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HomeMy WebLinkAbout1999-09-02 Parks & Recreation SummaryKENAI PARKS & RECREATION COMMISSION CITY HALL COUNCIL CHAMBERS SEPTEMBER 2, 1999 CHAIRMAN RICHARD HULTBERG ITEM 1' CALL TO ORDER/k ROLL CALL ITEM 2- AGENDA APPROVAL ITEM 3- APPROVAL OF MINUTES - August 5, 1999 ITEM 4- PERSONS SCHEDULED TO BE HEARD ITEM 5- OLD BUSINESS ao Discussion- Parks Budget ITEM NEW BUSINESS ao Discussion- Multi-Purpose Facility Rental, Fee Schedule and General Rules. ITEM 7: DIRECTOR' S REPORT a. Kenai Municipal Cemetery Winter Basketball Leagues ITEM 8' OUESTIONS & COMMENTS ITEM 9- ITEM 10: PERSONS PRESENT NOT SCHEDULED TO BE HEARD ITEM 11- INFORMATION ao Council Action Agendas of August 4 and 18, 1999. Beautification Committee Minutes of August 10, 1999. ITEM 12: ADJOURNMENT CITY OF KENAI PARKS & RECREATION COMMISSION KENAI CITY COUNCIL CHAMBERS SEPTEMBER 2, 1999 7:00 P.M. CHAIRMAN RICHARD HULTBERG, PRESIDING MINUTES ITEM 1: CALL TO ORDER AND ROLL CALL Chairman Richard Hultberg called the meeting to order at 7' 10 p.m. taken as follows: Roll was Members Present: Richard Hultberg, Ronald Yamamoto, Tim Wisniewski, Matthew Peters, Kelly Gifford (arrived at 7:10) Members Absent: Dale Sandahl, Jack Castimore Others Present: Parks and Recreation Director Bob Frates, Councilwoman Linda Swarner, Contract Secretary Barb Roper ITEM 2: AGENDA APPROVAL Frates reqUested that Chuck Smalley be added to the Agenda under Item 4, Persons Scheduled To Be Heard. The Agenda was approved with the addition. ITEM 3: APPROVAL OF MINUTES -- August 5, 1999 The minutes of August 5, 1999 were approved as written. ITEM 4: PERSONS SCHEDULED TO BE HEARD a. Chuck Smalley -- On behalf of the Kenai Elks Lodge, Chuck Smalley presented Bob Frates with a check to be used to purchase equipment and support Parks and Recreation activities. (Photos were taken.) Smalley reported the program started two years ago where the Kenai Elks would co- sponsor activities with the Parks and Recreation Department. Those activities included assisting with the purchase of various equipment and providing chaperones for dances and other activities. Frates thanked Smalley and the Kenai Elks for their generous donation and for the volunteers. He noted, the support had helped to make the various programs a success. Frates continued, a lot of positive feedback was received from parents and others in the community. Frates reported the first donation was used to purchase a jungle maze, which the children really enjoy. Last year, the donated funds helped in the purchase of the hoop scan. Frates indicated this year's donation may go toward the purchase of a foosball table. Smalley made it clear the funds donated came from the Elks Social Community Welfare Committee of which he was member. He explained, this group honors citizenship and scholarshiP programs and not the athletic programs, which are done by another division of the Elks Lodge. Kelly Gifford arrived at 7:10 p.m. Hultberg asked when Parks and Recreation had dances for the kids. Frates answered, dances are held once a month on a Friday night from 7:00 p.m. to 10:00 p.m. Frates Continued, chaperones are always needed. Hultberg suggested the Parks and Recreation Commissioners consider volunteering. It was noted the schools may not be sponsoring many dances this year, so Parks and Recreation may consider doing more. ITEM 5: OLD BUSINESS a. Parks Budget Frates noted, as stated at the last meeting, Parks and Recreation will follow the same budget procedure rather than approach City Council for a lump sum amount for special projects. ITEM 6: NEW BUSINESS Discussion- Multi-Purpose Facility Rental, Fee Schedule and General Rules. Nate Kiel, representing the LLC Group, stated he was in attendance to discuss the facility rental and fee schedule agreement. A draft agreement was included in the meeting packet. He explained, the LLC and the City need to come to an agreement with regard to protocol and how the facility will be rented out for ice and other non-ice months. Kiel stated the sooner an agreement could be made, the sooner the group could get information out to different user groups in terms of contracts for ice. Frates stated there was some sense of urgency to. get a fee schedule in place as it was anticipated ice would be available by the end of November. Ample time was required to get the fee information out to the various user groups. Kiel noted the Zamboni would