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HomeMy WebLinkAboutPRB Minutes020310WUP Parks and Recreation Board MINUTES FEBRUARY 3, 2010 6:30PM CITY HALL- CONFERENCE ROOM TYPE OF Monthly Meeting MEETING CHAIR Russ Schulze SECRETARY Mardi Turner Russ Schulze, Janine Schueppert, Mardi Turner, Kathleen Colt, Kevin Boyle, ATTENDEES Leah Ragiel, Teresa Edmondson, Charles May, Tim O'Connor (staff) VISITORS -none- Call to Order: The meeting was called to order at 6:34 pm by Russ Schulze, Chair. II. Review and Approval of Minutes of the January 6, 2010 meeting: approved as submitted. III. Citizen Comments: None IV. Recreation and Leisure Programming Sub-Committee - Janine Schueppert • Janine presented a summary of comments from user groups regarding programming. A copy of her report is attached to these minutes. • She and Tim are planning to meet with the teen group next in March, at the Rec Center. Tim would like to continue the sessions "in perpetuity" - it's a great source of feedback from the community. Janine presented demographics, customer analysis, competitor analysis, marketing positioning approaches, and publicity and promotion ideas from a meeting that she and Teresa had with Susan and Jeremy. A copy of this report is attached to these minutes. V. New Recreational Facilities Fee Schedule - Tim O'Connor • The new fee schedule has been adopted by City Council. Fees will be discounted by 50% for residents through the end of 2010. • Non-resident memberships will be limited at the Rec Center. There will initially be no non-resident memberships at Colonial Park. VI. Friends Board Report - Leah Ragiel • Park Lovers Ball is coming up in three weeks. There are only two tables left, and the underwriting numbers are on target. Everyone is focused on last minute planning. • Rec Center Playground - Design meetings have been held for the playground at the Rec Center. Input was obtained from the community and play structure elements have been decided on, including a complete shade covering. Tim noted that the playground will probably not be ready for April opening due to negotiations on the prices for the playground elements, and the lag time for ordering and delivering the equipment. • Leah said that they need to go back and re-evaluate how much funding Friends has agreed to provide for the playground. Based on the final outcome of the price negotiations, they may have to agree to fund more, but only if the funds are available, based on the revenue and costs for Park Lovers Ball. VII. Staff Reports - Tim O'Connor • The Rec Center is 90% complete and rough grading of the ball fields has started. They are workinq on the desiqn for the ball field liqhtinq and other external electric fixtures. In concert with the City Forester, the trees on the COH property have been trimmed. The concrete fence on north end has been increased to 10 feet (from 8 feet) for noise abatement. Construction of the Colonial Park pool has been delayed because of rain. Tellepsen will be pouring concrete on Saturday, beginning at 7:00 am. It is a 17 hour process, but the noisy part should be finished by 2 pm. The pool building is 90% complete. Construction on the Community Building and Senior Center facilities won't begin until all of the transitions to the Rec Center and Colonial Park are complete. New rules for insuring that tennis instructors have valid WUP permits and for tennis court use have been approved. VIII. Board Reports • Park Ambassadors Reports - None • Parks Board History Project - Teresa Edmondson Teresa has suggested that we, as a group, take a look back at the history of the Parks and Recreation board so that we have the appropriate background to make good decisions going forward. She suggested that we use some of our time together on Saturday, before or after the tour, discussing these topics: o Sharing our own visions of what we are trying to accomplish o Define our role as board members o Determine how do we operate as a board, e.g. subcommittees IX. New Business • Parks Tour - We will meet at 8:00 am for breakfast and the tour, which will focus on the Rec Center and Colonial Park. We can also schedule some time during the March meeting for additional discussion on Parks Board history. • Tim has asked several former Parks Board members (Will Bertron, Linda Lewis, Burt Ballanfant, Joni Fichter) to provide input for the "history". He will distribute copies of the 2000 Parks Master Plan on Saturday. X. The meeting