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Home My WebLink AboutCSAC.2018.0122.Minutes L #,f A IN it, a j� t�, TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE x COMMUNITY SERVICES ADVISORY COMMISSION JANUARY 22,2018 . •'op'A thei is AP' 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 Vice-Chair Jim Judge at 5:00 p.m., Monday, January 22, 2018 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 Vice-Chair Jim Judge, Commissioners Amy Arnold, Pat Canning, Don Doty, Sharron Grzybowski, Ron Ruppert, Natalie Varela and Youth Commissioner Hayden Arnold. Absent at roll was Commissioner Jerry Gorrell. Staff members present were Director Rachael Goodwin, Recreation Manager Corey Povar, Recreation Coordinator Don Clark and Executive Assistant Jennifer Lyons. Vice-Chair announced that two of the former Commissioners, Sherm Abrahamson and Lynne Mott will not be returning to the Commission. Commissioner Canning expressed her thanks to Sherm for his years on the Commission and for the two years he led as Chairman. She also expressed her thanks to Lynne Mott for her two years she served on the Commission. AGENDA ITEM#3: CALL TO THE PUBLIC Item #3 was inadvertently missed and was addressed up after Item #4. No one from the public wished to speak. AGENDA ITEM#4: INTRODUCTION OF NEW COMMISSION MEMBERS Amy Arnold moved to Fountain Hills in 1994 with her husband. She has a degree in business administration and work experience includes being a claims representative for Traveler's Insurance and a pension administrator with American Express Tax and Business Services. For the last 15 years she has been at home with her kids and has done a lot of volunteer work. Recently she was part of the Fountain Hills Leadership Academy. Hayden Arnold is the Commission's first Youth Commissioner. He goes to high school in Scottsdale and is part of the International Baccalaureate Program. During high school he has been volunteering not just because he needs the hours but it is also good experience for the job force and college. Director Goodwin introduced Recreation Coordinator Don Clark to the Commission. Don has been with us for just over two months and he is from Bangor, Maine. Community Services Advisory Commission Page 1 of 6 G.Commission CSACL4genda&Minutes1Minutes120181012218M 0 AGENDA ITEM #5: DISCUSSION AND CONSIDERATION OF APPOINTING A COMMISSION CHAIR Vice-Chair Judge made a motion to appoint Commissioner Doty as the Commission Chair, Commissioner Ruppert seconded and the motion passed by unanimous vote. AGENDA ITEM #6: DISCUSSION AND CONSIDERATION OF APPOINTING A COMMISSION VICE CHAIR Commissioner Doty made a motion to appoint Commissioner Ruppert as the Commission Vice-Chair, Commissioner Varela seconded and the motion passed by unanimous vote. AGENDA ITEM #7: CONSIDERATION OF APPROVING THE OCTOBER 23, 2017 AND NOVEMBER 27, 2017 MEETING MINUTES Commissioner Doty made a motion to accept the October 23, 2017 and November 27, 2017 meeting minutes and Commissioner Varela seconded and the motion passed by unanimous vote. AGENDA ITEM#8: CONSIDERATION OF APPROVING MEETING DATES FOR 2018 Director Goodwin commented the annual "Open Meeting Law" meeting will be on February 6th. The meeting is to remind everyone of procedures and go over protocol for Commissioners. It is not a Commission meeting but is a meeting that Commission members are required to attend. The meeting is from 4:30 p.m. to 5:30 p.m. in Council Chambers and is conducted by our legal council. Commissioner Grzybowski made a motion to accept the attached meeting dates for 2018 and Commissioner Doty seconded and the motion passed by unanimous vote. AGENDA ITEM#9: UPDATE ON THE PICKELBALL WORK STUDY GROUP Commissioner Ruppert's stated that this time the work study group feels that they are at a stopping point. All the options have been explored at this time. It certainly can be revisted if Four Peaks funding comes through or if a new park comes into Town or if funding is approved for extra courts. The work study group's recommendation is that the option of resurfacing Four Peak's basketball courts can bridge some time until either the Four Peak's Master Plan (is updated) or funding becomes available or future parks. Funding could come from the Town, a private source or the club itself or grants. Director Goodwin stated that there is a capital project put forward for next year's budget for the Four Peak's Master Plan for around five million dollars. While it has been put forth for multiple years, it has remained unfunded. At this time Director Goodwin does not have any direction where it will go next year. It is noted that it needs to be done but it's rather low on the priority list. Commissioner Doty stated that the option they came up with would