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Park and Recreation Workshop Minutes January 8, 2013 5:30 – 8:15p.m. Workshop Minutes Page 1 Call to Order The meeting began at 5:30 p.m. Present Position I Brent Glogau, Member (12/13) Present Position II Sofie Velasquez (12/12) Present Position III Joseph Nicoletti, Board Secretary (12/13) Present Position IV Rosetta Wangerin, Board Chair (12/13) Present Position V Bruce Thomas, Member (12/13) Present Position VI Ardis Knauf (12/12) Present Position VII Gevin Gregory(12/16) Present Staff present: Jim Row, Community Services Director; Stu Spence, Recreation Services Manager; Kristin Wierenga, Aquatics Supervisor Annual Review and Goal Setting Kristin and Stu provided a 2012 year in review presentation for the Aquatics and Recreation programs. The Board then reviewed the following eight goals identified in the 2009 Parks and Recreation Master Plan: Goal 1: Maximize the Planning Effort Goal 2: Improve Marketing, Communications, and Credibility Goal 3: Track Performance Measures Goal 4: Strategically Increase Programming and Partnerships Goal 5: Increase Cost Recovery and Funding Goal 6: Create a Cohesive Operations and Maintenance System for Recreation and Parks Goal 7: Continue to Provide an Equitable Level of Service in Existing Parks and Facilities Goal 8: Plan for Community Growth The Board concluded the meeting with a discussion of potential projects for 2013. They agreed to rank the projects for discussion at the February meeting. Joseph Nicoletti, Board Secretary Jim Row, Community Services Director ---PAGE BREAK--- Year in Review 2012 W db A ti C t Woodburn Aquatic Center Kristin Wierenga ---PAGE BREAK--- Programming • Jr. Lifeguard Program • Pre-Competitive Swim Level • Additional Water & Land Classes (i e Ai Chi Yoga Workshop etc ) • Additional Water & Land Classes (i.e. Ai Chi, Yoga Workshop, etc.) • Adult Swim Lessons & Saturday Swim Lessons • Party Rental Room • Expanded Saturday Hours • Open During Memorial Day • New Special Events (i.e. Belly Flop Contest, Pumpkin Patch, etc.) • Special Swim Clinics 9Meets Master Plan goal 4 of strategically increase programming & partnerships partnerships. 9Meets Master Plan goal 5 of increase cost recovery & funding as the new & expanded programming helps drive revenue. ---PAGE BREAK--- Financial • Cost Recovery: 2012 vs. 2011 vs. 2010 (*October – December 2012 are not finalized) January March 44% vs 25% vs 33% • January – March = 44% vs. 25% vs. 33% • April – June = 52% vs. 27% vs. 33% • July – September = 53% vs. 50% vs. 31% • October – December = 36% vs. 26% vs. 23% • Yearly Cost Recovery= 47% vs. 30% vs. 30% • General Fund Subsidy Review y • 2012 = $251,649.36 • 2011 = $396,830.05 • 2010 $434 955 11 • 2010 = $434,955.11 9Meets Master Plan goal 3 of tracking performance measures (these being financial specific). 9Meets Master Plan goal 5 of increase cost recovery 9Meets Master Plan goal 5 of increase cost recovery & funding as the new & expanded programming helps drive revenue. ---PAGE BREAK--- Marketing & Partnerships • Partnerships • Continued Sponsorship Efforts • Boys & Girls Club of Woodburn Outdoor Program • Dutch Bro’s • Kiwanis's 4th Grade Lesson Adoption • Continued existing marketing efforts 9Meets Master Plan goal 2 of improving marketing communications & credibility • Out & About Presence • Tourism Rack Card • Aquatic Program marketing, communications & credibility. 9Meets Master Plan goal 4 of strategically increase programming & partnerships. 9Meets Master Plan goal 7 of providing an equitable level of service in existing facilities. • Constant Contact Email Marketing • New marketing efforts &/or areas for marketing growth • Direct Mail Promotions • New Website with Mobile Capabilities • Banner Poster Advertising at Woodburn Company Stores ---PAGE BREAK--- Customer Service & Growth • Customer Service • Created & Utilizing a Parent Feedback Form for Swim Lessons • Created a Customer Service Training Presentation for all Staff • Created a Customer Service Training Presentation for all Staff • Continued Customer Feedback Board in Lobby • Growth • Expanded & Created Programs (First Slide) • Focused on Strengthening Existing Programs • Special Promotions Focused on Reaching New Customers & Returning Customers 9Meets Master Plan goal 2 of improving marketing, communications & credibility. 9Meets Master Plan goal 4 of 9Meets Master Plan goal 4 of strategically increase programming & partnerships. 9Meets Master Plan goal 7 of providing an equitable level of service in existing facilities. 