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HomeMy WebLinkAbout10-20-2003 Approved PCSC Minutes � �E CITY onUBL1N sfPARKSANDCOMMUNITY SERVICESCOMMISSION MINUTES,OF OCTOBER 20,2003 The October 20, 2003 meeting of the Parks and Community Services Commission was called to order at 7:00p.m. at the Dublin Civic Center,Dublin, California,by Chairperson Flores. Pledge of Allegiance Chairperson Flores led the Pledge of Allegiance. Roll Call Commissioners Present: Flores, Jones,Hildenbrand, Cain, Guarienti and Pawlowski Oral Communications Senior Center Advisory Committee—None Cm. Cain inquired as to when the demolition of the library is planned to begin. Parks & Community Services Director Lowart stated that the project will go out to bid in November and the demolition will be part of the construction contract. By the time the bid is awarded,work should begin in January 2004. Cm. Cain stated that he understands that the senior housing project is scheduled to begin in February 2004 and if this is so, construction of both projects will be going on at the same time. Lowart responded that the architects for both projects do not feel that it will be an issue with trying to stage both projects on the same site. The new senior center will be a 12-14 month project and the senior housing, a 15-month project. Cm. Cain inquired as to the old Copeland's Sports building. Lowart stated that it will be Anderson's TV and is scheduled to open prior to the Christmas season. • Youth Advisory Committee Cm. Pawlowski reported that the Youth Advisory Committee just assigned their sub-committees and decided to cancel the teen dance and pool party due to low attendance. Approval of Minutes—September 15, 2003 and September 2003 Cm. Guarienti stated that the Spring 2003 Quarterly Report for the Senior Center indicates that 120 Trail Trekkers participated that quarter. He did not make a correction when the report was presented, however wanted to point- out that he did talk to Anna regarding how people are counted: There were actually 190 participants during the quarter,plus 15 in the parade, which he counted as an event. Perhaps in the future the number of activities offered should be counted and multiplied by the average number of participants in each activity. There are slightly over 30 people in the Trail Trekkers Programs and they come and go, averaging about 15 participants. ON A MOTION BY CM. CAIN SECONDED BY CM. GUARIENTI AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF SEPTEMBER 15,2003. Cm. Guarienti referred to Page 3, Paragraph 5, stating that "trail" was misspelled as "trial" and should be corrected. In addition"to Scarlett Drive"should be revised to read, "along Scarlett Drive". ONA MOTION BY CM. HILDENBRAND SECONDED BY CM. JONES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF SEPTEMBER 29, 2003 AS CORRECTED. ABSTAINED-FLORES Written Communications-None Public Hearing-None , . MINUTES—OCTOBER 20, 2003 Page 2 of 5 Unfinished Business-None New Business 8.1 Proposed Revisions to Senior Center Advisory Committee Bylaws and Rules of Procedure Parks & Community Services Manager McCreary reported that the Senior Center Advisory Committee members requested Staff to review the Committee's Bylaws and Rules of Procedures with recommended changes. He then reviewed the proposed changes for the Commission. The first proposed amendment would limit the number of terms a member can serve, to two-four year terms. In November 2002, the City Council approved the same amendment to the Bylaws for the cities Commissions. The purpose was to encourage increased participation by a wider variety of Dublin residents. The second proposed amendment would require committee members to attend 75% of regular and special meetings in a twelve-month period. This was also established for the cities Commissions in November 2002, to encourage attendance by commissioners and to establish a formal procedure for monitoring attendance. The third proposed amendment would change the requirement that all five committee members be in attendance in order to conduct an election of officers. The Committee recommends changing the attendance requirement from five to a quorum of the Committee. The remaining amendments would address changes to the name of the department from Parks and Recreation to Parks and Community Services. The current bylaws still reflect the former department name. McCreary reported that the proposed amendments were presented to the Senior Center Advisory Committee. The Committee unanimously concurred with the changes proposed by Staff and recommend approval by the Parks and Community Services Commission and City Council. ON A MOTION BY CM. CAIN SECONDED BY CM. JONES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE CHANGES TO THE SENIOR ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE AS PROPOSED AND DIRECTED STAFF TO SUBMIT THEM TO THE CITY COUNCIL FOR CONSIDERATION. 