was adjourned at 8:15 pm. The next meeting is scheduled for March 3, 2010 @ 6:30 pm in the Bill Watson Conference Room. Programming Subcommittee Comments from User Groups General comments on Proarammina Overall most people rated the quality of the programming good or excellent. Everyone felt that the City's programming offers good value for money. Most people find out about classes from Leisure Guide, followed by friends. (Three participants don't receive the Leisure Guide) When selecting activities, the type of programming, timing and quality of instructor were the most important criteria. Brand and price were the least important. Strengths of current programming: affordable and convenience. Weakness: Instructors (swimming) Before canceling a class, contact registrants to see if they can get more people to sign-up. Comments on specific programs Need swim instructors who are more experienced/professional. Boot camp is great. Tennis is great Ballet was great when younger 3-5, but would not continue after. Not very happy with the Dance camp. Kim B's gymnastic classes are great. Offer more classes at more times! Also, it was mentioned to NOT give certain candy to kids... many contain peanuts and lots of kids have allergies. Leisure Guide Most used source for people to find out about programming. Everyone rated guide as excellent or good. Suggestions were: Section off areas of brochure by ages Offer an index Color code program tabs by ages and when they are offered over the course of a year. Mail out about a month earlier so they can plan ahead better Have a form that class participants fill out, that has their email and what areas of info they would like more info via email blasts (specific classes/programs, special events, new offerings, etc.) Build an e-directory off of this info, so that people are getting emails only pertaining to their interests. Proarammina suaaestions from Families with Preschoolers They want babysittingil l So that they can take a class, work out, etc Family Fitness Classes Mom and Me classes More drop-in opportunities for adult classes. Signing up is too much of a commitment Playgroups (930-11am), Multi-purpose cts. Charge both a drop in and a semester fee. Multi-age classes, so that both of their kids can participate at same time or in same class Older child and parent photography classes Computer classes for adults Spanish for children, Preschool Spanish Nature series class (both a children, adult, combo) that has emphasis on bugs, trees, bird etc. Gardening classes Date night, Friday/Sat night out 6:30-10:30pm Swim clinics for adults/children In summer, have mother's day out where child is in a program and mom can go run errands or have time to herself. More indoor activities in the summer Sync classes so there are opportunities for adults to take a class while their children are in a class\ Families with Elementary Ages Children Digital photography workshop X 3 Basics of nutrition X 2 Drama kids X 2 Gourmet cooking Table Setting and decoration Golf tournament Walk/Run to benefit city Dog obedience Computer Irish dancing Yoga (different times) It would be nice to have a summer camp from 4-8 at night, so kids aren't out in the heat of the day. Tween programs Teen programs Lacrosse Off season basketball Lego RAD for kids Pre-natal yoga Ballroom dancing Wine exploration Easy holiday entertaining Meditation Computer for adults Fit ball callanetics Food and wine Feng Shui Murder mystery dinner Kayaking Drawing Get organized Cheerleading Lego Kid fitness Parent child manners West University Place Parks and Recreation Marketing -DRAFT- Communitv analvsis: Population: 14,211 (2000 Census) Number of Households: 5,286 (2000 census) 43% have children Average household size: 2.69 (2000 census) Median Household income: $160,730 (2008 City-Data website) Average home price: 600,470 (2008 City-Data) See spreadsheet for 1990 and 2000 US Census details Bond Election In November 2007 residents passed a $13.8 million bond proposition to rebuild the West Univesity Recreation Center and the WU Pool and renovate the Senior center. The bond passed by a very narrow margin 51% to 49% Financial Overview The Total 2009 General operating budget for the City was $29.8 million The 2009 Parks and Recreation operating budget* was $2,020,500 or about 7% of total City budget. 2009 expenses included facility maintenance for all City buildings. 2010 budget does not include facility maintenance. 