HomeMy WebLinkAboutMINUTESpacket_CSAC_09-21-20_1053_90TOWN OF FOUNTAIN HILLS
MINUTES OF THE REGULAR MEETING
OF THE COMMUNITY SERVICES ADVISORY COMMISSION
SEPTEMBER 21, 2020
1.CALL TO ORDER
Chairman Ruppert called the meeting of Monday, September 21, 2020, to order at 5:03 p.m.
in the Council Chambers at Town Hall, located at 16705 East Avenue of the Fountains,
Fountain Hills, Arizona.
2.ROLL CALL
Present: Chairman Ron Ruppert; Vice Chairman Amy Arnold; Commissioner Jerry Gorrell;
Commissioner Sharron Grzybowski; Commissioner Natalie Varela
Absent: Commissioner Don Doty;
Staff
Present:
Community Services Director Rachael Goodwin; Recreation Manager Linda
Ayres; Executive Assistant Jamie Salentine
3.CALL TO THE PUBLIC
There was no comments from the citizens present.
4.CONSIDERATION of Approving the June 22, 2020 Meeting Minutes
MOVED BY Vice Chairman Amy Arnold, SECONDED BY Commissioner Sharron
Grzybowski to Approve the June 22, 2020 Meeting Minutes as submitted.
Vote: 5 - 0 - Unanimously
5.DISCUSSION AND CONSIDERATION of Appointing a Chairperson
Executive Assistant Jamie Salentine commented that the Commission approved at the last
meeting that they would appoint a Chairperson and a Vice Chairperson annually at the
September meeting.
MOVED BY Commissioner Sharron Grzybowski, SECONDED BY Commissioner Natalie
Varela to Appoint Amy Arnold as Chairperson.
Vote: 5 - 0 - Unanimously
6.DISCUSSION AND CONSIDERATION of Appointing a Vice Chairperson
Discussion ensued relative to the appointment of the vice chairperson.
MOVED BY Vice Chairman Amy Arnold, SECONDED BY Commissioner Sharron
Grzybowski to Appoint Natalie Varela as Vice Chairperson.
Vote: 5 - 0 - Unanimously
7.DISCUSSION AND RECOMMENDATION on Fountain Hills Facility Reservation Guideline
7.DISCUSSION AND RECOMMENDATION on Fountain Hills Facility Reservation Guideline
Community Services Director Rachael Goodwin stated that the Town currently does not have
a Facility Reservation Guideline. However, with COVID-19 the facility usage has increased
and the need for the guideline is necessary. She added that Recreation Manager Linda
Ayres has taken the lead on developing the guideline. She noted that the guidelines can be
updated as needed moving forward.
Ms. Ayres reviewed the Fountain Hills Facility Reservation Guideline with the
Commissioners. (See Attachment 1)
In response to a question posed by Chairman Ruppert, Ms. Ayres responded that the fees
for one-time users are paid online with Active Net like a Ramada rental. She added that
larger groups such as tournaments is a longer, detailed process and is handled through staff
in order to stay consistent with all teams/leagues.
In response to a question from Commissioner Varela, Ms. Ayres reported that Active Net
does guide the constituent on which Park/Ramada they need, costs, payment process, and
deadlines. She noted that people tend to call to reserve versus reserving online.
Ms. Goodwin clarified that email confirmations are sent once the process is completed and
request is confirmed.
In response to a question posed by Chairman Ruppert, Ms. Goodwin explained that the
Pickle Balls courts are not Town owned and are run by the Pickle Ball Club. She noted that
all calls are referred to the Club. She added that the Town has had some discussion on a
Town owned Pickle Ball courts, which included potential location(s) and timeframe(s). She
noted that with the completion of the Community Services Master Plan this item may be
addressed within the plan. She pointed out that the Guideline will be presented to Council as
well.
Discussion ensued relative to the Guideline, facility usage, and community input.
Ms. Salentine pointed out that there will be an update on the tennis section.
Ms. Ayres clarified that the Guideline will specify that a person/group may reserve more than
one court with a three (3) day maximum.
MOVED BY Commissioner Natalie Varela, SECONDED BY Vice Chairman Amy
Arnold to recommend to Town Council the approval of the Fountain Hills Facility Reservation
Guideline as amended.
Vote: 5 - 0 - Unanimously
8.DISCUSSION AND RECOMMENDATION on Control of Dogs to Prevent Nuisances
Ms. Goodwin reviewed the information regarding the background on this item and the steps
taken once the request was made to staff to bring to CSAC. She pointed out that there are
two (2) options for the Commission to consider. (See Attachment 2)
Discussion ensued relative to enforcement, fines versus voluntary compliance, and signage.
