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HomeMy WebLinkAboutCSAC.2015.0622.Agenda 4111N,y'fA , -_ NOTICE OF THE REGULAR MEETING •'��, is At,�oo4• OF THE TOWN OF FOUNTAIN HILLS COMMUNITY SERVICES ADVISORY COMMISSION TIME: 5:00 P.M. WHEN: MONDAY,JUNE 22,2015 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS,AZ A majority of the Council members may be in attendance. No official action will be taken. Community Services Advisory Commissioners will attend either in person or by telephone conference call PROCEDURE FOR ADDRESSING THE COMMISSION Anyone wishing to speak before the Commission must fill out a speaker's card and submit it to the Executive Assistant prior to Commission discussion of that Agenda item. Speaker Cards are located in the Council Chamber Lobby and near the Executive Assistant's position near the dais. Speakers will be called in the order in which the speaker cards were received either by the Executive Assistant or the Commission Chair. At that time,speakers should stand and approach the podium. Speakers are asked to state their name and whether or not they reside in Fountain Hills(do not provide a home address)prior to commenting and to direct their comments to the Presiding Officer and not to individual Commission members. Speakers' statements should not be irk repetitive. If a speaker chooses not to speak when called, the speaker will be deemed to have waived his or her opportunity to speak on the matter. Speakers may not(i)reserve a portion of their time for a later time or(ii)transfer any portion of their time to another speaker. If there is a Public Hearing,please submit the speaker card to speak to that issue during the Public Hearing. Individual speakers will be allowed three contiguous minutes to address the Commission. Time limits may be waived by(i) discretion of the Community Services Department Director upon request by the speaker not less than 24 hours prior to a Meeting, (ii) consensus of the Commission at Meeting or (iii) the Chair either prior to or during a Meeting. Please be respectful when making your comments. If you do not comply with these rules,you will be asked to leave. Notice is hereby given that pursuant to A.R.S. §1-602.A.9 , subject to certain specified statutory exceptions,parents have a right to consent before the State or any of its political subdivisions make a video or audio recording of a minor child. Meetings of the Town Council are audio and/or video recorded, and, as a result, proceedings in which children are present may be subject to such recording. Parents in order to exercise their rights may either file written consent with the Town Clerk to such recording, or take personal action to ensure that their child or children are not present when a recording may be made. If a child is present at the time a recording is made,the Town will assume that the rights afforded parents pursuant to A.R.S. §1-602.A.9 have been waived. The agenda for the meeting is as follows: 1) CALL TO ORDER 2) ROLL CALL 3) CALL TO THE PUBLIC Pursuant to A.R.S. §38-431-01(G),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 Commissioner 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. ) CONSIDERATION of Approving the May 18, 2015 Meeting Minutes ) UPDATE on the Desert Vista Dog Park-Commissioner Doty 6) UPDATE on the Technology Learning Center—Vice-Chair Abrahamson and Commissioner Judge 7) UPDATE on Fountain Park—Phase 6 Improvements 8) UPDATE on Public Art Pieces • • Fountain Spirit 9) UPDATE on the FY2015-16 Budget 10)UPDATE on recycling in the parks 11)CONSIDERATION of Adjournment Dated this 15th day of June 2015 By: Nancy Walt , Executive Assistant Pursuant to Title II of the American with Disabilities Act (ADA), Fountain Hills Community Services does not discriminate on the basis of a disability regarding admission to public meetings. Individuals with disabilities who require auxiliary aids or services for effective communication in this meeting may contact 480-816-5100(voice)or 1-800-367-8939(TDD),72 business hours prior to the meeting start time. • Nancy Walter From: Leigh Heise ent: Monday, June 15, 2015 11:37 AM o: Nancy Walter; Customer Service Reps (CC) Cc: Mike Fenzel Subject: RE: CSAC 06.22.15 agenda posting Posted 6/15/15 at 11:36am Have a great day! From: Nancy Walter Sent: Monday, June 15, 2015 11:27 AM To: Customer Service Reps (CC) Cc: Mike Fenzel Subject: CSAC 06.22.15 agenda posting Good morning all, Please post the attached agenda today and respond to this e-mail as confirmation of compliance. Thanks for your help! dirancy gWaite't Executive Assistant Town of Fountain Hills Community Services Department 480.816.5148 www.fh.az.gov 