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HomeMy WebLinkAbout2018 11.07 PRC MinutesCity of Apache Junction, Arizona Meeting Minutes Parks & Recreation Commission Meeting Location: City Council Chambers at City Hall 300 E Superstition Blvd Apache Junction, AZ 85119 www.ajcity.net P: (480) 983-2181 Wednesday, November 7, 2018 6:00 PM City Council Chambers 1.Call to Order Chairman Standage called the meeting to order at 6:00 p.m. 2.Roll Call Present 7-Chairperson Standage, Commissioner Schoenbeck, Commissioner Moeller, Commissioner Gage, Commissioner Waldie, Commissioner Buzzin, and Vice Chair Borey Staff Present: Liz Langenbach, Director Mary March, Administrative Assistant 3.Pledge of Allegiance Wayne Standage led the Pledge of Allegiance 4.Acceptance of Agenda 18-484 November 7, 2018 Chairman Standage called for a motion to accepted the agenda for November 7, 2018 regular meeting. Commissioner Buzzin motioned to accept the agenda as presented. Vice Chairman Borey seconded. The Parks and Recreation Commission accepted the agenda as presented. Approved in a vote of 7 in favor 0 opposed. (Yes: Gage, Moeller, Buzzin, Schoenbeck, Standage, Borey, Waldie. No: none) 5.Acceptance of Minutes 18-485 September 5, 2018 Chairman Standage called for a motion to accept the minutes of September 5, 2018 regular meeting. Commissioner Schoenbeck motioned to accept the minutes as presented. Commissioner Buzzin seconded. Approved in a vote of 6 in favor, 0 opposed and 1 obstained.(Yes:Gage, Moeller,Buzzin, Schoenbeck, Standage, Borey. No: none. Walker Waldie newly appointed City of Apache Junction, Arizona Page 1 Parks & Recreation Commission Meeting Minutes November 7, 2018 commissioner obstained.) 6.Parks and Recreation Director's Report Liz Langenbach congratulate Commissioners Frank Schoenbeck and Wayne Standage on their reappointment and intoduced newly appointed Walker Waldie who advised the commission he had moved to Apache Junction a couple or so years ago and has three little kids.Studied Experience Industry Management and Recreation Management, more of the business side, so he has an understanding of Parks and Recreation's function.He is a fifth generation Arizona native and his family uses the parks alot. Liz reminded the Commission of the Citizen Leadership Institute coming up, everyone should have recieved an invite email.The schedule is two Wednesdays a month for 2 to 3 months, is very informative about city departments and regional services. Highly recommend anyone who had not attend to check it out.If you know of anyone that may be interested please advise them to sign up this would include high school students. Our annual Halloween Festival, held at Flatiron Park recieved a record number of participants, a little over 3,000.The businesses across the street headed up by business owner Charlie Wise wanted to be involved, so they contacted Jamie Sullivan, Recreation Superintendent and sixteen businesses hosted a trunk or treat event.This was so well received they ran out of candy and more was provided. Annual Fit Families Mudrun was held October 20th had 400 participants, the annual average for this event.Our department does not pay for advertisement, we utilize facebook and instagram, which has its own challenges related to flyers and graphics. Most recent Movie in the Park was well attended with 250 participants. The Annual Festival of the Superstitions, a partnered event with the Chamber of Commerce is coming up this weekend, along with the Annual Veterans Day Parade which will be held on Sunday with the Veteran's Tribute immediately following at the park. Councilman Chip Wilson will have free ponyrides for kids.Superstition Horsemen's Association sponsors this event and Chip and his wife volunteer their time and pony. Upcoming events include the Wellness Event, November 18th at the MGC and the Holiday Event, Tree Lighting Ceremony and Parade, December 1st. Also please be advised during lunch tommorrow, November 8th at the MGC, Veterans will be honored during the lunch program, you are welcome to attend. Please be advised that at our December meeting we will be electing officers for the new calendar year. So give that some thought. Parks has replaced two pieces of very used playground equipment at Prospector Park Phase II and III, with a new "Rev 8 Spinner" replacing merry go round and a contemporary swing apparatus. We will continue to look and add more components. Last year we replaced the kooldecking at the pool, new surface was very well received softer and cooler.This year we will be replastering the pool, addressing ADA required updates and City of Apache Junction, Arizona Page 2 Parks & Recreation Commission Meeting Minutes November 7, 2018 since the equipment needs to be removed during the replastering this