#16 BOARD OF PARK COMMISSIONERS REGULAR MEETING Monday, December 20, 1999 Present: June Bailey, James Johnston, Joe McLeland, M.S. Mitchell, and William Sanders Absent: Leon Robinson and Andy Schlapp Also Present: Bob Martz - City Council; Blaise Plummer - Law Department; Kirk Zoellner - Finance Department; Jerry Liebst, David McGuire, Tim Martz, Janice McKinney and Maryann Crockett (Staff) President Mitchell called the meeting to order at approximately 3:30 p.m. The minutes of the 10/11/99 and 11/8/99 Regular Meetings and notes from the 11/5/99 workshop were approved as written. 1. Discussion of Renaming Pawnee Prairie Golf Course. President Mitchell referred board members to a copy of the minutes of the Park Naming Committee meeting dated 11/18/99 attached to the agenda. Councilman Bob Martz briefly reviewed the item stating that Stan Shaver, the golf professional at Pawnee Prairie Golf Course approached him concerning renaming Pawnee Prairie after Beal "Tex" Consolver. Martz explained that Mr. Consolver devoted fifty-eight years of his life to golf in Wichita and was known as "Mr. Public Golf" throughout the community. He said numerous letters supporting the idea were received from both private and public golf courses in the area, the Kansas Golf Association, the South Central Professional Golf Association, various men's and women's golf clubs and many other golf organizations. He added that Citizen Participation Organization (CPO) for District 5 also unanimously supported the idea. On motion by McLeland, second by Sanders, IT WAS VOTED UNANIMOUSLY to recommend that the City Council rename Pawnee Prairie Golf Course, the "Tex Consolver Municipal Golf Course". 2. Discussion of Rugby Field Lighting at Harrison Park. President Mitchell referred board members to correspondence from the Wichita Barbarians Rugby Club, Inc., and correspondence from the Neighborhood Center Coordinator, CPO for District 2 attached to the agenda. Director Martz explained that since 1993 the Park Department has had a "Non-Exclusive Use Agreement" with the rugby club for the fields at Harrison Park. He said since that time the Department has worked closely with the group and the club has invested considerable resources in field maintenance such as seeding, mowing, irrigation, aerification, fertilization and installation of goal posts. He said the club's latest proposal was to donate and install permanent lighting at the field at their expense (worth approximately $9,000.00), and in return, they request that the City Park Department install a separate electrical meter box and assume the monthly charge for electricity. He concluded by saying that CPO for District 2 unanimously recommended approval of the proposal. David McGuire, Program Development Coordinator, provided board members pictures of the Harrison Park field. He said the club practiced on Monday, Tuesday, Wednesday and Thursday evenings, prepared the fields for play on Friday evenings and played every Saturday from about 11:00 a.m. to 6:00 p.m. from September through November. He said the fields were available at all other times for soccer, football and other activities. He commented that the lights purchased by the rugby group were not new, but that City staff would inspect them prior to installation. Staff answered several questions from the Board regarding the club, whether there was adequate parking at the park for games and tournaments, the estimated amount of the monthly electrical bill and whether the club would make requests for additional services/funds in the future. Staff commented that the Park Department has had a very successful partnership with this organization in the past and that they would like to continue that relationship. On motion by Bailey, second by Johnston, IT WAS VOTED UNANIMOUSLY to recommend that the City Council accept donation of the lighting system at Harrison Park; endorse expenditure of approximately $1,000.00 from the Park and Recreation Department operating budget for installation of an electrical meter box; and that the Park Department assume responsibility for payment of associated monthly electrical bills. 