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HomeMy WebLinkAbout2018 01.03 PRC MinutesCity of Apache Junction Parks and Recreation Commission 300 East Superstition Blvd. Apache Junction, Az. 85119 A regular meeting of the City of Apache Junction Parks and Recreation Commission was held January 3, 2018 at the Apache Junction City Hall pursuant to notice as prescribed by law. Present Absent Theresa A. Nesser, Chairman Wayne Standage, Vice -Chairman Judy Borey Luciano Buzzin Jesse Gage Heather Moeller Frank Schoenbeck Staff Present: Liz Langenbach, Parks & Recreation Director Mary March, Administrative Assistant CALL TO ORDER: Chairman Nesser called the meeting to order at 6:01 p.m. and led the Commission in the Pledge of Allegiance. ACCEPTANCE OF AGENDA: Vice Chairman Standage motioned to accept the agenda as presented. Luciano Buzzin seconded the motion, which passed unanimously. ACCEPTANCE OF MINUTES: Frank Schoenbeck motioned to accept the minutes of December 6, 2017 meeting as presented.Vice -Chairman Standage seconded the motion, which passed unanimously. DIRECTOR'S REPORT: Liz Langenbach reviewed information in their packets starting with the Citizen Brochure Spring Issue which has just come out and advised can be very handy when being approached about information related to our department as well as Library & AJ Police Department programs and events which are also included in each brochure.The Apache Junction Independent produces & delivers for us free of charge by selling add space to cover the cost, which is a service we are very thankful for.The Focal Point enhancement group, which is now working with the CDC, information related to upcoming fundraising will also be included in the brochure along with other facility information. A perfect example is our rodeo grounds and it usage which Wayne Standage has asked us to share. A lot of times the perception is the facilities are not used when they actually have quite a bit of usage, like ATV certification classes held in the parking lot and open space areas, cowboy mounted shooting practice, AJ Mounted Ranger trainings just to name a few.Usage has gone up as well as attendance, steadily. Bureau of Land Management land lease updates which include Multi -use Sheep Drive Trail, Prospector Park, Rodeo Grounds and Silly Mountain Parks. We have been working with BLM to get our leases that our outdated renewed.We have it on record that we are working on this and BLM has encouraged use to continue operating as if leases were in order, they are back logged and are working on.Our Mayor has been actively seeking to get these lands gift to the City.We have been advised from Congress that the government does not gift land. We have learned that there has been a lot of turnover at the Bureau of Land Management over the past three or four years, so as a result, some of our leases or areas are not being utilized for the purposes they should be, primarily the rodeo grounds and a portion of the parking lot that is part of the Prospector Park lease.BLM has asked us to redefine the areas and get a surveyor to define and realign boundaries for each lease in order to resign amended leases.Prospector Park has been developed according to plan and has no issues.Rodeo Grounds because of some of the uses related to Lost Dutchman Days for example carnival we may be looking at buying sometime down the road still undetermined as the R&PP Act does not define recreation. BLM is looking into what an interpretation can include. Liz Langenbach relayed since we have taken over the responsibilities for senior services we have not been comfortable with funding levels being what we feel is needed to provide all the services needed, without cutting back or falling short.So Heather Patel in the grants office and Jamie Sullivan put together a grant and received $60,600.00 from Gila River Indian Community to be utilized for meals as well as senior medical and shopping trips. We have also received a $5000.00 grant to go towards meals and home delivered meals from Kroger's Food. As this is good for now we will need to keep applying for grants and other funding sources, if we are to keep what we feel are acceptable service levels. Jesse Gage asked how much funding do you need every year.Liz Langenbach would like to bring this information back to a future meeting, but would most likely be in the neighborhood of a quarter of a million dollars. Judy Borey suggested reaching out to the food bank so their patrons could partake of meals at the senior center. Liz Langenbach explained at some time in the future when we know we will be able to continue services and have a comfort level with services provided we would most definitely reach out to