Loading...
HomeMy WebLinkAboutPARKS & REC 2017-11-01 REGULAR M I N U T E S th 770 REGULAR MEETING PARKS AND RECREATION COMMISSION CITY OF LIVONIA On November 1, 2017 the above meeting of the Parks and Recreation Commission of the City of Livonia was held in the Jack E. Kirksey Recreation Center conference room, 15100 Hubbard, Livonia, Michigan. Mark Johnson, Chairperson of the Commission, called the meeting to order at 7:00 p.m. Members present: Paul Condon, Cathy Kevra, Roger Walklin and Mark Johnson Members absent: Kevin Summers Also present: Ted Davis, Superintendent Michelle Koppin, Asst. Superintendent Tom Murphy, Facility Manager Stephanie Manoogian, Aquatics Coordinator Matt Jones, LJAL Bob Bacigal, Livonia Storm Nathan Adams, Livonia Storm Upon a motion made by Mr. Condon seconded by Mrs. Kevra, it was th #3603-17 RESOLVED, that the Commission waive the reading of the minutes of the 769 Regular Meeting of the Commission held on October 4, 2017 and that the minutes be approved as submitted. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Walklin and Johnson ABSENT: Summers The Chairperson declared the resolution adopted Upon a motion made by Mrs. Kevra seconded by Mr. Walklin, it was #3604-17 RESOLVED, that the Commission move New Business 1 to the front of the agenda. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Walklin and Johnson ABSENT: Summers The Chairperson declared the resolution adopted Representative from Livonia Storm Re: 2018 Livonia Storm Summer Bash Fastpitch Softball tournament – Mr. Bacigal introduced himself as president of the Storm and also introduced Mr. Adams as vice president soon to be president. He said he is here regarding their annual Summer Bash Softball Tournament to be held June 15-17 at Bicentennial Park. He gave information about the tournament. Mr. Bacigal said he would also like to use Bicentennial as their home field for a Western Wayne County League. Mr. Condon asked if the tournament is the same as last year? Mr. Bacigal said yes. Mr. Johnson asked if food will be prepared on site? Mr. Bacigal said hot dogs. There was a discussion regarding getting a health permit. Mr. Davis said you will have to contact the Wayne County Health Department for a temporary permit. Commission Meeting 2 November 1, 2017 Upon a motion made by Mr. Walklin seconded by Mrs. Kevra, it was #3605-17 RESOLVED, that the Commission approve vending at the Storm Tournament to be held June 15-17, 2018 at Bicentennial Park. 1. Groups or organizations must have a permit to use the facility; i.e., athletic field or picnic permit and must comply with all provisions of the permit relating to ball diamonds and timing. 2. Group or organization must provide the City with a Certificate of Insurance in the amount set forth in our standard policies naming the City of Livonia as additional insured. 3. Selling of merchandise must be limited to their audience; i.e., tournament participants and attendees at functions and meet City ordinances. 4. Requesting group or organization must obtain vendor license from the City Clerk, and if selling food, must obtain a permit from the Wayne County Health Department. Copies of which must be provided to the Department of Parks and Recreation at least 30 days prior to the start of the event. Selling of alcohol is prohibited without the consent of City Council. 5. The group or organization must provide a list of vendors/merchandise or items that will be sold at their event to the Department of Parks and Recreation prior to their event. 6. The Storm organization must come before the Parks and Recreation Commission no later than April of the year of the tournament. 7. No RV’s or tents are allowed over night with the exception of one security person. 8. The number of teams allowed will be based on field availability and parking limitations. 9. It is the responsibility of tournament organizers to provide an extra dumpster at their expense. All garbage cans must be emptied on a regular basis. 10. In the case of adverse field conditions, games may be cancelled by the Department. 11. Group or organization must provide additional port-a-johns to meet the needs of anticipated crowd. All of the required documents must be submitted at least 14 days prior to the start of the event. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Walklin and Johnson ABSENT: Summers The Chairperson declared the resolution adopted Mr. Johnson asked if there are any time conflicts for them using Bicentennial as home? Mr. Davis said Erin will take care of that. He said we didn’t do a resolution for this last year. Mr. Johnson said it is just scheduling so no motion is needed. Mr. Bacigal and Mr. Adams left the meeting at 7:10 p.m. Reports from Staff – Mrs. Kevra asked about the new maintenance tech in 3 months. Mr. Condon asked if the reason it will take so long is a Civil Service issue? Mr. Murphy said yes. Mr. Davis said DPW has been really good about sending someone every day. Mr. Condon asked what they do. Mrs. Koppin explained the position. Mr. Johnson asked if it is full time and when did we lose the last tech. Mr. Davis said it is full time and the last tech has been gone about a month. He said Commission Meeting 3 November 1, 2017 the job posting closes Friday. Mr. Condon asked if it is against the rules for someone else to do some of the jobs? Mr. Davis said yes. Mr. Condon asked if the department is still looking to replace etrak? Mr. Davis said we can’t find something to meet our needs that isn’t seven times more expensive than what we are currently using. He explained one company that was considered. Mr. Condon asked if we are getting adequate support and if etrak is fulfilling everyday needs. Mr. Davis said yes. Mr. Johnson asked if the roller hockey facility that closed is willing to take off-prime time hours? Mr. Murphy explained the times we can fit them in. Mr. Condon asked what is a CDBG grant? Mrs. Koppin said Community Development Block Grant. Mr. Davis gave an update on the dog park and the fobs. There was a discussion about the opening date and letting people use it without a fob. Mr. Condon suggested having people sign an “At own risk” form just for the first day, before the fobs come in. Communications Green Fee Report – Mr. Johnson said there are a lot of similarities between last year and this year. He said it is ahead of the five year average. Mr. Condon asked if the five year average is adjusted every month? Mr. Davis said yes. Mrs. Koppin left the meeting at 7:35 p.m. 409 Report – Mr. Condon said there have been a lot of discussions in the last few months about the 409 account regarding what it is for and how the money should be used. He thanked the Department for finding historical information which gives a good perspective and point of view on the subject. He questioned a resolution which has a different allocation amount to the capital improvement fund than the actual resolution. Mr. Davis explained the discrepancy of the fee increase. He also referenced a letter from Mr. Reinke which requested another capital improvement account specifically for golf course equipment which was referred to Committee and the Committee did nothing with it. Mr. Davis then referenced a letter to Commission from Mrs. Kapchonick 5 years later which listed everything that was done with the 409 account and equipment purchases are clearly listed. He said somewhere between 2001 and 2006, equipment started being purchased from the 409 account. He said the resolution states the capital improvement fund is to pay for improvements to municipal golf courses. Mr. Walklin explained the history behind the 409 account. He explained that the golf courses were originally maintained by DPW and there was never enough equipment or labor to do things to fix up the courses which at the time was pre-Fox Creek. He said there was never money to purchase equipment because it was serviced by DPW and when DPW was finished with a piece of equipment they would dump it on the golf course and then the course would have to rig it to work. He said there was never money to do improvements to the course itself and there were no discussions to utilize any type of account to refurbish, repair or take care of buildings. He said there was some bad weather which required tees and greens to be repaired and that is when they began to push this and come up with a capital improvement fund for the golf course. Mr. Walklin said over the years the identification, utilization and control of it has changed. He said at some point in time, the 409 became the capital improvement fund for the 508 account and there was no longer any money for the 508 capital improvement fund which was formerly where money for equipment and improvements came from. He said at a time when he was not on the Commission there was a push to try to get the golf course their own labor and equipment so they could maintain it better. Mr. Davis said at that time everything was a general fund entity. Mr. Walklin said the purpose of putting together the fund was to have money to rebuild tees and greens and do things with trees and to do things that would enhance the golf experience. Mr. Davis said the last time contributions to 409 changed was in 2006. Mr. Walklin said