Additional discussion ensued on cleanliness at the Avenue of the Fountains and Desert Vista
Dog Park, staff limitation on cleaning of the Avenue of the Fountains due to lack of resources,
dog waste bags locations, and improved signage specific to pet-friendly ones.
MOVED BY Commissioner Sharron Grzybowski, SECONDED BY Commissioner Natalie
Varela to recommend not to accept Option 1 due to lack of enforcement and recommended
Option 2, with a focus on utilizing more pet-friendly signage, review dog waste
accommodations, in addition to, implementing a public campaign by utilizing the Community
Relations Manager.
Vote: 5 - 0 - Unanimously
9.UPDATE on the Community Services Parks, Trails, and Recreation Master Plan
Ms. Goodwin stated that the Master Plan is well under way and that the public input
gathering is in the second half with a public survey. She noted that the first half of the public
input was the focus groups that assisted with the information to create the survey. She
added that 5,000 random residents were sent paper surveys with unique login codes to track
their responses, in addition, a public survey via the website is open for all residents with no
login code required. She pointed out that the public survey is open until the end of
September, 2020 and at this time there has been approximately 500 responses.
In response to a question posed by Commissioner Arnold, Ms. Goodwin replied that the
reason for the large amount of surveys sent was to increase more responses since
responses are potentially 1 out of 25.
Ms. Goodwin pointed out that there have been numerous blasts to social media, group
emails sent such as the PTO, volunteers, etc.
Ms. Goodwin commented that the next steps will be the park inventory which includes the
number of parks, playgrounds, ball fields, etc. and what conditions they are rated. She
noted that a possible goal would be to have the residents have access to parks within ten
(10) minutes of their home.
10.UPDATE from Work Group on the Community Swimming Pool
No update.
11.UPDATE on Volunteer Opportunities with Town Events
Commissioner Grzybowski stated that volunteers are needed for home delivered meals,
Give a Lift, Save our Sculptures (SOS), and Care Cards. She added that volunteers are
needed for the Make A Difference Day on October 24, 2020.
12.UPDATE on Special Events
Recreation Manager Linda Ayres reported on the upcoming special events:
Movie in the Park: Trolls, October 2, 2020 at 7:00 p.m. – Four Peaks Park
Art on the Avenue: Wednesday’s starting October 28, 2020
Turkey Trot Fun Run: November 26, 2020
Stroll in the Golden Glow: TBD
Ms. Ayres stated that Halloween in the Hills has been canceled, however, looking into
something COVID-19 compliant at the Community Center for the community.
13.ADJOURNMENT
MOVED BY Commissioner Natalie Varela, SECONDED BY Commissioner Jerry Gorrell to
adjourn.
Vote: 5 - 0 - Unanimously
The Community Services Advisory Commission adjourned at 6:17 p.m.
COMMUNITY SERVICES ADVISORY
COMMISSION
____________________________
Ron Ruppert, Chairman
ATTEST AND PREPARED BY:
______________________________
Jamie Salentine, Executive Assistant
CERTIFICATION
I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular
Meeting held by the Fountain Hills Community Services Advisory Commission in the Town Hall Council
Chambers on the 21st day of September, 2020. I further certify that the meeting was duly called and that a
quorum was present.
DATED this 23rd day of November, 2020.
_________________________________
Jamie Salentine, Executive Assistant
FOUNTAIN HILLS
FACILITY
RESERVATION
Guideline
Attachment 1 CSAC September 21, 2020
Page 1 of 17
TABLE OF CONTENTS
Introduction ..................................................... 3
Prioritzed Use ................................................. 4
Permit Use ................................................... 5-7
Athletic Fields ................................................. 8
Ramada .......................................................... 9
Sport Courts ................................................. 10
Special Events ............................................. 11
Park Maps ............................................... 12-16
Park Rules .................................................... 17
Attachment 1 CSAC September 21, 2020
Page 2 of 17
Fountain Hills Facility Reservation Guideline
3
INTRODUCTION
Welcome to the Town of Fountain Hills Community Services Department. The Town of Fountain Hills
Community Services Department currently has five parks with various amenities including Ramada’s,
athletic fields, sport courts, open space, Skate Park, playgrounds, splash pad, and an amphitheater.
This facility reservation guideline serves as the procedures for our outdoor park amenity reservation
process and priority usage.
Whenever any person or group desires to reserve any portion of a Town facility for an activity, a permit
shall be obtained from the Parks and Recreation Division by contacting us at 480-816-5100 or
requesting a reservation online at www.fh.az.gov/recreation.