1 NEWS RELEASE Town of Fountain Hills< >Community Services< > Recreation `—= 16705 E.Avenue of the Fountains< >Fountain Hills,Arizona 85268 480.816.5100 < >480.837.3145 FAX< >www.fh.az.gov ghat is my' FOR IMMEDIATE RELEASE JUNE 11, 2015 Page 1 of 1 TOWN CONTACT: MARK MAYER Community Services Director (480) 816-5100 mmayer@fh.az.gov TOWN OF FOUNTAIN HILLS PRESS RELEASE Republic Services Supports Town Recycling Initiative The Town of Fountain Hills, through the tremendous support of Republic Services, unveiled the new recycling cans that will be installed in Fountain Park. Republic Services have been providing trash removal services to the Town since 2010 and on June 11, 2015, in conjunction with Town officials, they debuted the receptacles to be used for the Town's recycling initiative. Mayor Linda Kavanagh said, "I thought it would be a great idea to have recycling cans at the park since (kirty3st people who walk the park have water bottles or other drink containers with them. I contacted Bob Bennett of epublic Services. Republic did not have any recycling cans specifically made for bottles. I didn't want regular recycling cans because those would probably be used for trash. We needed the ones that looked like bottle recyclers." Republic Services official Bob Bennett took the initiative to research the type of cans that he and Mayor Kavanagh discussed, Republic Services then purchased and donated all of the cans that will be used in Fountain Park. Republic Services is a long time supporter of the Town and Town initiatives by means of their$10,000 grant program as well as their various other donations and contributions to special events such as the upcoming Fourth at the Fountain. Mayor Kavanagh also said, 'There aren't too many companies that would go this far out of their way and at their own expense." The new recycling receptacles are set to be placed in Fountain Park for use after the completion of the recycling dumpster installation in the east parking lot. Desert vista Park currently has recycling containers and if the new cans are successful during this trial period the recycling in the parks would be expanded to other parks in the system. Help us keep our park beautiful and litter free by utilizing the new Republic Services recycling cans. For more information please call the Community Services Department at 480-816-5100. 1 of 1 L Operating Budgets Community Services Community Services The Height of Desert Living .; m 207 _ Operating Budgets Community Services — _ COMMUNITY SERVICES DEPARTMENT M, , : ^ � n~mr�ior,swervis" ` $ruorseT"k;rs � .' � �m*ow�wum ) ` Supervisor . __ -- , � i-- votwism "=td"=~ / ----- -- _ � co"m=avamc | �=�u��`--- n°"cwxm�n, � ��u=:�v� � ----- | | -- -- sxm"����r | . . Note: Numbers in parentheses represent [uU-drne equivalents (FTE). ______ 208 The Height of Desert Living Operating Budgets Community Services COMMUNITY SERVICES Mission Statement The mission of the Community Services Department is to provide exceptional cus- tomer service to enhance the quality of life by providing and maintaining safe, available, and accessible parks and facilities, recreation programs, events, and services that will meet the intellectual, social, cultural, and leisure needs of all residents. Department Overview Management and operations of Parks, Recreation, Community Center, Senior Ser- vices, McDowell Mountain Preserve, Desert Botanical Garden, a growing public trails system, public art, tourism, and the Avenue of the Fountains Plaza. Expenditures by Division FY12-13 FY13-14 FY14-15 FY1S-16 Actual Actual Revised Proposed Division Budget Budget Recreation $ 444,749 S 532,018 $ 585,247 $ 606,137 Parks 935,176 947,624 1,096,043 1,186,638 Community Center Operations 400,664 433,194 444,521 227,823 Senior Services 206,878 , 208,024 213,336 232,596 Total $ 1,987,467 _ S 2,120,860 $ 2,339,147 $ 2,253,194 Variance Explanations: Community Center Operations: The decrease is attributable to the elimination of the transfer to debt service for FY15-16. The excise tax collected for the repay- ment of the MPC Bonds will cover the debt service payments in FY15-16, but the transfer will again be required in future years. Use of Funds - Community Services- By Division Where does the money go? Community Parks Center 53/ Operations 10% xv • .. Senior Services Recreation 1 27% Total Proposed Budget = $2,253,194 a The Height of Desert Living U ® 209 Operating Budgets Community Services Expenditures by Program FY12-13 FY13-14 FY14-15 FY15-16 Actual Actual Revised Proposed Program Name Budget Budget Administration $ 554,839 $ 546,422 S 561,091 $ 392,508 Amenities 218,515 190,310 239,948 326,374 Art & Culture 