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Full Agenda Packet LEISURE SERVICES ADVISORY COMMITTEE MEETING TH TUESDAY, NOVEMBER 8, 2011 7:00 PM MUNICIPAL BUILDING, 18 N. JACKSON STREET ROOM 416, FOURTH FLOOR Use the Wall Street Entrance AGENDA 1. CALL TO ORDER/ROLL CALL TH 2. APPROVAL OF MINUTES FROM SEPTEMBER 13, 2011 MEETING 3. RECREATION DEPARTMENT UPDATE Enchanted Forest Summary th Holiday Magic on Main Street Event – December 10, 2011 4. PARKS DEPARTMENT UPDATE 2012 Parks Budget/8 day mowing cycle Friends of Traxler Park Donation and Upcoming Skating Season Lions Beach Bathhouse Use Status 5. MATTERS NOT ON THE AGENDA 6. ADJOURNMENT IF UNABLE TO ATTEND THE MEETING, PLEASE CONTACT KARLA KING AT kingk@ci.janesville.wi.us or 755-3030 LEISURE SERVICES ADVISORY COMMITTEE MEETING MINUTES TH SEPTEMBER 13, 2011 7:00 PM MUNICIPAL BUILDING FOURTH FLOOR TRAINING ROOM #416 Members Present: Lorie Markus, Betty Schwarz, Benjamin Dobson, Sandra Hendricks, Steve Knox, Dean Paynter, Lynn Jones and Deb Dongarra-Adams Absent Members: Steve Ellis, Bill Jass and Frank Dmuchowski Guests: Greg Farnham, Christine Rebout, Gerry Luiting and JR Wilson Staff Present: Tom Presny, Shelley Slapak Meeting was called to order at 7:00PM by Vice-Chairperson Steve Knox. Roll call was completed by sign-in sheet. th APPROVAL OF THE JULY 12, 2011 MEETING MINUTES A motion was made by Betty Schwarz and seconded by Dean Paynter to approve the minutes th of the July 12 meeting. Motion was approved unanimously. PARKS DEPARTMENT UPDATE Rock River Trail Initiative – Greg Farnham, Coordinator of the Rock River Trail Initiative, spoke on their mission in the hopes of getting positive approval from the Committee. He indicated that this is a private partnership which would provide access to 300 miles of the Rock River. The Trail Initiative’s goal is to establish unity across five counties in WI and six in Illinois on the Rock River and to encourage the use of both land and water activities for recreational users and the tourism industry. They also want to establish common signage at the public access areas and are currently taking inventory of the existing access points and creating a wish list. The Initiative has a 13 member council and is working with various local, state and federal agencies with the overall goal of creating a national recreation water trail and establishing a scenic and historic Rock River route running parallel to the highway. Steve Knox asked if the Committee would need to present this to the City Council for support and what financial impact the City would have for this project? Tom Presny stated that the Parks Division would need to do a resolution and present it to the Council along with a similar presentation. Sandy Hendricks inquired as to whether the Trail Initiative would be working with the DNR? Greg Farnham stated they are working with the DNR and hope to have them as a strong partner in this endeavor. Lynn Jones asked whether the Trail Initiative is working with property owners along the Rock River? Greg Farnham said that they are creating a long term list of potential access points and will be working with property owners once the list is complete. Gerry Luiting commented that there is currently good access for canoes/kayaks but he is hoping that there will be more opportunities for motorized vehicles. He also questioned who would be imposing speed limits and slow no wake ordinances? Greg Farnham said that rules would need to be established by the city or county. Betty Schwarz is wondering whether the trails would go around locks similar to the Madison lakes? Greg Farnham said they are looking at dams and trying to find safe portages. Betty Schwarz made a motion to support the Trail Initiative and to submit a resolution to the City Council for their approval. Steve Knox seconded the motion which passed unanimously. RECREATION DEPARTMENT UPDATE Enchanted Forest – Shelley Slapak gave an overview of the award winning Enchanted Forest event to the Committee members. Past success in terms of participants, volunteers and revenue were discussed. New event ideas were shared as well as the opportunity for Committee members to volunteer or assist with publicity strategies. Steve Knox volunteered to th assist at the Enchanted Forest on Wednesday, October 26. Summer Program Participation – Program participation numbers were distributed along with an explanation of the participation count. Comparisons between 2010 and current year was discussed. Steve Knox inquired whether programs that had decreased participation or that were not recovering costs would be eliminated in the future. Attendance numbers and the request for higher admission fees at Rockport Pool were discussed. The Committee questioned whether hours would remain the same for 2012. Shelley Slapak stated that the budget proposal would remain the same but the City Council will review at the upcoming budget preparation meetings. School Use Agreement Update – Shelley Slapak gave an update on the expired City/School District Use Agreement. The Agreement will change to a “Tru-Up” system where both entities track the dollar value of use by the other entity. At the end of the school year both entities will “Tru-Up”. The goal is to be even with neither entity owing money to the other. Beginning st October 1, Leisure Services will no longer have a partnership with South Central Swim Team. Leisure Services will operate adult lap swimming and SCST will be responsible to reserve the school pools for their own swim team and masters swim programs. Adult lap swimming fees will be increased to $3 per session or $65 for a punch card for 25 sessions. MATTERS NOT ON THE AGENDA Dean Paynter distributed information on fistball. He is proposing that the Recreation Division run this program in the spring of 2012 at Riverside Park as a new opportunity for the community. Dean will forward the YouTube video to Committee members. Deb Dongarra-Adams shared concerns she received regarding the special event process. Deb explained that primarily event organizers have questioned her as to the delay in receiving approval for a special event. Shelley Slapak explained that often times event organizers do not submit the required documents and fees in a timely manner and an approval letter will not be sent until all paperwork and fees are completed. Deb Dongarra-Adams also expressed concern that event organizers want to advertise their event for the next year and need confirmation from the City. Shelley Slapak stated that fees for special events are reviewed by the City Council during the annual budget process and could affect what fees are from year to year. Deb Dongarra-Adams requested information regarding the special event process be e-mailed to her and to consider possible changes so event organizers receive earlier confirmation regarding future events. ADJOURNMENT The meeting adjourned at 8:30PM with a motion by Lynn Jones and seconded by Dean Paynter. The motion passed unanimously. th Next meeting will be held on Tuesday, November 8, 2011. Submitted by: Shelley Slapak, Acting Recreation Director