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HomeMy WebLinkAbout11-06-1986 Approved PCSC Minutes • CITY OF DUBLIN PARK AND RECREATION DEPARTMENT MEETING DATE: November 6, 1986 The November 6, 1986 meeting of the Park and Recreation Commission was called to order at 7 :30p.m. at the Shannon Community Center, Dublin, California, by Chairperson George Zika. Roll Call Present: Commissioners, Zika, Hernandez, Donnell, Hudak and Schmitt Oral Communications - None Approval of Minutes It was moved by Commissioner Schmitt and seconded by Commissioner Donnell to approve the minutes of October 14, 1986 as submitted. (UNANIMOUS) Written Communications Dublin High School Principal, Joan King wrote to the Commission to propose a "deal" that would allow 'the Recreation Department free use of school facilities in return for help with maintenance of the school fields . Mrs. King was present to address the Commission. She stated that she wanted to work out some type of arrangement whereby the City would be allowed to use the school facilities in exchange for help in maintenance of the fields . The facilities that would be available for use are: computer room, typing room, art department, homemaking room, cafeteria, stadium, etc. Commissioner Schmitt asked how long of a term do you have in mind and how much money would the City be expected to spend for maintenance? Ms . King responded that her main request is to see another soccer field developed. There is field space which is not developed that could be used for this purpose. It is estimated that it will cost $10, 000 to put in a sprinkler system. Money was budgeted this year for field upgrading, however it was used to complete the new roofing. Commissioner Zika asked if there would be any problems with the School District if the City used the facilities? Joan replied that the School District is very much in favor of this offer. Custodians are on the grounds from 6a.m. to 11p.m. , weekdays, therefore there would be no fees for use. Weekend rates would have to be negotiated. Commissioner Zika suggested that a wish list be put together and some reasonable breakdown of costs be submitted. He stated that he would like to see the use of the pool included as well as the tennis courts with windbreaker. Mrs . King stated that she would have the information available to the Commission by their next meeting. Minutes - November 6, 1986 ' Page Two Commissioner Schmitt suggested that she and Commissioner Hudak of the Field Use Committee meet with Mrs . King to discuss the use of the fields in more detail. Mrs. King stated that Buster Kurton and Mike McMannis from the School District would be willing to work on this and give some cost estimates . Commissioner Zika requested that Commissioners Schmitt and Hudak report back to the Commission with the results of their meeting. New Business: Request to Utilize Shannon Center for a Concert Dublin resident, Jeff Wilson has inquired about the possibility of renting Shannon Center for a concert. He plans to contract with three or four bands to provide entertainment for area teens and young adults . Tickets will be presold and also sold at the door with the money raised going to offset the costs of the facility, bands, insurance, security etc. Chief of Police, John Severini was contacted for his opinion on the proposed rental. He felt that there was a lack of planning in the area of parking, ticket sales, security and crowd control . It was his recommendation to deny the request, as the proposed use is prohibited by existing policy. Staff feels that security of the facility and the surrounding . area is a major concern. The Center is not visable from the street or parking lot, which hinders the Police Department in patrolling the area. In addition, lighting in the park and surrounding areas is poor. The Center with it ' s myriad of doors would be difficult to secure. Jeff Wilson, applicant, presented the Commission with handout information (his letter, cost breakdown, and signed petition) . Jeff stated that dances are offered in Livermore, Pleasanton, and San Jose, but that it is too far to go for alot of kids . Shannon Center is within Dublin and would be an ideal location for a concert for local teens and young adults . The concert would consist of contracting with a popular band out of Philadelphia and have two local bands perform also. It would be necessary to pay the bands after the concert in the form of cash. Tickets would be sold through the schools, by the bands and at the door. In discussing plans for the concert with the Chief of Police, he is concerned as to the control of the crowds should there be a "sell out" . The City ' s insurance carrier will not consider insuring this type of event. Therefore, it is requested that the City of Dublin consider sponsoring the event. Don Wilson, applicants father, stated that as a parent it is difficult to make the decision to allow your son or daughter to travel to San Francisco for a concert. It would be a great comfort to know that there would be someplace locally available for them to go. Minutes - November 6, 1986 Page Three Diane Lowart, Recreation Director, stated that whatever the Commission decides, it would have to go to the City Council on November 24th for approval. The December 21st date requested for the event would not allow enough time to publicize, sell tickets, or draw up the necessary contracts for the event. The payment in cash of . the bands