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HomeMy WebLinkAboutMinutes - 10/22/2012 City of Boulder Parks and Recreation Advisory Board West Senior Center Creekside Room 909 W. Arapahoe Avenue October 22, 2012 Action Meeting Minutes To listen to the Parks and Recreation Advisory Board meetings in their entirety, please go to the following link: www.bouldeMarks-rec.org Board Present: Bob Yates, Michelle Estrella, Myriah Conroy, Kelly Wyatt, Mike Conroy, Mike Guzek Board Absent: Rick Thayer Staff Present: Kirk Kincannon, Jeff Dillon, Alice Guthrie, Abbie Poniatowski, Sarah DeSouza, Sally Dieterich, Jennifer Bray, Teri Olander, Alison Rhodes, Colleen Fitzgerald, Nancy Utterback Guests Present: Steve Wolter, Executive Director, Eppely Institute for Parks and Public Lands Austin Hochstetler, Project Manager, Eppley Institute for Parks and Public Lands Tim Downing and Ron Broome, Christy Gunter, Pottery Lab Working Group members The meeting was called to order at 6:13 p.m. 1. APPROVAL OF AGENDA The agenda was approved. II. FUTURE BOARD ITEMS AND TOURS Kincannon provided the following timeline update on future board items: • 11 /26/12 PRAB meeting moved to 11/5/12 due to 11 /27/12 council master plan study session falling on 11/27/12 - PRAB materials need to be submitted to council by 11/12/12 • 11/5/12 PRAB meeting - Chautauqua guiding principles • 11 /12 or 12/12 PRAB meeting - Boulder Reservoir Master Plan Update • 11/27/12 - City Council study session on the department master plan - first hour with PRAB as a joint meeting • 12/12 4th qtr. - Thunderbird Lake at Burke Park concept plans • Follow the master plan at www.boulder.parksandreeplan.org 111. PUBLIC PARTICIPATION Public participation was opened. 1 No one spoke. Public participation was closed. IV. CONSENT AGENDA A. Approval of minutes from September 24, 2012. The minutes from September 24, 2012 were approved as written. B. Informational Items 1. Park Development Update - Capital Improvement Bond Park Development Update, Boulder Reservoir Improvements, Thunderbird Lake Update 2. Department Awards Written updates on these items were provided to the Board as part of the packet materials. Board Chair Yates explained that these items are informational items that require no Board action or discussion. If the Board prefers more detailed information or discussion, that item would be moved to Agenda Item VI, Items for Discussion/Information. V. ITEMS FOR ACTION There were no Items for Action VI. ITEMS FOR DISCUSSION/INFORMATION A. Master Plan Study Session Report Out, Next Steps for Council Joint Session, Public Meetings Schedule Jeff Haley, Parks and Planning Manager, provided a short historical background on the master plan update process which reviews the 2006 department master plan, refines and moves it into the future. Haley discussed the master plan process and timeline, illustrating the larger community process/public outreach and how it merges with the overall process. He said the Parks and Recreation department master plan falls within the larger community process and community goals. He noted the Boulder Valley Comprehensive Plan (BVCP) and the community sustainability framework from that plan which filters into each City of Boulder department master plan. He added below what develops the department: • Capital Improvement Program • Budgets • Programs/services offered He said the sustainability framework permits the department to measure and evaluate all considerations through the planning process to determine how that meets community goals. Sustainability goals relate to: • Energy • Community character • Natural resources • Good governance Master plan timeline: The timeline for the master plan is from September 2012 through September 2013 with the department currently in the background research phase, which looks at the state of the department. The process will include background research, needs assessment and action plan. Background research: • Community input through public surveys • 10/24, 10/25, 10/27 - Public outreach meetings to address key issues • 1115 PRAB meeting - Public survey results • PRAB input • City council input • 2012 quarter 4 - strategic meetings/study sessions with PRAB and city council from summary of research findings Needs assessment: • Integration with other plans • Level of service analysis • Mission clarification • Program favorites • Funding priorities Action plan: • Recommendations • Action plan • Investment strategy • Preliminary draft plan • Draft final plan Final plan: • 7/13 PRAB meeting - Public hearing for plan recommendation • 9/13 City council meeting - Final adoption Rhodes noted that a Parks and Recreation Department master plan update page will be available on the City of Boulder websiie PRAB page with data organized by topic: • Background studies and research • Public engagement • Needs assessment • Draft issues, opportunities and action plan • Draft master plan report • Final master plan update report She added that the link to this page will be emailed to PRAB tomorrow. B. ADA Transition Plan Staff Presentation Haley presented a brief update on the Americans with Disabilities Act (ACT) Transition Plan. He said the transition plan was created by the department to define the path required to meet the revised and updated ADA guidelines and standards. He provided a short verbal history. s • Introduction and overview of revised guidelines: The Department of Justice (DOE) revised the Title 11 regulation relating to nondiscrimination on the basis of disability in state and local governments. • Why we need the plan: In 2010 the Department of Justice revised the standards and guidelines that affect Title 11 public entities - recreation and park facilities, fitness equipment, golf, fishing piers and platforms, boating facilities, swimming pools, service animals, mobility devices • Included in the plan: How the department is transitioning facilities and parks to be in compliance - geographic distribution, park classification and amenities, current and projected funding and stand alone vs. like facilities • Public outreach: 1. 8/12 & 9/12 - Focus group presentations held to gather input 2. 