8.2 Classic Affair Event McCreary reported that in May 2003, the City conducted the Classic Affair for the third time. After three years, attendance remains low. Additionally the interest in the event by artists and sponsors has declined and the event has generated significant cost to the City. In 2003 total expenditures were $6,643, total revenue was $1410 and total cost to the City was $5,233. The cost per person averages to $79 while the average cost per person for other City events is approximately $3.60. The low attendance has continued despite significant effort by Staff to promote the event in the community. Typically an event that is going to have longevity will generate community interest and have a relatively low net cost after three years. Staff does not believe that the Classic Affair really has the necessary community support to be a successful event for the City. Cm. Guarienti stated that he did not realize that the attendance dropped so low. He was in support of continuing the event as long it benefited a charitable organization. He felt that the art aspect is a good one to follow through with. He suggested promoting the artists with an art show here at the library or at the Heritage Center. No music or dancing,but maybe some light refreshments like wine and cheese. He pointed out that there are a lot of artists at the Senior Center who produce art that the public just does not see. Cm.Jones asked if the event was geared towards artists in the area or special artists. McCreary replied that the event was for local artists in the Tri-Valley. Cm. Jones stated that the high school students conduct an annual art show at the end of the school,-year. He suggested combining local, student and senior artists for an art show and keeping the event very casual. The student and senior art would draw many family members to the event. MINUTES—OCTOBER 20, 2003 Page 3 of 5 Cm.Pawlowski stated that the high school students conduct an art show in the spring and the fall each year. Chair Flores stated that if music were going to be part of the event,maybe some of the high school students could be showcased. The timing of the event may also need to be considered, since May and June are at the end of the school year when things are really busy for students and parents. Cm. Jones stated that Wells Middle School has an excellent jazz band. He suggested March or April after the holidays and before end-of-the-school-year senior activities begin. Cm. Guarienti stated that the event was originally scheduled to take place outside. However now that there.is the library, there is an opportunity to have the event inside. Therefore the time of the year is not really a factor. Cm.Hildenbrand agreed. Chair Flores asked if it is the Commission's recommendation to cancel the Classic Affair. McCreary responded yes. Cm. Guarienti stated that he felt the Classic Affair should be cancelled and that Staff should look at exploring other venues. Come up with something we can get the community involved in. Cm. Jones recommended that Staff look at conducting an art show that includes the high school students and seniors. He suggested that Staff contact the high school art teacher to coordinate a date. Lowart stated that Staff would take this item back to the Heritage and Cultural Arts Commission for their input. ONA MOTION BY CM. GUARIENTI SECONDED BY CM.HILDENBRAND AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO SUPPORT STAFF'S RECOMMENDATION TO CANCEL THE CLASSIC AFFAIR. STAFF WAS DIRECTED TO PURSUE EXPANDING THE APPRECIATION OF CULTURAL ARTS IN THE COMMUNITY BY LOOKING AT YOUTH AND SENIOR ART AS A NEW VENUE. 8.3 Alameda County Homework Center at the Dublin Library Lowart reported that one of the City Council high priority goals for 2003-2004 is to explore the feasibility of a tutoring program in partnership with the School District. The Dublin Library has taken the initial lead in this goal and is planning a Homework Center at the Dublin Library. The Homework Center will provide homework assistance for children in grades 3-8,Monday-Thursday, from 3:30- 5:30pm. They plan on partnering with volunteers from the Dublin High School leadership class and other adult volunteers from the community. The Homework Center will be funded by the Alameda County Library Foundation, which will provide funding for a site coordinator. The site coordinator will be responsible for providing homework assistance, recruiting, selecting, training and scheduling the volunteers. The Homework Center will begin in November, pending the hiring of the coordinator. Staff will monitor the program and report back to the Commission and Council at a later date regarding the success of the program and whether the program is meeting the needs of the community. Cm. Pawlowski stated that he knows there are groups other than the leadership class that would be interested in volunteering. Cm. Cain asked if there would be a dedicated area at the library. Lowart stated that they would be using the room in the back of the library where they would have computer access. Cm. Cain stated that it is going to be important that the School District recommend the Homework Center to the parents so that they can take advantage of the program. • . MINUTES—OCTOBER 20, 2003 Page 4 of 5 Cm. Jones asked if parents would have to stay with their children during the program. Lowart stated that parents could just drop their kids off Cm. Jones voiced concern of the program being used for babysitting, kids being dropped off with no interest to be there. Lowart stated that the fact that the Homework Center is an organized and supervised program