7,767 48,127 42,021 41,453 , Boards & Commissions 43,473 56,217 31,355 48,691 Community Events 99,135 94,842 106,380 101,330 Event Planning 54,013 61,195 60,394 , 57,862 Field Prep/Maintenance 152,826 170,384 187,280 180,343 Fountain 188,860 223,119 223,465 220,571 Home Delivered Meals 74,521 60,983 65,266 74,272 Landscape Maintenance 176,540 , 162,852 228,117 239,688 Open Space 31,762 31,494 39,581 29,058 Operations 88,147 , 115,620 137,406 116,568 Senior Membership 80,550 86,956 99,108 105,841 Social/Community Services 66,363 70,459 78,795 82,514 Special Events 27,364 27,073 25,864 26,769 Special Interest Programs 26,890 24,407 43,025 39,850 Sports Activities 56,901 55,629 78,819 73,851 Youth &Teen Programs 39,001 94,771 91,232 95,651 Total _ $ 1,987,467 $ 2,120,860 $ 2,339,147 $ 2,253,194 Variance Explanations: Administration: The decrease is attributable to the elimination of the transfer to debt service for FY15-16. The excise tax collected for the repayment of the MPC Bonds will cover the debt service payments in FY15-16, but the transfer will again be required in future years. Amenities: The increase is due to the addition of the new Avenue of the Fountains Plaza in the Park's budget. Use of Funds - Community Services- By Program Boards& Where does the money go? Commissions Field Administration 2% Community Event Planning Prep/Maintenan 17% Art&Culture,: Events i 3% Ce Amenities 2% °, Fountain 15% 8 10% \ Sties ,",. , Home .. ..i. .Delivered .".,m Meals % dscape . e ,.,;, intenance 11% Youth& g Teen Sports Activities Operations Specia nter Socia Kcznmunit Senior 5%Programs 3% Sern 4/ Programs y Membership 2% 4% 5% Total Proposed Budget = $2,253,194 2 LI III ;I III The Height of Desert Living Operating Budgets Community Services Boards & Commissions: Due to combining three of the commissions into one called Community Services Advisory Commission (CSAC) on August 7, 2014, there were personnel allocation changes that affected the program costs. Open Space: Due to the addition of the new Avenue of the Fountains Plaza in the Parks budget, there were personnel allocation changes that affected the program costs. Expenditures by Category FY12-13 FY13-14 FY14-15 FY15-16 Actual Actual Revised Proposed Category Budget Budget Wages $ 822,745 $ 824,172 $ 823,934 $ 860,753 Employment Taxes 39,670 44,449 60,362 51,352 Benefits 171,062 165,368 188,289 200,023 Dues & Memberships 5,976 4,940 5,101 4,642 Education and Training 5,704 9,138 12,050 11,655 Maintenance and Repair 132,347 141,825 168,957 205,518 Utilities 282,686 280,071 318,061 342,528 Contractual Services 185,585 2.79,706 369,975 384,911 , Supplies 105,585 116,243 135,495 131,314 Equipment 4,557 20,296 _ 19,870 10,600 , Damages/Vandalism 6,540 1,080 2,100 2,100 Internal Service 29,806 40,072 41,453 47,798 Transfers 195,2.04 193,500 193,500 - Total S 1,987,467 $ 2,120,860 _ $ 2,339,147 $ 2,253,194 Variance Explanations: Equipment: The annual cost for replacing the chairs at the Community Center had to be eliminated. Transfers: The annual transfer to debt service for FY15-16 was eliminated be- cause the excise tax collected for the repayment of the MPC Bonds will cover the debt service payments in FY15-16, but the transfer will again be required in future years. Use of Funds- Community Services-By Category Where does the money go? Supplies Internal Service Contractual 6% 2°/ Services 17% Wages Utilities 39% IS% Benefits Maintenance a % Repair 9% Education and Training Employment 1% Taxes Total Proposed Budget = $2,253,194 2% The Height of Desert Living ■ 1 ■ . I 211 Operating Budgets Community Services FY14-15 Department Accomplishments Initiative Strategic Value Provided over 4,000 meals under the Home De- P4-Public Safety, Health and Welfare livered Meals program Continued to partner with various travel compa- RI-Recreational opportunities and amenities nies for trips for seniors Developed various Trail Programs/brochures- R2-Recreational opportunities and amenities Professionally printed EV5-Economic Vitality Completed Level 1 Background Checks - HDM P1-Public Safety, Health and Welfare Continued to Implement the Urban Trail Pro- R2-Recreational opportunities and amenities; gram Responsible for the Town's tourism efforts R1, R2, R3-Recreational opportunities and amenities FY15-16 Objectives Initiative Strategic Value Estimated Cost/Funding Source To increase, to the extent pos- C2-Civility-and R1, R2 R3- TBD/General Fund sible, both internal (Town) and Recreational Opportunities and external (Others) special Amenities events in the Community To continue to participate/ PS-Public Safety, Health and $0 provide input to the Fountain Welfare Hills Coalition and the School Health Committee To again be designated as a R1, R4-Recreational Opportuni- $0 Playful City USA-5th year ties and Amenities Assumed the responsibility for R2-Recreational opportunities $80,000/General Fund the Town's newly renovated and amenities Avenue of the Fountains Plaza 2 1 2 1 El I is The Height of Desert Living Operating Budgets Community Services • U 4 4V • $ 01, olt *Air 1 %ig • ° • •'* • •• •- „ • . 