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MINUTES
PARKS AND RECREATION ADVISORY BOARD
REGULAR SESSION
November 19, 2019
ORO VALLEY COUNCIL CHAMBERS
11000 N. LA CAÑADA DRIVE
             
REGULAR SESSION AT OR AFTER 6:00 PM
             
CALL TO ORDER
  The meeting was called to order at 6:00 p.m. by Chair Ellen Guyer.
             
ROLL CALL

Chair Ellen Guyer-Present
Vice Chair Gary Temple- Present
Member Ronald Odell-Present
Member Joseph Coyle-Present
Member Philip Saletta-Present
Member Charles Chachoiera-Present

STAFF MEMBERS PRESENT
Kristy Diaz-Trahan, Parks and Recreation Director
Melanie Barrett, Town Council Liaison
Joe Andrews, Town Attorney




  All members were present.
             
CALL TO AUDIENCE - at this time, any member of the public is allowed to address the Commission on any issue not listed on today’s agenda. Pursuant to the Arizona open meeting law, individual Commission members may ask Town staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Commission may not discuss or take legal action on matters raised during "Call to Audience." In order to speak during "Call to Audience", please specify what you wish to discuss when completing the blue speaker card.
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COUNCIL LIAISON COMMENTS
  Council Liaison Melanie Barrett thanked the board for all of their work this year. Councilwoman Barrett introduced Councilwoman Joyce Jones Ivey to the board, and informed the board that Councilwoman Jones-Ivey will be the new Council Liaison for the board in 2020. 
             
BOARD MEMBER REPORTS
  Chair Ellen Guyer reminded the board members of the upcoming Saturday event at Loma Linda, where the board will meet at 680 W Calle Concordia. Chair Guyer informed the board members that she will send an email if the weather does not permit for the trip.
             
REGULAR SESSION AGENDA
             
1. REVIEW AND APPROVAL OF THE SEPTEMBER 17, 2019 MINUTES
  Chair Guyer suggested a slight adjustement to the way the item numbers were ordered. Member Philip Saletta made a motion to approve the minutes with the suggested modifications; member Anna Clark seconded the motion.
             
2. PRESENTATION AND DISCUSSION REGARDING PARKS AND RECREATION NEEDS ASSESSMENT AND MASTER PLAN PROJECT PRESENTED BY MIKE SVETZ, PRINCIPAL PROS CONSULTING
  PROS Consulting Principal Consulter Mike Svetz introduced himself to the board and provided some brief history and information on the type of work PROS Consulting carries out. Mr. Svetz informed the board that the goal to have information sent out to the public is February.

The presentation included information on the following:
  • population
  • income
  • Statistical data
  • Tapestry segments 
  • Focusing on community engagement
  • Public input and multi-lingual capabilities
  • Website created for this project
  • Understand the assets and the conditions of the assets
  • Service classification
  • Recommended levels of service considerations
  • Equity mapping
  • Park by park workshop
  • Total cost of ownership financial plan
  • Capital improvement plan
  • funding strategy plan
  • operational preparedness for implementing the plan
  • organizational capacity fo implementing the plan
  • action plan matrix
Member Charles Cachoeira asked Mike Svetz for the references used to acquire the demographical information acquired from.

Member Anna Clark asked when the results for the surveys will be available for the Town. Mr. Svetz responded that the information should be available around April 2020.

Member Joseph Coyle asked how the snowbird residents will be communicated with considering their temporal relocation. Mr. Svetz said he can get a more detailed answer for that question. Member Coyle also asked if PROS Consulting has a recover plan for cost recovery in regard to the snowbird residents. Mr. Svetz stated that different pricing strategies can and will be used for the cost recovery plan. 

Mr. Svetz stated that the services we have available for our constituents serve a total percentage instead of a particular population. Chair Guyer clarified this for the board.

Member Philip Saletta asked Mr. Svetz how PROS Consulting plans on communicating to and with the younger adults and families. Mr. Svetz responded that there are ways they can reach out to the younger families. 

Member Gary Temple asked if the public can access the presentation and the information for the Master Plan through the Town's website. Mr. Svetz said yes.

Member Ronald Odell stated that his concern is how can the senior population be delineated to ensure that the data for the Master Plan is captured to reflect what others really want to see in the Town parks. Mr. Svetz stated that there are several ways to capture that. Mr. Svetz stated that the first phase of the plan will date out to June 2020, which will allow ample time to acquire the necessary data.

Member Odell asked if the plan includes plants and trees; Mr. Svetz replied no.

Member Saletta asked if the schools have been notified and involved of the plan. Mr. Svetz stated that he believes this has been done so by the Town.

Chair Guyer thanked Mr. Svetz and informed him that they look forward to working with him. 
             