will be the perfect opportunity for the water features to be refurbished.Project to start in December. Judy Borey inquired if playground equipment was KaBoom. Liz Langenbach replied that KaBoom is a status allowing us to apply for designated grants with KaBoom for purchase. Nothing was available for us at this time. Remember we still need to replace equipment at Superstition Shadows Playground, where we relocated that equipment to the complex park.Due to it's location we need to get input from the school and neighboring community. We have recieved requests primarily for fitness stations and related equipment. BLM R&PP Lease renewal update is a follows: Silly Mountain lease is current and is for twenty five years, this is our newest lease. The Multi -Use Trail is in 25 year renewal process which takes about 10 months, Rodeo Grounds and Prospector Park need amending before we renew due to parking lot development associated with both leases. The rodeo grounds development plan needs to be amended in order to move forward with renewals. While leases are being renewed we will be looking into whether patent or purchase of our leased lands would be advantageous. BLM actually recommends once substantial improvements are done.Patents follow the same rules as the R&PP Lease but it is ours. Just and FYI that Pinal County's Peralta Park is also a BLM R&PP leased property. 7.Old Business 18-486 Dog Park Study, Presentation and discussion on Dog Park Study, to include information gathering and community input process for identifying locations, amenities, costs, funding sources, etc... Liz Langenbach relayed we have received direction from the City Council to research implementation of a dog park facility and provided handout and information related to short term solutions like Pop up Pup Parks which grants are available for and fenced storm water detention basin. Information on Dog Parks to visit in Mesa, Gilbert, Queen Creek, Chandler and Florence was provided with facilities located in a parks noted.Funding sources would include grants usually $5 - 30 thousand dolllars, development fees depending on location, Corporate sponsorships which was very successful with Flatiron Park but is a lot of work, general fund (tax) dollars less likely lots of competition for other projects, bonds and other capital facility campaigns. Can also do some things in-house. Costs related to design costs, construction costs, maintenance and operation costs. Water from retention area designed to offset watering costs of grass.Public Works has an agressive plan to capture run off storm water.Maintenance may be offset by enlisting volunteers. Potential locations include Prospector Park which we already have construction documents on the shelf for with a price tag of 1.8 million dollars in 2008.Silly Mountain has a conceptual design that includes a dog park also 1.8 million in 2008. County Complex detention basin proposed by County with City has parking lot, shade, restrooms available, some lighting but, has drainage issues. County Complex is a BLM leased property and would need to check if use is acceptable.Discussion stalled several years ago. We also have Superstition Shadows Park that already has some amenities in place. ASU student performed a study in 2017 related to dog park and recommended a smaller scale City of Apache Junction, Arizona Page 3 Parks & Recreation Commission Meeting Minutes •November 7, 2018 minimum 1 acre park with basic amenities, closer to residential areas. Amenities should include minimum 5ft fence with separate areas for small and large dogs, shade, seating and water features. Municipal dog parks are typically funded through municipal bonds and capital improvement projects. Grants are available mostly small. After some discuss with the commission starting with one or more smaller dog parks, strategically placed received the most interest. A focus group was suggested and Jesse Gage, Walker Waldie and Heather Moeller all expressed their interest. 8.New Business 9.Call to Public None 10.Requests for Future Agenda Items Dog Park Study; Game & Fish Migration; Social Media Campaigns/Plans; Playground Lighting © Prospector Park 11.Adjournment There being no further business Chairman Standage adjourned the meeting at 7:50 p.m. lit)15—Idttfix-1,cz-JA—— ChatiZ (1 l City of Apache Junction, Arizona Page 4 City of Apache Junction, Arizona Meeting Minutes Parks & Recreation Commission Meeting Location: City Council Chambers at City Hall 300 E Superstition Blvd Apache Junction, AZ 85119 www.ajcity.net P: (480) 983-2181 Wednesday, November 7, 2018 6:00 PM City Council Chambers 1.Call to Order Chairman Standage called the meeting to order at 6:00 p.m. 2.Roll Call Present 7-Chairperson Standage, Commissioner Schoenbeck, Commissioner Moeller, Commissioner