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HomeMy WebLinkAboutDec. 2007 - MinutesJEFFERSON COUNTY PARKS AND RECREATION ADVISORY BOARD MEETING Quilcene Community Center Quilcene, Washington December 5, 2007 Noon —1:30 PM OPENING BUSINESS Call to Order: Steve Crosland, Vice -Chair, called the meeting to order at 12:05 PM in the Computer Meeting Room, Quilcene Community Center. Members Present: Liz Coker, Steve Crosland, Joan Linderoth, Judith Lucia, Brian Miller, Phil Siemion, Jane Storm Members Absent: Rick Tollefson (Leave of Absence) Staff Present: Matt Tyler Guests: Phil Johnson, BOCC; Davis Steelquist, Prospective PRAB Member Agenda: Judith Lucia moved and Joan Linderoth seconded for approval of the agenda. The agenda was approved, as written, all in favor. Minutes: Two corrections were noted on page 5: insert missing word in "after a three year process ....", and deletion of the partial sentence beginning, "She said the $100,000 grant...". Liz Coker moved for approval of the minutes, as amended. The minutes for November 7, 2007 were approved, as amended, all in favor. ROAD VACATIONS For the benefit of new members, Matt Tyler described the role of the PRAB with regard to proposed road vacations, i.e. to determine whether they would have any impact on any nearby parks/recreation facilities or programs, including waterfront access, traffic, parking, etc. Normally, copies of the application or petition are distributed in advance; in this case, copies of each were circulated. Adams Petition — The property is located in Irondale. PRAB members agreed that the vacation would not have adverse impact on parks or recreation. Ericsen Petition — Vacation of this property, also located in Irondale, was determined to have no impact on parks or recreation. Brian Miller made a motion indicating that both properties have no impact on parks, which was seconded by Judith Lucia. The motion passed, all in favor. Chair Crosland signed the paperwork for both petitions. REGULAR/OLD BUSINESS BUDGET UPDATE FOR 2008 Matt Tyler reported that he had received another version of the budget the day before. He believed this iteration would be the final and would be approved on December 17. He mentioned that there had been considerable discussion and confusion during the process. Chair Crosland asked if the newspaper articles/letters had had impact. Matt Tyler recalled that there had been two articles and the letter from the PRAB published, which presented the Parks and Recreation position well. Matt Tyler reviewed the budgets from 2005 to the present, showing all the services which are sustained by the General Fund. Basically, the funding from tax revenues has remained flat while the cost of providing services his risen. The money available for Parks and Recreation maintenance and operations in 2008 has dropped by $65,000. The BOCC has recommended that the funds saved over the past few years toward the H.J. Carroll Park projects should be used for maintenance and operations, as long as it lasts. Although $216,000 was set aside for the H.J. Carroll projects, only $30,000 remains after several rounds of budget cuts. With regard to Memorial Field, only about $20,000 of $65,000 in expenses is recovered each year. Phil Siemion asked why Memorial Field is not kept open all year round. Matt Tyler said it is too expensive and it is a safety issue. NEW BUSINESS PUBLIC INVOLVEMENT PROCESS PLANNING FOR 2008 Matt said he had gathered some recommendations for the PRAB to consider as next steps. He had worked on refining earlier PRAB ideas about holding public forums and distributed his notes (Appendix A) regarding the formation of ad hoc committees and tasks for each. Funding and governance —This committee would reach out to City and County representatives, explore and define the problem, and decide how to address the problem jointly, through citizen involvement. Liz Coker said that the viability and expense of Memorial Field must be dealt with directly, and that it is obvious that it must be made to pay for itself. Citizens will not stand for closing it, but the County cannot afford to maintain it. She asked if State or Federal funds should be sought. Phil Siemion raised the issue of matching funds. Jane Storm suggested the Historical Society or Veterans as possible sources of funding. Liz Coker said that she believes that money is available, and the issue is how to save Memorial Field. She said it should be the gem of downtown (Port Townsend), its use should be promoted and it should pay for itself. She suggested that a "Friends of the Field" promotion should be considered, asking individuals and businesses to step up to save it. Steve Crosland said that he was surprised at the lack of citizen response to the recent budget news. Brian Miller said that there had been some online