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HomeMy WebLinkAboutCSAC.2017.1127.Minutes • Lir 4o7 TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE 7. A COMMUNITY SERVICES ADVISORY COMMISSION 'q o' NOVEMBER 27,2017 'Wet is AO'o AGENDA ITEM#1: CALL TO ORDER AND PLEDGE OF ALLEGIANCE A public meeting of the Community Services Advisory Commission was convened and called to order by Chair Sherman Abrahamson at 5:00 p.m., Monday, November 27, 2017 in the Council Chambers at Town Hall, located at 16705 East Avenue of the Fountains, Fountain Hills, Arizona. AGENDA ITEM#2: ROLL CALL Present at roll call were Chair Sherman Abrahamson, Vice-Chair Jim Judge, Commissioners Pat Canning, Don Doty, Jerry Gorrell, Sharron Grzybowski, Lynn Mott, Ron Ruppert and Natalie Varela. Staff members present were Director Rachael Goodwin, and Executive Assistant Nancy Walter. Commissioner Bill Craig from the MMPC was also in attendance. AGENDA ITEM#3: CALL TO THE PUBLIC 4 44110, No one from the public wished to speak. AGENDA ITEM#4: UPDATE ON THE COMMISSIONERS WITH TERMS ENDING 12/31/17 Director Goodwin explained that there are a number of seats expiring at the end of the year and we are in the application process right now. The posting for applications closed last week, but she is unsure of the total number of applications we received and she believes all of the Commissioners with expiring terms have put in to reestablish their seats. The four terms that are expiring are Sherm Abrahamson, Don Doty, Lynne Mott and Ron Ruppert. AGENDA ITEM#5: UPDATE ON THE PICKLEBALL WORK STUDY GROUP Commissioner Ruppert stated that the work study group (Commissioner Doty, Grzybowski and Ruppert) have met with John Kapinos and Claire Keyworth from the Pickleball Group of Fountain Hills and at the first meeting the following options were discussed for the Pickleball Group to have more courts to play on. At the second meeting we talked about what is feasible and what is not feasible. A handout was given to the Commission that summarized the two meetings and a copy of that handout is attached to the minutes. Option three seemed like the best solution which is repurposing the property over at Four Peaks Park. There is an 11,000 square foot pad there and it's in pretty good shape. It already has lighting, fencing and parking. We have since found that there are hook ups for sewer and water very close to the location in case a bathroom was decided upon. It is consistent with the Town's Master Plan which has already been approved by Council and the Town's objective of spreading out recreation on different parts of Town which would be advantageous to all of the citizens. There are a number of options and they could put Community Services Advisory Commission Page 1 of 5 G.Commission CSACIAgenda&Minutes lMinutes12 01 71112 71 7M vat) courts on right now with having 11,000 square feet. The work group has given the Pickleball Club names of different companies to solicit bids from to get exact pricing for resurfacing, relining, netting, etc. At this point we feel this would be a good step to buy time until such other facilities come along in the future. One thing with having the courts on Town property is that they would be subject to the Town's reservation system and right now the Pickleball Club with having the courts on school property is not subject to the Town's reservation system. Commissioner Varella asked what the downside to option #3. Commissioner Doty explained that the only downside is that is not exactly what the Pickleball Club wants. They would prefer to stay on school property so they can control the reservations and they would like to have all the courts in one place. Right now there are seven courts at the high school and they are looking at the possibility of putting in two more at a cost of$136,000. Commissioner Ruppert commented that converting the courts at Four Peaks could be done for substantially less. It would depend on the number of courts that would be put in but roughly around $25,000. Commissioner Doty stated in order to add six courts would be very tight and ten feet of concrete may need to be added to get those six courts or three courts could be added without doing anything and the cost of that would be about $30,000-$40,000 max. Director Goodwin voiced concern that we have made the assumption that the basketball courts are unused and we are getting conflicting information that may not be accurate, so we may need to do some community outreach to confirm that those courts are available. Additionally there will need to be more research on the concrete and the pad below it. There may be more damage than we think there is underneath. These items would need to taken into consideration should we choose