Gage, Commissioner Waldie, Commissioner Buzzin, and Vice Chair Borey Staff Present: Liz Langenbach, Director Mary March, Administrative Assistant 3.Pledge of Allegiance Wayne Standage led the Pledge of Allegiance 4.Acceptance of Agenda 18-484 November 7, 2018 Chairman Standage called for a motion to accepted the agenda for November 7, 2018 regular meeting. Commissioner Buzzin motioned to accept the agenda as presented. Vice Chairman Borey seconded. The Parks and Recreation Commission accepted the agenda as presented. Approved in a vote of 7 in favor 0 opposed. (Yes: Gage, Moeller, Buzzin, Schoenbeck, Standage, Borey, Waldie. No: none) 5.Acceptance of Minutes 18-485 September 5, 2018 Chairman Standage called for a motion to accept the minutes of September 5, 2018 regular meeting. Commissioner Schoenbeck motioned to accept the minutes as presented. Commissioner Buzzin seconded. Approved in a vote of 6 in favor, 0 opposed and 1 obstained.(Yes:Gage, Moeller,Buzzin, Schoenbeck, Standage, Borey. No: none. Walker Waldie newly appointed City of Apache Junction, Arizona Page 1 Parks & Recreation Commission Meeting Minutes November 7, 2018 commissioner obstained.) 6.Parks and Recreation Director's Report Liz Langenbach congratulate Commissioners Frank Schoenbeck and Wayne Standage on their reappointment and intoduced newly appointed Walker Waldie who advised the commission he had moved to Apache Junction a couple or so years ago and has three little kids.Studied Experience Industry Management and Recreation Management, more of the business side, so he has an understanding of Parks and Recreation's function.He is a fifth generation Arizona native and his family uses the parks alot. Liz reminded the Commission of the Citizen Leadership Institute coming up, everyone should have recieved an invite email. The schedule is two Wednesdays a month for 2 to 3 months, is very informative about city departments and regional services. Highly recommend anyone who had not attend to check it out.If you know of anyone that may be interested please advise them to sign up this would include high school students. Our annual Halloween Festival, held at Flatiron Park recieved a record number of participants, a little over 3,000. The businesses across the street headed up by business owner Charlie Wise wanted to be involved, so they contacted Jamie Sullivan, Recreation Superintendent and sixteen businesses hosted a trunk or treat event. This was so well received they ran out of candy and more was provided. Annual Fit Families Mudrun was held October 20th had 400 participants, the annual average for this event. Our department does not pay for advertisement, we utilize facebook and instagram, which has its own challenges related to flyers and graphics. Most recent Movie in the Park was well attended with 250 participants. The Annual Festival of the Superstitions, a partnered event with the Chamber of Commerce is coming up this weekend, along with the Annual Veterans Day Parade which will be held on Sunday with the Veteran's Tribute immediately following at the park. Councilman Chip Wilson will have free ponyrides for kids.Superstition Horsemen's Association sponsors this event and Chip and his wife volunteer their time and pony. Upcoming events include the Wellness Event, November 18th at the MGC and the Holiday Event, Tree Lighting Ceremony and Parade, December 1st. Also please be advised during lunch tommorrow, November 8th at the MGC, Veterans will be honored during the lunch program, you are welcome to attend. Please be advised that at our December meeting we will be electing officers for the new calendar year. So give that some thought. Parks has replaced two pieces of very used playground equipment at Prospector Park Phase II and III, with a new "Rev 8 Spinner' replacing merry go round and a contemporary swing apparatus. We will continue to look and add more components. Last year we replaced the kooldecking at the pool, new surface was very well received softer and cooler. This year we will be replastering the pool, addressing ADA required updates and City of Apache Junction, Arizona Page 2 Parks & Recreation Commission Meeting Minutes November 7, 2018 since the equipment needs to be removed during the replastering this will be the perfect opportunity for the water features to be refurbished.Project to start in December. Judy Borey inquired if playground equipment was KaBoom. Liz Langenbach replied that KaBoom is a status allowing us to apply for designated grants with KaBoom for purchase. Nothing was available for us at this time. Remember we still need to replace equipment at Superstition Shadows Playground, where we relocated that equipment to the complex park.Due to it's location we need to get input from the school and neighboring community. We