71 . ek•ll;#•• • p • 0., \Nric‘' 't t • -, '41 I .'„ 'At 1111 ! , ,! 1 $ 1 , Hi•• -0 • • • • • lt.+ A. it ; • . i • ' I 0 • ' ' ' •..••• - - r M The Height of Desert Living 213 lem , Operating Budgets Community Services FY15-16 Proposed Budget Summary of Expenditures n Community Services FY12-13 FY13-14 FY14-15 FY15-16 Description Actual Actual Revised Budget Proposed Budget General Fund Salaries-Full Time $ 665,672 $ 654,805 $ 631,053 $ 656,237 Salaries-Part lime 154,729 168,884 192,881 91,395 Hourly Wages-Temp - - - 111,121 Overtime 2,344 484 - 2,000 FICA 9,718 10,533 11,534 12,454 Medicare 11,718 11,748 11,854 12,437 Workers Compensation 13,793 18,670 34,755 24,997 Unemployment Insurance 4,440 3,498 2,219 1,464 Group Health Insurance 85,705 80,901 105,221 115,371 Group Dental Insurance 7,652 7,747 8,137 6,919 Group Vision Insurance 1,010 956 1,344 1,006 Disability Insurance 1,505 1,828 2,203 2,405 Retirement 73,260 71,990 69,418 72,181 Life Insurance 1,930 1,946 1,966 2,141 Licenses/Filing Fees 1,508 2,394 2,140 1,710 Dues,Subscript&Publlcat 4,468 2,545 2,961 2,932 Training/Cont Ed 1,350 2,267 4,500 4,805 Meetings&Conferences 4,354 6,871 7,550 6,850 Building Main/Repair 970 1,102 850 1,000 HVAC Repair - 1,018 4,350 1,400 Plumbing Repair 1,352 3,940 2,750 2,650 Electrical Repair/Maint 4,533 8,758 5,450 5,750 Fire Protection Systems 479 2,712 1,200 1,200 Grounds Maint/Repair 15,773 6,098 10,300 22,300 Irrigation Repair 14,381 15,836 12,898 13,950 Backflow Testing &Maintenance 1,175 70 2,500 3,690 Equipment Maint/Repair 17,839 59,088 38,842 79,590 Vehicle Malnt/Repair 5,793 4,388 11,099 13,300 Office Equip Maint/Repair 2,968 1,792 600 1,080 Other Maint/Repair 17,023 10,865 37,200 22,200 Art Maint/Repair/Install 4,715 9,525 8,500 7,500 Parking Lot Repair 33,411 - - - Striping 220 820 1,900 2,380 Sidewalk/Pathway Repair 18 1,765 1,550 1,600 Sign Repair& Replacement 2,520 1,583 2,600 5,825 Painting 658 676 4,767 1,803 Lighting Repair 8,518 11,789 21,600 18,300 Electricity Expense 211,357 211,224 235,560 243,540 Refuse/Recycling 6,375 5,955 6,020 6,080 Telecommunications 7,156 6,900 6,808 7,492 Water/Sewer 44,342 41,868 55,221 70,604 Gas &Oil 13,458 14,124 14,452 14,812 Professional Fees 19,438 17,610 35,055 24,905 Instructor Fees 9,420 8,267 21,984 18,404 Rentals&Leases 32,672 32,914 33,503 29,391 Printing Expense 583 4,535 6,740 5,320 fl 214 1 IIE, N lir 1 1111®L The Height of Desert Living Operating Budgets Community Services FY15-16 Proposed Budget Summary of Expenditures Community Services FY12-13 FY13-14 FY14-15 FY15-16 Description Actual Actual Revised Budget Proposed Budget General Fund-continued Advertising/Signage $ 3,228 $ 7,151 $ 4,710 $ 5,220 Contractual Services 63,278 45,804 47,385 52,920 Constituent Communication - - 31,400 32,900 Bank/Merc Acct Fees 4,748 4,016 11,989 9,950 Community Contracts/Events - 99,120 79,296 79,296 Landscape Contracts 48,803 53,079 86,739 116,020 ActiveNet Fees 3,416 7,211 11,175 10,585 Office Supplies 4,768 9,391 8,400 7,750 Cleaning/Janitorial Supplies 11,923 11,335 12,353 12,353 Safety Supplies 1,403 810 1,100 1,100 Operating Supplies 51,228 65,939 75,729 73,433 Food & Beverage Supplies 3,197 2,397 2,345 1,870 Program Materials 28,662 23,703 31,985 30,315 Uniforms 4,170 2,460 3,583 3,593 Postage&Delivery 233 83 - 900 Miscellaneous Expense - 125 - - Small Tools 3,814 3,443 8,670 10,600 Hardware - 969 - - Peripherals 743 421 - - Furniture/Appliances - 13,224 11,200 - Equipment - 2,239 - - Damages/Vandalism 6,540 1,080 2,100 2,100 ISF-Copier Charges 5,754 6,526 7,726 11,160 ISF-Mail Service Charges 423 743 492 453 ISF Vehicle Replacement Charge 15,200 26,022 26,875 29,691 ISF-Motor Pool Charges 136 22 - - ISF-Telecom Charges 8,293 6,758 6,360 6,494 Transfer Out 195,204 193,500 193,500 - Total Community Services $ 1,987,467 2,120,860 $ 2,339,147 $ 2,253,194 II p I N Q c, 16 31 . poop° r y pcJoc • 46 .,,--..,.MI'"" a f.. .., r...�- r a �- The Height of Desert Living I . 