be around $50,000 which would get three courts. Director Goodwin will relay the work study group's recommendation to the Pickelball Group and let them know there is no allocated funding at this time. Commissioner Doty commented that regardless of whatever the Town may do, the Pickelball Group would like complete control the courts, timing and scheduling, which he feels the Town is not going to give in on and would need to be resolved. *A copy of the work study group's report is attached to the minutes* Community Services Advisory Commission Page 2 of 6 G:Commission CSACIAgenda&Minutes lMinutes120181012218M AGENDA ITEM#10: UPDATE ON THE COMMUNITY GARDEN Director Goodwin explained that the Community Garden is self sufficient and they govern themselves. They maintain the property and we (the Town) is very hands off They did have a fundraiser this past weekend with chocolates and music in the garden, with a couple hundred in attendance. AGENDA ITEM #11: UPDATE ON THE PLAZA COURTYARD AT FOUNTAIN PARK Director Goodwin stated that we had been moving forward with some improvements at Plaza Fountainside and we were in the process of contracting with a landscape architect firm to do the layout work and as we were going to Council for approval, we got the red light that the project will be put on hold indefinitely, until we can move forward financially. It is expected that this project will be deferred until next year. It is included in next year's CIP (capital improvement projects) and the year following, probably in a two part phase. Nothing will be moving on this project until probably next fiscal year. Commissioner Varela inquired if a club could come in and do work on this project. Director Goodwin responded a number of civic groups in Town have expressed interest in supporting the project financially through projects with Kiwanis, Rotary and Senior Services, but we are looking at probably $600,000 in terms of improvements because there is quite a bit below grade, such as drainage that needs to be addressed. There are also some ADA things that have to happen. Unfortunately there are some trees that are in between Plaza Fountainside and the park that would need to be mitigated if we would do any hardscaping. It does have the potential for some partnership with some other groups. Because we are on 41,,,. hold and we understand it is a bit of an eyesore, we are going to be working with our park's crew to try and green up the area. AGENDA ITEM#12: UPDATE ON SPECIAL EVENTS Director Goodwin handed out stickers for the upcoming St. Patrick's Day event to the Commissioners and explained that the Town has taken over the event for the first time this year. (A copy of the sticker is attached to the minutes) The Town is working with a veterans group to do the service of the alcohol because we as Town staff can't, but the planning has been all in house through Tourism and Recreation. This is the first time that Director Goodwin is aware of that the Town is doing an event with alcohol, so our revenue expectations unknown at this time and weather plays a big factor. The event is on St. Patrick's Day which is on a Saturday and there will be two greenings of the Fountain at our traditional noon and 4:00 p.m. There is also an art festival that will be going on along the Avenue at the same time. The dye for the Fountain is budgeted through Town funding at this point but we are looking for a sponsor for it. Recreation Manager Povar announced that the "Magic Bird Art Festival" is this weekend and they are going "Native" this year with a focus on Native Culture. It will be held along the Avenue,just along the grass so the road will be open and they are expecting around 60 vendors. On February l Oth, we will have "Concours in the Hills" and they are planning on having a few military aircraft land in the park. The Town has just received its "Dark Skies" designation. Recreation Manager Povar is currently working with a group to host a "Dark Skies Festival" on April 21st at the Community Center/Centennial Circle area. They are going to have some speakers come in, have star gazing and an inflatable planetarium in the Community Center. Community Services Advisory Commission Page 3 of 6 G:Commission CSACIAgenda&MinuteslMinutes120181012218M • Director Goodwin in response to Commissioner Ruppert's question about the vow renewal on Valentines' Day, she explained that the event's sponsor (Stephanie) has opted to let that sit for a few years until it falls on a weekend again. Recreation Manger Povar reviewed that there had been a Senior Softball Tournament this past weekend. A real effort of our Recreation Department is to try and create the Town as a Senior Softball Tournament destination. In the past it really was that and you start to