3. Discussion of Facility Rental Policy. President Mitchell referred board members to a copy of the proposed facility rental policy attached to the agenda. Janice McKinney briefly reviewed the item stating that the process of reviewing rental fees, permit fees and security deposits began one year ago. She said the Department has not raised rental fees for approximately ten years. She said staff not only compared current fees to Sedgwick County and other local organizations, but also to other communities in Nebraska, Oklahoma and throughout the Midwest. She said reviewing fees also gave staff an opportunity to develop a comprehensive, cohesive rental policy that addressed such issues as refunds, fund raising activities, alcohol, smoking and food in park facilities in addition to updating the duties and responsibilities of building attendants. She provided board members a copy of the "Building Rental - Opening and Closing Procedures" form and the revised job description for building rental staff. She added that the proposed policy had also been reviewed and endorsed by both the Finance and Law Departments. Staff responded to board members questions concerning building rental staff and long term rentals. McLeland expressed concern regarding annual long-term leases (renting facilities one year in advance) and said he would like to look at the revenue figures on those groups. Bailey agreed and said she would like to see the number of groups receiving long-term rentals and the revenue impact. She commented that it was discouraging to neighborhood groups when they tried to rent the facility in their neighborhood and were denied its use due to a long-term rental. In addition, Bailey said she would like to track the number of people whose facility rental requests are denied due to long-term rentals. Bailey also suggested that building attendants be issued name tags, that a notice be posted at each facility with a point of contact or phone number to forward complaints/suggestions and inquiries about future building rentals, and finally, that each kitchen facility be equipped with dishwashing soap under the sink. She concluded by saying that a good place to advertise for building attendants was through neighborhood association newsletters. On motion by Bailey, second by McLeland, IT WAS VOTED UNANIMOUSLY to accept the Facility Rental Policy as written. OFF THE AGENDA ITEM 1. Restrictive Covenant - Brooks Landfill. Acting Director Martz reviewed the item stating that the covenant granted the Kansas Department of Health and Environment (KDHE) a permanent easement to enter the Brooks Landfill property to perform certain monitoring and maintenance tasks associated with closure of the landfill. McLeland expressed concern regarding vandalism of the monitoring equipment at the site. Staff reported that the Public Works Department would be coordinating site monitoring with KDHE. On motion by Johnston, second by McLeland, IT WAS VOTED UNANIMOUSLY to authorize the President to the sign the Restrictive Covenant on behalf of the Board. OTHER ITEMS * Update on Grove Park Project. Staff reported that the Development Coordinating Committee (DCC) had reviewed the site plan and made comments regarding the driving range and the project budget. It was also reported that Savoy, Ruggles and Bohm had been retained to review the site plan and develop preliminary cost estimates for the project. * Update on the Summer of Discovery (SOD) Program. Staff reported that accounting staff was in the process of preparing program expenditures and revenues for Board review. * Financial Report. Staff reported that the October Financial Report would be provided with the minutes of this meeting. * Establishment of Sunset Provision. Mitchell referred board members to Council Proceedings dated 12/14/99 regarding a sunset provision on boards/commission. Mitchell suggested that staff ask the City Manager if the Park Board was included in the sunset provision. On motion by Bailey, second by McLeland, IT WAS VOTED UNANIMOUSLY to draft a letter to the City Manager regarding the sunset provision. * Feeding Homeless at Naftzger Park. Staff referred board members to newspaper articles dated 12/18/99 entitled "Seeking answers for the homeless" and 12/20/99 entitled "Where would they be without us" from the Wichita Eagle. * Plaque. "Mid-Continent Tennis, Missouri Valley Section, Outstanding Adult Tournament, Mid-Continent Open, Wichita, Kansas", from the United States Tennis Association. Staff reported that the plaque would be hung at the Ralph Wulz Riverside Tennis Center. * There were also brief status reports on the Lincoln Park Project and land acquisition at Tyler and Maple. Johnston reported a loose tennis net at the Edgemoor tennis courts. Staff thanked him and said they would investigate the situation. There being no further business, the meeting adjourned at approximately 4:50 p.m. ____________________________________ M.S. Mitchell, President ATTEST: _____________________________ Maryann Crockett, Clerk Park Board 12/20/99 (Contd.) 3 4