#1 BOARD OF PARK COMMISSIONERS REGULAR MEETING Monday, January 14, 2002 Present: June Bailey, Colleen Craig, Glen Dey, Janet Miller, M.S. Mitchell, Trix Niernberger Absent: Joe Todd Also Present: Mike North - Law Department; Tonia Fairbanks - Wichita-Sedgwick County Metropolitan Area Planning Department; and Leah Hoffman, Doug Kupper, Janice McKinney and Maryann Crockett (staff) President Mitchell called the meeting to order at approximately 3:30 p.m. He introduced new board member Colleen Craig from Council District III. The minutes of the Regular Meeting of December 10, 2001, were reviewed and approved as revised. 1. Discussion of Merger of Wichita Park Alliance and Greenways Commission. Janice McKinney, Program Development Coordinator, referred board members to a handout, which was a comparison between the Wichita Park Alliance and the Greenways Commission. She gave a brief background/history on each organization and stated that they had voted to merge into one group consisting of no more than 19 members. She said they had submitted revised bylaws to legal counsel for review and that they were in the process of developing a new organization name and logo. McKinney answered several questions concerning the new board retaining its 501(c)3 tax status to assist with fund raising and other activities. She concluded by inviting Park Board Members to attend the Wednesday, January 16, 2002, meeting of the group at 12:00 p.m. in the Park and Recreation Conference Room. President Mitchell explained that the Wichita Park Alliance had been instrumental in raising funds and obtaining items and equipment not addressed through normal budget channels such as the show mobile portable stage. Director Kupper said the new group would be working on several projects such as the train at Watson Park and establishing a new entrance into Watson from McLean Blvd. 2. Discussion of School site at 45th Street North and Oliver. Director Kupper referred board members to an aerial map of the area donated by Koch Industries, which consisted of approximately 40 acres. He stated that USD 259 would be constructing a new multi-media magnet school at the location and that there had been discussion regarding "joint use" of the property with the City for recreational purposes. He commented that plans included two gymnasiums, and several athletic fields; however, he explained that the site would be difficult to program from a recreational standpoint because there was no facility available to house park staff or materials. He commented that he wanted board members to be aware of the discussion in case they received inquiries from the public. There was brief discussion concerning use of the site, which was located near Bel Aire. Director Kupper commented that park staff was interested in acquiring open space as a buffer between Wichita and several of the small towns surrounding the City. 3. Consideration of Air Capital Soccer Tournament. Leah Hoffman, Superintendent of Park and Recreation, South Division, referred board members to a handout which was a brief summary of Air Capital Soccer Association's proposal for a four-year tournament contract, along with a compromise fee proposal developed by Park and Recreation staff. She commented that the three-day tournament would take place at both the South Lakes Sports Complex (16 fields) and Southview Park (6 fields) and that Air Capital anticipated that approximately 140 teams would participate. Hoffman explained that the compromise fee proposal was based on the assumption that each team would pay an entry fee of $275.00, which was the minimum fee. She briefly reviewed the compromise stating that $10.00 per field was a 50% reduction of the current rate as opposed to Air Capital's request for a 75% reduction. She commented that staff had no information about Air Capital's costs for tournament officials. There was brief discussion concerning City expenses related to providing portable restrooms and marking fields and whether the tournament would affect league play. Staff explained that league play would not be affected. Staff also mentioned the positive financial impact of tournaments on the local economy and that they would like to support the tournament; however, they requested Park Board guidance on the amount of tournament costs that should be subsidized by the Park and Recreation Department. Director Kupper commented that further research would be conducted to ascertain net figures on Air Capital's tournament profit margin and if it fell below $20,000.00 further negotiations could take place, particularly since Air Capital was a not-for-profit organization and did award soccer scholarships to underprivileged children. On motion by Niernberger, second by Bailey, IT WAS UNANIMOUSLY VOTED to recommend that staff continue negotiations with the Air Capital Soccer Association based on the proposed staff compromise to eventually reach the $20.00 per field rate by the last year of the contract term. On motion by Mitchell, second by Bailey, IT WAS UNANIMOUSLY VOTED to defer the item pertaining to USD 259 Bond Issues until the end of the meeting. 4. Discussion of Retreat/Tour. It was the general consensus of the Board to hold the retreat/tour on Saturday, February 23, 2002. It was also agreed that the retreat to discuss Board functions and goals would take place in the morning, followed by a lunch break and then a tour of various park facilities in the afternoon. It was further agreed that the location and time of the retreat/tour would be announced at a later date. 5. Director's Update. Director Kupper reported briefly on the following items: * Grove Park - Director Kupper reported that the Grove Park Project was out for bids. He said staff was in the process of scheduling a meeting with the various neighborhood groups to disseminate bid information. He commented that there were eight different bid alternates and that the neighborhood groups would be given an opportunity to review the bid packages and decide which projects they would be able to assist with. President Mitchell commented that the Surveyors Association was still interested in helping with the project. Bailey asked if the Kansas National Guard had finished their portion of the project. Director Kupper reported that the Guard cleared the roadway and disposed of the green debris. He added that the City has submitted another request for their assistance in 2002. Responding to a question from Bailey, Director Kupper clarified that funds for road construction would come from the Department budget. Dey commented that one of the neighborhood groups was attempting to obtain a grinder to dispose of the tree debris. * Riverside Park - Director Kupper reported that the contract administrator was meeting with staff on a weekly basis; that staff was working on the landscaping plan; and that the Design Review Board would be meeting to review various design elements of the plan. He commented that functionally; however, there wouldn't be any activity on the project until at least August or September. Responding to a question from President Mitchell about the status of the pond in Oak Park, Director Kupper said staff was attempting to obtain another bid to create some competition for the project. * Requests for Freebies - Director Kupper explained that the Department is inundated with numerous requests for free use of facilities, equipment and parks from various citizens, groups, clubs, churches and organizations (private, public and not-for-profit). He said many of these groups conduct fund raising activities and raising thousands of dollars for their organizations but pay little or no fees for use of park property. He said as a compromise, staff has requested that the Park and Recreation Department be named "co-sponsors" of various events; however, the request has been either flatly denied, or as has happened in several cases in the past, the request to name the Department co-sponsor has been agreed to and then not complied with. He requested that at the February meeting the Board discuss establishment of a policy on free use of facilities. Informational Items The Board received and filed the new Board Member listing. 6. USD 259 Bond Issues. On motion by Mitchell, second by Bailey, IT WAS UNANIMOUSLY VOTED to recess into executive session for consultation with legal counsel on matters privileged in the attorney-client relationship relating to legal advice and that the Board return from executive session at approximately 5:00 p.m. The Board returned from executive session at 5:05 p.m. President Mitchell stated that no action was necessary as a result of the executive session. There being no further business, the meeting adjourned at approximately 5:10 p.m. ____________________________ M.S. Mitchell, President ATTEST: _____________________________ Maryann Crockett, Clerk Recording Secretary Park Board 1/14/02 (Contd.) Page 4 of 4 1 4