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HomeMy WebLinkAbout10-18-2004 Approved PCSC Minutes • CITY OF DUBLIN PARKSAND COMMUNITY SERVICES COMMISSION MINUTES OF: OCTOBER 18,2004 The meeting of the Parks and Community Services Commission was called to order at 7:04p.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, Guarienti, Cain,Hildenbrand and Smith Oral Communications 3.1 Brief Informational Only Reports from Senior Center and Youth Advisory Committees Senior Center Advisory Committee Greer Payton, Senior Center Advisory Committee, reported that at the last meeting the Committee reviewed the Summer Quarterly Report. Trips went really well and the van is nice to have. Six pieces of new furniture have been received for the new Senior Center for review. The Committee will be commenting on these furniture items at their next scheduled meeting. She invited the Commission to stop by to see the furniture items. Effective in December, the Senior Center Advisory Committee will be conducting their monthly meetings in the Chambers at the Civic Center. The recording system and presentation amenities available will allow the Committee to conduct better meetings. There are Committee members who have been attending the Fallon & Camp Parks meetings and she is currently participating in the Dublin Leadership Academy. She reminded the Commission to RSVP to Anna for the upcoming October 28 Volunteer Luncheon. Youth Advisory Committee Commissioner Smith reported that at the last meeting of the Youth Advisory Committee officers were elected. The Committee also organized a Publicity Subcommittee to help advertise all upcoming events. 3.2 Public Comments-None Approval of Minutes ON A MOTION BY CM. HILDENBRAND, SECONDED BY CM. JONES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF SEPTEMBER 20,2004 AS PRESENTED. Written Comm unications-None Public Hearing-None Unfinished Business-None New Business 8.1 Proposed Eagle Scout Project for Dougherty Hills Open Space Lowart stated that she is pleased to bring forward an Eagle Scout project for the Dougherty Hills Open Space. Local Boy Scout Andrew Sevilla is here this evening to answer any questions you may have. A copy of the proposal is attached to the agenda statement. Basically he is proposing a creation of trail markers to be installed at various locations along the Dougherty Hills Open Space trails to alert people as to how far they have gone and the elevation they are at. Each post would have several mileage marker signs and display the distances to various points. The signs will be made out of 4" plastic drain caps which Andrew will present to the Commission this evening. All entrances will have a map of the park and the trails. Andrew believes that this project will benefit the people using the park for hiking, running or walking so that they will be aware of the distance of the trails. Andrew Sevilla presented a sample of the trail markers and of the map to be posted at the entrance. -Minutes—October 18,2004 • i 'Page 2of5 Cm. Smith stated that the proposed signs look good to him. Cm. Guarienti complimented Andrew on doing this project. He indicated that he has measured all the other trails in the City, but didn't do Dougherty Hills Open Space. He asked as to how the solicitation for donations going? Andrew replied that he is not allowed to solicit for donations until the project has received approval and is signed off by the Boy Scouts. Cm. Guarienti told Andrew to contact him when he begins to solicit for donations. As the leader of the Trail Trekkers,he would be happy to distribute flyers to his walkers. Cm. Jones felt that the proposed project is great. There are many organizations in town like the Lions Club and Women's Club. He is sure that if the project was presented to them,they would be willing to offer a donation. Chair Flores stated that she is very impressed with the detail of the proposal. Cm.Hildenbrand felt that Andrew did a great job on the proposal. Cm. Guarienti asked if the Commission can name the trail. Lowart replied yes, however it will need to be placed on an agenda for discussion. Cm. Guarienti asked if the trail will ever extend into Contra Costa County. Lowart stated that she will follow-up on this. ON A MOTION BY CM HILDENBRAND SECONDED BY CM GUARIENTI AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE PROPOSED EAGLE SCOUT PROJECT FOR DOUGHERTY HILLS OPEN SPACE. 8.2 DublinRecGuide.com Website Presentation McCreary presented a power point presentation which outlined the use of the e-commerce system database. He briefly summarized the highlights of the system for the Commission. In May 2003, the City began work on an "E-Commerce Project". This multi-year project began with the launch of the new"DublinRecGuide.com"website. Concurrently the City began accepting credit cards as a form of payment. The website allows customers to access recreation activity information and availability via the Internet in real-time. The System is reliable and secure using the latest technology to protect customer information. It provides an easy way to search for parks and facilities online using criteria such as desired amenities or capacities. The system reduces duplicate data entry by Staff into the Recreation and Finance Software. There are over 22,000 customers registered in the system