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HomeMy WebLinkAbout11-18-2002 Approved PCSC MinutesCITY OF DUBLIN PARKS AND COMMUNITY SERVICES COMMISSION MINUTES OF: NOVEMBER 18, 2002 The November 18, 2002 meeting of the Parks and Community Services Commission was called to order at 8:30 p.m. at the Dublin Civic Center, Dublin, California, by Chairperson Cramer. Pledge of Allegiance Chairperson Cramer led the Pledge of Allegiance. Roll Call Commissioners Present: Cramer, Flores, Wong-Gillmore, Zajac and Young Commissioners Absent: Chapman Oral Communications Lolita Littau, 6996 Amador Valley Boulevard, Dublin, commented that she was glad that the seniors were asked to review the plans for the new Senior Center. She explained that there were over 40 seniors at the meeting and they were very excited about the new Center. Approval of Minutes ON A MOTION BY CM. WONG-GILLMORE, SECONDED BY CM. FLORES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF OCTOBER 21, 2002. Written Communications - None Public Hearing - None Unfinished Business - None New Business 8.1 Dublin Ranch Area G Park Site Public Design Workshop No action was taken by the Commission on this item. As a quorum of the Commission was not in attendance, the workshop began before the Commission called the regular meeting to order. Separate minutes of the workshop will be prepared. 8.2 Conceptual Designs for New Dublin Senior Center Parks & Community Services Manager Paul McCreary presented the Staff report. In 1998 the City retained Group 4 Architecture and Research Planning to evaluate the present Library building and site for conversion to a Senior Center. The Study found that 13,170 square feet of building space was necessary to accommodate the program goals identified by the seniors. It was also determined that the existing Library building could be renovated for a new Senior Center. In August 2001 the City retained the services of Noll and Tam Architects to determine the cost effectiveness of renovating the existing Library Building for a Senior Center, or demolishing it and constructing a new Senior Center. Noll and Tam were also asked to evaluate how senior housing could be accommodated on the site along with a Senior Center. The City Council approved construction of a new Senior Center and determined that further study should be done to provide senior housing on the site. In August the City Council selected Dahlin Group, Inc. of San Ramon to design the new Senior Center. In September 2002 the City Council interviewed the four developers and selected Eden Housing to develop senior housing at the site of the new Senior Center. McCreary reviewed the design process to date. Two meetings have been held with the Senior Center Advisory Committee; the first to confirm program requirements and the second to review the three design alternatives for the Senior Center building footprint and site plan. He then introduced Karl Danielson of Dahlin Group. Mr. Danielson went over the existing site plan including access points, the location for the senior center and senior housing and the parking layout. He then reviewed the three design alternatives with the Commission. Each design MINUTES – NOVEMBER 18, 2002 Page 2 of 5 contains the same number and type of rooms but there are minor variations to the layouts that he explained to the Commission. With circulation, the total square footage is 14,800. Cm. Zajac asked if there were going to be benches and places to sit in the pre-function area. Danielson responded that there would be if the width permitted. Cm. Wong-Gillmore indicated that she was hoping to see the outdoor area used for recreational uses such as bocce ball or croquet. Danielson responded that there was nothing in the program for outdoor recreation activities but that there would be sufficient space. Cm. Young asked if there could be a spa or pool. Danielson responded that there was not enough room. Cm Zajac asked if the trees that are currently on the site will be retained. Danielson responded that they are attempting to save most of the trees and there will also be additional trees planted. Cm. Wong-Gillmore confirmed that the existing library was to be torn down. She also indicated her preference for Alternate C. Danielson responded that the library was to be torn down. Cm. Wong-Gillmore asked if the main hall could be used for rentals. Parks & Community Services Director Diane Lowart responded that the building is first a senior center and that when the seniors are not using it, it can be made available for rentals. Chair Cramer opened the discussion to the audience. Lolita