arrive sometime between November 15 and 30. Parks & Recreation Commission Meeting September 2, 1999 Page 2 Discussion took place on soliciting information from various user groups and Frates stated he would not be comfortable in developing a hypothetical schedule because he didn't know the demand, the users, etc. Frates continued, the starting point should be contact with users to get their feedback. Kiel reported that various groups were asking about rates, times available, etc., however, the fee should be set. Ice Rental Fee: Kiel stated the LLC Group did some research on what other facilities were charging for ice and proposed an hourly rate of $65.00 for the facility. Hultberg asked if the $60.00 per hour rate worked for the Nikiski Recreational Facility. Kiel indicated that Nikiski would probably go to $65.00 as well, but pointed out Nikiski didn't have to generate a certain amount of money to pay a debt. Overall, however, Nikiski was happy with the revenue they generate but Kiel wasn't sure how many hours per week they sell. He added, the LLC was hoping to sell about 40 to 50 hours per week. Kiel added the hourly rate of $65.00 could probably be more but the LLC wanted to get people in the facility. Once the rink was totally complete with plexi-glass, etc., and the users were in place, then consideration could be given to increasing the rates. Kiel noted he anticipated the group could generate $40,000 to $50,000 the first season. Hultberg polled the Commissioners to get their feeling on the $65.00 per hour rate. Gifford thought the rate was fine. Peters asked if 8:00 .a.m. would be the earliest the rink would be open. Kiel stated the schedule included in the packet was a hypothetical schedule based on feedback received from different user groups and what the LLC knows from being in the business. Wisniewski agreed with the rate. Yamamoto asked if $65.00 would be enough to cover the debt. Kiel replied, he wasn't sure but the LLC felt strongly there would be more demand from both Soldotna and Kenai teams who would be looking to get two- for-the-price-of-one rates. Kiel noted the rate could be reevaluated next year. Discussion took place on rates at various facilities and it was noted the Central Peninsula Sports Center (CPSC) receives $40.00 per hour for outside ice and $130 per hour for covered ice and the Nikiski Recreation Facility receives $60.00 per hour for their ice. Frates asked if consideration was given to prime time versus non-prime time rates. Kiel stated this was discussed and it was discovered that most rinks in Alaska are just charging one fee. The LLC's feeling was to stick with the idea this should be a facility that everyone can use and in order to accomplish that, there should initially be a uniform and equitable fee. Kiel reiterated the fee could be reevaluated next year. Swarner asked if Council would have to approve the fee as a formality. Frates thought that Parks and Rec and the LLC would jointly establish a fee and if there's a difference, then it would go to arbitration. Kiel stated he understood the LLC and Administration would handle the issue. Swarner noted, when the golf course raised their fee, Council approved the increase as a formality and thought it should also be done in this case. Parks & Recreation Commission Meeting September 2, 1999 Page 3 Wisniewski asked if the high school would be eliminating the other sheet of ice. Kiel replied, it would not happen if he could prevent it. Kiel stated the Nikiski High School donated rink boards for the facility and those would be picked up on September 11, 1999. Kiel thought the Nikiski rink would become a skateboard park. Kiel stated in addition to the rate, consideration needed to be given to protocol; how the ice will be let out, etc. MOTION: Wisniewski MOVED to recommend that administration approve the $65.00 per .hour rate for ice at the multi-purpose facility. Peters SECONDED the motion. VOTE: Sandhahl Absent yamamoto Yes Gifford Yes Castimore Absent Wisniewski Yes Peters Yes Hultber§ Yes MOTION PASSED UNANIMOUSLY. Peters asked if there was any discussion as to sponsors on the rink boards. Kiel answered, there had been, but at this time the priority was to get the rates and protocol set. Summer Rental: Kiel explained, the LLC suggested the summer rental rate for the facility be $250.00 per day or $175.00 per day. Kiel stated that Karen Kester (from Nikiski) recommended the group consider