others. We are not there yet, we have a tight budget with very defined management guidelines that allow for no wiggle room. OLD BUSINESS: Commercial Facility Fees Recommendation: Liz Langenbach advised that facility fees are reviewed and adopted by the City Council every 5 years.Our current fees were adopted in 2015 the City's, next market study for fee review and update will be 2020. Flatiron Community Park was not in the 2015 study and commercial fees are not currently utilized related to park use. Market city research related to commercial park use fees resulted in eight having a profit rate in place and Apache Junction and Marana having none, of the eight no two are alike. So we decided to go right down the middle with a 20% increase on our existing fees for now.That will give us two years until the next market study at which time we should have some data to make adjustments as needed. Liz Langenbach further advised Parks and Recreation Department's on a whole are being asked by their City Council's to start figuring out how to generate revenues, most cities have had commercial fees in place for at least five years ago. The Commission approved the 2018 fee recommendations to be forwarded to the City Council for approval by a vote of 6 in favor and 1 opposed. NEW BUSINESS: Election of Officers: Liz Langenbach advised the commission we had received two nomination for Chairman, Theresa Nesser and Frank Schoenbeck and one nomination for Vice -Chairman Jesse Gage.Ballots were passed out and tallied, Theresa Nesser will continue as Parks and Recreation Commission Chairman by a vote of 4-3 and Jesse Gage by a unanimous vote will take his place as Vice -Chairman at the Parks and Recreation Commission's next meeting. Call to the Public: None Request by the Commission for placement of items on future agenda. Research related to who and for what purpose (types of events) for profit fees axe being assessed; Senior services participant numbers, funding update and what kind of screening process is in place. Adjournment: There being no further business Chairman Nesser adjourned the meeting at 7:25 p.m. A-%) Vice -C airman City of Apache Junction Parks and Recreation Commission 300 East Superstition Blvd. Apache Junction, Az. 85119 A regular meeting of the City of Apache Junction Parks and Recreation Commission was held January 3, 2018 at the Apache Junction City Hall pursuant to notice as prescribed by law. Present Absent Theresa A. Nesser, Chairman Wayne Standage, Vice -Chairman Judy Borey Luciano Buzzin Jesse Gage Heather Moeller Frank Schoenbeck Staff Present: Liz Langenbach, Parks & Recreation Director Mary March, Administrative Assistant CALL TO ORDER: Chairman Nesser called the meeting to order at 6:01 p.m. and led the Commission in the Pledge of Allegiance. ACCEPTANCE OF AGENDA: Vice Chairman Standage motioned to accept the agenda as presented. Luciano Buzzin seconded the motion, which passed unanimously. ACCEPTANCE OF MINUTES: Frank Schoenbeck motioned to accept the minutes of December 6, 2017 meeting as presented.Vice -Chairman Standage seconded the motion, which passed unanimously. DIRECTOR'S REPORT: Liz Langenbach reviewed information in their packets starting with the Citizen Brochure Spring Issue which has just come out and advised can be very handy when being approached about information related to our department as well as Library & AJ Police Department programs and events which are also included in each brochure.The Apache Junction Independent produces & delivers for us free of charge by selling add space to cover the cost, which is a service we are very thankful for.The Focal Point enhancement group, which is now working with the CDC, information related to upcoming fundraising will also be included in the brochure along with other facility information. A perfect example is our rodeo grounds and it usage which Wayne Standage has asked us to share. A lot of times the perception is the facilities are not used when they actually have quite a bit of usage, like ATV certification classes held in the parking lot and open space areas, cowboy mounted shooting practice, AJ Mounted Ranger trainings just to name a few.Usage has gone up as well as attendance, steadily. Bureau of Land Management land lease updates which include Multi -use Sheep Drive Trail, Prospector Park, Rodeo Grounds and Silly Mountain Parks. We have been working with BLM to get our leases that our outdated renewed.We have it on record that we are working on this and BLM has encouraged use to continue operating as if leases were in order, they are back logged and are working on.Our Mayor has been actively seeking to get these lands gift to the City.We have been advised from Congress that