2010 Parks and Recreation Operating Budget Budget Revenue Cost recovery Total 1,919,758 799,537 42% Community Building + Dept. Mgmt. 521,222 0 00/0 Recreation Center 733,864 608,700 83% Colonial Pool 199,568 120,000 60% Parks Management 228,980 0 00/0 Senior Services 236,124 70,837 3001o National average for cost recovery: 34% Dr. John Compton, Texas A&M Current Customer Analysis 3419 residents and 1699 non-resident participated in classes or programs in 2008 595 residents and 195 non-residents held facility memberships in 2008 About 50% of participation in classes are residents About 50% of participation Senior classes are Senior residents Classes with the highest participation: Jazzercise, Boot Camp, Swim Lessons, Ballet, Gymnastics, Tennis, Yoga 2008 Revenue Breakdown Revenue Percentage Youth Classes 182,585 27.2% Adult Classes 160,702 24% Youth Classes aquatic 70,387 10.5% Adult Classes aquatic 10,350 1.5% Senior activities 22,086 3.2% Room rental 17,373 2.6% Pool Rental 33,095 4.9% Pavilion Rental Memberships Walk in tennis, racquet, WR Walk in aquatics TOTAL 8,573 1.3% 102,894 15.2% 8,747 1.3% 55,575 8.3% 672,367 100% Competitor Analysis (Amenities that we don't offer are in bold). YMCA: Distance:.2 miles Facilities: Gym, classes/ childcare included in membership fee, three multipurpose rooms, expanded cardio and weight room, family and fitness outdoor pools. Cost of family membership: $80 per month ($100 joining fee) Bellaire Parks and Recreation Distance: about 2 miles Facilities: two outdoor family pools, lap pool, small older work out room, gym Aquatic Center pricing: Aae Grouos Residents Non-Residents Ages 0-2 Free Free Ages 3-17 $4.00 $8.00 Ages 18-59 $5.00 $10.00 Ages 60+ $4.00 $8.00 Winter swim pass Resident: 1st Family Mem $100 Add'I Family Mem $20 ea $200max Senior 60 + $65 Add'I Family Mem $20 ea $180 max Non-resident: 1st Family Mem $200. Add'I Family Mem $40 ea $400max Senior 60 + $130 Add'I Family Mem $40 ea $330 max Summer swim pass Resident: 1st Family Mem $205 Add'I Family Mem $45 ea $430max Non-resident: 1st Family Mem $415 Add'I Family Mem $95 ea $890max Senior 60+ Res: 1st Family Mem $135 Add'I Family Mem $45 $360 max Senior 60+ Non-res: 1st Family Mem $275 Add'I Family Mem $95 ea $750 max Fitness Room memberships: Resident $35/yr, Sr. $25, non-resident $60, non-res Sr. $55 West U Fitness Facilities: Two cardio/weight studios, Pilates, boot camp and personal training only. Cost: Bootcamp=$110/month, Personal trainers $65/hour. 24 Hour Fitness Distance: about 1 mile Facilities: cardio, weight, indoor lap pool, spa, sauna, fitness classes and childcare included in cost of membership. Membership includes access to all clubs nationwide. Cost per individual membership: $9 initiation + $30 per month Frisco Distance: Near Dallas Facilities: Two gyms, racquetball courts, childcare included, unlimited group exercise classes included, youth game room, cardio and weigh room, Indoor aquatic centerwith child play area and lap area, seasonal outdoor aquatics center with lazy river Annual membership Cost: Adult= 350, Senior $280, Family = $600 Positioning West U Parks and Recreation offers high quality, family friendly, community oriented programming in beautiful new facilities. Mission Statement (from City Budget): To provide City residents of all ages and varied interests quality leisure programming and activities in safe, well-maintained parks and recreation facilities. Do we want to amend? Vision: West U P4RD, leading Texas as an active and healthy community. Mission: The West U P4RD team offers quality programs, facilities and services that encourage community participation and promotes fun physical activity and growth in a safe and wholesome environment. Values: Communication - Flexibility - Professionalism - Trust - Safety - Learning -Stewardship - Respect - Fun - Creativity - Quality Product Overview/ Key selling points: New, high quality facility - Value for money Community oriented - Family friendly Quality instructors Unique amenities: Covered year-round fitness pool, racquetball/squash courts, extensive class line-up Marketina quotes "I love that I can in get a quick workout while my daughter is taking gymnastics " "Knowing that I can watch my favorite TV show while working out on a state-of-the art Precor treadmill makes getting myself to the gym easier." "I love seeing all of my friends and neighbors when I take classes - going to the Rec Center is the highlight of my day." "The