non-profit, business, hourly, half-day and full-day rates. A lengthy discussion took place and it was noted the rate system needed to remain as simplistic as possible without the necessity of trying to determine eligibility, profit versus non-profit, etc. Consideration should also be given to lowering the rate. Kiel indicated the LLC did not do a lot of research regarding summer rates as all the attention was focused on the ice time. Kiel was asked to do more research with regard to user groups and various rates and present it at the next meeting. Frates requested a summer rate be established by the next meeting so he can present both the summer and ice rates to Council at the same time. Hours of Operation: Frates stated he thought definite hours needed to be established. It was noted the Recreation Center hours were 6:00 a.m. to 10:00 Parks & Recreation Commission Meeting September 2, 1999 Page 4 p.m. Kiel stated, since the ice resurfacing was going to be contracted out, it would be necessary for Parks and Recreation to communicate with the contractor regarding leftover ice, etc. A lengthy discussion took place on hours for the new facility. Frates thought the morning hours would be prime time for various user groups during the weekdays and weekends. Kiel stated the morning hours during the week would not be prime time because school starts so early. Kiel thought the prime time for ice during the week would be after school Until 10:00 p.m. and weekends should remain busy, especially with the maintained ice. Discussion took place on open skate. Kiel stated open skate was very popular but not in the early morning hours. Kiel indicated they wanted as much open skate as possible when it was going to be on the City's tab. Kiel continued, their position had changed because they just couldn't give away the ice but they would plan on at least an hour or an hour-and-a-half of open skate daily. Yamamoto pointed out the open skate during non-prime hours would be good because the home schoolers would use the facility. It was noted established hours needed to be set as there could be liability issues to consider. It was also noted that most rinks close at 10:00 p.m. unless arrangements are made for special events. It was decided Parks and Recreation and the LLC would get together to establish the hours of operation and would bring it back to the Commission at the next meeting for finalization. Fee Collection: Frates stated discussion took place with the LLC regarding fee collection. He noted, this discussion included credit cards, billing, etc. Frates reported the Recreation Center was not geared to accept credit cards and he wasn't sure that was a direction they would want to go. Frates continued, whatever system is agreed upon, it needed to be kept simple based on the feedback he was getting. Frates thought the old adage, "pay before you play," should be used. This would eliminate Administration from chasing down the users that don't pay. It was noted there would not be a fee collection set up at the Multi-Purpose Facility. Payments would be made at the Recreation Center. Kiel stated, at the LLC's last meeting, the topic of nonpayment was discussed and the group wasn't as concerend with that as they were with making the ice available to the users who want to rent it. Discussion took place on the method of payment from some potential users and it was noted the school district would more than likely pay with a purchase order as they only have $100.00 in petty cash at each school. Kiel thought a contract system where the user would be billed should be used. Frates thought the purchase order system may work but those users who call Parks & Recreation Commission Meeting September 2, 1999 Page 5 at the last minute should be handled at the discretion of the Parks and Recreation Director. Frates continued, if a user calls a day or so in advance, they should be required to pay in advance. Swarner asked if the LLC could'bill the users. Swarner also asked, in light of the financial problems of some groups, how long would the LLC be willing to let someone use the facility without paying. Kiel replied, the LLC suggested some type of policy be developed so that if a user is 30 days past due, they lose their contract. Swarner stated another issue to consider was if the City becomes responsible for billing, the City may charge the LLC an administration fee. Kiel stated the signed lease agreement stated the City would be