response, but could not recall details. There was a discussion about the need to identify a critical mass of people who wish to save Memorial Field, in order to seek additional help outside. Judith Lucia noted that recent decisions have been taken to save Memorial Field at the cost of the H.J. Carroll Park projects, even though the latter is more of a county facility. It was noted that Memorial Field mainly serves high school students, and one big community event, the Rhody Festival. Phil Siemion said that the new resort in Brinnon is one possible source of funds, and suggested earmarking some portion of tax revenues from it for parks. Dave Steelquist referred to practices in King County, e.g. a public parks fund that receives levy funds from new business structures, suggesting that a similar strategy could be used in Jefferson County. Commissioner Phil Johnson said that a decision from the BOCC is due on December 10, and that public reaction is split between those strongly for and against it. Matt Tyler returned to the topic of next steps, specifically, the PRAB decision made at the Retreat regarding a series of public forums. There was discussion about how, when and who should inform the BOCC to make certain they are in agreement. Matt clarified that he was proposing three committees: Funding and Governance; Adopt or Donate a Park Program; and Friends of Parks and Recreation — Rhody Run. He reviewed the purpose and key concepts for each. He summarized possible ideas for involving businesses and other donors in an Adopt a Park Program. RHODY RUN UPDATE Matt asked Jane Storm to report on this item. She said that the Rhody Run Board had met the prior evening and were excited about the prospects. One key impetus would be exposure, as Matt had mentioned at an earlier meeting. The Rhody Board would like the PRAB to form a Friends of Parks and Recreation (FOPR) group, and get a non-profit organization started. That would position both organizations to effect a transition after the 2008 Rhody Run, probably in the summer. A sub -committee was going to meet with Mark Huth for legal advice on how to develop a proposal to Parks and Recreation. There is a very strong preference that the race will remain a finisher race, and that participants can have a shirt whether they run it or not. She said that there are about 300 shirts available from past runs, which can be imprinted with Rhody Run Supporter and sold for raising funds. The proceeds would be about $3,000. There are also thirty years of pins which could be sold for $1 each. She said she would also be designing a hat for the 30th year anniversary, which is another source of funds. All of the money raised would be passed to the new organization as part of the transition. Also, the bylaws state that the Rhody Run organization can only be transferred to another 501-C3 non-profit. She said the existing non-profit cannot just be taken over by the new Parks and Rec group. Matt Tyler reviewed what had transpired since the last PRAB meeting. He and Jane Storm had met with Rhody Run board representatives. The concept discussed was for the Park Board to adopt the annual Rhody Run as a signature fund-raising project. (They stressed that this has no connection to the Rhody Parade, except that it happens the same weekend.) Matt said this would need to be a PRAB project entirely; there are no staff resources available. A second caveat is "no alcohol". With regard to non-profit status, he said he believed that with the appropriate council, the existing non-profit shell could be refitted in conjunction with a new board, instead of creating a new one before dissolving the old. He said there would be considerable expense and time required for establishing a new non-profit. He believed that changing the bylaws and voting in a new board was possible. Liz Coker said she thought that a change of mission would necessitate a new application. It was agreed that Mark Huth could provide more guidance. Matt said there could be overlap on the PRAB and the board of a new non-profit. There was further discussion about what a new FOPR would do: run programs like the Rhody Run, fund raise, create an endowment, donate funds, etc. "People do not like to give money to government, but they do support non -profits, where they get tax breaks". Jane Storm suggested talking with the Fort Worden support organization. She noted that Rhody Run did not receive a lot of outright donations, possibly because people did not know how the money would be used. She noted that prices had not been raised in several years, so they were just covering costs. For 2008, the fees will be raised $7 per person, yielding about $14,000 additional revenue. She said they have tried to maintain it as an affordable family event. She advised that at least $15,000 operating