see that as the guys come back. They love coming to Fountain Hills and playing here. The tournament this weekend had 12 teams and even with the rain we had we were able to fit the rest of the games on Sunday. Commissioner Varela commented that she thinks the department is doing a great job sharing everything on all the Facebook pages and making it so the public can share them as well. AGENDA ITEM#13: UPDATE ON PUBLIC ART Director Goodwin reminded the Commission that the last piece that was brought forward was "Fountain of Light" which is about a 50 foot structure proposed for the end of the Avenue. It was directed by Council to find alternate placement for it. It will not be going on the end of the Avenue, not only due the size and the scope of it, but the Avenue is not built to accommodate a piece of that size. When the Avenue was redeveloped, we did accommodate art nodes so that there was public art along the Avenue and those are full and this piece was not really part of the vision for that space. The Town will be working with the Art Committee for alternative placement for that piece. We have a discussion about several pieces that are looking to come into the Community Center, that are flat art (hangable pieces). There is one piece that has been out for repair for a better part of nine months which is "Quackers". "Quackers" is a popular piece down at Fountain Park that was vandalized, repaired and will be coming back in a couple of weeks. The piece maybe installed in a new location to hopefully prevent it from being vandalized again. Below are Director Goodwin's responses to the Commissioners questions regarding Public Art. 1. Funding for"Fountain of Light" —The piece will be privately funded and would be fundraised for through the Public Art Committee. It would not be Town funded. 2. The Town is responsible for installing the concrete pads for the artwork and the annual maintenance. Concrete pad installation and maintenance of the art pieces is not part of the agreement with the Public Art Committee and Director Goodwin does not anticipate that changing. 3. While there are funds coming in through the 1% fund through building, most of that is spoken for. Quite a bit of that has been negotiated as to what pieces of art will be coming in as well as an "Art Walk" that will be developed from the Community Center/Centennial Center to behind Park Place Development to connect the open spaces. The property owners in conjunction with the Public Art Committee select the art pieces that will be placed on their property. 4. Maintenance: The "SOS" program (Save Our Sculptures), is a volunteer program that runs on Saturday mornings where groups come out and do a section of our art. They spray and wipe it down to make sure the dust and debris are cleaned up, so they are maintained as long as possible. Then a professional company comes in twice a year and strips and seals them. We recently changed vendors doing the professional maintenance and they were here in early December for the Community Services Advisory Commission Page 4 of 6 G:Commission CSACAgenda&Minutes1Minutes120181012218M first time and did a tremendous job. They gave us some indicators of how they can prolong the maintenance so we may need them to come only once a year. 5. Benches are not being considered to be added to part of this inventory. The bench plan for right now is to replace the benches in Fountain Park. It is a large capital expenditure and they do have a finite amount of time that they will be maintained. We are hoping to have our sample bench here in early February so we can get it in front of the Council and the Commission, to see what we want to use and what the sample version looks like. Then pending approval through Council, hopefully replacing them in one fell swoop. AGENDA ITEM#14: UPDATE ON THE ADERO CANYON TRAILHEAD PROJECT The Trailhead broke ground in November just after Thanksgiving. Director Goodwin was on site last week and there has been a tremendous amount of change. There is quite a bit of grading going on and there is about a 16-18' grade difference between street level and the Trailhead parking area. They are doing excavating to put in the drainage work. The team working up there has been working diligently to maintain the natural landscape where and when they could. Particularly they were able to move some things to keep a rock wall in place and several rock outcrops as well as several native plants including several saguaros and ocotillos. They were able to adjust on the fly to accommodate those and keep those in place to maintain the natural esthetic. With the grade change a little higher, it makes the views into Town just that much more dynamic. We are still on schedule to complete the Trailhead somewhere in