1215 THE TOWN OF FOUNTAIN HILLS AFFIDAVIT OF WEB POSTING OF THE POST MEETING ACTION NOTICE STATE OF ARIZONA } } ss COUNTY OF MARICOPA } The affiant, after first duly sworn deposes and says: That the Fountain Hills Town Clerk, personally posted or had posted a copy of the attached post meeting action notice(s) on the Town's website: ❑ Town Council Meeting Date of: ❑ Town Council Work Study Meeting Date of: ❑ Town Council Special Meeting Date of: x Community Services Advisory Commission Meeting Date of Late- O( 'S" ❑ Other: L. The above refer ced post meeting action notice was posted: ,e �j , 20 / 5- at t : .m/p.m. (Fill in date d time) BY: 4447 GNA URE SUBSCRIBED AND SWORN to me this a1vl day of , ao IS. (.1)(P,-) - - r / 26 I _ / Notary Public Expiration Date lQ/' ATTACH A COPY OF THE POST MEETING ACTION AGENDA NOTICE TO THIS AFFIDAVIT , &. HEATHER WARE Nolsr Phbl4611 �. Of temmision asks An.N.SON G:\Commission CSAC\CSAC Post Action.doc 2/09 , AINN. v. POST ACTION AGENDA NOTICE NOTICE OF THE REGULAR MEETING .y�� > �' OF THE TOWN OF FOUNTAIN HILLS �ha1„Atyo COMMUNITY SERVICES ADVISORY COMMISSION TIME: 5:00 P.M. WHEN: MONDAY,JUNE 22,2015 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS,AZ A majority of the Council members may be in attendance. No official action will be taken. Community Services Advisory Commissioners will attend either in person or by telephone conference call PROCEDURE FOR ADDRESSING THE COMMISSION Anyone wishing to speak before the Commission must fill out a speaker's card and submit it to the Executive Assistant prior to Commission discussion of that Agenda item. Speaker Cards are located in the Council Chamber Lobby and near the Executive Assistant's position near the dais. Speakers will be called in the order in which the speaker cards were received either by the Executive Assistant or the Commission Chair. At that time,speakers should stand and approach the podium. Speakers are asked to state their name and whether or not they reside in Fountain Hills(do not provide a home address)prior to commenting and to direct their comments to the Presiding Officer and not to individual Commission members. Speakers' statements should not be repetitive. If a speaker chooses not to speak when called, the speaker will be deemed to have waived his or her opportunity to speak on the matter. Speakers may not(i)reserve a portion of their time for a later time or(ii)transfer any portion of their time to another speaker. If there is a Public Hearing,please submit the speaker card to speak to that issue during the Public Hearing. Individual speakers will be allowed three contiguous minutes to address the Commission. Time limits may be waived by(i) discretion of the Community Services Department Director upon request by the speaker not less than 24 hours prior to a Meeting, (ii) consensus of the Commission at Meeting or (iii) the Chair either prior to or during a Meeting. Please be respectful when making your comments. If you do not comply with these rules,you will be asked to leave. Notice is hereby given that pursuant to A.R.S. §1-602.A.9 , subject to certain specified statutory exceptions,parents have a right to consent before the State or any of its political subdivisions make a video or audio recording of a minor child. Meetings of the Town Council are audio and/or video recorded, and, as a result, proceedings in which children are present may be subject to such recording. Parents in order to exercise their rights may either file written consent with the Town Clerk to such recording, or take personal action to ensure that their child or children are not present when a recording may be made. If a child is present at the time a recording is made,the Town will assume that the rights afforded parents pursuant to A.R.S. §1-602.A.9 have been waived. The agenda for the meeting is as follows: 1) CALL TO ORDER @ 5:00 p.m. 2) ROLL CALL NO ACTION TAKEN 3) CALL TO THE PUBLIC NO ACTION TAKEN Pursuant to A.R.S. §38-431-01(G),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 Commissioner 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. CONSIDERATION of Approving the May 18, 2015 Meeting Minutes APPROVED 5) UPDATE on the Desert Vista Dog Park- Commissioner Doty NO ACTION TAKEN 6) UPDATE on the Technology Learning Center — Vice-Chair Abrahamson and Commissioner Judge N(' ACTION TAKEN �+ 7) UPDATE on Fountain Park—Phase 6 Improvements NO ACTION TAKEN 8) UPDATE on Public Art Pieces NO ACTION TAKEN • Fountain Spirit 9) UPDATE on the FY2015-16 Budget NO ACTION TAKEN 10)UPDATE on recycling in the parks NO ACTION TAKEN 11)CONSIDERATION of Adjournment APPROVED @ 5:35 p.m. Dated this 15th day of June 2015 By: Nancy Wal4.V7 xecutive Assistant Pursuant to Title II of the American with Disabilities Act (ADA), Fountain Hills Community Services does not discriminate on the basis of a disability regarding admission to public meetings. Individuals with disabilities who require