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HomeMy WebLinkAboutParks And Recreation Board - Minutes - 02/26/2014Parks & Recreation Board Meeting – February 26, 2014 Page 1 of 4 BE A GOOD STEWARD: Protect & Respect your Parks, Trails & Recreation Facilities Call Meeting to Order: Dawn Theis called the meeting to order 5:34pm. Agenda Review & Items of Note: Introduction of Mike West, the newest Park Ranger. Bud Bredehoft spoke about the Park Rangers mission and their main focus which will be working on owner/pet behaviors, conflicts with loitering, transient issues, vandalism, and safety. Now that there are two Park Rangers patrol of the parks can happen 7 days a week; they will each work 4 – 10 hour days. They are able to patrol via truck, biking or walking. They will educate first, but they are able to issue civil fines if necessary. Citizen Participation: None Approval of Minutes: Discussion: None Jessica MacMillan made the motion to approve the Parks & Recreation Board minutes of January 22, 2014, seconded by Scott Sinn – Minutes approved 6:0 Meeting Summary • The Recreation staff is working on the Recreation Operational Plan developing the Mission, Vision and Values for Recreation. They will also be working on strategic planning to determine the cost of doing business so they can value their programs and fees objectively. • The Board elected officers for 2014, all votes were unanimous. o Chair, Bruce Henderson o Vice-Chair, Jessica MacMillan o Secretary, Dawn Theis • The 2015/2016 BFO offers are being developed and submitted for the first round in April. The focus this year will be on the seven outcomes and enhancements. PARKS AND RECREATION BOARD MINUTES Regular Meeting Wednesday February 26, 2014 5:30 p.m. Board Chair: Bruce Henderson, Chair 2013 bmhender6@gmail.com Council Liaison: Gino Campana – gcampana@fcgov.com Staff Liaisons: J.R. Schnelzer, 970-221-6301 – jrschnelzer@fcgov.com Craig Foreman, 970-221-6618 – cforeman@fcgov.com Bob Adams, 970-221-6354 – badams@fcgov.com Parks & Recreation Board Meeting – February 26, 2014 Page 2 of 4 Full Minutes AGENDA ITEMS: Recreation Operational Plan Update – Jamie Sabbach, Consultant 110 Percent, LLC Phase I – Kick Off on January 9 • Develop project teams from Recreation • Staff Workshops – January & February • Focus Group Meeting with Staff – February • Focus Group Meeting with Community Representatives – March • Community Response and Trends Analysis – Ongoing • Completion of Phase I – end of April At the staff workshops we talked about a strategic plan. In order to develop Mission, Vision and Values, the first thing that needs to be discussed is “who are we”? Values have to be upheld and embraced by all staff members. There should also be direct connectivity between Recreation’s values and the city-wide values and they need to become operational. The vision is a look into the future, but it needs to be realistic, so staff was asked to create ads for Recreation 2024. The mission asks: who we serve, what we provide, why we provide it and how we provide it. The mission is fine-tuned as we move forward with the strategic plan. By performing a SWAT analysis (Strengths, Weaknesses, Opportunities and Trends) Recreation will be able to define who they are and where they want to be and determine organizational priorities. After all the data has been gathered, we can create the Operational Plan with goals, action items, timelines and performance measures and report back out. Once the Plan is developed it will be implemented, clarified, evaluated and monitored with the understanding that it is an evolving document. Phase II will focus on: • Real Cost of Doing Business • Specific Market Position • Complete Landscape • Financial Viability – Cost Recovery • Service Categories • Public Service – Dual Benefit Services – Private Services • Market Position and Opportunities • Competition • Phase II completion by the end of the year. This is a very aggressive timeline to develop the Operational Plan, but we are confident that we can make this happen. Discussion Board – How many staff members are involved? Staff – All full-time staff members have to participate; and we have a couple of full-time hourly employees that are also participating so that about 45 employees. Board – How many hourly employees do you have? Staff – about 300 plus Board – Do you do cost recovery now? Staff – This has been a big challenge, we currently look at direct cost but have never looked at full cost recovery. Board – With cost recovery being a goal, how do you handle the political part? Staff – We’ll work with groups and it should show us the types of services we should be providing and how they relate back to the mission, vision, values. Board – How will you implement new fees? Staff – In some cases we are still charging the same fees we had in 1989, so I’m not sure if we will slowly increase or just make the leap to the new fee, it will be the best method with the market. At least an increase will be due to informed costing. Board – When will get an update on the Plan? Staff – We should have something to report on in April or May. Parks & Recreation Board Meeting – February 26, 2014 Page 3 of 4 Election of P&R Board Officers In Bruce’s absence, Dawn reported that Bruce would like to continue as Chair unless another member had an interest. P&R Board Chair 2014: Bruce Henderson Bruce Henderson was nominated for P&R Board Chair by Dawn Theis, seconded Scott Sinn, VOTE: 6:0 in favor P&R Board Vice-Chair 2104: Jessica