Reservations can be made up to six months in advance and require a minimum 48 hour request.
Reservable Amenities Non-Reservable Amenities
Ramada Playgrounds
Sport Courts Splash Pad
Athletic Fields Skate Park
Amphitheater
Open Space
Steps to Make a Reservation
• Call 480-816-5100 Monday-Thursday between 7:00am-6:00pm to make a reservation or
request a reservation at www.fh.az.gov.recreation
• Payment is required when requesting a reservation.
• Alcohol permits are permitted with Ramada reservations and are $10.
• Vendors, bounce houses, and any equipment on Town property requires a certificate of
insurance outlined on page six.
Cancellations and Refunds
• A full refund will be made if the Community Services Departments cancels the rental.
• Cancellations require a minimum of 3 business days advance notice for a full refund.
• Field Rentals: In case of inclement weather or poor field conditions, Town staff will make the final
decision if the field may be used.
• In the event of inclement weather or light failure, a credit can be issued to the household. Call
480-816-5100 within 24 hours following the reservation to receive the credit.
• All changes to reservations need to be made at least 24 hours in advance. All changes to
weekend reservations need to be made by the Thursday at 5:00pm prior to the reservation date.
Attachment 1 CSAC September 21, 2020
Page 3 of 17
Fountain Hills Facility Reservation Guideline
4
PRIORITIZED USE
The Fountain Hills Community Services Department has priority use of all facilities and recreation
areas. When facilities are not in use for Parks and Recreation sponsored activities, they shall be
available for permits in the following order:
1.Fountain Hills Programs, approved events, and maintenance.
2.Organizations with formal agreements and youth serving agencies.
3.General public use.
4.Commercial/private organizations.
Local Youth Serving Agency Guideline
Groups that meet the following criteria will have priority use with those above, on potential reduced fee
basis:
1.Youth Serving Agency is a 501c3 non-profit.
2.Agency is governed by a local, unpaid volunteer board and unpaid staff.
3.Participant members are made up of a majority of Town of Fountain Hills residents.
4.Agency participation is open to the public and not “by invitation only” or limited by any means
other than the natural make-up of the league (i.e. no “cuts” and must have minimum
participation/play rules in place).
When facilities are not in use by the Community Services Department, or the groups listed above, they
will be made available to other Fountain Hills’ residents, groups, or organizations on a permit/fee basis.
Formal Agreement Requirements
Non-tournament and league groups that meet the following criteria may qualify for formalized
agreements non-tournament and league definitions can be found on page 7.
1.Submit a certificate of insurance naming the Town of Fountain Hills as additional insured.
Insurance requirements can be found online at https://www.fh.az.gov/695/Fountain-Hills-Parks
2.Submit participant rosters demonstrating a 60% residency participation rate.
Attachment 1 CSAC September 21, 2020
Page 4 of 17
Fountain Hills Facility Reservation Guideline
5
PERMIT USE
Whenever any person or group desires to reserve any portion of a Town facility for an activity, a permit
shall be obtained from the Parks and Recreation Division by contacting us at 480-816-5100 or
requesting a reservation online at www.fh.az.gov/recreation.
Reservations can be made up to six months in advance and require a minimum 48 hour advance
request. All reservations for Friday-Sunday must be secured with payment by 5:00pm on Thursday.
The Community Services Director shall interpret this policy and may act in any case not specifically
covered by the policy.
General Use
It is recommended that requests of this nature be initiated at least 48 hours in advance. All
weekend requests must be secured with payment by 5:00pm on Thursday. (General use i.e.
family picnics, birthdays, ball field practices, etc.)
First-Come-First-Serve Use
Casual use is defined as informal pick-up games, small picnic or gathering that does not require
services or accommodations. This type of use is available on a first-come-first-serve basis when
the facility is not already reserved and as long as the group size is 25 people or less. Individuals
wishing to guarantee their space or have special services (i.e. bounce house, amplified music,
facility prep needs, etc.) must make a reservation and pay the associated fees. Reservations are
highly recommended to ensure exclusivity of the space and that scheduled maintenance does not
occur during the reservation.
Alcohol Permits
Alcohol permits are $10 and is valid for a maximum of 50 consuming adults. The permit must be in
conjunction with a Ramada reservation and must be secured at least 48 hours prior to the reservation.
Alcohol permits for Friday-Sunday must be secured by 5:00pm on Thursday.
