PRESENT:

Lyra Done, Chair Bob DeLaney, Vice-Chair Karen Chatterton, Member Susannah Myerson, Member Greg Roberts, Member John Scheuring, Member Ali Boelts, Member

Member Chatterton (arrived at 5:35 p.m.)
Member Myerson (arrived at 5:35 p.m.)
Member Roberts (arrived at 5:48 p.m.)

ALSO PRESENT:            Ainsley Legner, Parks and Recreation Director
                                           Barry Gillaspie, Town Council Member

Parks and Recreation Director Ainsley Legner reviewed the following budget information:
 ~ Revenue totals and revenue sources.
 ~ Prioritization breakdowns.
 ~ Hours of operation and peak times by division.
 ~ Detailed budget information on the Parks, Aquatics, and Recreation Divisions. 
 ~ Volunteers and facility use agreements.

Discussion followed regarding:
 ~ Review of program costs, resources, and program participation numbers in order to determine program priorities. 
 ~ The programs should be balanced by community demographics.
 ~ Participation can be analyzed for recreation in-house programs.
 ~ Participation also affects other family members.
 ~ In-house programs are held by staff. 
 ~ Contracted programs are held at different locations and are based on profitably and participation. Instructors are responsible for any overhead for rented facilities.

Ms. Legner reviewed the priority list for the department:
 1. Parks maintenance
 2. Aquatics maintenance and public swim
 3. In-house recreation such as camp
 4. Trails
 5. Administration
 6. Parks sports field maintenance
 7. Recreation contracted programs
 8. Aquatics classes and contracted swim
 9. Non-field maintenance for grassy open park areas
 10. Special events

Member Scheuring pointed out that there appears to be a large increase in administration expenditures over previous years. Ms. Legner explained that the increase is from contingency funds for new impact fees.  The impact fees are paid by developers and the funds are required to be spent for capital.  The fees are from 2009 and the current year. The administration budget is a place holder for the funds.

Chair Done requested program participation numbers in order to determine community benefit. She recommended holding a study session immediately prior to the February Parks and Recreation Advisory Board meeting to discuss the new information.

On Saturday, January 23, 2010, the Town Council will hold a Budget Retreat and begin to look at departmental budgets and priorities.The Finance Department will determine the budget gap. The Town Council plans to review different programs according to different budget funding scenarios. 

Council Member Gillaspie recommended that the board determine and clarify the core programs that are important to the community. The board should also discern how the programs and their budgets affect one another.

The board discussed ways to reduce expenditures:
 ~ Cut less popular programs.
 ~ Raise rates at the pool or shorten operating hours. 
 ~ Fees will be incremental increased each year.
 ~ Look into volunteerism to shift personnel costs. 
 ~ Focus on setting priorities for core services in the community.

MOTION: A motion was made by Chair Done to adjourn the study session at 6:48 p.m.

MOTION carried, 7-0.

PRESENT:

Lyra Done, Chair Bob DeLaney, Vice-Chair Karen Chatterton, Member Susannah Myerson, Member Greg Roberts, Member John Scheuring, Member Ali Boelts, Member

 ~ Town Budget Retreat will be January 23, 2010, 8 a.m. - 5 p.m. at Ventana Medical Systems Campus, Building 5.
 ~ Deadline for submittal of agenda items, packet materials, presentations for the next Parks and Recreation Advisory Board meeting is February 3, 2010.
 ~Town offices are closed for Presidents' Day on February 15, 2010.
 ~ Next Parks and Recreation Advisory Board meeting is February 16, 2010.

MOTION: A motion was made by Member Myerson and seconded by Member Chatterton to approve the December 15, 2009 regular session minutes as corrected.

Council Member Gillaspie stated that the Council is preparing for the Budget Retreat. He indicated that as the board’s liaison, he believes that his job is to represent the board’s decisions to the best of his ability although he may not always support and/or vote in agreement. He will articulate to the rest of the Town Council the board’s recommendations. 

This item will be continued during a study session at 5:30 p.m. prior to the regular session on February 16, 2010.

Member Scheuring reported that the signs are complete and Parks Manager James Gardner will install the signs next month. 

The nature tours were successful. On Saturday, January 2, 2010 there was a nature tour at West Lambert Lane Park and on Sunday, January 3, 2010 there was a birding nature tour at James D. Kriegh Park.  There were 14 participants on Saturday and 10 participants on Sunday.  Parking could become an issue at West Lambert Lane if this tour continues to be popular. 

Member Scheuring is working with Recreation Manager Lynanne Dellerman to conduct additional tours in February and if the participation continues to be high, there will be additional tours scheduled in March or April.  If successful, it could become a Town program. 

Lynanne Dellerman is working with the Communications Department to inform the public about these tours. Chair Done recommended also contacting the Northwest Explorer.

No update.

a.	CHAIR DONE - FINANCE AND BOND COMMITTEE

Chair Done attended the Finance and Bond Committee meeting on December 28, 2009.  The Committee reviewed the 5-year sustainability plan.

b.	VICE-CHAIR DELANEY - TOWN COUNCIL

No report.

c.	SUSANNAH MYERSON - PLANNING AND ZONING COMMISSION

No report.

d.	GREG ROBERTS - HISTORIC PRESERVATION COMMISSION

No report.

e.	KAREN CHATTERTON - DEVELOPMENT REVIEW BOARD

No report.

Ms. Legner reported that the only relevant item discussed was a recommendation for bike racks.

Ms. Legner reported on the following:
 ~ Ainsley Legner and Lynanne Dellerman received their 10 year service awards.
 ~ Jorge Felix in the Parks Division received his 5 year service award.
 ~ Appreciation to John Scheuring for all of his work on the tours.
 ~ Appreciation to the board members who attended the Town Facility Tour.

Chair Done recognized Member Scheuring for his hard work on the tree mitigation project and establishment of the tree nursery.

No items.

The next Parks and Recreation Advisory Board meeting will begin with a study session on Tuesday, February 16, 2010 at 5:30 p.m. A regular session will follow at 6:30 p.m. The meeting will take place in the Hopi conference room.

MOTION: A motion was made by Vice-Chair DeLaney and seconded by Member Roberts to adjourn the regular session at 7:09 p.m.

Prepared by:


Danielle Tanner
Senior Office Specialist