database. Currently over 50% of the Department's registration is accepted via the website. The original goal was to be 40% by summer 2004. Over $300,000 of business was done online during the first 18-months of use. Programs which receive the most online registration are Playgrounds, Leisure Classes, Youth Sports and Aquatics. Almost 60% of payments are now made by credit card. McCreary demonstrated the website for the Commission to show the functionality of the system. Chair Flores asked if a family can get their pin information online without having to call the office. McCreary replied, yes. There is a function "forgot my password". You just type in your email address and we can send you the pin information. Chair Flores stated that currently people have to call the office to establish a pin and password, is that correct. McCreary replied yes. However Staff is working with the vendor to resolve a resident/non-resident glitch so that people can establish their own accounts online. rMibutes—October 18, 2004 Page 3'of 5 Cm. Guarienti asked if the system saving Staff time. McCreary stated that in the first 18 months Staff has spent just as much, if not more Staff time learning the system procedures. However we are starting to see the benefits now, since the public is becoming more familiarized with the system. Cm. Guarienti stated that there was an article in the newspaper on San Ramon about their program and their new "Go Card". Are we going to look into.this? McCreary stated that we could work with our vendor to do an affinity program. We need to see how San Ramon's program goes in the first year to see if it would benefit us. Cm. Guarienti asked if there will be an opportunity to use the system at the new Senior Center to help with their trips and tours and other activities. McCreary stated that we are putting the technology and wiring in place to be able to do that. However we need to take our time moving into the new Senior Center and get used to the space we have. With the increase in programming, another Staff person will be hired to help out. It is certainly something we can look at in the future. 8.3 Spring 2004 Quarterly Report McCreary briefly summarized the programs conducted during spring 2004. After School Recreation After School Recreation is a supervised drop-in activity program for children in first through fifth grades. The program operates on school days at Dougherty, Dublin, Frederiksen, Murray, and Nielsen Elementary Schools. Overall registration increased by approximately 7% this spring,over last year and there was an increase in average daily attendance. The most popular sites continue to be Dougherty and Dublin Elementary Schools. After School Enrichment The After School Enrichment program offers a variety of classes in the areas of art, performance, science, nature, language, and math. Classes were offered every other Tuesday from 3:15 P.M. to 4:15 P.M. at the Dublin Public Library. Unfortunately 3 out of the 5 classes had to be canceled due to insufficient registration. Recreation on Campus[R.O.C.) The Recreation on Campus program offers a variety of recreational and educational activities at Wells Middle School. The activities are offered in an elective-style format allowing a teen to register for the activities that appeal to him or her. Average daily attendance during the spring was 115 which was a decrease of approximately 7% over the prior year. There was also an overall decrease in registration for the program. Similar to the After School Enrichment Program, staff is surveying customers to determine what activities would be popular and keep the program fresh. Aquatics Recreational Swimming This spring there was an increase of 44% in attendance during Recreational Swimming hours. This increase can be partially attributed to a longer spring season. Spring Learn-To-Swim Program This was the sixth year that the Learn-to-Swim Program was held during the spring. Over 240 children participated in the program,which was an increase of 39%. A total of 82 children,over two sessions,were placed on waiting lists for spring classes; a 228%increase over the prior year. The greatest demand was for infant,preschool and beginning lessons. Competitive Stroke Lessons Three sessions of the Competitive Stroke Lessons were held this spring. This program offers instruction in competitive swimming stroke technique, starts, turns and finishes. Over 80 children participated in the program, which was an increase of 55%.There were 17 children on the waiting list for these classes. } rMinutes—October 18,2004 Page 4'of 5 Fitness Spring lap swimming increased in popularity with 53 admissions. The City was unable to offer water exercise due to lack of a certified instructor during the spring. The lifeguard training program attracted 23 participants in the spring, which was a five-year high. Leisure Enrichment Classes The leisure class program includes specialty classes taught by contracted instructors. Classes are offered in the areas of fitness, health, dance, music, arts and crafts, martial arts, canine, equestrian, and financial planning. A total of 637 participants registered for classes during spring 2004, which was an 11% increase over the prior year. Popular classes this quarter for youth included Terrific Twos, Fun for Ones, Judo, Irish