Littau, 6996 Amador Valley Boulevard, Dublin, commented that the seniors liked Alternative C but she felt that the area in the main lobby identified as the waiting area needs to be redesigned. She really liked the living room, as camaraderie is really important to the seniors. Rich Guarienti, 8279 Rhoda Avenue, Dublin, complimented the architect on the multifunctional type of approach that was taken. While there was limited space, he felt that there needed to be outdoor activity space. Overall he felt it was a good design based on the land available. George McHugh, 7767 Canterbury Lane, Dublin, congratulated the architect. There were over 40 seniors in attendance at the Advisory Committee meeting and they were pleased with the design. He reiterated that the walls between the classroom should not be fixed but be movable partitions and expressed the seniors’ concerns about the patio area. This area should be screened from the wind. He also questioned whether the seniors would even use the patio for dining. Lastly, he said that there were some concerns with the access to the main hall from the kitchen. McCreary concluded by saying that the Senior Center Advisory Committee unanimously preferred Conceptual Plan C with the following recommendations: 1. Move the kitchen to the west side of the building so there is access to both sides of the main hall if it is divided. The serving window should be on the side closest to the stage. MINUTES – NOVEMBER 18, 2002 Page 3 of 5 2. Consider utilizing the patio area on the southeast side of the building in another way. The Committee agreed that the patio may be aesthetically pleasing but would be under utilized because it is an outdoor space exposed to the elements. 3. Expand the staff offices and reception area. 4. Plan for ample storage space in all rooms of the building. 5. Use a folding wall between the Art and Craft room and the Classroom to accommodate space needed for popular art classes. 6. Consider ways to maximize number of parking spaces and provide safe and easy crossing from the parking area adjacent to the Senior Center. Cm. Zajac asked who would be responsible for making decisions about furnishings? Danielson responded that he will work with Staff and the Senior Center Advisory Committee. Cm. Wong-Gillmore asked if there was access to the outdoor areas from the computer and game room. Danielson responded that there was not. Cm. Wong-Gillmore asked what kinds of outdoor recreation would the seniors want. Danielson responded that they had not explored that with the seniors. Cm. Wong-Gillmore commented that if outdoor recreation amenities were included and if equipment were needed for the amenities, there needed to be access from the rooms. Cm. Flores asked if there were sinks in the arts and crafts rooms and windows in the game room and on the south and east side of the lounge area. Danielson responded yes. Cm. Young asked if the patio would be changed if the kitchen were moved. Chair Cramer asked if square footage would be affected if the kitchen were moved and also if the staff areas were increased. Danielson responded that they would try to stay within the square footage of 14,800 when rearranging spaces. Cm. Cramer asked if it were a problem to change the walls to folding walls. Danielson responded no. Recreation Coordinator Anna Hudson commented that the kitchen needs to be a minimum of 900 s.f. in order to meet the program. Cm. Zajac asked if the kitchen could be slid up to where the storage is shown and vice versa. Cm. Flores asked if the storage could be moved northwest. Danielson responded to both questions by saying that they would need to re-look at how it affected circulation both in the building and on the site. Cm. Flores asked if underneath the stage could be used for storage. Danielson responded yes. MINUTES – NOVEMBER 18, 2002 Page 4 of 5 Chair Cramer asked if access to storage would be from both “rooms” in the main room. Danielson responded that they would like to be able to have it designed that way but it would depend on how the kitchen is relocated. Cm. Wong-Gilmore asked if the location of the outside kitchen entrance was set. Danielson responded no. ON A MOTION BY CM. WONG-GILLMORE, SECONDED BY CM. ZAJAC AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO RECOMMEND ALTERNATE C TO THE CITY COUNCIL WITH THE AFOREMENTIONED CHANGES. 