Special Events
This form is not intended for Special Event use. It is recommended that requests for Special Events at
Town facilities be initiated at least 60 days in advance so that proper review and approvals may be
obtained from all departments. Special event applications can be found at www.fh.az.gov/specialevents.
Attachment 1 CSAC September 21, 2020
Page 5 of 17
Fountain Hills Facility Reservation Guideline
6
PERMIT USE
Permits Requiring a Certificate of Insurance
In addition to a permit, a certificate of insurance (COI) is required for the following:
•Whenever an organized team uses all or a portion of any town recreation facility for a team
practice or game. Each organized team shall obtain its own permit, even if sharing use of the
same facility. For purposes of this section, an organized team means a team that belongs to
a league or other organization that schedules games.
•Whenever any person or group wants to reserve use for physical education, or recreation
based classes, or obtain exclusive use of all or any portion of a town recreation facility.
•Whenever any person or group wants to move any large equipment in a park, set up large
inflatable structures, dunk tanks, tents, generators, climbing walls, amplified music equipment,
portable restrooms, lights, or other equipment or structures in any town recreation facility.
•Whenever any business or service using a facility as a location for the delivery of a program,
service, or contest of any nature. This includes, but is not limited to, any person or entity
providing exercise or fitness training, group or private lessons (ex. tennis, karate, etc.), and
any type of dog training or competition.
All permits shall be revocable for cause by the Community Services Director upon the finding of a
violation of these policies, other Town ordinances, or state statutes.
Insurance requirements can be found online https://www.fh.az.gov/695/Fountain-Hills-Parks
Prohibited Use
•Commercial activities
•Sales promotions
•Unintended Use of space (i.e., playing any sport other than tennis on the tennis courts).
Attachment 1 CSAC September 21, 2020
Page 6 of 17
Fountain Hills Facility Reservation Guideline
7
PERMIT USE
Tournament Use
Applications are accepted up to one year in advance and reviewed for approval on a quarterly basis.
For more information and details regarding tournament scheduling, please see
https://www.fh.az.gov/692/Tournament-Inquiries
Non-Tournament/League Use
Applications are accepted six months in advance and are reviewed for prioritized use approval on
a quarterly basis. All organizations and groups requesting priority usage require a formalized
agreement with the Town of Fountain Hills. Groups with a 60% or higher residency have priority
over groups with less than 60% residency. Non-tournament and league use includes sport
organizations involving multiple on-going reservations, sport-specific games, practices, clinics,
camps, etc.
Reservations for Non-Tournament/League use are accepted on the following dates:
•October 1 for reservations March-July
•April 1 for reservations August-December
Reservation requests submitted outside these dates may be considered based on availability.
All non-tournament and league use requires a certificate of insurance as outlined on page 6.
All sports using sport courts non-tournament and league use with formal agreements are limited to two
hours per day and three days per week. Weekend use is not permitted for tennis non-tournament and
league use.
Attachment 1 CSAC September 21, 2020
Page 7 of 17
Fountain Hills Facility Reservation Guideline
8
ATHLETIC FIELDS
The Town of Fountain Hills athletic fields includes baseball, softball, and multi-use fields.
•All ballfield rentals require a 48 hour advance reservation request. All reservation requests
for Friday-Sunday and online requests must be completed by 5:00pm on Thursday.
•All reservations requiring a special service such as: ball field preparation, equipment
delivery, etc. must be reserved at least 48 hours in advance (i.e. if a reservation request is
made on a Monday it is not available until Wednesday). The last day to request a special
service is 5:00pm on the Thursday prior to a Saturday/Sunday/Monday.
•Ball fields at Golden Eagle Park are locked and require a reservation. No drop-in play is
available. Ballfields and multi-use fields at Four Peaks Park and Desert Vista Park are open
as a first come, first serve basis. Organized groups using the fields on a regular basis
require a permit.
Athletic Rental Fees (or as listed in the current fee schedule) Two hour minimum is required
Field Resident-$15/hour Non-resident-$22.50/hour
Lights Resident-$10/hour Non-residents-$10/hour
Field Prep (ballfields only) Resident $25/each Non-resident $25/each
*Includes field dragging, water, line batter’s box, foul lines, and bases
Ballfields
Golden Eagle Park- 4
Four Peaks Park- 2
Multi-Fields
Four Peaks Park – 1
Desert Vista Park – 3
Attachment 1 CSAC September 21, 2020
Page 8 of 17
Fountain Hills Facility Reservation Guideline
9
RAMADA
The Town of Fountain Hills offer Ramada’s at our four parks. To ensure exclusivity, it is highly
recommended that customers obtain a permit through the reservation process for the desired date and
time. Ramada’s that are not booked are available on a first come, first serve basis.