auxiliary aids or services for effective communication in this meeting may contact 480-816-5100(voice)or 1-800-367-8939(TDD),72 business hours prior to the meeting start time. SUGGESTED CSAC PROGRAMS WORK GROUP MEMBERS TALKING POINTS-TO DISCUSS WITH TLC REPRESENTATIVES DURING THE JOINT MEETING SCHEDULED FOR TUESDAY, JUNE 9, 2015 IN THE COMMUNITY CENTER CONFERENCE ROOM. C ** TLC volunteers dedication is admirable and appreciated,however, because of current and future space needs, the Center is required to utilize all space to the maximum in order to serve the needs of the entire community. **The programs work group feels the TLC group has been treated "very well" over the past many years in regard to use of the room and at very low rental rates. **The programs work group asks TLC to consider the three options previously outlined **The programs group wants the Community Center staff to schedule the room during all hours not used for prep and instruction time by TLC, in order that other community needs for space can be scheduled in the room. ** Please refer to the handouts(you all have received the content in emails over the last week or so) you have in front of you showing other community needs for program space in the Center,prepared by the supervisors of the Activity Center, Community Center, and Recreation. It's obvious the needs for space to serve the entire community is huge and changes must be made. ** Why is TLC reluctant to become part of the town which offers no room rental cost? ** The room rate of$15 per hour applies equally among all non-affiliated groups. Based on availability, the room can be scheduled up to 18 months in advance. ** Why does the TLC need the room 8 hours a day for three consecutive, eight hour days, each week when each class only uses the room for 2.5 hours(half an hour to prepare and two hours for instruction time.) During last year based on 5 days a week,TLC conducted 186 classes divided by 52 weeks for an average of 3.58 classes per week or substantially less than one class per day. The projected schedule for the coming year is the same 186 classes,but with two fewer requested days per week,which averages a little more than one class a day. If three to four classes were scheduled each instruction day it would likely require extended hours,then the room would only need to be rented around 50 days a year or roughly 400 total hours @ $15 per hour equates to roughly$6,000 cost to TLC who currently pays roughly$2,000 a year, so the additional cost would be close to $4,000 and not the $18,000 that was presented to the Town Council. Granted it would be very difficult to schedule 3 to 4 classes a day but the point is with a hard look at consolidation of class room days and requiring 5-6 or more students in each class considerable savings could be gained. Note: average TLC class size in 2014 was between 2 and 3 students, of the 186 classes held, each requiring 2 1/2 hours per class of prep&instruction time, equals 465 hours-the room was dedicated eight hours a day(actually 24 hours a day) for 52 weeks for a total of 2080 hours, resulting in a 22% room utilization. TLC has written they expect about the same number of classes for the coming year as was held last year but requests three consecutive eight hour days each week for total of 24 hours each week times 52 weeks equals 1248 hours a year resulting in approximately a 37%utilization of the room in actual prep/instruction time. Because of TLC's expected change over from desktop computers to all laptops, the time required to tear down and set up will be greatly diminished. Another way to look at the numbers-of the 2080 daytime available hours that the room was reserved for TLC use, exclusively last year only 465 hours were used for preparation&instruction. For next year only 465 hours of the 1248 total hours are planned to be used for prep and instruction, resulting in a 37% utilization rate if the three days are granted. TOWN OF FOUNTAIN HILLS OFFICE OF INTER OFFICE MEMO TO: Mark Mayer, Community Service DT: May 4, 2015 Director FR: Kelley Fonville, Senior Services RE: Current spacing issues for Activity Supervisor Center programs The Activity Center has added additional programs over the years and as many of our programs have increased in attendance room space has become an issue. The need for additional room space is required to continue to offer the variety of programs/classes to our 1,200 members. Efforts have been made to make best use of room space by doubling up some programs and by scheduling programs back to back with similar room set-ups to minimize facility staff time. A lack of room space for Activity Center programs