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HomeMy WebLinkAboutMinutes - Parks and Recreation Commission 11/03/2015TO: FROM: DATE: SUBJECT: CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT INTEROFFICE MEMORANDUM Rachelle D. Klassen, City Clerk Angie Marron, Clerical Assistant January 5, 2016 Submission of Minutes for the Parks and Recreation Commission Attached for your records are the approved minutes of the Parks and Recreation Commission Meeting of Tuesday, November 03, 2015. Please let me know if you have any questions or need additional information. Thank you. Attachment (as noted) CITY OF PALM DESERT MINUTES PARKS AND RECREATION COMMISSION REGULAR MEETING TUESDAY, NOVEMBER 03, 2015 — 8:30 a.m. Administrative Conference Room — Palm Desert Civic Center 73-510 Fred Waring Drive, Palm Desert, California 92260 I. CALL TO ORDER Chair Deborah Hall convened the meeting at 8:30 a.m. II. ROLL CALL Present: Absent Chair Deborah Hall Vice Chair Jerry Dawson Commissioner Raymond Rodriguez Commissioner Randy Guyer Commissioner Kim Housken Commissioner Lynn B. Jutovsky Commissioner Mary Helen Kelly Commissioner Mike Hardin Commissioner Lindsay Holt, Alternate Ex-Officio Members: Rob Ballew, YMCA of the Desert Kevin Kalman, Desert Recreation District Also Present: John M. Wohlmuth, City Manager Mark Greenwood, P.E., Director of Public Works Ryan Stendell, Senior Management Analyst Sabby Jonathan, Council Liaison Van Tanner, Council Alternate Liaison Angie Marron, Recording Secretary Guests: Karen Creasy, YMCA of the Desert Brenda Nutcher, Desert Recreation District Laura McGalliard, Desert Recreation District Tim Skogen, First Tee - Desert Recreation District Aiden Brossfield, Youth Committee Liaison PARKS AND RECREATION COMMISSION MINUTES NOVEMBER 03. 2015 III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING OF TUESDAY, SEPTEMBER 01, 2015 Rec: Approve as presented Upon a motion by Commissioner Kelly, second by Commissioner Guyer, carried by a 9-0 vote of the Commission, (AYES: Kelly, Guyer, Hall, Dawson, Rodriguez, Housken, Jutovsky, Hardin, Holt; NOES: None) the Consent Calendar was approved as presented. V. NEW BUSINESS A. INTERNATIONAL SPORTS FESTIVAL / SENIOR GAMES OPENING CEREMONY Brenda Nutcher stated that the Registration for the International Sports Festival opened Oct 1st. There is already a considerable amount of people that have signed up for this event; not to mention pickleball being the most popular sport. The dates for this event are set for, February 18-21, 2016, and it will not be in tune with holiday weekend due to overcrowding and high prices for hotels. Ryan Stendell mentioned that the request to host the opening ceremony at the Palm Desert Community Center on February 19th, is still being processed and it will go to council for final approval. Commissioner Guyer mentioned that people in San Diego are already talking about the event set for February 2016. Ryan Stendell mentioned that over 70 percent of participants are people from out of town. Commissioner Kelly moved to motion, to approve Staff Recommendation for the opening ceremony at the Palm Desert Community Center for the International Sports Festival / Senior Games Opening. Motion was seconded by Commissioner Guyer, and carried by a 9-0 vote (AYES: Kelly, Guyer, Rodriguez, Dawson, Housken; Jutovsky, Hardin, Hall, Holt, NOES: None) B. FACILITIES USE AGREEMENT UPDATES PARKS AND RECREATION COMMISSION MINUTES NOVEMBER 03, 2015 Ryan Stendell stated that in the news, there had been quite a few reasons to understand why the DRD and the City are taking this challenge on. It seems that through time, managing sports leagues, not only dominates conversation of staff, but is also a high priority at our trade organization. National Park and Recreation Association, the California Parks and Recreation Society Conferences that generally have a lot of breakout sessions that tell you how to better manage leagues. Mr. Stendell feels that one of the values in working with the DRD is their knowledge of what's going on with other cities and here in Palm Desert. The Youth Sports Facilities Agreement is being proposed to provide a transparent environment. Mr. Stendell feels that what we are asking for is fairly reasonable in any sports league; we are not asking for a lot of data or anything that they wouldn't already be providing in their annual tax statement, we just need the best information on file to make sure everything is running smoothly. Commissioner Kelly feels that if we get too involved with the books and auditing, we can be a liability. Ryan Stendell responded briefly, and stated that the leagues are not