should make it better for the kids. Cm. Guarienti stated that he has had experience in library tutoring, which was very specific to those students who had poor study skills. He felt that it is very important to have the space to do tutoring, a place away from distractions. He applauds the Alameda County Library Foundation for funding this great program. • Other Business Brief INFORMATIONAL ONLY Reports from Parks& Community Services Commissioners and/or Staff Cm. Cain inquired as to the City Councils reaction to the Special Meeting of the Parks and Community Services Commission on September 29,regarding the Commissions priority recommendations on future park sites. Lowart stated that the Council flip-flopped on the Commissions recommendations. The Commission prioritized the Southern Pacific Right-of-Way as the #1 site and the Dublin Square Shopping Center as the #2 site. The Council selected the Dublin Square Shopping Center as#1 and the Southern Pacific Right-of-Way as#2. Cm. Cain stated that tomorrow night one of the items on the City Council agenda is the consideration of a 3 foot two rail fence along the Alamo Creek bike path at the cost of$86,000. He reminded the Commission that when this issue was first considered by the Council, he and Cm. Guarienti questioned Staff as to whether the Parks and Recreation Commission should have had the opportunity to review the project prior to discussion by the City Council. Lowart stated that the bike path has already been approved by the City Council and that the fence is a negotiated item with the neighborhood to try to keep the traffic out of the homes. She indicated that it has been duly noted that the Commission would like to be involved in any further discussions regarding future bike baths. Cm. Cain stated that the fence under discussion is not to separate the path from the homes but to separate the creek from the path and is intended to keep children from getting onto the creek side. He did not feel that a rail fence is the answer and is something the Council will need to determine in their discussion. Cm. Jones stated that the drawings with the new colors for the proposed art projects at Dolan Park have been received. He inquired as to the next meeting of the Committee to discuss the art at Dolan Park.. Cm. Hildenbrand stated that the next meeting is scheduled for next Thursday and that she would attend. Lowart pointed out that this Thursday is the St. Patrick's Day and the Day on the Glen Liaison meeting at 7:00pm in the Community Room at the library. Cm. Guarienti stated that the fence was removed at Kolb Park and the parents and kids are really ecstatic with the new playground equipment. The City did a great job. Cm. Guarienti reported that he met with the Maintenance Supervisor at the Martin Canyon Trail. They were unable to find the source for the water. As of today, nothing has happened. The water is getting heavier. It has not rained, so there must be an underground spring or something. There is an entire section of the width of the trail that is muddy. They need to find the source of the water or put in a culvert to drain the water away from the trail. Hopefully Maintenance will get it fixed before the rainy season. Cm. Cain stated that San Ramon has built some run-off canals as part of the work being done in the Dougherty Valley. He is wondering if the run-off is running into Alamo Creek. Lowart stated that if in fact there is water running into Alamo Creek, it was engineered that way and everyone involved is aware of it. There is'cooperation between all of the jurisdictions because there are very strict regulations in place. MINUTES—OCTOBER 20, 2003 Page 5 of 5 Cm. Pawlowski reported that the Youth Advisory Committee conducted a Capture the Cauldron last Friday, October 17 at Shannon Center. The event was a big success and everyone had a great time. Cm. Hildenbrand stated that she took her daughter and some friends to Kolb Park last Friday and they really liked the monkey bars. Everyone there commented on the new playground equipment, especially the tires and the rock wall. Cm. Hildenbrand reported that she attended the last Youth Sports Liaison meeting. Dublin Little League has elected a new President. They are looking forward to the extension of the fences at Emerald Glen Park. Dublin Little League will be applying for a SANCRA grant for $500 to help assist them in their Challenger Program for the Disabled. • Chair Flores stated that her son attended the Mad Science and Marine Life program at the library. He was very excited about petting a live shark. There were several kids from the local private schools in attendance. Henry Siu did a great job checking the kids in. Chair Flores informed the Commission that she is pregnant and due in May 2004. McCreary reported that John Turner the City's Recreation Coordinator for Special Events and "The Guide" is leaving at the end of this month moving to Texas to pursue a Master Degree in Marketing. Staff has hired an interim person to help out with the St.Patrick's Day Celebration. Recruitment is currently underway. Adjournment Being no further business,the meeting was adjourned at 7:48p.m. Respectfully submitted, Ar Char J.Young :' Administrative Techni i n APPROVED: gl(,-41/LIAL-t(/ Chairp'`e frson • •