3. DISCUSSION AND POSSIBLE ACTION TO RECOMMEND TO MAYOR AND TOWN COUNCIL THAT THE TOWN OF ORO VALLEY SUPPORT AN ANGEL OF HOPE GARDEN IN ORO VALLEY
  Chair Guyer opened up the discussion for the Angel of Hope Statue.

Kristy Diaz-Trahan clarified that the recommendation is in spirit to support the Angel of Hope Statue in general, and not for placement in a specific park.

Member Cachoeira asked where the funding will come from for this project.

Mrs. Diaz-Trahan stated that the project would be privately funded, and the Town would be responsible for maintenance if the location of the statue is public.

Member Cachoeira asked what would need to be done to add a child's name, and how additional names could be added. Tracey stated that the interested party would have to work with the engraver and the interested party would pay for the engraving. Tracey also informed the board that this is an ongoing project. 

Member Cachoeira asked if there is a way to ensure that there is no limit in spacing to add children's names.

Mrs. Diaz-Trahan shared that with her prior experience, the location selected would allow for room for growth.

Motion was made by Mr. Philip Saletta, seconded by Gary Temple.

Member Cachoiera asked if the statue in the shape of the angel would be controversial with respect to religion.

Attorney Joe Andrews stated that this is something that the Town would handle.

Member Saletta asked if an angel is already in place in memory of Christina Taylor Green. Mrs. Diaz-Trahan said yes. 
             
4. DISCUSSION AND POSSIBLE ACTION TO INCREASE THE NUMBER OF REGULAR PRAB MEETINGS FROM FOUR TO SIX PER YEAR
  Member Anna Clark stated that if a meeting is canceled or rescheduled, the board could potentially go 6 months without meeting. Member Clark stated that there are a lot of events occurring in 2020 and it would be beneficial to have the extra two proposed meetings in 2020, referencing the other Town boards that meet monthly or bi-monthly. 

Mrs. Diaz-Trahan stated that it is her recommendation, as noted in her staff report, to keep the number of meetings as is. and include study sessions as needed.  Mrs. Diaz-Trahan also stated that a special session could be scheduled between meetings if actions need to be taken after having a study session.

Chair Guyer clarifies that what Mrs. Diaz-Trahan is stating is that the study and special sessions allow for flexibility. 

Attorney Joe Andrews stated that on occasions, other boards have to cancel meetings due to not having any agenda items to discuss. Attorney Joe Andrews stated that the flexibility in the special and study sessions allows for that.

Member Saletta stated that meeting every other month without meeting in the summer allows for 5 meetings, as well as the flexibility for special and study sessions.

Member Temple asked Mrs. Diaz-Trahan for her thoughts. Mrs. Diaz-Trahan states that there is no need for action, which is why she recommends the study sessions.

Member Clark stated that she likes what Member Saletta proposed.

Attorney Andrews informs the board that there are specific rules that need to be followed durign regular sessions, whereas study sessions allow for more flexibility with conversations.

Member Cachoeira asked what the purpose of having more meetings is. Mrs. Diaz-Trahan states that more than 2 study sessions will be needed during the 2020 year, as there are more projects.

Member Clark stated that motions cannot be made during special sessions.

Member Coyle states that having more involvement with agenda setting.

Chair Guyer entertained a motion for a different schedule. Member Clark made a motion to meet in January, March, May, July, September, November.  

The motion did not pass with a 4-3 vote.
             
5. REVIEW AND APPROVAL OF THE 2020 PARKS AND RECREATION ADVISORY BOARD MEETINGS
  Member Clark asked to have the study session in April. Attorney Andrews informed the board that it is best to schedule a study session as needed.

Motion was made and passed to approve the 2020 schedule.
             
6. DIRECTOR'S REPORT
  Mrs. Diaz-Trahan reported the following:
  • Parks & Recreation department
  • December 12- Volunteer Appreciation Dinner at Tohono Chul
  • January 1st- 6th Annual Hot Cocoa 5k with a start time at 11:20
  • Thanked Casey for her participation serving the board and welcomed Maritza Valenzuela, who is the new recording secretary for the board
  • Thanked Vice-Mayor Melanie Barrett for all of her assistance
  • Welcomed Councilwoman Joyce Jones-Ivey to the board
  • Thanked Chair Ellen Guyas and recognized her for all of her accomplishments and projects in Oro Valley, being recognized as Volunteer of the Year in 2016
             
FUTURE AGENDA ITEMS
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ADJOURNMENT
hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular session of the Town of Oro Valley Historic Preservation Commission of Oro Valley, Arizona held on the 19th day of November, 2019.  I further certify that the meeting was duly called and held and that a quorum was present. Dated this 11th day of February 2020.   ___________________________ Casey Wilson Senior Office Specialist

    

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