CITY OF LITCHFIELD PARK

CITY OF LITCHFIELD PARK RECREATION AND PUBLIC GROUNDS COMMISSION Regular Meeting Thursday, May 14, 2015 7:00 p.m. City Hall Conference Room 214 W. Wigwam Boulevard Litchfield Park, Arizona 85340 Members of the Litchfield Park Recreation and Public Grounds Commission may attend either in person or by telephone conference call. I. Call to Order II. III. IV. Pledge of Allegiance Call to the Community (This is the time for citizens who would like to address the Commission on any non-agenda item. Action taken as a result of public comment will be limited to asking Staff to review the matter, asking that the matter be placed on a future agenda, or responding to criticism.) Response to Call to the Community There were no requests to speak at the Thursday, April 9, 2015 regular meeting. V. Business A. Minutes Possible approval of the April 9, 2015 regular meeting minutes. Action Chuck Ransom B. 100 Year Anniversary of Founding of Litchfield Park Meredeth Stucky with the Historical Society is requesting to join efforts with the City in this celebration. No action at this time until a date is confirmed. Chuck Ransom C. Neighborhood Parks vs. Community Parks Mr. Ransom will discuss various options of recreation equipment and amenities to be utilized in neighborhood parks versus community parks. VI. RPGCOM Topics for Referral to City Council Discussion of possible topics for referral to the City Council. Action

Chuck Ransom Sonny Culbreth VII. Staff Report on Current Events The Commission will review and possibly discuss the monthly reports provided to City Council from the Public Works and Community and Recreation Services departments. VIII. Commissioners Report on Current Events This is the time Commissioners may present a brief summary on current events. The Commission may not propose, discuss, deliberate, or take any legal action on the information presented, pursuant to A.R.S. 38-431.02. IX. Adjournment Action JoAnn Dun, Chairman Persons with special accessibility needs should contact City Hall, (623) 935-5033 at least 48 hours prior to the meeting.

MINUTES OF THE REGULAR MEETING OF THE LITCHFIELD PARK RECREATION & PUBLIC GROUNDS COMMISSION April 9, 2015 I. Call to Order The meeting was held in the Conference Room at City Hall and called to order by Chairman Dun at 7:01p.m. Members Present: Chairman Dun; Vice Chairman Phillips; Commissioners, Antoniak, Fix, Gerz, Hirth, and Schwake. Members Absent: None. Staff Present: Mr. Culbreth, Community and Recreation Services Manager; Chuck Ransom, Field Operations Director; and Victoria Albertson, Administrative Assistant. II. Pledge of Allegiance Chairman Dun led the Pledge of Allegiance. III. Call to the Community There were no requests to speak at this time. IV. Response to Call to the Community There were none for the March 12, 2015 meeting. V. Business A. Recreation Center Mr. Culbreth stated that although patch work had been done on the pool deck, it began to quickly come apart. The company who made the initial repairs agreed to patch all those areas for the cost of the labor only. Shortly after repairs were made, more areas came apart. The Recreation Staff decided to find new rubberized decks that were more resilient. They looked at the Scottsdale Aquatic Center s decking, which appeared to hold up very well. It was decided to apply 1000 square feet of similar rubberized deck material to high-traffic areas at the Recreation Center s pool area. If this new material holds up, then a recommendation to apply the entire surface with all new deck will be presented to Council next year. Recreation staff is also currently working on replacing several wood frame doors with metal frames at the preschool.

RPG Com 040915 Page 2 of 6 \va The Recreation Center restrooms will also need to be remodeled due to bad plumbing. Bathroom trailers will need to be acquired while those restrooms are being remodeled. The demo will have to take place on nights and weekends to work around preschool hours. The entire project should take approximately three months. Mr. Ransom stated there was a logistical issue for Field Operations with the project commencing this fiscal year, 2015 so they placed this project into the Fiscal Year 2016 budget. Commissioner Fix stated perhaps Litchfield Park Elementary would have a room for the preschool. She also stated that a modular trailer could be utilized as another option. B. Yard of Quarter Nominations Commissioner Phillips stated that they received feedback that certain areas of the City are being overlooked for Yard of the Quarter nominations. She thinks it would be a good idea to open up nominations to the citizens, as well. One of the problems Staff could encounter would be the number of nominations, since currently it is set to only three nominations per quarter. Another issue is getting the word out to the citizens and making sure that deadlines are met. She likes the idea of opening up to the community, but asks for suggestions on how to make it work. Commissioner Hirth thinks it s a good idea to open it up to the community. It can be put in the Cityline newsletter and on the City's website. Commissioner Antoniak stated residents could nominate themselves at the Building Safety Department permit desk. He also stated that a nomination link could be incorporated into the announcement on the website. Mr. Culbreth stated that a small message can be put under the Yard of Quarter section in the Cityline newsletter stating nomination of homes is now open to all citizens C. RPG Meeting Restructure Commissioner Antoniak recommended that Beautification and Tree Board should be integrated into the RPG agenda and minutes. Another item to consider is to make all Commissioners part of the Tree Board and Beautification Committees, instead of only three. Mr. Ransom stated that, due to Tree City USA certification, the Tree Board Committee cannot be integrated with the RPG and Beautification Committee s. There will need to be a separate agenda and minutes specifically for Tree Board.