MacMillan Jessica MacMillan was nominated for P&R Board Vice-Chair by Dawn Theis, seconded Scott Sinn, VOTE: 6:0 in favor P&R Board Secretary 2014: Dawn Theis Dawn Theis was nominated for P&R Board Secretary by Ragan Adams, seconded Scott Sinn, VOTE: 6:0 in favor The selection of the BAC representative was tabled until the March 26 meeting to see if the new members would be interested in being the liaison. Ragan Adams said she would go to the next BAC meeting until a representative was decided on in March. BFO Overview/Process – Craig Foreman The BFO Process is the same as in the past and basic information can be found at: http://www.fcgov.com/bfo/ The focus this year will be on the 7 outcomes: Economic Health, Environmental Health, Community and Neighborhood Livability, Safe Community, Culture and Recreation, Transportation, and High Performing Government Each outcome area has a “buying” team made up of city staff and two citizens. Each program/service within the general fund competes for the general fund budget by making an offer to outcome area(s). The offer contains a description, justification, revenue, expenditures, administration, etc. The offer is reviewed by the “buying” team and is ranked; offers with a low ranking that fall below the drilling platform are not funded. Offers this year will be streamlined this year to focus on enhancements only. The estimated schedule is: • Set desired outcomes April by Council • Forecast revenue entered in March • Outcome Team request for offers starts March 10th • Sellers 1st round offers due April 18th • Public engagement to the end of May • Sellers final offers due June 6th • Outcome Teams final drilling platform due June 27th • Recommended budget – August 29 to Darin • Public input – Sept/Oct – City Council W.S. • Adopt budget – Nov 18th – City Council STAFF UPDATES Parks Updates • The Gardens’ Annual Report is in and they had a successful year. • We are working with ELCO Water District for access at Lee Martinez Park to replace a waterline. • Results of the Citizen’s Survey show Recreational Trails and the Parks at 96%, The Gardens at 91%, Cemeteries at 86% and Golf at 85%; so overall we are very pleased. Recreation Updates • Results of the Citizen’s Survey show EPIC at 85%, Pottery Studio at 83%, Senior Center at 82%, Adult Recreation at 79%, Youth Recreation at 79%, Mulberry Pool at 72% and Northside Aztlan Center at 82% • The mass registration on February 20th showed a 20% increase in revenue with 70% of the registrations on-line; and there were no complaints. The Youth Activity Center was the top program moving Aquatics to second. Board – Just a suggestion, it would be helpful on the front-page search to be able to put in the class number. Parks & Recreation Board Meeting – February 26, 2014 Page 4 of 4 • The Senior Center expansion target soft-opening is June 13, with a grand-opening in July. We are also deciding if there should be a name change which is supported by all the members. • We should have information to share about the design of the Foothills Activity Center (Formerly the Youth Activity Center) next month. Board – What about the reduced rate program, is this being serviced well? Staff – This is part of the information we’ll find out with the Operational Plan. Park Planning Updates • The Poudre Trail through the Woodward site should be in by March, and we’ll have to work on how we’ll fence this off from the construction site. • CDOT Mulberry bridge project is not out for bid yet, but should be in April or May; then we’ll be able to relocate the trail. Bicycle Advisory Board Liaison Update A Bike Master Plan is in the works and there will be a meeting in March. There will also be an on-line survey coming out. Board Work Plan Items Discussed and assigned members to various work plan items. • Budget – Bruce Henderson - No Update • Communications – Jessica MacMillan & Dawn Theis – There was a Boards & Commission Meeting on February 24. Currently, there are 27 Boards and Commissions and the thought is that some could be sub-committees of other Boards. In addition, some Boards discuss topics that don’t align with Council initiatives, so they are looking at possibly assigning a Board under each outcome. Board Chairs will be invited to a special meeting to focus on this further and get direction from Council. • Sustainable Practices – Scott Sinn & Carey Wilkening - No Update • Parks – Michael Chalona - No Update • Trails – Mary Carlson & Brian Carroll – On the Fossil Creek Trail by Fossil Creek Park where the underpass will go, there used to be a brick factory building. As part of the design process they are going to try to incorporate information about the old factory. • Recreation – Dawn Theis - No Update • Other Projects/Programs  Natural Areas – Brian Carroll & Mary Carlson Schedule of Articles/Calendar No update. Dawn handed out copies of the schedule of articles to the Board members. Bullet Points • Meeting the Park Rangers and learning about their mission • Update on the Process being done to develop Recreations Operational Plan • Election of Officers • Update on the BFO Process Adjournment: Meeting adjourned 8:25pm Respectfully submitted, Carol Rankin Carol Rankin Administrative Supervisor Parks Board Approved Minutes 3/26/14: 8:0 Board Attendance Board Members: Ragan Adams, Brian Carroll, Michael Chalona, Jessica MacMillan, Scott Sinn, Dawn Theis Staff: Craig Foreman, JR Schnelzer, Bob Adams, Carol Rankin, Bud Bredehoft, Mike West Guest: Jamie Sabbach, Consultant