8.3 Classic Affair at the Civic McCreary presented the staff report. The “Classic Affair” at the Civic is a cultural arts event designed to showcase local artists and give the City of Dublin a more formal special event. The event was first held in June of 2001 and was again held in June of 2002. He provided a brief history of the event and pointed out that the event has not reached the attendance goals set out by Staff and that the City has subsidized the event for the past two years when it had been designed to cover the direct costs. He requested input from the Commission and reviewed recommended changes to the event. Date and Time – move the event to Saturday, May 17 from 7:00 to 9:00 p.m. Location and Layout – move the event inside to the new Dublin Library. Entertainment – big band or swing ensemble to allow for dancing. Food – no change to food; add champagne and upscale beer to beverages. Art Exhibition – hang the exhibition for a week prior to the event. Promotions – consider using the event as a fundraiser to benefit the Heritage Center. Cm. Flores reminded the Commission that Recreation Coordinator Turner said at a previous meeting that it takes three years for an event to get established. She recommended giving it one more year. Cm. Zajac indicated that she attended the first year but not the second. She would hate to give up and agrees with the suggestions from Staff. Cm. Wong-Gillmore indicated that she liked the date, as it was Mother’s Day weekend. This could be used as a Mother’s Day gift. Cm. Young liked the changes and asked if the time was set. McCreary responded that the time had been changed each year. The first year the event was held from 6:00-8:00 p.m. because appetizers were served and not a meal. The second year the event was held earlier from 5:00-7:00 p.m. because the event was held outdoors and it would be warmer earlier in the evening. Since the event would be indoors and there is ample food for a meal, Staff recommends holding the event later from 7:00-9:00 p.m. Cm. Flores suggested that a group be designated as a beneficiary and that they supply volunteers for the event. Cm. Wong-Gillmore suggested the Dublin Fine Arts Foundation or the Dublin Senior Center Foundation. Chair Cramer indicated that he did not like the idea of changing the beneficiary each year and suggested that it be a fundraiser for City sponsored programs. Rich Guarienti, 8279 Rhoda Avenue, Dublin, indicated his support for a third year. He felt the date was good and that it should be a fundraiser for a City sponsored programs like the Senior Center, Heritage Center or the arts. He suggested that the menu be advertised. MINUTES – NOVEMBER 18, 2002 Page 5 of 5 ON A MOTION BY CM. ZAJAC, SECONDED BY CM. FLORES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO RECOMMEND CONTINUING THE EVENT FOR ANOTHER YEAR WITH THE RECOMMENDED CHANGES FROM STAFF AND ADD THE FUNDRAISING COMPONENT FOR A NON-PROFIT GROUP. Lowart indicated that they would bring back ideas to the Commission at a future meeting on how the fundraiser might work. Other Business Brief INFORMATIONAL ONLY Reports from Parks & Community Services Commissioners and/or Staff Cm. Zajac reported that she was unable to attend the St. Patrick’s Day Liaison Committee meeting. Cm. Young stated that she would begin attending meetings of the Youth Advisory Committee now that Volleyball is over. Staff Reports: Lowart reported that a ceremony to place the Time Capsule in the ground will be held on Saturday, November 23, 2002 at 10:00 a.m. The ceremony will be in the entry plaza of the new Dublin Public Library. She also reminded the Commission about the upcoming holiday special events including the Tree Lighting on December 5, Breakfast With Santa on December 14 and the Holiday Open House at the Heritage Center on December 8. Lowart gave a brief update on the status of Capital Projects including the Dublin Sports Grounds Renovation, Library and Murray Bell Tower. Lowart also reminded the Commission that applications are now being accepted for openings to the Parks and Community Services Commission, Heritage and Cultural Arts Commission, Senior Center Advisory Committee and Planning Commission. Applications are available through the City Clerk’s office. Cm. Wong-Gillmore asked whether the term limits to the Commissions that were being considered by the City Council would be retroactive and affect those Commissioners who have already served eight years. Lowart responded that she did not know but would forward the question to the Assistant City Manager who was working on the changes to the Bylaws. Adjournment Being no further business, the meeting was adjourned at 9:40 p.m. Respectfully submitted, __________________________________ Diane Lowart Parks & Community Services Director APPROVED: ___________________________________ Chairman