RPG Com 040915 Page 3 of 6 \va Commissioner Dun stated that according to the City Code, five members for Tree Board are required, although three makes a quorum. Mr. Ransom will check with the City Attorney to see about amending the City Code to incorporate all Commissioners as being part of the Tree Board and Beautification Committee. Commissioner Antoniak moved, seconded by Commissioner Hirth, to recommend to City Council that City Code Section 2-7-3 Purpose and Duties B. and C. be amended to integrate RPG and Beautification meetings into one; unanimous approval. D. Election of Sub-Committees Due to possible restructure of Committees, there was no action to elect members at this time. E. Park Benches Mr. Ransom stated the Field Operations Department has a Memorial Bench Program where residents can purchase a memorial bench to place at various parks throughout the City. Various styles of benches that have been purchased so far, and they have been costly and require a lot of maintenance. Therefore, Staff is looking into concrete benches similar to what is at the Recreation Center. The plaque will be an 8x8 block inset made of brass, although a consideration of tile plaques is also an option. All benches will have the same design for a more uniform look in the City. Staff will start at Scout Park, then to Staggs Park, and work their way through the City to replace all benches. He intends to recommend to Council soon. Commissioner Phillips stated the brass plaques seem hard to read and staff should consider using a different material for plaques. Mr. Ransom stated that there is a granite plaque that could be used. Pricing for these benches would be less than $500.00 which includes the footing, top and brass plaque. There are currently 123 memorial benches in place. Residents are charged $350.00 per bench. Mr. Culbreth stated the Memorial Benches removed from Scout Park need to be replaced. Mr. Ransom stated that once they decide on a color and material for these new benches and Council approves, he will put them back on those empty pads at Scout Park. F. Minutes Commissioner Antoniak moved, seconded by Commissioner Gerz to approve the revised minutes of the meeting held on March 12, 2015; unanimous approval.

RPG Com 040915 Page 4 of 6 \va G. 100 Year Anniversary of Founding of Litchfield Park Mr. Culbreth stated that this celebration initially started as a reception at the Wigwam. The next day was a full day of activities in which the Historical Society put up displays, and old tractors were also displayed. In the evening, the streets were closed down and there were street bands and food. On the third day, a play was put on by a historic group. They took on the characters of Mr. and Mrs. Litchfield. Mr. Culbreth stated that this is how this celebration was held in the past, and wanted to present the idea now since 2016 will mark the 100 year anniversary. Commissioner Gerz asked if the La Loma Homestead would be a viable option for this celebration. Mr. Ransom stated he does not believe this would be an option at this time, although it would be the best place to have it. Commissioner Dun stated Staggs Park would be a nice place to have this. Mr. Culbreth stated they would also want to have other people involved in planning this celebration, such as the Historical Society, etc. H. Eagle Scout Project Hayden Fisher and Jacob Fisher from Boy Scout Troop 99 presented information on the proposal for their Eagle Scout restroom facility project at Camelback Park. They stated that this restroom is being designed after the one located at Turtle Park, and will include separate male and female facilities with separate urinals and toilets in the men's restroom. The Kiwanis organization will help to fund part of the project. There is a nearby sewage pipe to tap into for this bathroom. They also propose to place this restroom where the playground equipment is currently, since it is outdated and not up to code. In addition, they would like to paint the swing set, since the paint is chipped. Commissioner Hirth gave commendation to the troop for the complex design. He indicated it will be a major project, but restrooms are needed in the parks throughout the City. Commissioner Fix asked what was the deciding factor as to where the playground equipment is located. Commissioner Schwake stated that according to Liberty utilities, the sewer system connection is in close proximity and it seems logical to put the restroom at this specific location.

