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HomeMy WebLinkAbout06-16-2003 Approved PCSC Minutes CITY OF DUBLIN z PARBSAND COMMUNITYSERVICES COIMISSION ° ° ` MMT ESOF` TO1V40,20,03.° . . ,t The June 16, 2003 meeting of the Parks and Community Services Commission was called to order at 7:02p.m. at the Dublin Civic Center,Dublin, California,by Chairperson Flores. Pledge ofAlleiance Chair Flores led the Pledge of Allegiance. Roll Call Commissioners Present: Flores, Guarienti, Cain,Hildenbrand,Jones and Young Oral Communications-None Chair Flores reported that Staff has requested to move Item 8.2 to the top of the agenda. The Commission concurred. 8.2 Senior Center Art Lowart introduced Theresa Yvonne,the Heritage and Cultural Arts Supervisor. Yvonne reported that one of the high priority goals for the 2002-2003 set by Council was to commission Public Art for the new Senior Center. As a result 1% was allocated for a Public Art component as part of the Senior Center project. A Request for Qualifications was sent to 2000 California artists and the Senior Center Art Selection Committee reviewed the works of thirty-five artists and selected five to develop maquettes for the Senior Center. The maquettes were displayed at the Civic Center and the Senior Center for public comment. The Committee chose Rowland Cheney's sculpture as the finalist. Mr. Cheney proposes a bronze sculpture approximately eight feet by eight feet utilizing images of cranes, horses and owls, which have been associated symbolically with the concept of wisdom. Yvonne presented the maquette of the proposed sculpture and stated that the Senior Center Advisory Committee approved the design, however directed Staff to find an alternate location, other than the rear courtyard. The alternate site suggested by the architect and project manager is in the front plaza. This location would make the piece available to the public but not visible from Amador Valley Boulevard. Chair Flores opened the meeting to receive public input. Barbara Gifford, Senior Center Advisory Committee member, stated that the Committee wanted the courtyard to be easily accessible to the seniors and visible to those inside the Center. The Committee was not aware at the time they originally discussed the sculpture, that it was so large. They therefore asked if an alternate location that would not impede the general attitude of the courtyard could be found. The Committee is also concerned as to whether the fountain previously discussed is still going to be in the courtyard or eliminated. Cm. Cain stated that he would prefer that the sculpture be placed close to Amador Valley Boulevard. Cm. Cain asked if the fountain as originally shown in the plan is still going to be a feature in the patio area. Yvonne stated that the fountain and water features were only suggestions included in the site plan and that it is her understanding that they were not approved as part of the final design. Cm. Jones asked if there would be extensive preparation involved for either location, and would a foundation for the sculpture be required? Yvonne stated that there would be some preparation involved in the placement of the sculpture and a pedestal would need to be built to support it. She did not believe that there would be any extensive preparation needed for either location. Minutes—June 16, 2003 • Page 2 of 7 Cm.Jones stated that he likes the sculpture and wherever the seniors want it, is OK with him. Cm. Guarienti stated that he was on the Art Selection Committee and there was a close vote on the proposed wall artwork, which the Committee felt was a very nice feature. Once the piece was selected, the Committee was not sure exactly where the sculpture would be placed in the courtyard. There was some concern over the width of the sculpture and whether it would take away space from the seniors doing activities in the courtyard. He asked if the circle shown on the drawing is 8 feet in diameter? Yvonne stated that she drew it on the diagram, so it is not to scale. She showed the actual drawings on the overhead, pointing out the curvature of the wall and the planted area where the sculpture would be located. The sculpture would not take up any of the patio space. Cm. Guarienti felt that if the sculpture could be placed in the courtyard in such a way so as not to impede the senior's space,then he would be in favor of the location suggested. Cm.Young stated that she would accept the location preferred by the seniors. Cm. Hildenbrand stated that she prefers the first location. If it is moved to front plaza it would not be visible