Loading...
HomeMy WebLinkAboutCSAC.2021.1025.Minutes TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE COMMUNITY SERVICES ADVISORY COMMISSION OCTOBER 25, 2021 1. CALL TO ORDER-Welcome Craig Rudolphy to Community Services Advisory Commission 2. ROLL CALL -Vice Chairman Natalie Varela Present: Vice Chairman Natalie Varela; Commissioner Stephen Barnes; Youth Commissioner Jacelle Nicole Bautista; Commissioner Rory Wilson; Commissioner Craig Rudolphy Absent: Commissioner Carey Reddick, Jr.; Commissioner Ron Ruppert Staff Community Services Director Rachael Goodwin; Executive Assistant Patti Present: Lopuszanski; Community Center Manager Jennifer Lyons; Recreation Mananger Linda Ayres Attendees: Jeny Davis, Biophilic Fountain Hills 3. CALL TO THE PUBLIC Pursuant to A.R.S. §38-431.01(H),public comment is permitted(not required) on matters NOT listed on the agenda.Any such comment(i)must be within the jurisdiction of the Commission, and(ii)is subject to reasonable time,place, and manner restrictions. The Commission will not discuss or take legal action on matters raised during Call to the Public unless the matters are properly noticed for discussion and legal action.At the conclusion of the Call to the Public, individual commissioners may(i)respond to criticism, (ii)ask staff to review a matter, or(iii)ask that the matter be placed on a future Commission agenda. Scott Grzybowski, Chairman, McDowell Mountain Preservation Commission, spoke in support of Fountain Hills becoming a Biophilic Community that would invest in the well-being of the community, build resiliency and increase in the natural environment. Lisa Ristuccia, Arizona Association for Environmental Education, Board of Directors Adamo Education Microschool, Teacher, submitted a written comment stating, "I am in full support of Fountain Hills becoming a Biophilic City and I will assist in any way I am able. I will also get my students actively involved." Cynthia Magazine, Commissioner, Strategic Planning Advisory Commission, submitted a written comment stating, "Biophilic Certification not only supports the Community Services Master Plan; it will give us specific ways to become involved in that preservation, such as an urban forestry plan, identifying and promoting sustainable best practices, and celebrating our environmental efforts with a Sonoran Festival." 4. CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Meeting of September 27, 2021 MOVED BY Commissioner Rory Wilson, and SECONDED BY Commissioner Stephen Barnes to approve the Regular Meeting Minutes of the Community Services Advisory Commission on September 27, 2021. VOTE: 5-0 Passed Unanimously 5. CONSIDERATION AND POSSIBLE ACTION: Appointment of a Chairperson Due to two absent commissioners and the first meeting of the newly appointed Commissioner Craig Rudolphy it was agreed to table this item until the November 22, 2021 meeting. 6. CONSIDERATION AND POSSIBLE ACTION: Appointment of a Vice Chairperson Due to two absent commissioners and the first meeting of the newly appointed Commissioner Craig Rudolphy it was agreed to table this item until the November 22, 2021 meeting. 7. CONSIDERATION AND POSSIBLE ACTION: Approval of new Community Center Operational Hours Jen Lyons, Community Center Manager, presented the new Community Center Operation Hours to the Commission. Prior to the renovation the hours were 8am-5pm Monday through Friday, and evenings and weekends, as needed for rentals and programs. This was a challenge for staffing and the need of part-time staff to work evenings and weekends. To alleviate this problem new Standard Hours will be Monday - Thursday 8am-8pm and Fridays 8am-4pm. Fridays after 4pm, and all day Saturdays, would be for rentals and town programs. The Community Center would like to utilize the space better. Classroom space: Rec/Seniors have primary use of classroom space Monday— Fridays from 8am-2pm. Private rentals are subject to availability. After 2pm Monday— Friday classroom space is available to Town Programs, Town Partners and private rentals. Saturdays —classroom space is reserved for Town programs, unless combined with ballroom rentals. Ballroom space Ballrooms are primarily used for rentals and Town programs. After 4pm on Fridays and Saturdays ballroom rentals can only be reserved for half of the grand ballroom, 2 ballrooms or the grand ballroom (4 ballrooms). No Sunday rentals unless part of a multi-day rental or