he couldn’t find evidence Commission Meeting 4 November 1, 2017 but was told there were other things 409 went into to assist in getting Fox Creek off the ground. He said around the time that TJW came in, there was no longer any capital out of 508 and no more assistance other than 409 becoming the go to account. Mr. Davis said his understanding is it became an enterprise fund and 409 and 508 became separate entities from the general fund and are meant to be a completely self-contained, break even entity. Mr. Johnson said break even connotes there will be income and expenses and asked where does the income come from. Mr. Davis said green fees. Mr. Walklin verified that the whole 508 is now a private enterprise. Mr. Davis said yes. He said the leases for George Murphy and Tin Cup also go into 508 as well as the trail fees. Mr. Johnson asked what is coming out of 508. Mr. Davis said all of golf course personnel, utilities and day to day operating expenses for the golf courses. Mr. Walklin said it is controlled by the Finance Director. Mr. Johnson said he is hearing that for 508 we have defined income but not defined expenses and that the Finance Director makes the final decision about what expenses come out of that. Mr. Davis said there is an approved budget that is part of the City budget which is created and submitted by TJW. Mr. Johnson verified that Mr. Walklin is suggesting that the 508 expenses are not limited to labor costs. Mr. Davis listed items that are paid out of 508 such as, minor capital repair items, parts and landscaping. Mr. Johnson said it sounds like there is a cross over between 508 and 409. Mr. Walklin said since TJW took over, it is his opinion that the courses have never looked as good or have never had the playability that they do now and that the operation itself has never been as good. He said this is primarily because the private entity controls the operations. Mr. Johnson said they are an independent contractor that is not controlled by the City. Mr. Walklin said it has been advantageous to partner up with different entities such as the hockey association. He said when we put together 409 we were able to fulfill a serious need at the golf courses. He said the advent of the private enterprise throws a whole new ball game into it and he realizes that it needs to evolve and change as the needs of the courses and City change. He said 409 has become the capital fund for the golf courses. Mr. Walklin said he is not sure if it is a good idea to apply a specific description as to the utilization of 409 but he likes the idea of the initiation of leasing the equipment as that is what dictates the condition of the course. Mr. Johnson said it has evolved and the condition of the courses are so much better today as a result of not only the people working there but we have better equipment and if the whole purpose of the 409 was to improve the courses then you can certainly make an argument that getting new equipment furthers that goal. He asked if Commission wants to define specifically what 409 is to be used for but the problem would be that down the road you may handcuff yourself. He said if we had defined it 15 years ago then we never would have had the discussion to put it into equipment, it would have gone to something else and we may not have been able to get where we are today had we done that. Mr. Walklin agreed and said the only real item involving 409 is the structures of the restaurants and clubhouses. He said he still doesn’t like the idea of utilizing 409 for upgrading or anything whatsoever for that physical structure. He asked where will the money come from to maintain those buildings. Mr. Condon said we approved money out of 409 for the patio at Fox Creek so wouldn’t Beth expect that we would spend money on her new addition. Mr. Davis said the difference is the addition is a structural improvement which is more than redoing a patio. Mr. Johnson said the difference is that he looks at the improvements as how is the improvement going to enhance the golf course and the enclosure of the patio doesn’t greatly enhance the golf course but will mainly benefit a certain time of the year which is not the time of year when the golfers will be on the course. He said the outdoor patio at Fox may create an atmosphere where golfers want to hang around and bring people in. Mr. Davis said he looks at it as one is an improvement and one is a maintenance. Mr. Walklin said even if it is maintenance of the patio it doesn’t enhance the golf course, it only enhances the experience and availability of sitting out and enjoying yourself. Mr. Condon asked