have recieved requests primarily for fitness stations and related equipment. BLM R&PP Lease renewal update is a follows: Silly Mountain lease is current and is for twenty five years, this is our newest lease. The Multi -Use Trail is in 25 year renewal process which takes about 10 months, Rodeo Grounds and Prospector Park need amending before we renew due to parking lot development associated with both leases. The rodeo grounds development plan needs to be amended in order to move forward with renewals. While leases are being renewed we will be looking into whether patent or purchase of our leased lands would be advantageous.BLM actually recommends once substantial improvements are done.Patents follow the same rules as the R&PP Lease but it is ours. Just and FYI that Pinal County's Peralta Park is also a BLM R&PP leased property. 7.Old Business 18-486 Dog Park Study, Presentation and discussion on Dog Park Study, to include information gathering and community input process for identifying locations, amenities, costs, funding sources, etc... Liz Langenbach relayed we have received direction from the City Council to research implementation of a dog park facility and provided handout and information related to short term solutions like Pop up Pup Parks which grants are available for and fenced storm water detention basin. Information on Dog Parks to visit in Mesa, Gilbert, Queen Creek, Chandler and Florence was provided with facilities located in a parks noted.Funding sources would include grants usually $5 - 30 thousand dalliers, development fees depending on location, Corporate sponsorships which was very successful with Flatiron Park but is a lot of work, general fund (tax) dollars less likely lots of competition for other projects, bonds and other capital facility campaigns. Can also do some things in-house. Costs related to design costs, construction costs, maintenance and operation costs. Water from retention area designed to offset watering costs of grass. Public Works has an agressive plan to capture run off storm water.Maintenance may be offset by enlisting volunteers. Potential locations include Prospector Park which we already have construction documents on the shelf for with a price tag of 1.8 million dollars in 2008. Silly Mountain has a conceptual design that includes a dog park also 1.8 million in 2008. County Complex detention basin proposed by County with City has parking lot, shade, restrooms available, some lighting but, has drainage issues. County Complex is a BLM leased property and would need to check if use is acceptable.Discussion stalled several years ago. We also have Superstition Shadows Park that already has some amenities in place. ASU student performed a study in 2017 related to dog park and recommended a smaller scale City of Apache Junction, Arizona Page 3 Parks & Recreation Commission Meeting Minutes November 7, 2018 minimum 1 acre park with basic amenities, closer to residential areas. Amenities should include minimum 5ft fence with separate areas for small and large dogs, shade, seating and water features. Municipal dog parks are typically funded through municipal bonds and capital improvement projects. Grants are available mostly small. After some discuss with the commission starting with one or more smaller dog parks, strategically placed received the most interest. A focus group was suggested and Jesse Gage, Walker Waldie and Heather Moeller all expressed their interest. 8.New Business 9.Call to Public None 10.Requests for Future Agenda Items Dog Park Study; Game & Fish Migration; Social Media Campaigns/Plans; Playground Lighting © Prospector Park 11.Adjournment There being no further business Chairman Standage adjourned the meeting at 7:50 p.m. Chairman Vice City of Apache Junction, Arizona Page 4 City of Apache Junction, Arizona Meeting Minutes Parks & Recreation Commission Meeting Location: City Council Chambers at City Hall 300 E Superstition Blvd Apache Junction, AZ 85119 www.ajcity.net P: (480) 983-2181 Wednesday, December 5, 2018 6:00 PM City Council Chambers 1.Call to Order Chairman Standage called the meeting to order at 6:00 p.m. 5.Acceptance of Minutes Present Excused 6 -Chairperson Standage, Commissioner Schoenbeck, Commissioner Moeller, Commissioner Gage, Commissioner Waldie, and Vice Chair Borey 1 -Commissioner Buzzin Staff Present: Liz Langenbach, Director Jamie Sullivan, Recreation Superintendent Mary March Administrative Assistant 3.Pledge of Allegiance Chairman Standage led the Commission in the Pledge of Allegiance. 