9/19/12 - Community open house providing a visual display of full transition process • Department next steps: 1. Plan implementation through park and facility renovation 2. Monitor and report on plan as projects are completed 3. Integrate plan with other planning - department master plan, asset management plan, strategic plans 4. Coordinate facility upgrades with FAM and public works 5. Determine next steps to become fully compliant 6. Continue public outreach He encouraged PRAB to read the memo and review the attachments that provide detailed information on the plan recommendation and scope of work. C. Presentation from the Pottery Working Group Yates introduced Tim Downing, Pottery Lab Working Group member, who spoke on behalf of the working group, thanking PRAB for the opportunity to share recommendations for sustainable future operation of the Parks and Recreation Department pottery lab. The purpose of the Pottery Lab Working Group is to make recommendations to the department regarding ways to ensure the sustainability of the pottery lab. Downing presented five points key to the transition plan: 1. The Pottery Lab Working Group has 100% agreement that the pottery program could not operate and maintain program quality with a 90% cost recovery model. They recommend the non-profit public/private partnership option. 2. To seek a qualified partner that will respect the current educational and artistic mission of the pottery program and that it continue to be a public entity. To guard against a take over that would result in a ceramics guild that only serves experienced potters. 3. The working group recognizes that long term growth is best achieved with a seamless transition to the new owner. The large and valued customer 4 base must be honored. The transition plan outlines a five year pilot program aimed at reducing monetary support from the city and ensures that quality education programs continue. 4. Proposal for long term relationship between the city and new private ownership. 5. Strength of the proposal rests on the dedication of potters who support the pottery lab. PRAB discussion: Guzek - The current building seems too small. If the working group envisions leasing that building back to the city, does this restrain you from the flexibility of leasing a larger space in the future? Downing - We feel strongly that an existing program is the best way to look at the future of other buildings that might be available. We are open to that, but for now we feel keeping the lab in the current location is best. Conroy (Mike) - How is current participation measured and what is it? Utterback - Currently we have about 150 adults and 110 children every 9 weeks with 30 percent returning students. We have waiting lists for some classes and if we had more space we could produce more revenue. Estrella - If you cannot commit to a 90 percent cost recovery what is realistic? Broome - We feel a private entity operating the pottery lab could generate about 80 percent with the remainder coming from fund raising. Estrella - But we're looking at a really small subsidy. Right? During the master plan process we're looking at how to balance limited resources to the diverse needs of the city. We're talking about having market priced programs and subsidizing certain programs. Where does the pottery lab fall into this? Broome - One type of subsidy is free rent. If the city would rent the pottery lab space to a non-profit for $1 per year, that's a subsidy itself. Although similar to BMoCA or the Dairy Center for the Arts, the pottery lab must charge fees for classes, but those fees don't cover the cost to operate the facility. Downing - When you look at the 5 year plan you can see those dollars. What do you think? Does it look like a good value? Yates - I like it for the following two reasons: • It is a diminishing number - the taxpayers pay whatever is needed to keep the doors open • The proposed plan is a fixed sum from the city in exchange for something 5 Gunter - Another thing is that it's not just financial. The pottery lab has given the city community character for the past 50 years. Conroy (Myriah) - I like the process and the targets seen reasonable. It's great to see that people care about the uniqueness of our Boulder culture. Cost recovery will dramatically impact how the city looks at programs that are heavy on capital investment. The arts are also an important part of parks and recreation and need to be evaluated correctly. I don't believe parks and recreation should be about subsidy. This is not a for-profit business, but the city does need to be sustainable. Who is the private entity? What do you want? Utterback - We would like someone with the same vision and mission as we feel the pottery lab has thrived under. That is providing entry level classes and beyond, is continuing to use programming and continue to work with Expand. We want someone who really wants to be community based. They have to think about growth. And be willing to move out of this building. We need someone with a plan for the future. Kincannon provided the following comments on the plan: • Appreciates time and commitment by the pottery working group • Plan looks good - was a very complex issue to work with • Thanks to the working group for providing a positive working relationship and for being patient • Public/private partnership is a great idea Kincannon proposed the following timeline • Follow up with Deputy City Manager Fetherston with two weeks • Follow up with City Manager Brautigam • Return to working group with any questions from Brautigam/Fetherston • 12/17 PRAB meeting - discuss pottery lab future process • Review the vision and next steps • As a non-profit or PPP, what will take it to the next step • Review capital outlay and take to PRAB • Meet with Bob, Kelly, Alice and Teri and return to the working group round table for discussion • Process may involve a Request for Information (RFI) VII. MATTERS FROM THE DEPARTMENT VIII. MATTERS FROM BOARD MEMBERS IX. NEXT BOARD MEETING: November 5, 2012 X. ADJOURN The meeting adjourned at 7:25 p.m. 6 APP ED ' KS AND R- RE T D IS Bob Yates Board Chair Attest: Sally Dieterich Recording Secretary 7