where do you draw the line? Mr. Davis said some of the things are defined clearly in the lease agreements and it’s internal vs external and we are in charge of external, like the patio. Mr. Condon said since talking about all of this, maybe we don’t want to define 409 too tightly. Mr. Johnson said we could box ourselves into a corner. Mr. Walklin said at this point in time he doesn’t see where it would be of any benefit at all. He said he doesn’t like the way things are going or how things have changed. Mr. Johnson said it sounds like we have a consensus that we don’t want to define 409 at this point. The Commission agreed. Mr. Walklin said it would take a tremendous amount of effort and dedication to really track all of this. Mr. Davis said he will bring the golf course capital 2018 plan to the December meeting. Commission Meeting 5 November 1, 2017 Mr. Walklin asked Mr. Davis to find out the legal definition of what the responsibility is for 508 relative to repairs inside, outside, etc. Mr. Condon asked Mr. Davis to find out what expenses actually are sub accounts of that. Mr. Davis said the general fund won’t bail out the golf course but the 208 will bail it out with a repayment plan. Mr. Condon thanked everyone for the discussion and for getting the information. Mr. Johnson said Roger has been very helpful because he was part of the greens committee way back then. LCRC Package Totals –October 2017 – Mr. Johnson said it took its normal dip in October. Mr. Davis said we are about 400-500 member difference from 2016. LCRC Code of Conduct – October 2017 – Mrs. Kevra asked about an incident. Mr. Davis explained. There was a discussion about party rentals. LCRC Comment Card Report – October 2017 – Mr. Johnson asked about the blood pressure device comment. Mr. Davis said St. Mary’s does blood pressure checks once a month. Mr. Condon asked if we need to be more vigilant about people not showing ID before entering the facility. He said he would like to have a discussion sometime. Old Business Letters to expired memberships – Mr. Davis said 82 letters were sent, 14 passes were used and 3 renewed. He said in the year we have been doing this we have had 36 members renew. New Business Recreation Capital Plan – Mr. Davis explained the Capital Plan and said that based on the membership survey results it has changed significantly since the last time it was presented. Mr. Johnson asked how much was grants. Mr. Davis said about $650,000. Mr. Walklin asked if there was a reason the golf courses were included in the plan. Mr. Davis said they are part of the Department and explained. There was a discussion of the 409 account being included in the Parks and Recreation Capital Plan. Upon a motion made by Mrs. Kevra seconded by Mr. Condon, it was #3606-17 RESOLVED, that the Commission approve the Recreation Capital Plan as presented. A roll call vote was taken on the foregoing resolution with the following results: AYES: Condon, Kevra, Walklin and Johnson ABSENT: Summers The Chairperson declared the resolution adopted Membership Survey Results – Mr. Davis explained that the questions were a little different from last time but the answers were similar. Mr. Johnson asked for clarification. Mr. Davis explained. Mr. Johnson asked for examples of how the capital plan was changed based on the survey. Mr. Davis explained what was going to be done but based on member’s comments regarding the fit hub, now a lot will be done in the fit hub in 2018 and a lot will be done with the pools in 2019. Mr. Johnson commented that this is good otherwise, what is the sense of doing the survey if you’re not going to listen. He said this is for information only. Mr. Walklin asked if the funds are available for the fit hub? Mr. Davis said yes and funds will be available in 2019 for the pools. Mr. Walklin suggested sending eblasts to members to start promoting the future. Mr. Condon asked about selectorized equipment. Mr. Davis said it is weight machines. Mr. Condon asked when will the ramps and Commission Meeting 6 November 1, 2017 features go in the dog park. Mr. Davis said he doesn’t know the delivery date yet but we won’t open without them. He said he gets call about the dog park everyday. Mr. Davis said Cathi Anderson is a member who recently passed away and her family has requested to name a trail after her. He said he will do a formal letter for the next meeting. Mr. Condon said the memorial bench at Rotary Park is really nice. The Chairperson called the meeting adjourned at 8:50 p.m. MARK JOHNSON, CHAIRPERSON PARKS AND RECREATION COMMISSION NEXT MEETING: WEDNESDAY, DECEMBER 6, 2017 AT 7:00 P.M.