that evening would not be possible, it is prohibited in our accounting procedures . Commissioner Hudak addressed the "sell out" problem by stating that perhaps it could be handled by running an ad in the newspaper, posting notices, and using the Center' s marquee. The individuals appointed as Security could be identified by using armbands or a security hat/jacket. He commented that he would like to see the City sponsor the event, providing that all the items of concern were addressed and resolved. Commissioner Schmitt asked Jeff if he would consider obtaining a different band for a later date? Jeff replied that he wished to continue to pursue having a concert at Shannon and would consider another band and date if necessary. Commissioner Schmitt suggested forming a subcommittee to work with Jeff to solve the security problem and other items of concern. Commissioner' s Zika and Donnell volunteered as subcommittee members . Commissioner Zika suggested that Jeff consider rescheduling the event for February or March 1987 , and to present his information to the Chief of Police with the subcommittee members present. Old Business: Dublin Sports Grounds At the June 10, 1986 meeting of the Park and Recreation Commission, staff was directed to research and develop a Field Use Policy for the Dublin Sports Grounds with the intent of eliminating user fees for youth sports groups . Staff has been in contact with departments of other cities to determine how field scheduling is handled. The information received indicated that every department is differennt. Staff would like to meet with representatives of each user group to receive their input on how the policy can be designed to best meet their needs . It is suggested that subcommittee members Hudak and Schmitt be in attendance at the meeting along with staff members Lowart and De Rego. Commissioners Hudak and Schmitt indicated that they would be able to meet on December 2 at 7 :30p.m. California Parklands Act of 1986 In June of 1986 the electorate of California approved Proposition 43, the California Parklands Act of 1986 . Dublin' s allocation is $48, 000 . The application deadline for funding for Fiscal Year 1987-88 is December 12 , 1986 . There are two projects scheduled in the Capital Improvement Program for FY1987-88; Shannon Park, Phase II ( $414, 030) and Dolan Park, Phase II ( $209 , 280 ) . As Dolan Park is owned in fee title by the City and Phase I is currently in process, it is recommended that these funds be applied to Dolan Park, Phase II . Thus the net cost to the City for Dolan Park, Phase II would be $161, 280 . Minutes - November 6, 1986 ' Page Four It was moved by Commissioner Hudak and seconded by Commissioner Schmitt to approve appropriation of California Parklands Act of 1986 funds in the amount of $48, 000 for Dolan Park, Phase II and to direct staff to complete the necessary application forms so that they may be submitted for City Council approval prior to the December 12, 1986 application deadline. (UNANIMOUS) Other Business Commissioner Hudak stated that he was unable to put together a Teen Center Report, however will get something together soon. Staff Reports On Monday, November 3 , the School District approved the sale of Kolb Park. The next step is to get approval of the State Department of Education and to have the County Council approve the agreement that has been put together by our lawyer. The School District approved the Senior Center Lease Agreement at their meeting of Monday, November 3 , and on Monday, November 10 it will be on the City Council agenda. The Tree Lighting Ceremony is scheduled for December 8, and will - be on the City Council agenda for Monday, November 10 . The ceremony at Shannon was originally approved by the City Council in concept, staff was directed to submit cost information and logistics in lighting a tree at Shannon. The electrical work will cost approximately $500 . Staff is recommending that the City Council approve the costs. The Pepsi Hotshot is scheduled for Saturday, November 8 , at Dublin High School Gym. The competition is for youth ages 9-19 and the Commissioners are invited to attend. Staff experienced problems with the minutes of our last meeting, in determining the actions taken on a certain motion. It may be necessary at future meetings to interrupt the Commission to obtain clarification on actions or motions presented. Commissioner Schmitt commented on the Halloween Party of October 31, she felt that it was very successful and that the volunteers were really great with the children and in helping to cleanup after the event. Commissioner Zika stated that he too thought it was very well done. Commissioner Hudak asked when will work begin on Kolb Park after State approval? Diane replied that an architect is already on contract and is waiting for State approval to begin. It will take approximately three months to get the plans and bids completed, and construction will probably be at least four months. • Minutes - November 6, 1986 Page Five Dr. Zev Kahn, resident, encouraged the Commission to set precedence in obtaining open space areas within Dublin for parks. Commissioner Zika stated that the City is reluctant in putting money into property not owned by the City, and currently have several parks in the process of being built or renovated. Adjournment Being no further business, the meeting was adjourned at 9:35p.m. Respectfully submitted, Char J. Young Recreation Secretary