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HomeMy WebLinkAbout4 DRAFT Minutes 01-14-2013 PARKS AND COMMUNITY SERVICES COMMISSION SPECIAL MEETING Draft Minutes CITY OF DUBLIN January 14, 2013 The January 14, 2013 Special Meeting of the Parks & Community Services Commission was called to order at 7:01 PM at the Dublin Civic Center, Dublin,California, by Chair A.Elias. PLEDGE OF ALLEGIANCE Chair A.Elias led the Pledge of Allegiance. ROLL CALL Commissioners (Cm.) Present: Boboc,T.Elias, Mack, Ballesteros,Totaro,A.Elias Commissioners Absent: None ORAL COMMUNICATIONS 3.1 Administration of Oath of Office to newly appointed Commissioners by City Clerk Ms. Caroline Soto, City Clerk, administered the Oath of Office to reappointed Commissioner Anthony Totaro and newly appointed Commissioner Mona Lisa Ballesteros. 3.2 BRIEF INFORMATIONAL ONLY REPORTS FROM SENIOR CENTER AND YOUTH ADVISORY COMMITTEES Senior Center Advisory Committee Cm. Mack reported that the January 2013 Advisory Committee meeting was cancelled, however, the Advisory Committee continues to work on the Annual Car Show scheduled for April 20, 2013, and brainstorming ideas for promoting the Senior Center in the community. Youth Advisory Committee Cm. T.Elias reported that the December 2012 Advisory Committee meeting was cancelled; however, the Committee organized volunteer efforts for the Tree Lighting Ceremony in December and continues to work on finalizing the Youth Mini Grant Program. 3.3 PUBLIC COMMENTS—None APPROVAL OF MINUTES 4.1 November 19,2012 On a motion by Cm. Boboc, seconded by Cm. Mack, and by a vote of 5-0-1, with Cm. Ballesteros abstaining, the Commission voted to approve the November 19, 2012 minutes as presented. Cm. Ballesteros abstained from the vote as this was her first meeting with the Commission. WRITTEN COMMUNICATIONS—None PUBLIC HEARING—None UNFINISHED BUSINESS—None iiP&CSC Meeting Minutes Draft—January 14,2013—Page 2 of 4 NEW BUSINESS 8.1 Election of Officers it Chair Elias opened the floor to nominations for Chairperson. Cm. Mack nominated Vice Chair Totaro. Cm. Boboc seconded the nomination. By a vote of 6-0-0, the Commission unanimously voted to elect Vice Chair Totaro as Chairperson. Chair Totaro opened the floor to nominations for Vice Chairperson. Cm. Boboc nominated Cm. Mack. Cm. Elias seconded the nomination. By a vote of 6-0-0, the Commission unanimously voted to elect Cm. Mack as Vice Chairperson. 8.2 Committee Appointments Ms. Rhonda Franklin, Administrative Aide, P resented the specifics of the item as outlined in the Staff Report. The Commission made the followin g PP Committee Appointments: Senior Center Adviso ry Committee Representative: Connie Mack Alternate: Anthony Totaro Youth Advisory Committee Representative: Tristan Elias Alternate: Mona Lisa Ballesteros Youth Sports Liaison Committee Representative: Robert Boboc Alternate: Anthony Totaro Special Events Logistics Committee Representative: Alan Elias Alternate: Robert Boboc 8.3 City Council Strategic Plan Orientation Mr. Paul McCreary, Parks and Community Services Director, presented the specifics of the item as outlined in the Staff Report. He Introduced Ms. Sherry Lund, Consultant, who presented an overview of the Strategic Plan update process. Chair Totaro asked about the two-year budget cycle. Ms.. Lund stated that the two-year budget cycle has become standard among the majority of her clients. Ms. Amy Cunningham, Assistant to the City Manager, stated that one of the incentives behind the two-year budget is the ability to look longer-term at the City's finances and budget accordingly. Mr. McCreary explained that year two of the two-year budget cycle typically consists of minor budget updates according to the initiatives established at the beginning of the two-year budget process. P&CSC Meeting Minutes Draft—January 14,2013—Page 3 of 4 Vice Chair Mack asked if the City has an investment policy, and Ms. Cunningham said yes; available funds are routinely invested. The Commission had no further questions regarding this item. 8.4 Evaluation of splatter event Ms. Ann Mottola, Heritage and Cultural Arts Manager, provided the specifics of the item as outlined in the Staff Report. Cm. T.Elias suggested reducing the number of concert stages in order to expand the Tasting Pavilion, since some of the concerts were not among the more popular elements of the event. Vice Chair Mack suggested that Staff estimate the percentage by which the attendance would be expected to reduce