has resulted in declining several requests and it has become increasingly difficult to add on new programs. Below are requests and conflicts I currently face with scheduling: Programs that are doubled-up or use same room set up Men's Discussion Group and Caregivers Support Group- use same room set up Cards and Chess- use same room set up Peer Led Exercise and Line Dancing- use same room set up Poker and Scrabble-doubled up program (share room) Current programs that have asked for additional program date/space `r.. Exercise with Laurie would like to add another exercise day- had to decline Hand & Foot cards inquired about meeting weekly- had to decline Ping Pong has asked for a third table so would need both class rooms (Hopi/Pima) - had to decline Support Groups that have asked for additional program dates/space Caregivers Support Group wanted to add on another meeting day- had to decline Diabetes Support Group wanted to start new support group- had to decline Programs that are at or close to room capacity Men's Discussion group is at capacity (winter months) needs a larger room - pending request Advanced Contract Bridge is at capacity(winter months) needs larger room - pending request Programs/classes/workshops looking to offer for FY15/16—limited classroom space Poetry Readers Program (monthly) Poetry Writers Program (monthly) Sign Language Program (beginners, intermediate) (fall and spring) Matter of Balance Class hosted by A.T. Still University(fall and spring) Great Decisions Class (fall and spring) Line Dancing Class(beginners-fall only) Diabetes Management Workshop (fall and spring) Life Stories Workshop (fall and spring) Brain G.Y.M.Workshop hosted by Banner Alzheimer's Institute (fall and spring) - NEW Living Well with Hearing Loss Workshop (fall and spring) hosted by ASU College of Health Solutions- NEW Calligraphy Class(beginners) (fall and spring) - NEW 50+Social Group Program (monthly) - NEW Memoir Club Program (monthly) - NEW TOWN OF FOUNTAIN HILLS OFFICE OF INTER OFFICE MEMO TO: Mark Mayer, Community Services DT: May 7, 2015 Director FR: Mike Fenzel,Events and Operations RE: Technology Learning Center and Supervisor Community Center Operations I would like to address the important issue of the Technology Learning Center(TLC), and the exclusive use of a meeting room at the Community Center, which has been ongoing since 2004. The Community Center executes close to one thousand contracts on an annual basis for the purpose of renting room space for a variety of events,ranging in size and scope. Examples of room rentals include: private weddings, corporate meetings,public gatherings, concerts, HOA meetings, and seminars,just to name a few. In addition, the Community Center houses the Activity Center that serves over 1,200 members through a variety of programs and activities. Furthermore, the Recreation Division utilizes the Community Center for special interest classes, of which there are over one hundred per year. Lastly, internal events through MCSO and the Town are held at the Community Center(i.e. Volunteer Reception, monthly staff and community meetings). If an agreement with the TLC can be reached in which a meeting room is used on a non- exclusive-use basis, it would have the following operational benefits: 1. Special Interest Classes offered through the Recreation Division could expand. It has been increasingly difficult to find space for classes as Activity Center programs and facility rentals increase. 2. Fewer room turnovers for operations staff. Currently, rooms are changed over three and four times a day because they require different setups (i.e. theater style to conference style to blank space for an exercise program). 3. Activity Center programs could expand. 4. The additional room space could be used for facility rentals. I strongly encourage an open discussion between the Community Services Division Heads and the Community Services Advisory Commission to facilitate a solution on how to best utilize space at the Community Center in the upcoming years. Attachment(1): Rental user group list C Rental user group list Recurring Events - Fountain Hills High School-4 Grand Ballroom Events per year - Historical Society- 7 Ballroom Events per year, 2 of which are Grand Ballroom - Bingo- 1 ballroom every Tuesday - Bridge- 1 Ballroom every Monday - Friends in the Hills-second Wednesday of every month, 9 months of year, 3 ballrooms for each meeting - Chamber of Commerce-Grand Ballroom and Lobby, once a year - Kiwanis Club- Grand Ballroom and Lobby once a year, blood drives in Pima and Hopi Room 4 times per year - Town of Fountain Hills,Volunteer Reception- Grand Ballroom and Lobby - Fountain Hills Women's Club-Third Wednesday of month, seven months of year, 1 ballroom - Family History Society- Yavapai Room second Monday of month, eight months per year - Watch and Clock Collectors-second Saturday of month, Pima and Hopi room,yearly convention in Grand Ballroom and Lobby in March - Weight Watchers-every Thursday evening in Yavapai Room - Fountain Hills Art League-first Monday of month, seven months per year, 1 ballroom 'toww - Community Chorus- Practice in Pima and Hopi every Monday,two concert practices in Grand Ballroom per year,two concerts per year in Grand Ballroom - Community Band- one concert per year, Grand Ballroom - Fountain Hills Realtors-every Friday morning, 1 ballroom - Friends of the FH Library- up to six events per year in 2 ballrooms, one event per year in Grand Ballroom - Munch and Music-four Fridays in January and February in Lobby - Fountain Hills Photo Club-Yavapai Room, second Wednesday of month,ten times per year - Republican Club-Third Saturday of month, 1 ballroom - Food Pack- one Thursday in March, Grand Ballroom - Arizona League of Cities and Towns-grand ballroom, one meeting room once a year, typically in July - Chabad of Fountain Hills-at least two events per year, held in at least 2 ballrooms - NPOA-once per year in 1 ballroom - Fountain Hills Theater- performance once a year, Grand Ballroom and Lobby Other rentals occurring at various dates/times: -Weddings- For FY14/15, there were 14. Each wedding is typically two ballrooms, some require the Grand Ballroom HOA Meetings-Over 100 HOA meetings per year on various days of the week at various times. Each meeting is typically two hours and utilizes one meeting room at the center. -Church/Support Groups- Examples include Total Impact Christian Church, Church for the Nation, "Moving Up, Moving On" presentation. Typically utilize a meeting room at the center for 2-3 hours. -Baby Showers/Birthday Parties-typically two or three of these types of rentals per year, held in a meeting room for 3-4 hours at the center. -Financial Seminars-typically 5 or 6 per year held in a meeting room at the center for 2-3 hours. -Company Meetings- examples include Seeq (software company) and Mayo Clinic. Typically utilize 1 ballroom for 4-8 hours. -Estate Buyers- Examples include Porcello Estate Buyers and British International Road Show. Utilize one meeting room,typically 10am-5pm. Charter School Galas- Examples include BASIS of Scottsdale and Fountain Hills Charter School, typically utilize at least two ballrooms. ,0100 -Non-Profits—Dancing Queen Dresses, Kiwanis Club, Fountain Hills Cultural and Civic Association, International Myeloma Foundation, and many more,typically utilize one meeting room at the center for 2-4 hours. NOTE: This list does not take into consideration the setup and tear down of Activity Center or Recreation Programs. TOWN OF FOUNTAIN HILLS OFFICE OF INTER OFFICE MEMO TO: Mark Mayer, Community Services DT: June 3,2015 Director FR: Rachael Goodwin,Recreation RE: Technology Learning Center and Supervisor Community Center Operations The Community Center hosts more than one thousand contracts annually which include variety of events such as weddings, corporate meetings,public gatherings, concerts, HOA meetings,and seminars. In addition,the Community Center houses the Activity Center that serves over 1,200 members through a variety of programs and activities. Due to the large number of bookings within the facility,room use for Recreation programming is often challenging.The Recreation Division is working toward expanding class offerings and finding space within the Community Center has proven to be one of the largest obstacles in reaching this goal. Room scheduling currently requires constant and diligent communication among the division supervisors and program expansion will only intensify this need. In short,room space is in high demand within the Community Center and availability is extremely low. If an agreement with the TLC can be reached in which a meeting room is used on a non- exclusive-use basis, it would allow for more potential room use for the Recreation Division. Special interest classes,youth and teen programs as well as events would have the possibility of expansion,thereby serving all members of the community. Currently recreation programs have exhausted all space options, and have resorted to using non-traditional space for classes, including use of the kitchen and lobby. I encourage open discussion between the Community Services staff and the Community Services Advisory Commission to facilitate a solution on how to best utilize space at the Community Center in the interest of all user groups.