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City of Woodburn Recreation and Park Board Minutes April 10, 2012 ● 5:30 p.m. Page 1 of 5 1. CALL TO ORDER The meeting and was called to order at 5:30 p.m. 2. ROLL CALL Position I Brent Glogau, Member (12/13) Present Position II (Student) Sofie Velasquez (12/12) Absent Position III Joseph Nicoletti, Board Secretary (12/13) Present Position IV Rosetta Wangerin, Board Chair (12/13) Present Position V Bruce Thomas, Member (12/13) Present Position VI Member (12/12) Vacant Position VII Tony Waite (12/12) Present 3. APPROVAL OF MINUTES Joseph Nicoletti/Bruce Thomas - Motion to accept the March 13, 2012 minutes as written and seconded. The motion passed unanimously. 4. BUSINESS FROM AUDIENCE None. 5. OLD BUSINESS Legion Park Playground Project Jim discussed the Local Government Grant application he submitted for the Legion Park Playground Project. He presented the Board with the final concept/ rendering, which now includes a slide and hollow log play feature. Although, not depicted on the rendering, the project also includes the replacement of the picnic tables adjacent to the picnic pavilion. The grant program will provide funds for up to 60% of the total project cost. The City’s match will come from a small amount of cash and volunteer labor. Additionally, Rosetta determined that the $1,000 grant the Woodburn Together approved for the Wyffels Playground project has been rolled over to this project. We also understand that the Woodburn and French Prairie Kiwanis Clubs are considering a potential cash contribution, in addition to supplying volunteer labor. 6. NEW BUSINESS Fiesta Update Kellie Lemmings from the Woodburn Area Chamber of Commerce/ Woodburn Area Tourism provided the following summary of the planning efforts for this year’s Fiesta Mexicana: After much research, planning, meetings, and requests for approval, a contract has been signed with Davis Amusement Cascadia, Inc. for a carnival for this year’s Fiesta. Additionally, the committee is looking into the possibility of having a mechanical bull on-site to add variety to the Kids Zone. ---PAGE BREAK--- City of Woodburn Recreation and Park Board Minutes April 10, 2012 ● 5:30 p.m. Page 2 of 5 A contract has been signed with Evan Thomas of YG Media to change the Fiesta website. These changes will give the Fiesta committee the ability to make all necessary updates to the website directly. Also, the website will now feature links to all sponsors. The committee has approved the use of an on-line ticketing service. This service will provide Fiesta-goers the opportunity to purchase their tickets online at the Fiesta website as opposed to having to buy them onsite at the gate. This is a big advantage as the Fiesta is being advertised from Portland down to Eugene. Contracts have been signed with four media partners to provide a total of $247,000 in promotions and publicity for the Fiesta. Now that media promotions are in place, sponsor solicitation has begun in earnest. In addition to the same sponsors from last year, a Car Show sponsor has already been obtained, in turn bringing in more commitments from additional car clubs to participate. Lastly, a draft budget has been submitted to the Fiesta planning committee for review. It will be finalized by the end of April. 7. DIVISION REPORTS Aquatics – Kristin Graybeal Kristin updated the Board on the following items: Finances An update on Aquatic Center financial performance for the 3rd quarter and fiscal year to date year was discussed. 3rd quarter revenue is up $11,137 (29%) and 3rd quarter expenditures are down $39,374 (26%) from the same period last year. Year to date, revenues are up $7,610 and expenditures are down $134,914 (29%) as compared to last year. News o Sept. 8th (150+ Swimmers) o Friends of the Pool Meeting last month o Summer Schedule Finalized New stroke clinics New swim lesson level New events o Partnered with B&G club again for Outdoor Program Lessons o Challenge: Enough staff to fill day shifts ---PAGE BREAK--- City of Woodburn Recreation and Park Board Minutes April 10, 2012 ● 5:30 p.m. Page 3 of 5 Upcoming Events Easter Egg Hunt was a success! Marketing News Large Banner Ad with Rack Card at WCS Shop, Swim, Stay package Professional Photog coming this month Swim Lesson Flyers & Distribution Now on Twitter May Lifeguard Class to staff up for summer Recreation – Stu Spence Stu updated the Board on the following items: Youth Sports T-Ball season begins April 14 – 2012=130 kids playing – 2011=104 = 25% increase Adult Sports Men’s Spring League began April 2 with 16 teams. 1785 Locomotive Update on DVD and booklet project. Still working with Frank Scheer, local historian and restorer of the 1785 Locomotive to develop a DVD and supplementary booklet for distribution. The DVD is finished and the booklet is under final edits. We hope to finish it this week. Booklets and DVD’s will be provided to the community at the Museum and Library and possible for sale to others. It will also be published on the City’s website. Mentor Day Nichole Hetland has been doing a phenomenal job gathering community support and donations for the event that will be held April 21st at Valor Middle School from 7:00 – 9:00pm. The event is meant to build awareness for our local Mentoring Program and recognize its participants. Youth will be speaking on the impact of the program, video and photo presentation, awards, and more. She currently has gathered donations and support from the Chamber office, - Artic Circle, Wallace Video, Woodburn Bowl, Columbia Outlet, Diesel Fitness, Papa Murphy's, and Sharky’s Pizza. Mentoring Program Junior Torres has taken over the Mentoring Program that is funded by the National Police Activities League through December 2012. Currently there are about 21 ---PAGE BREAK--- City of Woodburn Recreation and Park Board Minutes April 10, 2012 ● 5:30 p.m. Page 4 of 5 Mentor and Mentee matches for a total of 45 participants. They meet once a week at the Boys & Girls Club Teen Center in Settlemier Park. LST The Oregon After School Network (Oregon Ask) is sponsoring Woodburn’s Local Sustainability Team to discuss the long term sustainability of after school programs. This coordinated effort involves a variety of stakeholders from organizations to funders to parents to gather ideas on what it will take to sustain this valuable program in Woodburn. AA Trips Our Active Adult Trips remain popular. Over 30 traveled to a Pub in Portland on St. Patrick’s Day and 17 attended lunch the other day at one of Portland’s oldest Drive- ins. The next scheduled trip is to the Tulalip Casino in Washington. This is a 2- nighter including a tour of Seattle Center, the Space Needle, and Pike Place Market. Deadline is tomorrow. Woodburn Summer Nights This year the Community Services Department is proud to announce Woodburn Summer Nights. Summer Nights will kick off with Woodburn's annual Independence Day Celebration in Centennial Park. The Summer Nights Concerts series will follow for five Tuesday nights in Library Park from July 10 through August 7 and features the same popular bands as Music in the Park. The Summer Nights Movies series follows for three Friday nights in Library Park from August 10 through August 27 and features three recent-release family-friendly films. We hope this coordinated effort and broad based approach will provide sponsors with more bang for their buck and that we can gain momentum to generate more sponsors than in the past. Parks and Facilities – Jim Row Jim discussed the impact of the City’s budget reductions, including reduced staffing in parks maintenance and the reorganization of the city’s Transit Division into the Community Services Department. 8. FUTURE BOARD BUSINESS Museum/ Bungalow Theater Update Annual park tour to be scheduled for June 12 at 5:30 PM Greenway Trail Dedication 9. BOARD COMMENTS 10. ADJOURNMENT The meeting was adjourned at 6:50 PM ---PAGE BREAK--- City of Woodburn Recreation and Park Board Minutes April 10, 2012 ● 5:30 p.m. Page 5 of 5 Joseph Nicoletti, Board Secretary Jim Row, Community Services Director