Ms. Legner stated that Interim DIS Director Paul Keesler had an assessment done of the following possible restroom locations:
1) North section of the Proctor Leiber house.
2) Southern bunk house.
3) Near multi use path to the west of the property.
Mr. Keesler will be assessing those results and the results will be shared with the commission at the January meeting.
Commissioner McClung asked what would be the preferred restroom location. Chair Zwiener stated that the preferred location would follow the Steam Pump Ranch Master Plan which is the bunk house, unless it is cost prohibitive.
Councilmember Solomon stated that if it was near the multi use path, it would service both groups. Chair Zwiener stated that he likes the multi use path location and he is nervous for any architectural alteration to be done to any building in the historic core.
Vice Chair Nagy asked what the public will use for the February 4, 2011 event. Ms. Legner stated that the Town will bring in a trailer with restrooms.
Chair Zwiener explained that with staff moving forward quickly on the parking and a permanent restroom solution with a temporary solution for the event, this should guarantee that the building will be open for the event.
Vice Chair Nagy stated that the commission received a copy of the grant. She stated that Assistant Recreation Manager Robert Carmona sent her the IGA between the Tohono O’Odham Nation and the Town of Oro Valley. She reviewed the document:
~ The amount awarded was $19,000.
~ There was no change in the budget submitted.
~ The grant will expire November 4, 2012 and the funds have to be spent within that time.
~ The Tohono O’odham Nation should have a project report by January 31, 2012.
~ A final report needs to be submitted 30 days after the grant ends.
~ The Tohono O’odham Nation will need to know of any changes.
Mr. Carmona scheduled a preliminary meeting to discuss the next steps on December 12, 2011 with Joyce Rychener, Lois Nagy, Dan Zwiener and other town staff.
Commissioner McClung asked if the Town would donate equipment and labor. Ms. Legner stated that it depends on what is being asked. To date, the Town has donated all labor. There is no intent to use money for Town staffing.
Vice Chair Nagy pointed out that in the license agreement for the garden, it states that the Town will donate in kind assistance, when necessary.
Commissioner Guyer suggested engaging school teachers for assistance with the curriculum development. Commissioner McClung added that Arizona has standards and the program should start with the state standards. There must also be a measurement piece.
Roxy Johnson with the Oro Valley Historical Society stated that a fence is needed because there are large critters getting in the garden.
The group will meet on Monday, December 12th and review the budget. The fence issue will need to be addressed before any more seeds are planted.
Chair Zwiener asked that the commission brainstorm fundraising options for Steam Pump Ranch and come up with a list of short term, mid term and long term ideas.
The commission discussed the following:
~ The purpose needs to be specific with a clear plan for funding needs.
~ The Town needs state how much it can afford and how much is needed.
~ The Town can do fundraising but it should be a coordinated effort and it would need to be approved by the Town Council. Donations to the Town are tax deductible but some people prefer to donate to a 501C3.
Recreation Manager Lynanne Dellerman suggested that money raised at the centennial events go back to the trails and Steam Pump Ranch.
Commissioner Pullara stated that there needs to be a purpose and it is critical to look at something that is unique. It needs to be important to the community but it can be different each year and may broaden to include future projects.
Councilmember Solomon suggested an approach similar to the pool project which could become an economic driver or cultural resource.
The commission discussed the following:
~ It must have a price to be effective.
~ An umbrella allows a broad perspective and changing educational focuses.
~ The Town should stabilize the pump house. The interpretive plan must begin at the ranch house and then at the Proctor Leiber house.
~ The fundraising would be done with both the Oro Valley Historical Society and the Historic Preservation Commission.
~ The stables should be considered as a use.
~ It is an economic engine to open up the area for the public.
~ The site could host the farmer’s market.
The commission discussed fundraising ideas:
~ Dinner with a silent auction.
~ Friends of the Oro Valley Historic Preservation.
~ Annual dinner of native foods and raffle off a basket from the garden.
~ Raffles.
~ Silent auctions.
~ Outdoor seating with tents and pictures.
~ Outdoor movies.