Rates listed below are hourly rates. All reservations require a two hour minimum and must include both
set up and tear down in your reservation time.
Desert Vista Park Size # of Tables Resident Non-resident
Coyote Small 2 $10 $15
Javelina Medium 4 $15 $22.50
Fountain Park Size # of Tables Resident Non-resident
Chuparosa Small 3 $10 $15
Golden Barrel Small 3 $10 $15
Kiwanis Small 3 $10 $15
Ironwood Small 3 $10 $15
Red Yucca Small 3 $10 $15
Four Peaks Park Size # of Tables Resident Non-resident
Mesquite Small 4 $10 $15
Golden Eagle Park Size # of Tables Resident Non-resident
Cottonwood Small 4 $10 $15.00
Ocotillo Medium 7 $15 $22.50
Saguaro Large 16 $20 $30
Attachment 1 CSAC September 21, 2020
Page 9 of 17
Fountain Hills Facility Reservation Guideline
10
SPORT COURTS
The Town of Fountain Hills offers the following sport courts for reservation and on a first come, first
serve basis. Sport courts can be reserved 48 hours in advance for a maximum of two hours per day,
per resident. Residents can reserve 1 court at a time. Organizations with formal agreements may
reserve up to 3 courts at a time and no more than 3 days per week. Commercial activity is not
permitted on the sport courts. All activity and/or sports other than tennis are not permitted use on the
tennis courts.
Tennis
•Golden Eagle Park- 4
•Four Peaks Park -2
Volleyball
•Golden Eagle -2
Basketball
•Four Peaks Park-1
•Golden Eagle Park -2
Attachment 1 CSAC September 21, 2020
Page 10 of 17
Fountain Hills Facility Reservation Guideline
11
SPECIAL EVENTS
Special events such as festivals, contests, parades, demonstrations, carnivals, runs, etc. require
a special event application. If you are planning an event, your special event application, with all
fees, must be submitted no later than 60 days before your event. New or larger events or
events will need additional time, so please plan accordingly.
Answering a few simple questions may help you determine if you need to apply for a Special
Event Permit. You can either follow the Special Event Flow Chart online or feel free to contact
our event manager at 480-816-5170 who will be happy to assist you with evaluating the need
for a permit.
Attachment 1 CSAC September 21, 2020
Page 11 of 17
Fountain Hills Facility Reservation Guideline
12
PARK MAPS
Desert Vista Map
Attachment 1 CSAC September 21, 2020
Page 12 of 17
Fountain Hills Facility Reservation Guideline
13
PARK MAPS
Fountain Park Map
Attachment 1 CSAC September 21, 2020
Page 13 of 17
Fountain Hills Facility Reservation Guideline
14
PAK MAPS
Four Peaks Park Map
Attachment 1 CSAC September 21, 2020
Page 14 of 17
Fountain Hills Facility Reservation Guideline
15
PARK MAPS
Golden Eagle Park Map
Attachment 1 CSAC September 21, 2020
Page 15 of 17
Fountain Hills Facility Reservation Guideline
16
PARK MAPS
Avenue of the Fountains Park Map
Attachment 1 CSAC September 21, 2020
Page 16 of 17
Fountain Hills Facility Reservation Guideline
17
PARK RULES
1.Park hours are from 6:00 a.m. to 11:00 p.m.
2.Vehicles left at any park after 11:00 p.m. will be towed.
3.No alcoholic beverages without a permit.
4.No glass containers.
5.No pets without a leash that is hand held and pets must be on the leash, not to exceed six feet
in length at all times. Owners must clean up after pets.
6.No golfing.
7.No unauthorized vehicles outside of parking areas.
8.No open fires or overnight camping.
9.No firearms or weapons, except as authorized by Arizona law.
10.Do not destroy plants, grass, trees or equipment.
11.No model aircraft or unmanned aircraft, except at Desert Vista Park in designated areas and
only when the park is not in use by others.
12.No unauthorized vendors.
13.Specific facilities may be reserved by obtaining a permit from the Community Services
Department.
14.Violators of the law and park rules will be prosecuted.
15.Swimming, fishing, and boating are prohibited at Fountain Park Lake.
16.Use of tobacco, electronic cigarettes, or vapor pens within parks is prohibited except in parking
areas. (Ordinance No. 18-08)
17.All park patrons will abide by any additional park rules specific to each park.
Attachment 1 CSAC September 21, 2020
Page 17 of 17
Attachment 2 CSAC
September 21, 2020
Page 1 of 1