a Town Program. Chairs and tables are included as part of the rental. AV equipment, dance floors, etc. are available for additional charges. Set up (decorating) and clean up time are included as part of the rental period. Programs and rentals requesting to operate outside standard hours will be subject to additional labor costs. Vendors such as caterers, bartenders, entertainment, etc. are also subject to operate (set up/clean up) inside the rental period of the event. The kitchen is only to be used in conjunction with a ballroom rental. Ms. Goodwin shared that this was needed to work with the community to be more accountable for the time being reserved and conserve the resources of limited staff at the Community Center. It is not cost-effective to open for minimal events/programs. MOVED BY Commissioner Craig Rudolphy, SECONDED BY Commissioner Rory Wilson Vote: 5 - 0 - Unanimously 8. CONSIDERATION AND POSSIBLE DIRECTION: Community Center Code of Conduct Ms. Lyons shared the need for accountability by those that are served and use the Community Center. A written Code of Conduct would allow for those that do not comply to be put on notice and if behaviors continue could be escalated to MSCO. Ms. Goodwin informed the commissioners that a do not trespass could be given when the Code of Conduct behavior has become excessive. The Code of Conduct would be made part of rental agreements and membership sign up. The work group made up of Vice Chairman Varela, Commissioner Barnes and Commissioner Wilson will work with Ms. Lyons researching samples of other Code of Conducts and bring forth at the November 22, 2021 meeting for further discussion. 9. CONSIDERATION AND POSSIBLE ACTION: Approval of Fountain Lighting Policy Guidelines Ms. Goodwin informed the commission that there have been requests from the public to change the fountain lighting colors for personal events, such as gender reveal, anniversary, birthdays. In order to keep it unique and special, Ms. Goodwin shared it would be best to keep it unique by reserving it for special occasions. The policy could be reviewed annually once new capabilities come to be for internet at the pump house, but currently must be programmed manually by staff. Ms. Goodwin informed the commissioners that rent time for the fountain for 1/2 hour increments is $300 and that lights do not operate during the day. MOVED BY Commissioner Rory Wilson, SECONDED BY Commissioner Craig Rudolphy Vote: 5 - 0 - Unanimously 10. CONSIDERATION AND POSSIBLE ACTION: Approval seeking Biophilic Certification for the Town of Fountain Hills Jeny Davis, Coordinator for Biophilic Fountain Hills, presented follow-up information to the CSAC Commission after attending the September 28, 2021 meeting. She shared that in order for Fountain Hills to become a partner with the network, the town must meet the following six requirements: 1) Official Resolution of adoption by the Town Government; 2) A narrative statement of the town's biophilic intentions; 3) Selecting a minimum of five indicators to monitor progress; 4) Designation of a town contact or coordinator; 5)Assist fellow partners and participate in partner events, workshops and conferences; 6) One-time fee of$250 MOVED BY Commissioner Rory Wilson, SECONDED BY Commissioner Stephen Barnes Vote: 5 - 0 - Unanimously 11. CONSIDERATION AND POSSIBLE ACTION: Approving CSAC 2022 Meeting Dates The CSAC Meeting Dates for 2022 were reviewed, and it was determined that there was no conflict at this time with any proposed dates. MOVED BY Commissioner Craig Rudolphy, SECONDED BY Commissioner Rory Wilson Vote: 5 - 0 - Unanimously 12. UPDATE: Volunteer Opportunities Linda Ayres, Recreation Manager, informed the commission on upcoming volunteer opportunities. 13. UPDATE: Town Events Linda Ayres, Recreation Manager, informed the commission on upcoming events. 14. ADJOURNMENT MOVED BY Commissioner Rory Wilson, SECONDED BY Stephen Barnes to adjourn. VOTE: 5-0 Passed Unanimously The Regular Meeting of the Community Services Advisory Commission held on October 25, 2021, adjourned at 6:18 p.m COMM I SER I ESA ISORY COM S N k Natalie Varela, Vice Cha. an ATTEST AND PREPARED BY: atti zans� tive Assistant P 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 25th day of October, 2021. I further certify that the meeting was duly called and that a quorum was present. DATED this 22nd day of November, 2021. Patti Lopuszanskt,, Ex tive Assistant