responsible for collecting the fees and to schedule the ice. Kiel continued, the key here was to agree how that billing and collection process would be handled. Frates reiterated the paper trail could be eliminated and time saved if the users pay up front. Kiel felt that approaching the block user groups would be more beneficial and easier to handle. Discussion took place on refunds. Frates stated that if someone took a block of ice and then decided they couldn't use it, they should not be reimbursed. It was noted a provision needed to be included in the policy that the LLC or the City was not responsible for poor weather, etc. Kiel pointed out that other outdoor rinks reported very few days where a user couldn't use the ice because of weather. It was noted the Zamboni would be stored at the facility. Advertising: Discussion took place on advertising and Kiel stated the LLC had plans to advertise on the Zamboni and to get major sponsors. Other plans for advertising include concessions, rink boards, scoreboards, etc. Miscellaneous comments: Frates pointed out that eventually the facility would be faced with conflicts with regard to ice time. Kiel suggested that a survey be sent out to the various user groups and when there responses are received, a basic plan could be developed on how to deal with such conflicts. Frates and Kiel will meet to discuss protocol and will have a report for the Commission at the next meeting. ITEM 7: DIRECTOR'S REPORT Kenai Municipal Cemetery Frates reported the turnaround in the cemetery was eliminated and the area seeded. Frates added, there was enough room left in the cemetery for parking Parks & Recreation Commission Meeting September 2, 1999 Page 6 four vehicles. The change was made as some graves could have been damaged during winter snow removal. The entrance into the cemetery will also be marked for the maintenance crews. be Winter Basketball Leagues Frates reported a tentative start date of September 8, 1999 was set for the basketball leagues. Frates stated consideration was being given to splitting a league into A and B right at the beginning to eliminate any lopsided games. He noted, a split would tend to make the games more competitive. The records from last year would be used to determine the teams. Hultberg suggested that consideration be given to developing senior basketball leagues. c. Recreation Center Maintenance Frates reported the gym floor and racquetball court were being refinished. These areas would be closed for a few days. de Kenai Coastal Trail/Bluff Stabilization Project Frates indicated that Keith Kornelis would attend the next meeting to give an update on the status of the Kenai Coastal Trail/Bluff Stabilization Project. Frates indicated he would get more information on the Unity Trail for the next meeting. e. Summer Crews Frates reported the summer crews were dwindling down and only five employees still working outside. ITEM 8: QUESTIONS/k COMMENTS Commissioner Gifford asked if a sign could be placed on Lawton to indicate where the trail begins. Frates thought that was a good idea and would look into it. Swarner suggested that a State sign be considered and suggested the trail head could be noted under the golf course sign. Student Representative Peters reported there was a large dip in the entrance to the Scout Park and a large pool of water was collecting. Frates stated he would check into it. Commissioner Wisniewski asked if there was any progress on the Bernie Huss Trail. Frates replied, not at this time because the crews were working in Municipal Park. He added, the crews were burning instead of hauling out the trees which was working very well. Frates noted that vandalism was down this summer. Parks & Recreation Commission Meeting September 2, 1999 Page 7 Councilwoman Swarner invited the Parks and Recreation Commission to the Beautification Committee meeting on September 14, 1999 at 6'15 p.m. The meeting would be held at Leif Hansen Park and refreshments are to be served. Swarner said if anyone was interested, they could bring flowers to trade. ITEM 9: CORRF~PONDENCE- None ITEM 10' PERSONS PRESENT NOT SCHEDULED TO BE HEARD- None ITEM 11' INFORMATION ao Council Action Agenda of August 4 and 18, 1999 Beautification Committee Minutes of August 10, 1999. ITEM 12: ADJOURNMENT Meeting Adjourned at 8:45 p.m. Respectfully Submitted, Barbara L~-R}>pe~, C0~tr~tCt Secretary. Parks & Recreation Commission Meeting September 2, 1999 Page 8