as a result of not having the aerial fireworks show and then reduce other event elements by that same percentage. Ms. Mottola stated that the percentage would be difficult to estimate as Staff was only able to survey those attendees that purchased pre-sale tickets to the Tasting Pavilion. It is unknown how many of the other event goers attended the event specifically because of the fireworks show. Cm. A. Elias stated that he believes there is a direct correlation between the event attendance and the aerial fireworks show. He recommends keeping fireworks show for the 2013 event. He asked about the number of Dublin residents that attended the event. Ms. Mottola stated that Staff does not know how many Dublin residents attended the event; however, over 80% of the Tasting Pavilion pre-sale tickets were purchased by Dublin residents. Cm. A.Elias asked about the feedback from the event vendors that were surveyed. Ms. Mottola stated that the vendors were caught off-guard by the tremendous success of the event in terms of the number of event attendees. Some vendors suggested that the City provide a financial stipend in order to assist vendors in meeting the attendance demands of the event. Mr. McCreary stated that there are constraints with offering another aerial fireworks show at the event as in the future the Emerald Glen Recreation and Aquatic Center will be under construction and the current open space at Emerald Glen Park will be eliminated. As such, Staff would like to model the event without a fireworks show. Cm. A.Elias asked about other platforms within the Park that could be suitable for setting up a fireworks show. Mr. McCreary stated that other areas of the Park would not be optimal due to the prevailing winds of the City and the close proximity of homes around the Park. In addition, the costs of a fireworks show and the financial impacts on the budget would also need to be considered. Cm. Ballesteros suggested locating the carnival games closer to the Tasting Pavilion so that families could go back and forth between both. She stated that the fireworks show was great; however, Staff could also consider another night time theme to close the event, such as an aerial laser light show or a glow-in-the dark act. Cm. Boboc stated that he was not able to attend the event, but recommended keeping the fireworks for the 2013 event. P&CSC Meeting Minutes Draft—January 14,2013—Page 4 of 4 Chair Totaro stated that Staff is on the right track with strategies two through four. Regarding strategy one, although he was not able to attend the event, he heard that the fireworks show was big deal. He stated that if a fireworks show is not offered in the event, he believes it will negatively impact event attendance. He stated that it would be unfortunate if Staff plans for more food tastings yet have fewer people attend due to not having the fireworks show. Chair Totaro suggested some ideas for getting more teens involved in the event. Mr. McCreary stated that Staff considered including a teen element to the event, but decided to keep the theme of the event unique and different from other City events. Chair Totaro stated that he would recommend a fireworks show for the 2013 event. He asked about the financial outcome of the event. Mr. McCreary stated that there were fewer sponsors and more costs than anticipated. Cm. T.Elias suggested coordinating with Dublin High School to promote the event at the football games. On motion by Chair Totaro, seconded by T.Elias, and by a vote of 6-0-0, the Commission unanimously voted to recommend to the City Council to proceed with producing a one-day event, which includes the continuation of an aerial fireworks show,the weekend of September 21, 2013. OTHER BUSINESS 9.1 BRIEF INFORMATION ONLY REPORTS FROM PARKS&COMMUNITY SERVICES COMMISSIONERS AND/OR STAFF Cm. A.Elias reported that he attended the last Youth Sports Liaison Committee meeting. He commended Staff on maintaining contact with the larger sports groups in the City. Cm. Mack reported that she attended the Holiday Faire and the Holiday Tea events at the Heritage Park and Museums. Chair Totaro reported that he accompanied his wife, a volunteer at the Heritage Park and Museums,to a holiday dinner gathering for the Heritage Park and Museums volunteers. Mr. McCreary provided program and project updates. ADJOURNMENT Being no further business,the meeting adjourned at 8:28 PM. Respectfully submitted, Rhonda Franklin Administrative Aide APPROVED: Chairperson