to go down this path. .000 Chair Abrahamson questioned the Commission's function and in his opinion it sounded like the work group was taking over their operation based upon this report. Commissioner Ruppert replied that they were only giving them options as to what is available and they are looking to keep all special interest groups happy. Chair Abrahamson's response letter to Claire from the Pickleball Group is attached to the minutes. The letter addressed Claire's concerns from the last Commission meeting. AGENDA ITEM #6: UPDATE ON THE TECHNOLOGY CLASS OPTION WORK STUDY GROUP The work group consisting of Commissioner Canning, Chair Abrahamson and Vice-Chair Judge looked at the technical training status in the Community. Vice-Chair Judge reported that the library does offer some technical classes and the library manager said they would add more if that is needed. The work group spoke to the former head of the TLC club and from her perspective most people want individual help rather than formal classroom training. In speaking with several citizens the feedback they received was there was not a demand for classes. The Senior Services staff has not had any requests for training. Commissioner Canning spoke to the Women's Club in Fountain Hills that she is President of and there seems to be no particular call for training from that group. At the Men's Discussion Group that morning with 34 members in attendance, the question was asked regarding training and there was no response. East Valley Technical Institute (EVIT) in Town teaches coding which is a new term for programming but that is pretty much for people who are going to work in that field. The Fountain Hills School system Community Services Advisory Commission Page 2 of 5 G:Commission CSACIAgenda&MinutesiMinutes12 01 71112 71 7M • provides the necessary training to their students. Overall there is really little demand for classroom technical training and the greatest need is for one on one interaction to answer specific questions. TLC provides that training ten hours a month on the first and third Thursday starting at 9:00 a.m. for five hours where people can go with their devices and get their questions answered. The library has over 300 free on line classes that can be taken with a current library membership. The library has a wide variety of services that are available to the community and would like to work with us (the Town and Commission). The work study group believes the current needs of the community are being met and will continue to monitor any needs going forward. AGENDA ITEM#7: UPDATE ON THE BENCHES AT FOUNTAIN PARK Director Goodwin reported that the benches are on order and we are waiting for arrival. The total expenditure for this project is unknown right now. We ordered these benches to sample for right now to see how they wear and see if this is what we want to move forward with for the rest of the park. The plan right now is to contact the people who have made contributions for benches in the past and ask if they would like to re-contribute to the replacement of the bench. Unfortunately the benches have a lifespan and will need to be replaced at some point. There are upwards of 40 benches that need to be replaced. There is the opportunity to have a dedication built into the new benches and that would be part of the new process. If you have an existing bench and you choose to re-up, that dedication will be part of that process. If a new dedication goes in, they will have the opportunity to do that as well. We are still talking about the best course of action if someone chooses not to re-up but still wants recognition. What we are trying to find out first and foremost is how many people want to re-up. If it is a majority, it may be a nonissue but we need to go done that path. When the benches were originally purchased there was some communication about the lifespan but it might have not clearly determined or defined and that is one of the issues that we will need to tackle this time around. AGENDA ITEM#8: UPDATE ON THE PLAZA COURTYARD AT FOUNTAIN PARK We are moving forward with a contract with an engineering firm to help us move forward with this project. The contract is with our legal team now. We will probably do two rounds of input with a number of stakeholders to get a final design and move forward with implementation hopefully in late spring or early summer. The anticipation is to redo the portion of Fountain Park behind Plaza Fountainside, just behind the walking path where all the outdoor seating is for the restaurants. It is not a well maintained area and it's an area where we have trouble growing grass. It would be repurposed into a small performance and/or pavered area for small performances or weddings