reserve should be maintained and that experienced board members be encouraged to stay on as volunteers. She said the path of the Run was part of the tradition, and would not advise changing it without very compelling reasons. There are other traditions that should also be understood and protected, if possible. Steve Crosland asked what other focuses the FOPR might have. Matt mentioned a capital campaign, for rebuilding the Rec Center or Save the Gym, etc. There would be a standing member on the PRAB. It is a good policy and outreach effort, as well. There was discussion about beer sales, and how that could or should be handled. Matt Tyler said he believes the issues of role modeling and attitudes about alcohol were very important. He said he could not support having alcohol as part of the event, on location. He suggested having the breweries serve root beer. Possible partnerships with other merchants were mentioned. Liz Coker said she would like to see the whole idea placed before the public; it could one of the forum topics. She noted that more people need to be involved, since the PRAB cannot do everything on its own. Jane Storm said she was willing to take the lead on the Rhody Run ad hoc committee. 2008 Budget (continued) Matt Tyler returned to the 2008 Budget. He said that even with the transfer from reserves, there is less money and costs have gone up. He noted the rising personnel costs and the expectation that union rules (United Food and Clerical Workers) would be strictly enforced. For example, if an employee ever once works more than 69 hours in a month, s/he is entitled to full County benefits, including full health. For Teamsters members, for over 69 hours per month, they would receive union level wages and retirement benefits, but not health until after two years of employment. All of this will be very costly. He noted a whole range of costs that are rising and cannot be contained at present levels. The impact on service levels is not yet known. Matt said he would be deriving a new detailed plan/budget over the next several weeks. He sees staff being reorganized and needing to schedule themselves daily rather than following a pre-set allocation of time and resources. Parks and fields will not be separate any longer. This will allow deletion of one of the "lead premium" pay rates, which will save some money. Phil Siemion returned to the Brinnon Resort issue. He asked what the estimated revenue would be and when it would begin. Phil Johnson said he could not immediately recall the various financial projections. However, he noted that because there was no consensus, he anticipated legal appeals no matter what the BOCC decided, which would extend the timeline. Even if everything moved along without major delays, it would be at least three more years to completion. Funding and Governance — Judith Lucia, Joan Linderoth agreed to serve on this sub -committee. After further discussion clarifying how this would relate to planning the format and logistics for a public forum, Liz Coker agreed to draft a letter to the BOCC, basically to get their permission to hold public forums. It was agreed the draft would be sent out with the agenda/packet for the next meeting. Meanwhile, Jane Storm will research and gather facts regarding the Rhody Run issues for discussion at the next meeting, as well. ADDITIONAL BUSINESS AND CORRESPONDENCE Letter of Inquiry from Davis Steelquist — Mr. Steelquist is scheduled for an interview with County Commissioners regarding appointment to the PRAB. Election of New Officers — Joan Linderoth, Nominating Committee, reported that Steve Crosland had agreed to accept the Chair position, and Phil Siemion would accept the Vice Chair position if elected. Following a motion and second to elect Steve Crosland as Chair for 2008, the motion was approved, all in favor. Following a motion and second to elect Phil Siemion as Vice Chair for 2008, the motion was approved, all in favor. SET NEXT MEETING I)ATE/ADJOURNMENT The next PRAB meeting is scheduled for Wednesday, January 9, 2008 at Noon in the BOCC Chambers, Jefferson County Courthouse, Port Townsend. /soN 4 �HI NC37 � Jefferson County Serving the Community ADVISORY BOARD AGENDA Wednesday, December 5, 2007 12 noon to 2 p.m. Quilcene community center -- computer Room in Back A. OPENING BUSINESS i. Call to order ii. Introductions iii. Agenda A. Additions or changes B. Adoption iv. Minutes A. Additions or changes B. Adoption B. ROAD VACATION i. Lee and Carol Adams, petitioners ii. B. Ericsen, petitioners C. REGULAR / OLD BUSINESS i. Budget Update for 2008 ii. Rhody Run update D. NEW BUSINESS i. Public Involvement Process Planning for 2008 E. ADDITIONAL BUSINESS AND CORRESPONDENCE i. Letter of Inquiry from Davis Steelquist ii. Election of new officers F. SET NEXT MEETING DATE/ ADJOURNMENT