to the seniors or the general public. She concurred with Cm. Guarienti, that the sculpture should not impede the senior's recreation space. Chair Flores concurred with Cm. Guarienti and Cm.Hildenbrand. Cm. Guarienti asked if the sound wall would continue around the courtyard? McCreary stated that the sound wall would completely encompass the courtyard. Cm. Cain stated that he would not be opposed to eliminating the tree inside the sound wall if needed. Lowart stated that if it is the Commission's recommendation to place the sculpture in the courtyard, she would request that the architect include it on the plan drawn to scale so that we can see exactly how it will affect the area in question. ON A MOTION BY CM. CAIN SECONDED BY CHAIR FLORES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO 1) ACCEPT THE HERITAGE AND CULTURAL ARTS COMMISSION AND SENIOR CENTER ADVISORY COMMITTEES RECOMMENDATION OF THE BRONZE SCULPTURE FOR THE SENIOR CENTER; 2) RECOMMEND THE SENIOR CENTER COURTYARD ADJACENT TO AMADOR VALLEY BOULEVARD AS THE LOCATION FOR THE SCULPTURE;AND 3)DIRECT STAFF TO REQUEST THAT THE ARCHITECT INCLUDE THE SCULPTURE ON THE PLANS DRAWN TO SCALE. Approval of Minutes Cm. Hildenbrand referred to Roll Call indicating that Zajac is indicated as being present instead of Cm. Jones. Cm. Guarienti referred to Page 1, Paragraph 1; beginning of the last sentence, indicating, "She pointed out"should be corrected to read, "Staff pointed out". ON A MOTION BY CM. GUARIENTI, SECONDED BY CM. JONES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF MAY 19, 2003 AS CORRECTED. ABSTAINED—CM. HILDENBRAND (ABSENT). Written Communications-None Public Hearing-None Unfinished Business-None Minutes—June 16, 2003 Page 3 of 7 New Business 8.1 Proposed Five-Year Capital Improvement Program, 2002-2007 Proposed Update FY2003-2004 Lowart reported that the City's Five Year Capital Program is developed for the purpose of identifying future capital facility needs and resources available to meet those needs. A new Five-Year Program for FY 2002-2003 and through FY 2006-2007 was adopted last year. For FY 2003-2004 an update to the 2002-2007 CIP has been prepared. Projects included in the CIP are presented in four categories; General Improvements, Community Improvements,Parks and Streets. The projects completed during FY 2002-2003 included the Murray School Bell Tower; Murray Schoolhouse Improvements, Dublin Sports Grounds Phase II and Dublin Swim Center Roof Replacement. Bike path projects - completed included the Alamo Canal Bike Path. Fiscal Year 2003-2004 projects include the Shannon Community Center Improvements, Emerald Glen Park Phase II, Emerald Glen Park Phase III, Park Play Area Renovations- Shannon Park, Bray Commons, Dublin Sports Grounds Renovation Phase III, Parks & Recreation Master Plan Update, Fallon Sports Park Master Plan, Senior Center, Emerald Glen Park Activity Center, Cemetery Planning Study, Murray Schoolhouse Exhibit Restoration, Senior Center Van, Bike Path—Alamo Creek North of Amador Valley Boulevard, Scarlet Drive — Iron Horse Trail Extension, and the Tassajara Creek Trail Improvements — Dublin Boulevard to Gleason Drive. New projects proposed for FY 2004-2005; Park Play Area Renovations-Dolan Park, Dublin Sports Grounds Renovation Phase IV, Emerald Glen Park Aquatic Center, Emerald Glen Park Recreation Center, Shannon Community Center Interior Painting, Park Furniture Replacement, and the Stagecoach Park Assessment District Water Meter. New projects proposed for Fiscal Year 2005-2005 include: Park Play Area Renovations-Alamo Creek Park. New projects proposed for Fiscal Year 2006-2007 include: Park Play Area Renovations-Stagecoach Park, Dublin Sports Grounds Renovation Phase V, Dublin Ranch Neighborhood Parks, and Bike Lane — Amador Valley Boulevard Stagecoach Road to Dougherty Road. Projects included in the CIP but are not expected to occur beyond the time frame of this CIP include: completion of the Emerald Glen Park Aquatic Center and Emerald Glen Park Recreation Center; future phases of Emerald Glen Park; Emerald Glen Park Community Center; Dublin Ranch Neighborhood parks; Eastern Dublin Neighborhood Parks; Schaefer Ranch Neighborhood Parks; Fallon Sports Park; Transit Center Park and Community Theater. ON A MOTION BY CM. JONES, SECONDED BY CM. GUARIENTI AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO ACCEPT THE PROPOSED FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM FOR 2002-2007,PROPOSED UPDATE FOR FISCAL YEAR 2003-2004 AS PRESENTED. 