Attendance:  Jeff Boucher; Jamie France; Marilyn Goldman; Dennis Hoadley; Tom Hemrick; Tullie Johnson; Steve Smutko; 
Absent:  Lizette Cruz-Watko; Nels Roseland, Liaison; Snayha Nath, Youth Member

Committee Members:  Athletics:  Andy McRee; Larry Miller; Pete Capelli; Cultural Arts:  Kay Struffolino; Andrew Shears; David Lindquist; Girard Lew; Gyan Gupta; Phil Shephard; Bob Myers; Ginny Trautman; Michael McDade; Mamta Bisarya; Greenway:  Bob Morris; Toby Kennedy; Teen Advisory:  RaeLynn Carr; Carlotta Dixon;  

Staff:  Mary Henderson; Doug McRainey; Bruce Crocker; Lyman Collins; Dwayne Jones; William Davis; Judy Newsome; Gail Taylor

I.

Ice Breaker – Committee and Board members participated in a ‘get-acquainted exercise conducted by Recreation Projects Supervisor Judy Newsome.

II.

PRCR Operations & Master Plan Overview – PRCR Director Mary Henderson Introduced members of the department along with PRCR Advisory Board Chair Steve Smutko.

Mrs. Henderson summarized, in a PowerPoint presentation, the PRCR Operations and Master Plan for the Parks, Recreation and Cultural Resources Department.

III.

Broad Goals – Chair Steve Smutko asked that members divide into mixed groups to discuss broad goals and select a spokesperson to give a 3-minite report.  The groups were charged with the task of discussing suggested improvements/expansions in four areas:  Public Awareness; Public Input; Participation and Performance Measures.

PERFORMANCE MEASURES:

Short Term
Long Term
   

Example

1. Miles of greenway acquired & built

   Per capita measures

2. Acres of parkland, etc……………
3. Attendance at classes, venues, etc.
4. Capacity Measures

Facility usage

                        Program enrollments

                           Demand/supply

5. Fiscal Responsibility
6. Effective Communication

How to measure?

         Track usage/participation

                      Surveys
7.  Park Usage

     >Traffic counters

8.  Greenways

     >How to measure?

Have a plan of how to use data gathered from measuring performance.

Tracking time from planning to completion.

Customer Satisfaction

>How best to use the data ?

>What is a minimum increment of significant change?

Who is using the facility and/or participating in a program?

PUBLIC INPUT

·        Onsite survey/”Suggestion Box”

·        Link to website for comments, suggestions

·        SIGNS

·        Short survey on Utility Bill w/results

·        Comment “table” at dedications

PRIORITY SETTING

Greenways:            Develop Signage

Safe Grade Crossing

      Cultural Arts:          Develop & improve attendance

Set policy direction

Athletics:                Develop player assignment policy

Teens:                    Attendance improvement

                                    Develop more programs for ages 10-14

PUBLIC AWARENESS

• Signs/central map of greenway system
• Info center in every PRCR facility/town facility (center of town)
• Flyers at PRCR facilities
• Better info on town website
• Town newsletter PRCR activities (list serve)
• Local access
• Program brochure in public display racks
• Greenway/park maps at biking, running, etc. stores
• Events calendar on website or PDF of events
• Utilize community groups to get info out (boy & girls scouts, etc)
• Information through homeowners associations
• More condensed information (“just the facts”)

PARTICIPATION

• Regular attendance & participation at meetings, events, etc.
• Attendance at different committee events
• Attending other events that you are not normally involved with, i.e. cultural arts attending athletics
• Establish partnership with various community organizations (scouts, YMCA, etc,) for the purpose of monitoring/cleaning litter, etc at parks and greenways

Does department give materials to current organizations such as Welcome Wagon, etc.)      

IV.

Specific Committee/Board Goals – Members returned to their committee groups to further define specific goals for their respective groups.   Again, a spokesperson gave a 3-minute report.

Athletics

1. Player assignment related to geographic location
2. Review affiliations/baseball
3. Provide feedback to coaches after evaluations

Greenways

***1.  Signing (input)

**  2.   Work w/staff to improve greenway info on webpage (maps, current projects, Master Plan)

       3. Public Outreach

            greenway day – hand out maps at trailheads/events

            maps at local stores

            educational fact sheet for teachers

     4. Committee member will assist staff in greenway monitoring system

     5. Assist/coordinate w/adjacent communities on greenway connectivity (Raleigh, Apex, Morrisville)

      6. Town of Cary “Adopt a Greenway”

      7. Black Creek Master Plan

      8.  Review/Provide input on greenway crossings

      9.  Assist staff in setting priorities on greenway projects

CULTURAL ARTS

Public Input

1. Input at events
2. Focused surveys/ltd info (simple, 3-5questions)/citizen level (talk-up prior; explain importance

Performance Measurement

1. Activity indicators/trends (+relative to community)
2. Factors (variety-diversity….age; activity groups; cultural background)
3. Capacity utilization/ROI (rate of involvement?) on funding; impact on community; work on it

  Public Awareness

1. Events information – measure impact
2. Survey insights
3. Look into targeting?
4. Signage
5. List Serve Group….link (?) PRCR-to-info-advisory

Participation

1. Use database
2. High School Interface
3. Scouts, etc
4. Community Service

Priority Setting

1. Finish Cultural District Study (?)
2. Venue, Acoustics (?)
3. *Develop Facility Use Policies

V.

Wrap-up – Mrs. Henderson thanked the members for attending and participating in the goal setting exercise.  The goals are part of an annual report that is submitted to Council and serves as a mechanism for tracking the progress of our citizen advisory committees.

Members were also provided with the current department program updates; summer program brochure; hike & bike maps; Koka Booth Amphitheatre 2006 Season schedule; annual celebration of nature flyer.  Bruce Crocker, PRCR Operations Analyst also advised members that in their role as a citizen advisory member, they are eligible to become a member of the Local Government Federal Credit Union and provided them information on becoming a member.

VI.

Adjourn – The meeting adjourned at 9:15 p.m.