Dance, Cheerleading, Little Buddy Bowling, Babysitting for Beginners and Karate. Popular adult classes included Country Western Line Dancing,Hatha Yoga,Hula, Estate Planning, Scrapbooking and Golf. Preschool The Shannon Center Preschool has four classes that provide opportunities for social and educational development. It is a co-op program that requires parents to assist in the classroom which in turn helps make registration fees more affordable. During the spring the Preschool served 69 children. All three preschool level classes were filled. The Kinder-Prep class only had 8 students which is 4 less than the prior year. Senior Center Average attendance at the Senior Center continues to be approximately 2,500 per month. Additionally the Senior Center receives over 740 hours of volunteer support each month. Popular programs at the Senior Center include the Shamrock Café Lunch Program, Food Distribution, Art and Quilting Classes, Line Dance, and Aerobics. The attendance at the Special Luncheons and Dinner Dances at the Senior Center has particularly increased. The Trips and Tours Program continues to be popular with all trips filling to capacity. During May the Step Out for Senior Centers event was held and attracted over 200 participants and spectators. The event is in its second year and is the largest senior event the City sponsors. This year's event featured a 1-mile Fun Walk,Pancake Breakfast,Resource Faire and Art Exhibition. Special Events Spring special events included the St. Patrick's Day Celebration, the Shamrock 5K Fun Run and Walk and the Spring Eggstravaganza. The spring events were extremely popular this year, all reaching five-year highs for attendance. In particular registration for the Fun Run increased by over 500 runners. Sports • Youth Volleyball This was the third year the City offered a Youth Volleyball League. The program is for girls and boys in 5th through 10th grades and introduces the sport of volleyball while avoiding excessive competition. Basic skills, rules and strategies are emphasized.The registration this year was 33, an increase of 27% over 2003. Contracted Youth Sports Programs In addition to the Volleyball League sponsored by the City, there were 163 youth registered for contracted sports programs including roller hockey and soccer. Soccer was moved to Ted Fairfield Park this year which resulted in a 120% increase in registration. • Adult Sports There were 34 teams registered for the spring adult sports leagues. This was a slight decrease of two teams. A total of 239 adults attended open gym at Stager Community Gym in the spring. This was an average of 17 adults per evening. Teen Events There were four teen events held during the spring including a Karaoke Night&Pizza Night, Q-Zar Night, Youth Music Showcase and the Dub Town Jam event. The Dub Town Jam event continues to be the largest teen event the City Sponsors with over 250 in attendance this year. The teen events served a total of 455 teens during the spring quarter. Minutes—October 18,2004 Page 5.'of 5 • Other Business Brief INFORMATIONAL ONLY Reports from Parks& Community Services Commissioners and/or Staff Cm. Cain reported that he and Commissioner Guarienti attend the Fairway Ranch groundbreaking for affordable senior housing for seniors over 55. There are one and two bedroom units with a completion date of 2006. Cm. Guarienti reported that he attended the Fallon Task Force meeting. It seems to be coming together really well. The biggest issue now is how to phase it. He asked when the next meeting will be. Lowart replied,November 3. Cm. Guarienti stated that he attended the Day on the Glen on Saturday and really enjoyed the event. The weather and food was great. He reported that he will not be able to attend the St. Patrick's Liaison Committee meeting, as that it is scheduled the same night as his East Bay Regional Parks Advisory meeting. As a resident, he attended.the Camp Parks design charette to look at the possible uses of Camp Parks. Cm.Hildenbrand reported that she attended the Day on the Glen both days. The toddler area was a great idea. Because it was a hot weekend, it would have been nice if a canopy was over the toddler area. Perhaps this can be considered for next year. A canopy would also be nice for the parents waiting area too. The event was a lot of fun and everyone had a great time. Cm. Hildenbrand stated that she attended the Camp Parks meeting which she found interesting. There were five concepts presented with an overall consensus for two of them. One concept was for a 72 acre park and the other for.a 56 acre park. The concepts that were heavily favored were those that had the proper number of parks to cover what will be required and possibly make up the deficiency from the West side. Cm. Hildenbrand stated that she is being asked by parents who have children enrolled in the Preschool, as to when it will be moved from the Library to the portables at Emerald Glen. McCreary stated that even with the rain today, they are working out at Emerald Glen and hoping to have the portables in by next Monday. Chair Flores stated that her son thought the Day on the Glen was"way cool". Adjournment Being no further business,the meeting was adjourned at 8:00p.m. Respectfully submitted, Char J.Young Administrative fchnician APPROVED: aV4L I ,. Chair rson 1