4.Acceptance of Agenda 18-540 December 5, 2018 Chairman Standage called for a motion to accept the agenda for December 5, 2018 regular meeting. Commissioner Schoenbeck motioned to accept the agenda as presented. Commissioner Wa!die seconded. The Parks and Recreation Commission accepted the agenda as presented. Approved in a vote of 6 in favor 0 opposed. (yes: Borey, Moeller, Schoenbeck, Standage, Wa!die, Gage. no: none) 5.Acceptance of Minutes 18-541 November 7, 2018 Chairman Standage called for a motion to accept the minutes of November 7, 2018, regular meeting. Commissioner Schoenbeck motioned to accept the minutes as presented. Commissioner Gage seconded. Approved in a vote of 6 in favor, 0 opposed. (yes:Waldie, Gage, Moeller, City of Apache Junction, Arizona Page 1 Parks & Recreation Commission Meeting Minutes December 5, 2018 Schoenbeck, Standage, Borey. no: none) 6.Parks and Recreation Director's Report Liz Langenbach advised the commission informational items that may generate discussion that previously were presented under the Director's report will now be found as a business item allowing for discussion. Director Langenbach advised the Commissioners, that all with the exception of Commmissioner Wa!die, will find their annual copy of APRA Magazine in their packet. Commissioner Wa!die will begin receiving after annual update, which is coming up soon. Our award winning Earth Day Ladybug Event is featured on page 16 as well as several other awards we received featured throughout. Our annual Wellness Event at the MGC had approximately 50 vendors and 1500-1800 participants which has been the average for past several years, huge success as always. The annual Holiday Event & Parade was wonderful this year, very proud of staff and all departments and agencies involved. Tree lighting ceremony was awesome, Mayor invited child up to do the honors. Pool plaster renovations have begun at our community pool and are right on schedule. 7.Old Business 18-542 General Plan Discussion Liz Langenbach advised city has started general plan update process, update is required every ten years.Our current general plan is from 2010. The City's Development Services Department has begun the public input process for consideration and incorporation. Currently survey information is being collected online http://www.ajcity.net/518/2020-General-Plan Commissioner Schoenbeck advised he attend a meeting with about 16 in attendance comprised of 1 staff person, 2 commissioners and 14 citizens. His take away was our community has trust in what we as a city are doing. Commissioner Wa!die advised he received online surveys from three different platforms, which he believes will reach more of his age group. Judy Borey did advise paper copies would be better for the Chamber of Commerce clientele. Liz Langenbach further advised Development Services staff are fielding input at their front counter. The next public meeting is June 19th.Once intial information has been gathered it will be provided to public for weigh in. Commissioner Gage inquired if improvements like dog park facility need to be included in the general plan for development. Liz Langenbach advised she did not believe we would not be able to develop if not a part of the plan, but for funding reasons, i.e. grants it would be recommended. Development Services will be compiling survey data, project/plan information such as ATP, September 2017 Town Hall , lnfill-EPA Workshop and ASU Capstone project to address and City of Apache Junction, Arizona Page 2 Parks & Recreation Commission Meeting Minutes December 5, 2018 incorporate. At the Commission's February meeting we will be sharing items relating to us for review and incorporation. 18-543 BLM Update Liz Langenbach updated the commission on the status of department leases as follows: The Multi -use Trail lease has been renewed. We are in renewal process for Prospector Park and Rodeo Grounds leases, the parking lot that we utilize for rodeo grounds events is associated with the Prospector Park lease, because the Rodeo Grounds is where it is needed. We have submitted paperwork to BLM to include with Rodeo Grounds lease. This is currently in review which is a lengthy process, renewal is being considered simultaneously. Next step is the appraisal process enabling us to decide whether to get a patent w/pemianent lease following same guidelines as current leasing or purchase at fair market value allow for usage flexibility. BLM is encouraging patents or purchase, not leases the exception to this is lands with archaelogic,alsites that need to be mitigated. This would only involve our multi -use trail. Director Langenbach also shared with Chairman Standage and the commission that she attends bimonthly meeting with Pinal County and Florence as all have same contacts at BLM as well as similar concerns and needs. 