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Minutes - 1/24/2005City of Boulder Parks and Recreation Advisory Board Minutes January 24, 2005 City Council Chambers 1777 Broadway 6 p.m. Board Present: Susan Osborne, Chair; Pam Hoge, Vice Chair; Edwazd von Bleichert, Thomas Sanford, Suzanne O'Neill, Stu Stuller and Thomas Blackburn Staff Present: Doug Hawthome, Jan Geden, Mazy Austin, Sarah DeSouza, Jeff Lakey, Jim Reasor, Lisa Bondi, Al Quiller, Kate Bernhazdt, Steve Whipple, Stacy Cole, Jamie Sabbach I. APPROVAL OF AGENDA The agenda was approved. II. PUBLIC PARTICIPATION Public participation was opened. Steven Markowitz, 3400 Penrose Place, Boulder, 80301, spoke in favor of keeping the ballfields at Iris available for Little League play. O'Neill asked if the North Boulder Little League had any discussions with the Counry about the land being for sale. Markowitz replied that no, the group did not know that the land was for sale. Peter Richazds, 470 University, Boulder, 80302, handed out a document representing all of the fees paid to the Boulder Reservoir in 2004. Doug Hawthorne had given him this information. He said that there aze inequities between events, Kinetics in particulaz. He suggests adding an expected attendance column and a number of spectators column to the document. He is concerned with the equity of the fees that are being collected at events at the Reservoir. Public participation was closed. III. CONSENT AGENDA The minutes from the November 22, 2004 meeting were approved with changes. IV. MATTERS FROM THE DEPARTMENT Hoge asked what the schedule is for the sale of the Ballfields at Iris and if it will come to the PRAB in February. Lakey said thad he has been corresponding with Arlen Stokes at the County, who will be meeting with the County Commissio»ers about a possible price for the ballfields. 0'Neill asked if the County has expressed concern about the fields remaining as Little League fields or not. Lakey said that he does not have that information at this time. 0'Neill suggested that the County and/or City communicate with the Colorado Rockies about the site. Osborne asked what level the PRAB should be involved in regazds to the Work Plan. O'Neill asked where the non-salazied budget impacts were and how they are being prioritized. Lakey said that staff is beginning the prioritization process. Sanford asked about use of language such as collaborate and participate. He said that there should be more specific language about specific actions that can be measured and therefore managed efficiently. Geden said that the PRAB has not yet been given the list of tasks that are involved in each objective. Osborne asked which items aze relevant to the PRAB vs. operational. She suggests that staff outline specific information to PRAB members that will be of interest throughout the year. Geden said that the city has conducted an RFP process for the Boulder Creek Festival for 2006. Four proposals were received and interviews will be held on Mazch 4~'. She invited any interested PRAB members to participate in the interview process. Tom Blackburn said that he will attend Hawthorne gave an update on the Central pazk locomotive. The locomotive will be restored to full operating condition, and will be used on the Georgetown Historic loop for ten seasons. Sanford asked what happens after ten yeazs. Hawthorne said that city council needs to fznd a permanent home for the locomotive and that moving the Depot and the locamotive together to one location is a possibiliry. Geden said that staff will be making a presentation before City Council about the Foothills Community Park prairie dog barrier on February 1 St. Osborne asked that staff send PRAB members an electronic copy of the agenda item. Geden said that the PRAB member's responses will be included as an attachment in the Council agenda item. PRAB Meeting Mmutes 1/24/2005 - Page 2 Geden said that trapping has begun at Foothills Community Park. The department is working under the assumption that a barrier will be constructed, possibly beginning in mid- February. O'Neill asked if staff has interviewed other companies or agencies that trap prairie dogs. She knows of companies that may be more economical than who the department is currently using. Geden said she will follow up with Jeanne Scholl about that question. V. MATTERS FROM BOARD MEMBERS Osborne asked what the process will be regazding the Master Plan disc golf analysis. Lakey replied that staff is working on prioritizing items in the Master Plan. He does not perceive the disc golf course analysds to require a lot of work, but it is very important. Geden said that the committee (including PRAB members) will be meeting in the next few weeks and should address this issue. Hoge said that she heazd that the Boulder Valley School District (BVSD) is considering selling Mapleton and Washington schools. Osborne said that the city has first right of refusal to purchase certain lands, and that there is a memorandum of understanding between the city and BVSD. O'Neill asked Hawthome to address the perceived inequity of events at the Reservoir. Hawthorne said that the event organizers would like a consistent fee structure at the Reservoir. He thinks that staff should look at each event individually, the timing of events and the amount of use. Historically, Kinetics paid other city departments large amounts of money in addition to the Pazks and Recreation department. An agreement is in process between KBCO and the department for 2005. Because of budget constraints, the Reservoii in particulaz needs to significantly increase its revenues this yeaz. Osborne said it seems that the department could be vulnerable to being accused of inequities because of a lack of a fee structure. Geden said that staff is considering moving towazds a per-person fee for some of the larger events at the Reservoir. Discussions