paying for field space. This is why we are trying to take the extra step, because the City is actually giving field space for free to the youth sports leagues, and are heavily subsidizing the leagues with resources from the City. Sabby Jonathan suggests eliminating or modifying No. 5 on the revised Agreement, and strongly feels it is impractical; we shouldn't have the responsibility of auditing, or have access to books. Kevin Kalman stated that there is always a great potential for abuse with leagues. Our initial goal is to not have a for -profit, but to make sure that they are truly keeping up with their insurance, and other important paper work. Commissioner Guyer asked if we would have any sort of liability in any way. John Wohlmuth stated that the City could have a bit of a liability, along with some technicality issues. Just the use of the fields can be considered use of public funds, because soccer park fees are paid to the DRD and transferred to the city. Commissioner Guyer asked if there were issues with Palm Desert kids playing outside the City leagues. Brenda Nutcher stated that there isn't an issue, and we still get a lot of kids from other leagues, with better experience. Other groups always come looking for space as well. Ms. Nutcher also mentioned that Friday Night Lights has been really successful. Commissioner Rodriguez expressed that this feels like a high standard requirement for parents who just want their kids to play sports. The 3 PARKS AND RECREATION COMMISSION MINUTES NOVEMBER 03, 2015 majority of the youth sports leagues are volunteers, and ,we should just keep requirements at a minimum. Sabby Jonathan feels we don't need the audits, this agreement should specify just the necessary information, with financial records. As amended by the Commission, No.8 will be eliminated from the Agreement, and No.5 will be modified accordingly to allow staff to review financial records if needed. C. AQUATIC CENTER ANNUAL PRESENTATIONS (PRESENTATION BY STAFF) Karen Creasy presented the Aquatic Center Annual Presentation: • SAFETY - Without safety there is no Aquatic Center, it's the way we hire, train, and we will continue to do so throughout the year. Constant training, drills, and vigilance is necessary to be safe. There are 121,000 people that have gone through our gates. We also have daily swim tests, and first aid incidents that have all been handled professionally. No deaths or major incidents to report; and we passed all safety inspections. • PROGRAMMING — There are many different ways to program facilities so that they can be more revenue based. Vertical programming into the pool, physical therapy, water polo, increase in swimming lessons, water aerobics, and an increase in lane rentals. A lot of people rent space from the center for birthday and any other special occasion. Palm Desert swim clubs continue to swim at the center, we also offer life guard classes, and CPR classes as well. Field trip numbers are really high, and facility rentals are also doing considerably well. • FACILITY MAINTENANCE - Mike maintains the facility on a daily basis; reason is we are in the 4th year with this facility that runs at max capacity all day long, with very little down time. There has also been an increase, and will continue to be an increase in annual maintenance cost, which is the norm and nothing to be concerned about due to the nature of the pool industry. We are using the appropriate resources and are doing the things necessary to maintain the facility accordingly. • FINANCIALS — The Aquatic Center nailed it last year, almost 64% in revenue. The big number to be concerned with is the General Funding, and estimating that the city might have to kick in $750,000 in year five. The City is certainly looking at half a million contribution at least, even at full capacity. Pools can tend to be budget busters, but it's great that we are able to offer this wonderful facility to the community of Palm Desert. 