8.3 2003 Day On The Glen Festival McCreary reported that event conducted last year was well received however attendance was far less than anticipated. Based on evaluation notes and market research, Staff has developed preliminary plans for the event this year. This year Staff recommends focusing primarily on youth activities, attractions and entertainment. As the theme is developed and expanded year to year, Staff believes that people will start to look at the event as a youth festival or kids fest. Goals and objectives for 2003 include increasing attendance, offering unique and affordable interactive activities and attractions, offering high quality food and more family oriented entertainment, offering more children's roaming entertainment throughout the park, offering more activities for teenage youth, expanding the number of rides and games in the carnival area, and minimizing the net cost of the event to the City as well as involving more of the local community groups in the event. Minutes—June 16,2003 Page4of7 Attendance may have been low last year due to competition from other events. Staff is therefore considering moving the event back to September 27 & 28. Research indicates that there is only one event that weekend, the Heritage Festival at the Alameda County Fairgrounds, an arts and craft fair. The layout of the event will be similar to last year. The only significant change will be swapping the locations for volleyball and the carnival area. This change would give more space on the fields on the east side of the park along Tassajara, giving it more visual appeal from the street. McCreary further stated that it is proposed to have fewer but quality food vendors this year. Due to the construction that will be underway at Emerald Glen Park, the food vendors will be moved to another location. It is also recommended to have only one beverage booth selling beer and wine. During the past two years the arts and craft exhibits have not been successful. As result, many of the vendors are no longer interested in participating in this event. It is proposed to eliminate the arts and crafts from this event and keeping it as a venue for the St. Patrick's event. The carnival area is proposed for expansion to include more children's rides, games and inflatables. Extending the carnival area till 8:00PM on Saturday will allow for a special evening concert on the main stage and offer teen activities. The teen venue would feature a video arcade, karaoke stage and teen oriented inflatable games. Last years survey, registration records and observation indicated that the skateboarding competition did not seem to have a lot of support or community appeal so it is recommended for elimination. However the skateboard park could be open for free skating and coordinated free demonstrations. Cm.Young stated that teens tend to look for events that have music and free giveaways. Cm. Hildenbrand inquired as to the thought process involved in deciding to eliminate the skateboarding competition. McCreary stated it was primarily the lack of registration and the net cost for the venue. Cm. Hildenbrand stated that she would be very disappointed to see the skateboard competition eliminated from this event. Last years competition drew a lot of people, and many from other communities. She suggested that flyers be circulated to all of the tri-valley schools. If that doesn't work,then it can be re-evaluated next year. Cm. Cain asked if the trolley cars would be used again this year? Also where is the off-site parking located and how is it signed? McCreary stated that one off-site location is at Koll Center at the intersection of 580 and Tassajara and the other near Sybase and Micro Dental Labs. This year it is planned to have only one off-site parking area. Signage for parking is at Tassajara and Hacienda and Dublin Boulevard. Cm. Guarienti asked if parking would be limited due to the construction at Emerald Glen Park? McCreary stated that Staff has requested a construction schedule to determine if the space can be utilized. Cm. Jones stated that he would like to see the skateboard competition remain part of this event. There are a lot of sports activities in town but nothing for the skateboarders. Cm. Guarienti stated Staff is headed in the right direction. However all of the facilities of the park need to be utilized and highlighted for this event, including the skateboard park. He concurred with Staff's recommendation to eliminate the arts and crafts from this event, and likes Staff's recommendation to include hands-on art and crafts activities for the children. He requested that Staff consider having two beer and wine booths and evenly dispersed