the government does not gift land. We have learned that there has been a lot of turnover at the Bureau of Land Management over the past three or four years, so as a result, some of our leases or areas are not being utilized for the purposes they should be, primarily the rodeo grounds and a portion of the parking lot that is part of the Prospector Park lease.BLM has asked us to redefine the areas and get a surveyor to define and realign boundaries for each lease in order to resign amended leases.Prospector Park has been developed according to plan and has no issues.Rodeo Grounds because of some of the uses related to Lost Dutchman Days for example carnival we may be looking at buying sometime down the road still undetermined as the R&PP Act does not define recreation. BLM is looking into what an interpretation can include. Liz Langenbach relayed since we have taken over the responsibilities for senior services we have not been comfortable with funding levels being what we feel is needed to provide all the services needed, without cutting back or falling short.So Heather Patel in the grants office and Jamie Sullivan put together a grant and received $60,600.00 from Gila River Indian Community to be utilized for meals as well as senior medical and shopping trips. We have also received a $5000.00 grant to go towards meals and home delivered meals from Kroger's Food. As this is good for now we will need to keep applying for grants and other funding sources, if we are to keep what we feel are acceptable service levels. Jesse Gage asked how much funding do you need every year.Liz Langenbach would like to bring this information back to a future meeting, but would most likely be in the neighborhood of a quarter of a million dollars. Judy Borey suggested reaching out to the food bank so their patrons could partake of meals at the senior center. Liz Langenbach explained at some time in the future when we know we will be able to continue services and have a comfort level with services provided we would most definitely reach out to others. We are not there yet, we have a tight budget with very defined management guidelines that allow for no wiggle room. OLD BUSINESS: Commercial Facility Fees Recommendation: Liz Langenbach advised that facility fees are reviewed and adopted by the City Council every 5 years.Our current fees were adopted in 2015 the City's, next market study for fee review and update will be 2020. Flatiron Community Park was not in the 2015 study and commercial fees are not currently utilized related to park use. Market city research related to commercial park use fees resulted in eight having a profit rate in place and Apache Junction and Marana having none, of the eight no two are alike. So we decided to go right down the middle with a 20% increase on our existing fees for now.That will give us two years until the next market study at which time we should have some data to make adjustments as needed. Liz Langenbach further advised Parks and Recreation Department's on a whole are being asked by their City Council's to start figuring out how to generate revenues, most cities have had commercial fees in place for at least five years ago. The Commission approved the 2018 fee recommendations to be forwarded to the City Council for approval by a vote of 6 in favor and 1 opposed. NEW BUSINESS: Election of Officers: Liz Langenbach advised the commission we had received two nomination for Chairman, Theresa Nesser and Frank Schoenbeck and one nomination for Vice -Chairman Jesse Gage.Ballots were passed out and tallied, Theresa Nesser will continue as Parks and Recreation Commission Chairman by a vote of 4-3 and Jesse Gage by a unanimous vote will take his place as Vice -Chairman at the Parks and Recreation Commission's next meeting. Parks & Recreation Commission Regular Meeting March 7, 2018. Acceptance of Minutes January 3 rd 2018 regular meeting motioned and unanimously approved the minutes with the exception of New Business: Election of Officers. Call to the Public: None Request by the Commission for placement of items on future agenda. Research related to who and for what purpose (types of events) for profit fees are being assessed; Senior services participant numbers, funding update and what kind of screening process is in place. Adjournment: There being no further business Chairman Nesser adjourned the meeting at 7:25 p.m. Parks and Recreation Commission January 3, 2018 minutes noted as follows: New Business — Election of Officers: Paragraph 2 Parks and Recreation Regular Meeting March 7, 2018. Acceptance on Minutes January 3 rd 2018 regular meeting motioned and unanimously approved the minutes with the exception of New Business: Election of Officers.