Chair Zwiener requested that this item be on the January agenda.
Commissioner Pullara suggested forming a task force to work on this item. Commissioner McClung recommended first developing a purpose, dollar amount goal and involving the Town. Chair Zwiener asked if the Town Manager could organize the task force to include staff and members of the commission.
Commissioner Pullara and Commissioner Hannon volunteered to be on the fundraising task force.
Ms. Johnson stated that the Oro Valley Historical Society is a 501C3 and they can earmark funds. Chair Zwiener requested that a member of the Oro Valley Historical Society also serve on the task force.
The Commission discussed the following changes:
~ Item Number 1, under "Grant of Permission", the words "native American gardens" will be changed to "historical gardens".
~ It will be renewed every five years.
~ All garden activity should be moved to the north side of the property.
~ The current fenced area is sufficient for next year’s crop.
~ Historical gardens have use of the tack room.
~ Tours need to have Town approval.
~ All garden activity other than the currently fenced area needs Town approval.
~ Under "Site Access", there is an electronically controlled gate and the Town will provide a form and will track who has gate access.
Chair Zwiener asked if the language is too limiting. Ms. Legner responded that Number 17, allows for amendments by the Town and Licensee.
Commissioner Pullara asked what the advantage is to changing it to five years. Vice Chair Nagy responded that it will not have to be reviewed as often and it allows for more long term planning. Commissioner Pullara suggested having the license renewal every three years with the changing environment.
Commissioner Hannon stated that the document says anyone with the Oro Valley Historical Society is allowed access. Ms. Legner responded that under Number 1, "Grant of Permission", it states that the grant should extend to historic gardens, the storage of the gardens and currently designated area, and to provide site tours to the public which require permission. The access in Number 2 is applicable to the grant in Number 1. Site access for the garden and tack room can be anyone with the Oro Valley Historical Society but the grant of permission is only for the areas highlighted.
Commissioner Pullara stated that the office space issue is outside the purview of the agreement.
Ms. Legner stated that this draft was provided to the commission in order to collect comments. The Town Attorney has confirmed that it is not a conflict for Vice Chair Nagy to serve on both the commission and the Oro Valley Historical Society.
Ms. Dellerman stated that Joyce Rychener has indicated that it is difficult to have to be present every time someone enters the garden.
Commissioner Guyer suggested that there be a number limit on the people who have access to the site.
Commissioner McClung commented that Oro Valley Historical Society members on the site could be a security advantage. The gate combination could easily be over shared so there should be thought put into that. The code can be changed often.
Chair Zwiener explained that an updated draft will go back to the Oro Valley Historical Society. Commissioner Hannon stated that the first agreement was expanded. He stated that it is the commission’s duty to preserve property and giving unlimited access to any group does not seem appropriate. The original agreement was designed to hold a small number of people accountable. Now, there will no longer be a small number held accountable. Ms. Legner pointed out Number 8, the first sentence, "licensee assumes full responsibility and liability for any injury or damage to the above described property". Under Number 18, it states that the licensee is the Board of Directors, Oro Valley Historical Society.
Commissioner Hannon stated that he preferred the original document.
Commissioner Pullara stated that Number 18 is a notice clause, not part of the agreement.
Commissioner McClung stated that in the spirit of the agreement, we should remember what the Oro Valley Historical Society has done for Steam Pump Ranch and encourage the continuation of their work and not impede their creativity.
Ms. Legner reviewed the commission’s input for the agreement:
~ Three years rather than five years.
~ Building agreement for use too expansive, restrict the number of people with gate codes.
~ Hold a small number of people accountable.
~ Use the original document.
~ Licensee to be more specifically identified in the document.
Ms. Legner recommended that she and Ms. Dellerman will go back to the representatives of the Oro Valley Historical Society and readdress the issues and come up with a next draft. The draft will be reviewed by the Legal department and then it will be added to the January agenda for this commission to review. If there is no consensus, the agreement will extend month by month until such time as the Town Council approves the new agreement.
Chair Zwiener requested that a member of the Oro Valley Historical Society be present at the January meeting who is not also a member of the commission.