at the event. Chair Flores stated that having only one beer and wine booth for this event would not be a good idea. She felt that the skateboard competition should not be eliminated from the event this year and likes Staff's recommendation to relocate the carnival area to the other side of the park. She suggested working with the Police and Sheriff to do children fingerprinting for ID's and perhaps having SPCA do pet adoptions. She would also like to see Staff include some fun type competition activities for the little kids with prizes. • Minutes—June 16, 2003 Page 5 of 7 Cm. Guarienti asked if the skateboard competition requires Staff coverage? McCreary stated that it takes five staff people to work the venue for the full day. Cm. Hildenbrand suggested having a radio station at the event handing out free give-aways to the teens. It would also be nice to have a band playing music that teens like. Cm. Young stated that Y.A.C.passed out flyers through the Leadership class at Dublin High last year and could do that again this year. By consensus, the Commission approved the plans but requested that Staff include the skateboard competition and re-evaluate the number of beverage booths. 8.4 2003 Summer Concert Series McCreary reported that the City is sponsoring Dublin's 7th Annual Summer Concert series beginning July 11 and ending August 8, 2003. The five concerts will be held from 7:00-9:00 P.M. outdoors at the Dublin Civic Center in the plaza area. The lineup for the 2003 series includes July 11 —Busta Groove (Hot Funk and R&B), July 18 — Pamela Rose (Smooth Blues and Jazz), July 25—Parrothead(A Tribute to Jimmy Buffet),August 1 —Alta Rockers (Simmering Rock and Blues)and August 8—LaDeana(Smokin Country). The Tri-Valley Herald is sponsoring the advertising for the concert series. Advertisements will also run on KKIQ, CTV 30, the Valley Times and the City's website. Banners will be hung on the light poles throughout the downtown, posters will be hung at businesses throughout the community and flyers inserted with all the summer registration confirmation letters. This year the City will also mail color postcards with the concert schedule and to households participating in other City programs. 8.5 Library Community Room Use Policy McCreary reported that the when the Community Room was designed it was envisioned as a venue for a wide variety of community events and programs. Since the Community Room and Regional Meeting Room at the Civic Center are similar in size, the proposed policy was based on the Civic Center Policy adopted in October 2002. Staff proposes adding a"Group 1B"user group for the Alameda County Library system. Per the City's agreement with Alameda County, the Library has second priority after the City for use of the Community Room. The policy would allow the City to reserve the facility up to one calendar year in advance of the date of use and the Library to reserve the facility up to nine-months in advance of the date of use. Other users could begin booking as early as six months in advance for weekend use and three months in advance for weekday use. At the former Library there were a number of community groups that utilized the facility on a regular basis. It is therefore proposed to accept applications for Continuous Use for resident groups only (Groups 1-4) on a quarterly basis. In addition,restrictions are proposed to prohibit the use of amplification equipment and of the Library lobby during Library hours. The same fee schedule as adopted for the Civic Center in October 2002 is proposed. By consensus,the Commission indicated their support for the Policy. 8.6 Winter 2003 Quarterly Report McCreary briefly summarized the programs conducted during winter 2003. Shannon Preschool All three preschool classes filled with 20 each. The winter session of the new Kinder-Prep class for children five years of age was conducted from December 2, 2002 through March 7,2003. Twelve (12) children attended. Total registration for the winter was 60 (48 Resident/12 Non-Resident). Minutes—June 16, 2003 Page6of7 After School Recreation Session I of the After School Recreation program was held Monday-Friday, from September 19 through February 3,2003. Total registration was 227 with an average daily attendance of 130. After School Enrichment(ASE) The ASE program offers a variety of classes throughout the year at various elementary schools in Dublin. Although most of the classes were cancelled due to low enrollment, customer satisfaction surveys indicated that the program was well received by parents and participants. Staff is working with