of the trees within the City Parks. He also advises home owners how to prune their trees. The Yakima Arboritum is currently working on making Yakima a Tree City USA. Ken returned to the Power Point. Matt asked if the RCO grants are only for $500,000 or $1,000,000. Ken advised those are the two amounts for local parks. Matt asked if there are matching grants out there other than RCO. Ken stated there are, but they are minimal. Discussion followed regarding the state grants and the amounts allocated for local parks funding. Matt and Dulce discussed putting funds away to use as match for RCO grants. Discussion followed regarding applying for a grant to acquire property. Matt asked what RCO stands for. Ken advised Recreation and Conservation Office. Dulce questioned how the community special events organized around local, regional, and national celebrations and holidays, as well as cultural events ended up in Parks and Recreation under the Establish a Youth Service Unit part of the plan, since all the other bullets in this section are based on activities that encourage movement and sports. Ken stated that previous Parks and Recreation Commissions probably included it and it continued to stay on the Comprehensive Plan. Matt asked if this is the right spot for it. Dulce stated she would like to see Parks and Recreation budget be more focused on sports and physical activities and this could be moved to Economic Development which currently oversees the Cinco de Mayo celebration. Ken stated that when this current Comprehensive Plan was written the City did not have an Economic Development Department and that maybe something we look at moving. Discussion followed. Randall Park Improvement Project Update Ken advised the new restroom is open and operational. Sunrise Rotary picnic shelters are being constructed as we speak. The basketball court is done except for the painting of the court lines. Dirt work is being done throughout the park. We are still waiting for the drawing from HLA for the new parking lots and walkways. We are hoping to do one parking lot this fall and the other one in the spring. We will do the walkways, some work on the pond and a bridge to the nature area next year. Manager’s Report Ken stated we had an irrigation break in the Randall Dog Park today so that is shutdown to fix. Randy Murphy retired a little early so Ken stated he thanked him on behalf of the Commission. Ken said there are 7 candidates for the Parks Operations Supervisor position and those interviews will take place on June rd 23. Ken stated he is currently acting Supervisor of the Parks Maintenance Department. There is a staffing report in the packet showing the people we have lost over the years. Jenise is working on a report of what responsibilities have been added to the Parks Department over the years. Discussion followed. Ken stated that we have had to become more efficient by buying bigger equipment, utilizing volunteers and hiring more temporary staff. We also have working Supervisors. Matt praised the department for doing the same or better job with less people. Ken stated we also used to have a DOC work crew that would work four days a week in the parks cleaning. The program fee increased from $40,000 to $80,000, so we could not afford it any longer. Discussion followed. For the Good of the Order Matt asked if the Summer Program Guides were mailed. Ken advised they were and the response has been very positive. We are seeing an increase in participation in our programs. Matt stated that he took a group of kids to Fisher and wanted to comment on how nice the condition of the course is and how helpful the staff is. Discussion followed. Adjournment The next Parks and Recreation Commission meeting will be July 13, 2016. The meeting adjourned at 6:36 p.m.