18-545 Dog Park Research Liz Langenbach advised focus group consists of two very interested community members and three commission members, Heather Moeller, Walker Waldie and Jesse Gage. Meetings and tours of facilities being identified for consideration are being scheduled and conducted with plans for a meeting in January where the goal is to come up with short term and long term solutions to bring to the Commission's February regular meeting. And further advised that the development fees we are currently collecting would be able to be use for development of a dog park. 18-547 Special Event Process Liz Langenbach reviewed the City's Special Event Process for the Commission as follows: The Special Event Process is located on our City Website the easiest way to access is www:ajcity.net/events. At the bottom of the special event page under "Special Event Planning Process" is contact Information for Al Bravo for community special events or Jeff Kopp for an event in a city park.Followed by links to Special Event Process Information Handout, Vendor Process Information Handout and Special Event application. Process handouts provide the majority of the information that determines whether or not we are who you need to contact, who your contact is and what is required, as well as the special event application. We have seven City Council approved special events annually, the process for consideration starts with a meeting with department director. Other departments and groups partner on events, the Police Department partners annually on Domestic Violence Awareness, the Chamber of Commerce also partners on community events. Someone could also rent a park there are guidelines and provisions for this option. 18-548 Active Transportation Plan Update City of Apache Junction, Arizona Page 3 Parks & Recreation Commission Meeting Minutes December 5, 2018 Liz Langenbach updated the Commission on status of Active Transportation Plan. The most recent draft/survey has been shared with public at Wellness Event and Festival of the Superstitions, a lot of feedback was received especially from non -motorized youth. J2 will incorporate feedback received for presentation at joint meeting with the Parks and Recreation Commission and the Planning and Zoning Commission on January 8, 2019 for formal action. 8.New Business 18-549 P&R Marketing Plan Jamie Sullivan, Recreation Superintendent presented and answered questions on the different marketing outlets utilized and responsibilities associated to the Parks and Recreation Marketing Plan. Marketing outlets are print which includes newsreleases in local newspapers, Lizard Line featured in the AJ News fliers, insertion of the "Citizen Brochure" three times a year. School publications sports and year book, special event and activity fliers distributed to schools as well as daycares and Boys and Girls Club.Chamber of Commerce map publication, trifold handout information on MGC/Senior Programs and postings at local businesses. Social media indudes Facebook with 4729 followers, lnstagram 264 followers and Twitter with 633 followers which is monitored almost hourly by all coordinators, recreation assistants to help manage and review content related to their areas and to field questions. Websites utilized and updated include City Web page/Calendar, Parks and Recreation Web page, ApacheJunction unified School District Sports Web page, event calendars and other popular websites.All coordinators assist with management and update accordingly. Other marketing avenues included City's electronic messaging marquee; cable slides, banners, direct emailing, Google, ActiveNet, Radio-SkyLab, collaborations, partnerships and events. Commissioner Wa!die expressed his interest in the social media aspect of marketing and offered his assistance. 18-550 P&R Commission Elections Chairman Standage opened the nomination for Parks and Recreation Commission Chairperson. Frank Schoenbeck nominated Wayne Standage. Chairman Standage called for additional nominations for Chairperson 3 times. Nominations were dosed and role call voting in order of nomination commenced as follows: Wayne Standage for Chairman received 6 ayes and 0 nays Commissioners Borey, Wa!die, Jesse, Moeller, Schoenbeck, Standage 6-0 Chairman Standage opened the nomination for Parks and Recreation Commission Vice -Chairman. Judy Borey nominated Jesse Gage. Chairman Standage called for additional nominations for Vice -Chairperson 3 more times. Nominations were dosed and role call voting in order of nomination commenced as follows: Jesse Gage for Vice -Chairman received 6 ayes and 0 nays Commissioners Standage, Borey, Wa!die, Moeller, Schoenbeck, Gage 6-0 City of Apache Junction, Arizona Page 4 Parks & Recreation Commission Meeting Minutes December 5, 2018 9.Call to Public None 10.Requests for Future Agenda Items Rodeo Grounds Usage Report 11.Adjournment There being no further business Chairman Standage adjourned the meeting at 7:22 p.m. City of Apache Junction, Arizona Page 5