9Meets Master Plan goal 8 of plan for community growth. ---PAGE BREAK--- Opportunities, & I t Improvements • Opportunities Continued Expansion of Distribution of Aquatic Program (Gervais Hubbard • Continued Expansion of Distribution of Aquatic Program (Gervais, Hubbard, Aurora) • Further Training & Development of Swim Lesson Program • Outdoor Programming &/or Joint Recreation Programming • Outdoor Programming &/or Joint Recreation Programming • • Staff Organization & Coverage • Staff Training & Consistency • Scholarship Program • Areas for Improvement p • Increasing Existing Programming Participation (i.e. Classes, Parties, etc.) • Continuing to Lower General Fund Subsidy & Increase Cost Recovery • Mechanical & Equipment Repairs • Mechanical & Equipment Repairs • Customer Service ---PAGE BREAK--- Questions? ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- 2009‐2012 Priorities $3,410,000 2013‐2016 Priorities $20,065,000 2017 2019 P i i i 2017‐2019 Priorities $3,950,000 Total 10‐Year Plan $27,425,000 ---PAGE BREAK--- Recommendation 2009‐2012 Priorities Capital Cost Estimate Capital Funding Sources Annual O & M Cost Estimate O/M Funding Sources C M Pl f G l Create Master Plan for Burlingham Park $40,000‐$60,000 General Fund $5,000 General Fund Construct a dog park at Centennial Park $50,000 CIP, Partnerships $5,000 General Fund Fi i h i h G l Finish construction on the final phase of Centennial Park $1,500,000 CIP, Levy $10,000 per acre General Fund Complete construction of the first phase of the Mill Creek G $500,000 CIP, Grants, Partnerships $10,000‐$12,000 per mile General Fund Greenway p p Add portable restroom enclosures to parks as needed $15,000‐$20,000 each CIP $1,000 General Fund Replace playground at Wyffels P k $40,000 CIP, Grants, General F d P t hi $1,000 General F d Park $ , Fund, Partnerships $ , Fund Add Gazebo to Plaza $70,000 CIP, Grants, Partnerships $2,000 General Fund Acquire Properties for Mill C k G $100,000 per CIP, Grants, P t hi N/A N/A Creek Greenway acre Partnerships / / Repairs to Aquatic Center $300,000 CIP, General Fund N/A N/A Park Comfort & Convenience Features $40,000 CIP, General Fund N/A N/A Add k t th SW $150 000 $8 000 $10 000 G l Add one park to the SW area East of I‐5 of Woodburn $150,000‐ $200,000 CIP, SDC’s $8,000‐$10,000 an acre General Fund Total 2009‐2012 CIP (in 2008 dollars) +/‐$3,410,000 ---PAGE BREAK--- Recommendation 2013‐2016 Priorities Capital Cost Estimate Capital Funding Sources Annual O/M Cost Estimate O/M Funding Sources Renovate Legion Park per established master plan $2,500,000 CIP, Levy N/A General Fund established master plan Add one park to the SE area of Woodburn $150,000‐ $200,000 CIP, SDC’s $8,000‐$10,000 an acre General Fund Add a destination or boundless playground $500,000 CIP $5,000 General Fund/grants boundless playground Fund/grants Add a spray ground/feature $200,000 CIP $5,000 General Fund Add spray features /water slides to Aquatic Center $250,000 CIP, Bond $5,000 General Fund Bond Levy CIP Community Center $8,500,000 Bond, Levy, CIP, Grants, Partnerships $300,000 General Fund Cultural Arts Center $4,000,000 Bond, Levy, CIP, Grants, Partnerships $200,000 General Fund Construct a Picnic Shelter in CIP Grants Construct a Picnic Shelter in Burlingham Park $50,000 CIP, Grants, Partnerships $2,000 General Fund Replace Practice Backstop at Nelson Park $15,000 CIP, Grants, Partnerships $500 General Fund Replace Playground at CIP Grants Replace Playground at Centennial Park $60,000 CIP, Grants, Partnerships $2,000 General Fund Acquire Properties for Mill Creek Greenway $100,000 per acre CIP, Grants, Partnerships N/A N/A Develop Additional Phases CIP Grants $10 000‐ Develop Additional Phases of Mill Creek Greenway $750,000 CIP, Grants, Partnerships $10,000‐ $12,000 a mile General Fund Park Comfort & Convenience $40,000 CIP, General Fund N/A N/A Total 2013‐2016 CIP (in 2008 dollars) +/‐$20,065,000 ---PAGE BREAK--- Recommendation 2017‐2019 Priorities Capital Cost Estimate Capital Funding Sources Annual O & M Cost Estimate O/M Funding Sources Make improvements to Settlemier Park according to the established Master Plan $1,700,000 (adjusted from 2003 estimates) CIP, Levy N/A General Fund Add one park to the west area of Woodburn as growth demands and as land is dedicated by development $150,000‐$200,000 CIP, SDC’s $8,000‐$10,000 an acre General Fund Continue to assess and renovate the World Berry Museum as funding allows unknown CIP, Grants, Partnerships, Sponsorships, Donations N/A General Fund Acquire Properties for Mill Creek Greenway $100,000 per acre CIP, Grants, Partnerships N/A N/A Develop Additional Phases of Mill Creek Greenway $750,000 CIP, Grants, Partnerships $10,000‐$12,000 a mile General Fund Mill Creek Greenway Partnerships Fund Park Comfort & Convenience Features $40,000 CIP, General Fund N/A N/A Total 2017‐2019 CIP (i d ll ) +/‐$3,950,000 (in 2008 dollars) / $3,950,000 Total Ten Year CIP (in 2008 dollars) +/‐$27,425,000