or an expansion of the farmer's market. The proposed timeline for the design if we can get everyone on board by the end of the year would hopefully be early March. AGENDA ITEM#9: UPDATE ON THE COMMUNITY GARDEN Director Goodwin reminded the Commission that we really don't have a whole lot of involvement with them and that they are an independent group. They are moving forward on their second phase and are looking to hold a fundraiser in late January, involving wine and chocolates in the garden. AGENDA ITEM#10: UPDATE ON SPECIAL EVENTS Turkey Trot was held over Thanksgiving along with the parade. Quite a bit of new marketing was done L." this year. The logo was redone and the shirts have been redone over the past number of years to a Community Services Advisory Commission Page 3 of 5 G:Commission CSACIAgenda&MinuteslMinutes1201 71112 71 7M • collectable style with long sleeve that people get excited for and this year the shirt was navy blue. The awards were also updated so our top finishers, first, second and third received commemorative medals that are branded with our logo. We had a record breaking year in terms of attendance. Our goal was 2,000 runners which we had never done. Last year's attendance was 1,956 and this year we had 2,301. The fees for Turkey Trot get reinvested in terms of road closures and required personnel such as MCSO. We pay for the timing, t-shirts and the bibs. It's not a big money maker for the Town. It's more for the prestige of having it and hosting it, as well as putting forth a fun and active community event. The fact that we have been growing and we are gathering folks from not just our community but neighboring communities is a testament to that. Vice-Chair Judge and Chair Abrahamson encouraged Director Goodwin to look into using the Sheriff's Posse since they are a volunteer group. Director Goodwin explained that the Posse is on a volunteer basis. A number of them are not available at that time of day on a holiday morning and they are not certified in the same level in terms of public safety. They are not qualified to close streets or direct traffic. We do use a few of the Posse on that morning at entrances and exits from gated communities that are on the course so that if someone were to try and leave their home and get held up until the runners have passed and it's safe to exit, but they are not able to step out and direct traffic. Discussion ensued among the Commissioners and there were differing points of view as to what the Posse could and could not do. Director Goodwin informed the Commission that MCSO dictates who the appropriate staff is. Commissioner Grzybowski added that this is a huge liability for the city and to not have the police officers there could be a big deal for citizens as well as for the people participating. MCSO are the professionals, this is what they are trained for and you want them there. Commissioner Canning commented that Fountain Hills Women's Club had been giving $1,000 to the Posse a year as a donation and for the past two years they were told not to do it, because there was no need to give it. Vice-Chair Judge stated at the two fairs it used to be a combination of MCSO and the Posse. The Chamber of Commerce leaders decided to hired private security. Director Goodwin clarified that the Chamber is required to use MCSO for the road closures, that is non-negotiable and that is what they are required to do per Town Code. In terms of internal event security that is up to the organizer. Commissioner Gorrell belongs to the Event Safety Association which writes international and national standards for event safety. They are currently revising their standards and it is becoming a critical issue of who and what training goes behind these kind of events. It is becoming harder and more and more training is required. You need the best trained professionals at these kind of events to handle even simple traffic issues. Stroll in the Glow is on Saturday and the Avenue will be closed. The tree will be lit officially and on for the rest of the season. The following weekend we will have a new event in Town which is a 5K race called Caribbean Christmas. It will be coming around the Fountain and down the Avenue, bringing more attention to our holiday celebration along the Avenue. AGENDA ITEM#11: UPDATE ON PUBLIC ART There is one piece of the next Council agenda called "The Fountain of Light". It is rather large piece that is up for Council discussion. It is proposed to be placed at the end of the Avenue closest to the Fountain and it is roughly 50 feet tall. If it is approved, it will take redesigning that portion of the Avenue to accommodate it. vid Community Services Advisory Commission Page 4 of 5 G:Commission CSACIAgenda&Minutes1Minutes12 