aze occurring with City Council regazding the possibility of an admissions tax. Osborne suggested that staff consider creating some criteria in order to standardize the fee structure at the Reservoir. Stuller said that some events require complex negotiations and may be difficult to achieve from a menu style policy. Sanford said that while there aze exceptions, there are some fixed costs that could contribute to setting up a fee structure. PRAB Meeting Minutes U24/2005 - Page 3 VI. ITEMS FOR ACTION VIL ITEMS FOR DISCUSSIONfINFORMATION Recreation Division Restructure Jamie Sabbach, Recreation Superintendent, gave a presentation about the recent re-structure of the division. She said that the Recreation division is responsible for over five out of seven million dollars in user fees. The division has a lazge staff and makes a huge impact on the community. New Administratorslpositions are: Center Management - Tom Kramer Programs - Steve Whipple Aquatics - Stacy Cole Access and Inclusion - Colleen Fitzgerald Sports - Teri Olander Special Projects/Planning-A1 Quiller The next stage of the restructure is in process. Fund 118 Analvsis Geden explained that Jim Reasor and Kate Bernhardt have completed an in-depth study of Fund 118 which is crucial for the Master Plan process. Bernhardt said that the department is halfway through the twenty-year period of the sales taY, therefore ii was decided to study the spending patterns and determine what still needs to be accomplished. She explained the history of the ballot language and what the monies were intended to be used for, based on the Master Plan at the time. The departmenYs goals for the use of the money were to acquire lands (neighborhood parks, pocket pazks, city pazks and mountain pazks), to take care of the land acquired for mountain pazks; to expand educational programming; and to improve recreation facilities, namely the Recreation centers and pools. The language did not commit the department to develop any specific number of acres. Funding not identified by the ballot language include Adminisuation, Planning and Recreation in order to maintain the additional acquired lands. The actual ballot language allowed for general use of the remainder of any funds as needed. 1996 projections for the sales tax collection were $130,310,316 and actual dollazs collected were $44,114,600 (a total projected funding discrepancy of $10, 884,274 between the originai 1995 projection and current projections). Osborne said that projecting sales taY revenue is very difficult and that the department should use extreme caution in calculating ftxture projections. Geden said that between now and when the tax is scheduled to sunset, the assumption is that a11 of the taxes collected will be less than projected. Von Bleichert asked what the requirements for spending an overage would be if by some chance the funds came in higher than projected. Reasor said that he is not aware of any legal requirements, but that the city would most likely like to have it resolved within a year or two if that situation actually occurred. PRAB Meeting Minutes 1/24/2005 -Page 4 Hoge asked if one half of the funds are committed and the other haif is discretionazy. Bernhardt said that staff is in the process of investigating that guestion. Hoge said that she is concerned that the voters may think that if the requirements have been satisfied that they may want the taY to be stopped. O'Neill asked if staff could supply PRAB members with the actual ballot language in the next boazd packet. Hoge said she would like to see funds set aside for the future purchase of land. Bernhazdt said that the department purchased almost three times as much land as they had intended, and that maintaining the land has become a major issue due to budget shortfalls. Osborne asked if the majority of the extra land purchased was Area III, therefore not requiring a high level of maintenance. Bernhardt replied ihat 191 out of 395 acres are Area III and that in the past, staff underestimated the actual costs of maintaining developed park lands. Geden said that work is underway in regazds to identifying actual costs of maintaining all of the departmenYs assets. Hawthorne said that the Parks division recently did a study averaging actual maintenance costs in 1992-1994, not including Mountain Parks, the Reservoir or the Peazl Street Mall. Costs aze significantly more than what was spent last yeaz, not including the Fund 1118 money. They also studied what level of maintenance each site required. Sanford said that continuing to buy land and to not be able to maintain it does not make sense. Osborne commended the staff for doing this difficult reseazch about Fund 118 and the actual costs of maintaining our assets. The current situation is very different; we have fulfilled the initiatives of the last Master Plan and we no longer have the ability to maintain the lands. It is very important to take this into account in formulating the current Master Plan. It is the job of the PRAB to be awaze of circumstances beyond staff control and to help the department forecast to the best of their ability. Von Bleichert asked how much money is still available. Geden replied dhat staff ds working on developing a tiered structure to determfne the next steps should the budget sdtuation change !n either dfrection. Von Bleichert asked if the department is able to sell off lands that they aze not able to develop. Geden said that the department can dispose of land with the PRAB's approval, and that she will consult with the City Attorney. VIIL FUTURE BOARD ITEMS AND TOURS IV. NEXT BOARD MEETING - January 24, 2~05 PRAB Meeting Minuces 1/24/2005 -Page 5 X. ADJOURN The meeting adjoumed at 9:03 p.m. APPROVED BY PARKS AND RECREATION ADVISORY BOARD: Susan Osborne Board Chair Attest: , ; ~ Q i M. ushn Recording Secretary PRAB Meeting Mmutes 1/24/2005-Page 6