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HomeMy WebLinkAbout2018.12.05 PRC Minutes City of Apache Junction, Arizona Meeting Location: City Council Chambers Meeting Minutes at City Hall • 300 E Superstition Blvd Parks & Recreation Commission 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 6- Chairperson Standage,Commissioner Schoenbeck,Commissioner Moeller, Commissioner Gage, Commissioner Waldie, and Vice Chair Borey Excused 1 - Commissioner Buain 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 Waldie 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, Waldie, 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 Pagel 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 Waldie,will find their annual copy of APRA Magazine in their packet. Commissioner Waldie 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 Waldie 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 , Infill-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/permanent 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 archaelogical sites 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,Adkone 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 includes Facebook with 4729 followers, Instagram 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 Waldie 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 closed and role call voting in order of nomination commenced as follows: Wayne Standage for Chairman received 6 ayes and 0 nays Commissioners Borey,Waldie, 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 closed 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,Waldie, Moeller, Schoenbeck, Gage 6-0 City otApache Junction,ANzona 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. Chairm Vice-Chairman City o/Apache Junction,Arizona Page 5