CITY OF PEORIA, ARIZONA PARKS & RECREATION BOARD Pine Conference Room February 22, 2007 A Regular Meeting of the Parks and Recreation Board of the City of Peoria, Arizona was convened at 8401 W. Monroe Street in open and public session in City Hall at 7:05 p.m. Members Present: Chris Morice, Carnell Murrell, Jon Sears, Gregory Jones, and Carol Ulshoeffer Members Absent: Diana Bedient and Chuck Fitzgerald Municipal Officials Present: J. P. de la Montaigne, Community Services Director; Brenda Rehnke, Recreation Manager; and Maria Traci, Executive Assistant Audience: 1 (Cecilia Chan, Arizona Republic) MINUTES: Greg Jones made a motion to approve the regular meeting minutes of the January 25, 2007 meeting. Carol Ulshoeffer seconded the motion, and, upon vote, the motion carried unanimously. DISPOSITION OF ABSENCES: Not applicable UNFINISHED BUSINESS: None NEW BUSINESS: DISCUSSION AND POSSIBLE ACTION TO APPROVE MEMBERSHIP FEES AND ROOM RENTAL COSTS FOR RIO VISTA RECREATION CENTER J.P. de la Montaigne explained to the Board that this evening, through the use of a PowerPoint presentation, the comparison charts of local Recreation Center fees and charges would be outlined for the Board. On the current construction schedule, the Recreation Center is planned for opening in mid June or early July. The recommendations from the Parks and Recreation Board would be taken to City Council in March and next steps would involve selling and marketing the membership options to the public. Brenda Rehnke proceeded to explain the information contained in the PowerPoint presentation to the Board. A quick overview of the construction progress and a reminder of the layout and floor plan for both the first and second floors was provided. An explanation of the membership versus non-membership areas in the Recreation Center was provided. Carol Ulshoeffer requested information regarding the number of climbers the rock-climbing wall would be able to accommodate at one time. Brenda Rehnke explained that there would be 6 automatic belays on the wall which could be converted to manual at any time. The process for gathering comparison information from municipalities and other recreation centers in the area in order to lay the groundwork for the proposed membership fees and room rental rates was provided. It was explained that Jackie Stanley, new Rio Vista Recreation Center Supervisor, had been gathering this information and compiling charts to compare daily, monthly and annual membership rates and youth, adult, family, senior and two person pass packages. Brenda Rehnke explained that the trend seems to be the high use of daily fees where at the Rio Vista Recreation Center, the hope is to encourage annual pass purchases and to offer ways to increase the value to those taking advantage of the annual passes. Charts outlining the proposed fees and charges were shown to the Board. Brenda Rehnke explained that the monthly rates were based on utilizing the facility more than five times a month. The annual membership rates were then based on utilizing the facility for 9 months each year, more than five times each month. In both of these instances, the monthly or annual pass fee would be more cost effective than paying the daily rate. Other options for membership fees and charges were provided such as the corporate rate for an annual pass for which the total fee would cover up to 10 adult annual passes at any one corporation in the City. Anyone working at a business located in Peoria and interested in membership or other opportunities at the Recreation Center would receive the resident rate for that service. Chris Morice questioned how the procedure for membership cards would be functioning at the Recreation Center. Brenda Rehnke explained that for the accounting system currently in use, a membership module had been purchased which had the option for a Biometric scanning feature. For this feature, a member’s “card” would be their fingerprint and once established in the system on their first visit with a photograph, identification verification and fingerprint scan, they would only need to provide their fingerprint for entry into the facility. With the annual membership, members would have the option to pay up front for the year at a discount of 5% or charge their credit card or bank account for the fee to be automatically deducted each month. Brenda Rehnke went on to explain to the Board the proposed room rental rates for the Recreation Center. Within the childcare, Kids Korner area, children from 18 months to 8 years could be supervised for a fee of $2 per hour for up to 3 hours while their parents use the amenities at the facility. Carol Ulshoeffer and Carnell Murrell asked for more information about the childcare area such as staffing level, activities for the children and the capacity of the room. Brenda Rehnke explained that there would be a television, play station, age specific toys, arts and crafts and more to occupy the children with two staff in the room at all times with a capacity of 30 to 40 kids at a ratio of one staff person to 20 children. In addition, room rates for class rooms, conference rooms and the banquet room rental rates and amenities were discussed. Next steps for the Recreation Center were provided to the Board. It was explained that the policies and procedures would be finalized and brought to the Board for approval. In addition,an RFP would be publicized and a list of both approved caterers and approved personal trainers for the Recreation Facility would be compiled. Jon Sears made a motion to approve the proposed membership fees and room rental costs. Carnell Murrell seconded the motion, and, upon vote, the motion carried unanimously. REPORT FROM STAFF: None REPORT FROM DEPARTMENT DIRECTOR J.P. de la Montaigne explained to the Board that the March meeting would consist of a tour of the construction progress of the Recreation Center on a Saturday morning. Then at the April meeting, the proposed policies and procedures for the Recreation Center would be brought to the Board for consideration. In addition, it was shared with the Board that on Tuesday night at the City Council meeting, the contract to construct the bridge over New River was awarded. REPORT FROM BOARD MEMBERS Chris Morice requested information regarding the progress of construction on the Recreation Center building. J.P. de la Montaigne explained that the schedule had accounted for opening on Memorial Day but with delays of about a week due to rain, a mid June opening was currently being planned. This would also accommodate the necessary staff training once the building was complete. Adjournment There being no further business to come before the Board, the meeting was adjourned at 8:15 p.m. Chris Morice, Chairperson Maria Traci, Secretary