new pool is beautiful! I love the idea of getting fresh air in the summer, but still being out of the suns harmful rays." "The new pool at Colonial looks awesome. I don't want to go anywhere else." "Coach Kim is amazing! My four year old has really developed confidence while learning to walk on the balance beam." Brandina: Current community branding: "A Neighborhood City" and "A Place to grow and Play" Possible PARD branding: "Where fun and fitness happen" - "Building a Stronger Community" "Fun and fitness happen here" - "Fun, Fit and Friendly! "Live life to the fullest" Other communities have used... - Parks make life better. Creating Community through Parks, People and Program Branding Opportunities: Staff/ customer T-shirts Leisure guide and other promotional materials On site signage Pricing The pricing will not be featured on any advertising. We will refer customers to the website or to phone for more information. The fees will be published in the Summer 2010 Activity Guide. Any changes or updates will be posted on the website. Obiectives: Build sense of community Encourage high participation rate. Recover a reasonable percentage of cost Keep pricing simple so it is easy for consumers to understand and staff to administer. Be competitive with other facilities in the area. Focus on residents and prevent overcrowding by non-residents Offer non-residents access where applicable to enable us to provide the a wide variety of programs and provide supplemental income.' Membership benefits Year-round access to the Rec Center pool or seasonal access to Colonial Park Pool. Unlimited access to weight and cardio workout room for residents 12+ (with class) Access to racquetball courts Possible additional family membership benefits- Passes to Kids Night Out. Current oricina proposal Resident Non- Resident Monthly Annual Monthly Annual Resident West University Place Recreation Center Individual $30 $360 $45 $540 Individual-Discount through 12/31 $15 $180 Couple $40 $480 $60 $720 Couple-Discount through 12/31 $20 $240 Family $50 $600 $70 $900 Family-Discount through 12/31 $25 $300 Colonial Park Pool Individual $31.25 $125 Individual-Discount through 12/31 $15.65 $65 Couple Couple-Discount through 12/31 $30 $90 Family $75 $300 Family-Discount through 12/31 $37.50 $150 Walk in Daily Daily WUPRC Center $8 $16 Discount through 12/31 $4 WUPRC Pool only $5 $10 Discount through 12/31 $2.50 Colonial Pool $5 NA Discount through 12/31 $2.50 Publicity and Promotion Goals: 1. To increase awareness and interest in the new Parks and Recreation facilities. 2. Educate the community about the programs and encourage enrollment. 3. Achieve 10% WUPRC and 20% Colonial membership in the first three months. 4. Gain feedback from the public on the facilities, programming and fee structure. 5. Promote the sense of "Community" through interactions at the recreation facilities Events: (PARD Staff will man a table at these events Saturday 2/27 Park Lovers Ball - Board and slide show of new facility/playground Saturday 3/6 Little League Opening Ceremony - New facility information table. Saturday 3127 Arbor Day/Easter Egg Hunt- New facility information table. Saturday 3126?? Ribbon Cutting April 5-Apri/11? WUPRC Soft opening April 12 WUPRC Opening Event May 22-23? Colonial Pool soft opening May 29-31 Colonial Pool opening Target Print Publications : - West U Leisure Gu ide - New facilities featured on cover (On website Februaryl5, Mailed on 2122, in homer by March 1) - WU Ci ty Currents (February lO Deadline for end of March mailing) - WU Water bill s (Must have inserts to Data Prose by 3112 for 3125 Delivery - West U Examiner - Houston Chronicle - SW News - WUES Pony Express - WU Instant News - WUES Monthly Mustang WU Buzz Press Release Topics (PARD Staff will Prepare and distribute all Press relea ses): - 1/11 ) Fees set for new recreation facilities (based on meeting - 1/18 Concrete poured for Colonial Pool - construction on track (photos) - 2/8 Design for new playground at Rec Center unveiled - 2/15 Parks Board seeks input on programming from Teens - 2/22 New Programs unveiled - Leisure guide online in mailboxes this week - 3/1 Customer Service is a big focus at Parks and Rec. Facilities - Mar. New facilities LEED certified - Mar. Pre-sale Memberships Available - 3/9 Resident class registration begins - 3/11 Non-resident class registration begins - 3/26? Ribbon cutting - 4/ 5 -4/11? WUPRC Soft Opening - 4/12 WUPRC Opening Day - May 