the School District and Dublin Public Library to identify classes that will be more popular. Staff is also evaluating the class schedules and fees to better meet the needs of the customers. Total registration was 44. Winter Break Camp Shannon Camp was offered during the time the elementary schools were closed for Winter Break. Total registration was 25. Recreation on Campus(ROC) Session II was conducted from November 18 through January 30 and featured Homework Club, Basketball, Basic Computing,Dance Combo, Cooking and Ceramics. Total registration was 218 with an average daily attendance of 49. Youth Advisory Committee Teen Events During the winter quarter the Youth Advisory Committee was involved in a Karaoke Night with 145 participants and a Pizza night with 35 participants. Wells Middle School Lunchtime Sports Program Lunchtime sports activities included basketball,paddleball and volleyball. The response from teens has been very positive with over 100 participants each day. Senior Center During December the Senior Center hosted its annual Holiday Luncheon. A dinner dance was held in January and drew 46 participants. The New Years Luncheon attracted over 50 seniors. Trips during the winter quarter included the Dickens Fair, Dunsmuir House, Jackson, Oakland Museum,, the NUMMI Automotive Factory, California Palace Legion of Honor, San Francisco Flower Mart and the Palace Hotel. The Trail Trekkers Program continues to offer an opportunity for seniors to explore the East Bay Trails. Youth Sports Programs League play was held from January 4 through March 8, 2003. Practices were held once a week at local elementary schools and at the Stager community Gym. League games were played on Saturdays at Stager Community Gym and Wells Middle School Gym and Multi-purpose room. This season the DYSL basketball program became a participating member of the Junior Warriors. The City's participation in this program was overwhelmingly popular with the coaches and parents based on feedback obtained through Customer Satisfaction Surveys. One of our teams was selected to participate in the 1st Annual Junior Warriors Classic on April 8, 2003 at the Oakland Arena. The team was victorious over the City of Marin by a score of 40 to 26. DYSL Youth Basketball League registration totaled 476 and the Pre-Season Clinics total registration was 28. Leisure Classes A total of 549 participants registered for classes during winter 2003. During the past year a concerted effort has been made to offer new classes and discontinue classes that were consistently lacking sufficient registration from quarter to quarter. Average registration per class was double that of last year's and available facilities are being used more efficiently. Breakfast with Santa A 9:00AM and 10:30AM seating was offered for this event. Total registration for this event was 354. This event continues to be popular with the community. Minutes—June 16, 2003 Page 7 of 7 Community Tree Lighting Ceremony The 19th Annual Community Tree Lighting Ceremony was held at the Dublin Civic Center on Thursday,December 5, 2002. Estimated attendance at this year's event was 500, an increase of 25 over last year. Letters from Santa This year 72 letters were mailed,which was an increase of 22 letters over last year. Other Business 9.1 Brief INFORMATIONAL ONLY Reports from the Commissioners and/or Staff Cm. Guarienti stated that the May 29 Recognition Dinner for the outgoing commissioners was very well done. The Iron Horse Trail Dedication on May 31 was well represented by the City with lots of freebies and food. The EBRPD map has been updated that shows that the trail is completed to BART. He reported that he was on the trail today and there seems to be some confusion as to where the trail ends. Signage is needed. Cm. Cain stated that there was a newspaper article about BART considering alternative routing, and just recently a map in the newspaper indicating that they might be using the Iron Horse Trail. Cm. Hildenbrand stated that this has been in the works for some time however, there is a lack of support for this option. From her understanding Dublin does not support it because they do not want it down the Iron Horse Trail. She believes that BART is going to find it very difficult to come in through Dublin with the routes that they have identified. Lowart stated that BART is scheduled to make a presentation to the City Council on July 15. Adjournment Being no further business,the meeting was adjourned at 8:43p.m. Respectfully submitted, Char J. Young Administrative Te(1/ician APPROVED: 141 'GI. A1/6)) Chairpef,soon •