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HomeMy WebLinkAboutMinutes ADVISORY PARK BOARD MINUTES JANUARY 12, 2009 Present: Ted Bowen, Bill Gogolewski, Kay Hansen, Dennis McHugh, Jim Michelson, Mark Philipp, Allan Siiman, Colin Walsh, Terry Wohler Staff: Thomas Stephany, Director of Parks; Vince Maas, Parks Operations Manager; Bill Sturm, Landscape Operations Manager/City Forester; Trish Wendorf, Recording Secretary INTRODUCTIONS Mr. Stephany introduced new Board member, Allan Siiman. CALL TO ORDER & ROLL CALL Chairman Gogolewski called the meeting to order at 6:00 P.M. A quorum was determined to be present. APPROVAL OF MINUTES Motion by Bowen for approval of the December 8, 2008 minutes, as distributed. Seconded by Wohler. Motion carried 9-0. PARK BUSINESS 1) Approve 2009 Leach Amphitheater Rental Fees Mr. Stephany reiterated his Memorandum addressed to the Board dated January 8, 2009 (said Memorandum on file at the City Parks office and made a part of these minutes). Mr. Stephany gave a brief history of fees that have been paid in the past for Waterfest, the Dragon Boat Races, and other Non- Profit organizations, as well as For-Profit and Commercial organizations. Mr. Michelson asked for clarification of concession sales. Mr. Stephany stated that whoever rents the facility would be able to use the concession stands. It might be necessary to have someone teach each organization how to operate the concession equipment (grills, etc.) which would include a manager in each stand. There may also be opportunities for the Parks Department to run the concession stands (i.e., the Half-Marathon organizers suggested that the Parks Department sell concessions in the morning, to-wit: coffee, juice, donuts). Discussion ensued relative to the comparable rental fees that Mr. Stephany had submitted to the Board (said comparables on file at the City Parks office and made a part of these minutes). Mr. Philipp stated that set-up fees for the Kimball Auditorium is set at $40 and inquired if that is because it is the school system? Mr. Stephany stated yes, and noted that the Leach would have the set-up done by seasonals and/or inmates, if need be, which would be at a cheaper rate. Mr. Stephany stated it was his intent to make the proposed fee structure as inviting as possible for the 2009 season and he feels that the proposed fees are reasonable. He stated that he had talked with Wisconsin Public Service personnel and noted that the intent is to have each building metered in 2009 to determine the costs associated with each building. Mr. McHugh stated that during the Council’s workshop session relative to the Leach Amphitheater, Mr. Stephany was empathetic for the Leach being free and that it would be a community based venue. Mr. Stephany pointed out what he stated was that he would like to see a community performance series that would be free, but noted that it might be necessary to acquire sponsorships for those events. ADVISORY PARK BOARD MINUTES PAGE 2 JANUARY 12, 2009 Mr. Wohler inquired if there would not be a ticket price as long as someone or some company sponsored the event? Mr. Stephany stated that was correct. Discussion ensued relative to various scenarios on ticket sales, admission pricing, and negotiated fees. Mr. Wohler posed a scenario, if the Rotary Club wishes to use the facility for a day and charge the public $3 a ticket, would they be charged the same as Waterfest that charges $15 a ticket? Mr. Stephany stated that was correct. Mr. Wohler stated it was his understanding that City organizations did not want to rent the Leach because PMI was not flexible with their rental fees. Mr. Stephany stated that future fees would need to be flexible – even though the fees are based on a fee schedule, there needs to be some flexibility for negotiating. Two of the biggest goals are to get people into the Leach, and be able to cover the costs of operation. Mr. Wohler stated there is nothing in the proposed fee structure document that reflects a negotiation clause. Mr. Walsh inquired with regard to the Daily For-Profit/Commercial Rental, why the reduction of the $10,000 price (that PMI had) to $5,000? Mr. Stephany stated it is an alluring number and that if a promoter sees that figure they might want to bring their show in. Mr. Siiman inquired if a rental amount could be determined from attendance figures? Mr. Stephany stated that it would be too complicated to do it that way. Also, the renters need to know what the costs are up front. Mr. Gogolewski stated that outdoor events are weather dependent and that also makes it tough to figure out a rental fee from attendance figures. Mr. Philipp suggested amendment of the wording under the Minimal Use Events to state “$500 maximum per use” instead of “$500 per day”. Mr. Michelson concurred with Mr. Philipp’s suggestion and added that it gives more flexibility for partial uses. It allows for a good starting point and adjustments could be made accordingly. Mr. Wohler stated he has no problem with approving the fee structure as long as there is room for negotiations. Mr. Stephany concurred with Mr. Wohler and noted that with the economy like it is, some groups are not touring because of the expense and it may be hard to book some groups. Chairman Gogolewski stated that the fee schedule of the Sunnyview Exposition Center is broken down into categories (fees for different buildings/equipment/grounds rental) and inquired if the Leach fee structure could be broken down similar to Sunnyview’s. Mr. Stephany stated anything is possible, but stated at this point in time, we don’t know what the costs would be with respect to concessions and/or utilities for the various buildings. It is more desirable to have a flat fee format at this time. Mr. Michelson concurred with Mr. Stephany and stated that there are so many variables that we don’t know yet. Mr. Bowen stated that the fee structure does not give him any heartburn. We have no experience and hate to handcuff these fees; it is better to have an overall rental fee at this time. Motion by Bowen for approval of the Leach Amphitheater Rental Fees as submitted by Mr. Stephany, with an amendment that Section (D) Minimal Use Events, read “$500 maximum per use”, and that the same be submitted to Council for approval. Seconded by Wohler. Motion carried 8-1 (McHugh). ADVISORY PARK BOARD MINUTES PAGE 3 JANUARY 12, 2009 CITIZEN’S STATEMENTS Bill Wyman, 1373 Waugoo Avenue, reiterated his memorandum to the Board (said memorandum on file at the City Parks office and made a part of these minutes) requesting that a long-term comprehensive plan be developed and followed by the City Parks Department. He stated that he was opposed to the idea of the proposed observation tower in Menominee Park, in particular, one located just north of his property, to-wit: The Waters. PARK DIRECTOR/STAFF REPORTS nd Mr. Stephany stated that the March Board meeting will need to be rescheduled or cancelled as the 2 annual “State of the th (regular Advisory Park Board meeting date). Further discussion on this matter will City” meeting is scheduled for March 9 be held at the next Board meeting. Mr. Maas wished to take this opportunity to announce that James (Jack) Verwiel retired at the first of this year and wanted to thank him for all the years of service that he has provided to the City of Oshkosh and the Parks Department. ADJOURNMENT There being no other business, Motion by Wohler for adjournment; seconded by Bowen. Motion carried 9-0. The meeting adjourned at 6:55 P.M. Respectfully submitted, Trish Wendorf Recording Secretary