4 PARKS AND RECREATION COMMISSION MINUTES • j1: ; 1 • INCOME & EXPENSES - First year that both programming and space rentals were almost at the same percentage point. Rental equipment, space rentals, special events, daily admissions, programs, food and beverage merchandise. Daily admissions will always and continue to be the facilities largest contribution, almost $400,000. Eighty percent of expenses are attributed to staffing, maintenance annual contracts, and utility expenses as well. • FUTURE GOALS — Future goals, continue to provide a high level of safety, achieve 60% revenue, host one large swim meet, add two additional full facility rentals, increase swim lessons by 20%, start a monthly health lecture series. • EXPANSION PLANS - When the Aquatic Center was approved by City Council, a small expansion area was also approved. There hasn't been much talk about it since then, up until now that it came up through the strategic plan process. The strategic planning parks table said it's a great idea, but make sure that the expansion only furthers the Cities cost recovery goals. • CONCLUSION — We are looking at something that separates the vertical and horizontal swimmers, and that is probably where we make the best bang for your buck. When asked if the other two pools at the center are under-utilized, Karen stated that they are not under-utilized, it's a different type of pool and it is shallow, so it brings in different use. Commissioner Rodriguez asked what lessons have been learned and what has been created, so that it can be applied to the next one. Ms. Creasy stated that the stairs have come in handy, and where the diving boards are placed, is not the best choice. Ms. Creasy stated that there is good and not so good, nevertheless, the Aquatic Center is a gold star facility, with a high end filtration system, and cabana use that will expand in the future. VI. CONTINUED BUSINESS None VII. OLD BUSINESS None Vill. PRESENTATIONS AND UPDATES A. Y-BE-FIT PALM DESERT CHALLENGE — FOLLOW UP l9 PARKS AND RECREATION COMMISSION MINUTES A brief video was presented, there were about 1014 people that turned out for the Y-Be-Fit Challenge, along with the mini triathlon and the relay portion being a new addition, one school brought 200 kids, we are very thankful for that and we are challenging all the other schools for next year's event. Sunday was a great day for the event, traffic was at a minimum. There were 19 servicemen with their families and lunch was free for them as well. It was a great turn out, and are honored that the city sponsored such a fantastic event. B. PARK USE REPORT - Ironwood Park Chair Hall expressed her concern regarding El Nino, but also inquired about the drainage area, and wants to make sure that all drains are clean and cleared out. The park itself is in great condition, and has the best playground in town C. PALM DESERT AQUATIC CENTER None D. FAMILY YMCA OF THE DESERT Rob Ballew stated that the youth council did a great job volunteering for the Y-Be-Fit Challenge. Currently the YMCA is involved in: Flag Football — 150 people Basketball — sign-ups are available now, and program starts in January Y Rookies — goes throughout the year Soccer — 160 people, and 3 sessions going on Major fundraiser going on this Saturday, November 7th, called the Ho Down, which will take place at the Agua Caliente Casino, and hope to raise over $100,000. E. DESERT RECREATION DISTRICT Kevin Kalman stated that he is currently working on an existing infrastructure as well as working on expanding parks for communities. On Friday, November 6th at 10 am in Mecca they will be having a dedication ceremony, dedicated to a local teacher, Danny Martinez. Also kicking off is, save Pawley Pool campaign, new stuff they have been doing is funded by grants, however we are running into some issues with water related projects, specifically ones that are not conserving waters. That will be our foundation's main focus for the coming years. In the process of getting 0 PARKS AND RECREATION COMMISSION MINUTES NOVEMBER 03,2015 solutions to the foundation with issues that exist in the Community Center, and are also doing major repair on the roof in preparation of El Nino. Brenda Nutcher is starting up a new drum class and they are also offering a fall camp for three days. Programs are going strong, and hula class has taken off. Tim Skogen stated the First Tee is starting its third week of fall sessions. First Tee is also expanding for a special needs area with the Brail Institute. The golf course reopened yesterday, and they are rolling out foot golf. We are actively working on building the First Tee Board with about 5 members to be more engaged and involved. There will be a bit of a change on how the Golf Center and First Tee will be presented in the future. IX. COMMISSIONER COMMENTS Vice Chair Dawson mentioned he will be honored at Civic Center, and invites everyone for Veteran's Day at the Amphitheatre at 11 a.m. Commissioner Hardin gave a brief summary of the golf cart parade, and according to the media, there were 25,000 attendees and every year it seems to get bigger and better. It was a wonderful turn out and highly successful, along with great assistance. X. ADJOURNMENT With unanimous consent of the Commission, the meeting was adjourned at 10:05 a.m. Angle Marron, Recording Secretary f7