22-23 Colonial Pool Soft Opening - May 29-31 Colonial Pool Opening - Friends and Neighbors Guild relaunches - Senior Center Remodel - April? Friday family fun nights planned for Colonial Pool this summer Website: A redesigned customer friendly website is needed. Facebook (This topic has been discussed with the City Manager. As a municipality, there are some major reservations about establishing a City-run Facebook page) : 2/15 launch Facebook presence. Weekly posts on Tuesdays: Count down to opening Here are some pictures of the new WUPRC Does anyone have ideas for new classes they would like to see at the WUPRC? Registration for classes opens today Leisure Guide Expand distribution to non-residents? Perhaps wait until early summer or Fall. Maybe a postcard to let them know it is available? Add "Instructor spotlight" Add Newcomers and Neighbors information. Fees and pool schedule as an insert rather than printing in guild will allow us flexibility. Recreation Center rendering on cover. Possibly with "Grand Opening" banner and families entering rendered in if it is not too expensive. Distribute program flyers or Leisure Guide to local preschools (WUM, WUB, St. Andrews, Bellaire Methodist) Postcards: There are many variables that it's hard to tell until they have the zip code file. According to our mail house it is 23.3 cents per piece if they're all in the same zip. If there are three additional zips, then it's 25.1 cents per piece and it could co up to 26.3 cents past that for additional ones. Minimum Postage (6K) = $1398 $35 per $1000 Handling Fee = $210 $45 file conversion $50 NCOA Total cost for 1" mailing = $1,703 Total cost for 2nd mailing = $1,658 Total cost for 3'd mailing = $1,658 Total cost for 4' mailing = $1,658 $6,677 (Four mailings) + $3670 (Craig handling printing) + $2700 (Design) _ $13,047 $6,677 (Four mailings) + $2360 (Susan handling printing) + $2700 (Design) _ $11,737 FOLDED MAILER There are many variables that it's hard to tell until they have the zip code file. According to our mail house it is 23.3 cents per piece if they're all in the same zip. If there are three additional zips, then it's 25.1 cents per piece and it could co up to 26.3 cents past that for additional ones. Minimum Postage (6K) _ $1398 $35 per $1000 Handling Fee= $210 $20 per $1000 Tabbing Fee (2 tabs required) _ $240 $45 file conversion $50 NCOA Total cost for 1" mailing = $1,943 Total cost for 2nd mailing = $1,898 $3,841 (Two mailings) + $5412 (Craig handling printing) + $2700 (Design) _ $11,953 $3,841 (Two mailings) + $1394 (Susan handling printing) + $2700 (Design) _ $7,935 BANNERS Banners for City Parks and high traffic areas. $ 225 ($195 plus $35 set up) per banner = $1,575 Email: Collect email information and contact preferences for database when people register/join: Please contact me via email about: All parks and recreation topics (no more than once per week) Class registration information Special events Swimming related topics only Tours/Samolina Program Conduct hardhat facility tours to create word of mouth buzz 3/6 Parks Board Friends Board, Sr. Board Preview Tours (Mid March) 3/24 Friends Guild Tri-sport board Rotary WUES PTO board Program m ina Quality - West U Resident demand high quality instruction for themselves and their families. We do not need to try to cater to people who are participating in activities at a highly advanced level, but our goals should be to provide high quality introduction to a wide variety of activities. Variety - Our goal should be to offer a wide variety of programming to encourage participation from the community. We should look into expanding our offering. Feedback Create a climate of excellence by encouraging feedback via comments cards (and the Web) that are posted and responded to (Whole Foods and YMCA do this) End of Class survey - have a standard survey that goes out to all participants at the end of each semester. Otherideas Free sunscreen at Colonial (get sponsor) Community mural at Rec Center - Promote sense or ownership by gathering photos of people in the community during the first three months and have a mural created for the wall as per Children's Museum. We could possibly get a sponsor for this. Brick pavers - Is Friends doing this? Chanae manaaement Post policies clearly in appropriate areas of building. Encourage staff to compliment users who are doing the right thing (sharing lanes etc.) Post "Supervisor on Duty" sign with interchangeable name.