RPG Com 040915 Page 5 of 6 \va Mr. Culbreth asked about the time frame of this project. Mr. Fisher stated they wanted to complete this project by July. Mr. Ransom stated the process will take some time because this Commission cannot approve the project. Once a rough plan is in place, the Design Review Board (DRB) has to approve the outlay and then the plan goes to Council. At this time RPG can only recommend this plan to Council, but can possibly expedite the restroom portion only and address colors and design through Design Review Board the following month. This is a project that has been talked about for many years and he, too, would like to get the process started. Commissioner Antoniak asked who would be funding this project. David Schwake stated that Kiwanis will provide reasonable support. They have also worked with utility companies and a designer to assist in moving the project forward. Mr. Ransom stated that Liberty utilities is going to waive many of their fees. Commissioner Antoniak stated that since the location has already been determined, this should be run through Council and DRB concurrently, as only color and design approval is needed. This would assist in expediting the process. Commissioner Gerz stated that it would also be a good idea to contact the neighbors directly across from the park where the restrooms will be implemented to keep them abreast of upcoming construction. VI. RPGCOM Topics for Referral to City Council There were none at this time. VII. Staff Report on Current Events Mr. Ransom stated that Staff installed some drywells throughout the Village to prevent future flooding. The Village was not designed with proper retention areas. All water drains into Aleppo Park and Little Park. At times water would not recede for five days. Engineers have assessed the situation and found there are not enough drywells in the area. Since drywells have been implemented, the drainage system is now sufficient. Another upcoming project involves the installation of decomposed granite in the City owned rightof-ways in Village One. It will be $157,000 for this project, which includes proper curb design to avoid washout of granite. Also, more micro seal is being applied throughout the City. Mr. Culbreth stated April Pools Day went well with over 160 attendees. The final Arts in the Park concert is this Friday night. The Scout Park Plan will be on the Council agenda next Wednesday night, and Jim Coffman, Park Planner, will give the presentation. There will be a Triathlon this

RPG Com 040915 Page 6 of 6 \va Saturday which is a swim, bike and run event. They are also implementing a new Active Network PC system that goes live next Monday. VIII. Commissioners Report on Current Events None at this time. IX. Adjournment Commissioner Hirth moved, seconded by Commissioner Phillips to adjourn the meeting; unanimous passage. Chairman Dun adjourned the meeting at 8:19 p.m. APPROVED: RECREATION AND PUBLIC GROUNDS COMMISSION JoAnn Dun, Chairman

LITCHFIELD PARK CITY COUNCIL INFORMATION FORM SUBJECT: Public Works Report for the Month of April, 2015 FROM: Chuck Ransom TITLE: Director of Field Operations Public Works crew performed the following maintenance: Trees throughout the City are being tank watered every Week. Mowing is done each Tuesday, Wednesday, Thursday. Various members of the crew complete weed eating, edging and blowing on schedule each week. We continue to spray for weed control as needed. Additional Projects No additional projects at this time S:\DOCS\Web Page\Recreation and Public Grounds\Agendas\2015\05-14-2015\04-15 Public Works Report.doc 10/29/02

Community and Recreation Services April 2015 Report To: From: Darryl H. Crossman, City Manager Mayor and City Council Sonny Culbreth, Assistant City Manager Community and Recreation Services Director Date: May 12, 2015 Re: Community and Recreation Services Monthly Report Youth Sports: Fall Youth Sports Leagues Spring Youth Basketball and Soccer Leagues ended May 2nd. In addition to coordinating these programs, the Staff is busy planning and accepting reservations for summer camp. Tennis Group tennis lessons continue to have full classes every three weeks. Aquatics Aquatics got off to a very successful start. A new series of One-on-One Elite lessons were substituted for the more traditional group lessons for the month of April. The Aquatics Staff taught 88 Elite One-on-One lessons. May 2 nd marked the beginning of open registration for all aquatics lessons that get started in June. End of the year school parties kick off May 12. Most of the Aquatics Staff has been hired. In early May, I was informed by our long-time Aquatics Manager, Mary Liotta, that she intends to retire and her last day of employment is May 29, 2015. We will be appointing an interim Aquatics Manager until a new manager is hired. Preschool: Preschool graduation is scheduled for May 13 and the last day of school will be May 15. Recreation Center Construction Project: On Saturday, May 16, the preschool windows and doors remodel project will begin. The Preschool will receive new windows and new doors. The remodel is expected to take approximately two to three weeks. Special Events: Arts in the Park Our final concert of the season was held on Friday, April 10, from 7-9 PM and featured Cold Shott and Hurricane Horns. The concert was well attended and well received. We are already scheduling our entertainment for next season. The 8 th Annual Kiwanis Sprint in the Park Triathlon: The Kiwanis Sprint in the Park Triathlon was held April 11, 2015. The event had over 120 participants and was considered a great success.

Memorial Day Ceremony: Special Memorial Day Ceremony will be held on Monday, May 25, at the WWII Memorial beginning at 7:00 AM. Recreation News: On May 9 th, our Youth and Sports Coordinator, Franz Fuhrmann, received his Bachelor s Degree in Parks and Recreation Management from NAU. On July 1, he will assume the duties of Recreation Services Director for Litchfield Park. I will be stepping down and will assume a part-time position as Community Services Director. My assistant, Tricia Kramer, will become the Special Events Coordinator and the Community Services Admin Assistant. I am very confident that Franz will do a great job, and I am looking forward to working in my reduced capacity overseeing Community Services.