the June, July, August timeframe. `'r.. AGENDA ITEM#15: CONSIDERATION OF ADJOURNMENT Youth Commissioner Arnold made a motion to adjourn at 5:47 p.m., Commissioner Ruppert seconded and the motion passed by unanimous vote. Community Services Advisory Commission By: Ji udge, ce-G air Reviewed by: Rachael Goodwi D' ector of Community Services Prepared by: /AV -_� h > Je ifer Lyo , Execu 've Assistant (my Community Services Advisory Commission Page 5 of 6 G:Commission CSACIAgenda&Minutes Vvuinutes120181012218M 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 January 22, 2018. I further certify that the meeting as duly called and that a quorum was present. By: Je ifer Lyo , xecutiv Assistant Dated this 30th day of January 2018 Community Services Advisory Commission Page 6 of 6 G:Commission CSACIAgenda&MinuteslMinutes120181012218M 0 ,C ,a tom, I r�Ntfr /h+rt k tilt Community Services Advisory Commission 2018 Meeting Dates Mondays at 5 p.m. Town Hall Council Chambers January 22 February 26 March 26 April 23 - No meeting - Town Council Special Session May - no meeting Memorial Day June 25 July - No meeting scheduled August - No meeting scheduled September 24 October 22 November 26 December - No meeting scheduled I CSAC Pickle Ball subcommittee report Jan-2018 The problem The Pickle Ball club expressed a need for more courts. There are over 300 pickle ball players and only 7 courts. At peak periods there are many people waiting for a court. Current court Status Golden Eagle - school property 7 courts - 4 lighted Each court will accommodate 4 players (doubles) The PB club manages the PB court play assignments CSAC subcommittee objectives Review feasible court capacity solution options Make recommendations to the CSAC Options Options for new Pickle Ball (PB) courts * Golden Eagle park - School property $$$$ 2 courts all new construction * Four Peaks park - town property $ 3 courts on resurfaced Basketball court $$ 3 Flex tile courts on resurfaced Basketball court $$$ 3 courts on new concrete over existing BB court $$$$ 6 courts on new concrete over existing BB court Price Range estimate $50,000 to $150,000 C:\Users\JLyons\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\XVK8VEK3\CSAC Pickle Ball subcommittee report Jan.docx Concerns J PB club concerns Golden Eagle park - School property Funding available? (expensive for only two courts) Four Peaks park - Town property Funding available? Loss of PB club controlling court use Town not club scheduling court reservations Town charges for reserved use - IE tennis courts Sub committee concerns Funding available? Four Peaks BB court existing concrete resurfacing may not last. Fix cracks - new cracks high maintenance? BB courts are still used by neighborhood and Boys & Girls club. Subcommittee Recommendations 1. Determine if town will fund any of the options in the near terry 2. Use 1/2 of BB pad for PB & 1/2 for BB Install 3 new concrete courts at Four Peaks over BB pad--$50,001 Funding Town, Private, Club, Grants C:\Users\JLyons\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\XVK8VEK3\CSAC Pickle Ball subcommittee report Jan.docx 0 0 0 0 0 N o o o N LD CO o ,-, LID o tD tf} tf} -in-N o m CT- o M i v tf} t11- try try in- a 00 c t/}- cc 0 lD o o om o o N o u? 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Current court Status Golden Eagle - school property 7 courts - 4 lighted Each court will accommodate 4 players (doubles) The PB club manages the PB court play assignments CSAC subcommittee objectives Review feasible court capacity solution options Make recommendations to the CSAC Options Options for new Pickle Ball (PB) courts * Golden Eagle park - School property $$$$ 2 courts all new construction * Four Peaks park - town property $ 3 courts on resurfaced Basketball court $$ 3 Flex tile courts on resurfaced Basketball court $$$ 3 courts on new concrete over existing BB court $$$$ 6 courts on new concrete over existing BB court Price Range estimate $50,000 to $150,000 C:\Users\JLyons\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\XVK8VEK3\CSAC Pickle Ball subcommittee report Jan.docx s , Concerns 410 PB club concerns Golden Eagle park - School property Funding available? (expensive for only two courts) Four Peaks park - Town property Funding available? Loss of PB club controlling court use Town not club scheduling court reservations Town charges for reserved use - IE tennis courts Sub committee concerns Funding available? Four Peaks BB court existing concrete resurfacing may not last. Fix cracks - new cracks high maintenance? BB courts are still used by neighborhood and Boys & Girls club. Subcommittee Recommendations 1. Determine if town will fund any of the options in the near terrr 2. 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