01 71112 71 7M govir AGENDA ITEM#12: UPDATE ON THE ADERO CANYON TRAILHEAD PROJECT Today, November 27th was their"Notice to Proceed". The contractor has officially taken over the site and the clock has started for their completion. They have a number of set days in order to reach completion for the project. The access to the trail will be closed during construction. Signage will be put up and the area will be roped off. "No Trespassing" signage will be placed at the end of the pavement at where the gate is now and there will also be one at the entrance of the Trailhead, in case you ignored the first sign. Director Goodwin would be happy to set up an escort for anyone who would like to see construction progress and we will have staff out on site daily. AGENDA ITEM #13: CONSIDERATION OF ADJOURNMENT Commissioner Gorrell made a motion to adjourn at 5:49 p.m., Commissioner Varella seconded and the motion passed by unanimous vote. Community Services Advisory Commission By: 6/(Ct_ CLI-4 Sherm . Abra ms , Chair Reviewed by: Rachael G odwi Director of Community Services Prepared by: Je fifer Lyo , Execut. e Assistant CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Community Services Advisory Commission Regular Meeting held on Nov: ber 27, 2017. I further certify that the meeting as duly called and that a quorum was present. ,4 By: //«/. _ ii,,j '�'anc alter, Executive Assistant Dated this 27th day of December 2017 L Community Services Advisory Commission Page 5 of 5 G.•Commission CSACIAgenda&MinuteslMinutes1201 71112 71 7M Pickleball (PB) CSAC subcommittee Progress at 11/27/2017 Sub-Committee-Ron,Don,Sharron Two meetings held with the PB club(John&Clair) 8 options discussed 1) Convert tennis courts to PB courts 2) Share tennis courts (double lines) 3) Repurpose the Four Peaks abandoned basketball court 4) Private company open a PB facility 5) New construction of two PB courts at Golden Eagle park 6) Wait for Four Peaks master plan to be completed 7) Wait for the state property sale and development 8) Grants Options 1&2 were dropped due to encroachment on the tennis play and the fact that the town recently received a large grant to refurbish the tennis courts for tennis. The school also uses the courts for team practice and matches at full capacity. Option 3 is considered to be the best solution for PB expansion at the lowest cost,immediately available. The Concrete Pad,lighting, fencing&parking are in place. Resurface,straighten fencing, install lines and nets required. This PB location is consistent with the Town's master plan and the Town's objective to open recreation in neighborhood parks. IE decentralize activities. Option 4 was dropped since it did not appear that establishing a private facility was financially workable. Option 5 was dropped due to the cost$136,000 for only two courts on the school property. Option 6&7 were dropped due to the uncertainty of "if and when" Option 8 is being worked. The Four Peaks basketball court will accommodate 6 courts (tight) or 3 courts. The costs to repurpose this area is being compiled by the PB club from on an informal basis. It should be noted that the PB club's first choice was for two new courts at Golden Eagle on the school district property due to the proximity to the other Golden Eagle courts.The club has full control of the scheduling and use of the courts on the school property.There is a concern that if the courts were on town property the town would manage scheduling and may charge for club reservations. Future meetings with the PB club intended but not yet scheduled. Dear Claire, in response to your recent email expressing disappointment that you and Mr Kapinos were not given enough time to share your full presentation to the Community Services Advisory Commission at the October meeting. I am truly sorry that the meeting unfolded as it did and that you felt it was unfair to cut short your comments about your very worthwhile organization's goals and objectives. My assumption, obviously later proven incorrect, was that you and John wanted to give the full commission only a general overview of your requests and that I would ask for a work study group to be formed to meet with you to clearly understand in detail all of your requests and that the study group would present their findings and recommendations to the full commission during the next meeting. I understand you and commissioner Judge, who said he also offered his apology, spoke by telephone and had a very productive discussion regarding how agenda item communications will be improved in the future. I also understand a meeting is set this week with you, Ron Huber, and the other work-study members. Best of luck to you and the Fountain Hills PickleBall Club. Sherm Abrahamson