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HomeMy WebLinkAbout09-08-1987 Approved PCSC Minutes CITY OF DUBLIN PARK AND RECREATION COMMISSION MEETING DATE: September 8 , 1987 The September 8 , 1987 meeting of the Park and Recreation Commission was called to order at 7 : 34p.m. at the Shannon Community Center, Dublin, California, by Chairperson Norb Hudak. Roll Call Present: Commissioner Hudak, Zika and Schmitt Absent: Commissioner Hernandez and Donnell Oral Communications - None Approval of Minutes Commissioner Hudak referred to Page 4 , Paragraph 3 , Fees and Charges, Groups - Occasional Use, making the following correction: "Commissioner Hudak stated that the Field Use Policy should reflect the Shannon Center Facility Use Policy" . IT WAS MOVED BY COMMISSIONER ZIKA TO APPROVE THE MINUTES OF AUGUST 11, 1987 AS CORRECTED. COMMISSIONER SCHMITT DID NOT SECOND THE MOTION AS SHE WAS ABSENT AT THE AUGUST 11 MEETING, HOWEVER APPROVED THE MINUTES BY ACCLAMATION. Written Communications - None Old Business Senior Citizens Center Advisory Committee At the August 11, 1987 meeting of the Park and Recreation Commission, the Commission considered formation of an advisory body of senior citizens to advise staff on the operation of the future senior center. The Commission was in favor of forming an advisory committee and directed staff to develop guidelines for review at their next meeting. In developing the guidelines, staff consulted a number of public agencies who have similar types of advisory committees , as well as reviewed information contained in the book Senior Center Operation, as publication of the National Council on the Aging, Inc. It is recommended that the Commission review the proposed guidelines and provide input as to the Name, Purpose, Duties and Responsibilities , and Membership for the advisory body. Name - The Commissioners were in favor of the name "Senior Center Advisory Committee". Alice Pitchford felt that it should not be a committee, but rather a commission or a council, as they are formed with bylaws. Commissioner Schmitt pointed out that a committee could also have bylaws. MINUTES - September 8 , 1987 Page Two Commissioner Hudak felt that a commission is premature at this time, however can be further down the road. Diane Lowart stated that the City Council may have a difficult time creating another "council". Harry Demmel, Tri-Valley Adult Softball, commented that it seems to be a question of semantics, and that he has yet to see a commission start out full blown. IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER SCHMITT TO NAME THE ADVISORY BODY THE "SENIOR CENTER ADVISORY COMMITTEE" . (UNANIMOUS) Purpose - Commissioner Schmitt stated that it would be difficult to determine the purpose at this time. The purpose as outlined in the guidelines could be used for a start and be expanded upon later on. Alice Pitchford, did not feel that the Senior Center Advisory Committee should be accountable to the Commission. Commissioner Zika stated that the Park and Recreation Commission makes recommendations to the City Council. If the Senior Center • Advisory Committee does not agree with the recommendations made, they can go to the Council. The Senior Center is under the Recreation Department and therefore it is the Park and Recreation Commissions responsibility to oversee. 011ie Silva stated that she understands the purpose of having a Commissioner on the Advisory Committee is so that the Commissioner can report back to the Commission what ' s happening. IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER SCHMITT TO AMEND THE PURPOSE BY ADDING THE PHRASE "THROUGH THE PARK AND RECREATION COMMISSION AT THE CITY COUNCIL" . (UNANIMOUS) IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER SCHMITT TO ACCEPT THE PURPOSE AS AMENDED. (UNANIMOUS) Duties and Responsibilities - Alice Pitchford suggested that the committee be organized first, secondly that the director be hired, and that they work together on a draft of duties and responsibilities and report back to the Commission for approval. She recommended that a Commissioner be present at the time the duties and responsibilities are drafted. The Commission agreed. Membership - Alice Pitchford suggested that there be an alternate advisory member appointed to replace members due to illness, death, etc. The Commission was in favor of having an alternate, however felt that this item be left open and discussed later down the road. MINUTES - September 8 , 1987 Page Three Commissioner Zika suggested that the members be appointed by the City Council, that they be at least 55 years of age or older and it be required that they be a resident of Dublin. Diane stated that the legal question as to the age requirement will be looked into. He also suggested that the seniors have representation from each senior group. Commissioner Hudak felt that if a group wants to be represented through this appointment, they should make their intent known to the City Council for consideration. IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER SCHMITT THAT MAKEUP OF MEMBERSHIP BE AS FOLLOWS: 1 - WEDNESDAY SENIOR GROUP; 1 - THURSDAY SENIOR GROUP; 1 - COMMISSIONERS FROM THE DEPARTMENT OF AGING; 5 - MEMBERS AT LARGE; 1 - STAFF; 1 - PARK & RECREATION COMMISSIONER. (UNANIMOUS) Diane stated that she would present the Commissions recommendation and the Seniors input to the City Council at their first meeting in October. Commissioner Zika wanted it to be conveyed to the Council that the Commission hopes that two or three years down the road the Council would see fit for the Advisory Committee to be elected by its members. Diane stated that this could be addressed in the agenda statement. Dublin Sports Grounds Use Policy At the August 11, 1987 meeting of the Park and Recreation Commission, the Commission discussed development of a Field Use Policy for the Dublin Sports Grounds, as well as revision of the use fees currently charged to user groups. Based on the input received from the Commission, staff prepared a proposed Field Use Policy and three options for fee schedules. Commissioner Zika asked if the residency requirement for Resident/Non-Profit Groups is 51% as defined in the Facility Use Policy? Diane replied that the current Facility Use Policy states 75% , however it was recommended a few months ago to the Commission to revise the Facility Use Policy to change the Resident/Non-Profit Groups residency requirement to 51%. The Commission decided to place this item on hold. However, if there is the possibility of changing the Facility Use Policy to 51% , then it was decided that we should begin with the Dublin Sports Grounds Use Policy. Commissioner Schmitt questioned how the Adult Softball League would fit into the Facility Use Policy? Lori stated that if they could not meet the 51% residency requirement, then they would have to be considered as a non-resident group. Harry Demmel pointed out that most of the participants are Dublin residents. Diane stated that the City and the Recreation Department are interested in sponsoring adult sports programs. She felt it would be necessary to discuss with Mr. Demmel the possibility of some type of co-sponsorship through the City. MINUTES - September 8 , 1987 Page Four Mr. Demmel stated that he was hoping that the City would run the adult program, and that he would be more than willing to work with the City. He pointed out however, that the league has invested almost $244,000 in the lights on the fields, and if any attempt was made to kick the league out of using the Dublin Sports Grounds , they would file a suit against the City. Commissioner Zika questioned the 18 years of age requirement under the Reservation Procedure. Should it be 21? Diane stated that she would check with legal council . IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER SCHMITT TO ACCEPT THE PRIORITY AS OUTLINED AND RESERVATION PROCEDURE AS PRESENTED, WITH THE EXCEPTION OF OBTAINING LEGAL OPINION AS TO CHANGING THE AGE TO 21 UNDER THE RESERVATION PROCEDURE. (UNANIMOUS) Commissioner Zika asked what would happen if someone is scheduled for use of the fields on a weekend and someone else was on it, who does the scheduled individual contact? Lori replied that the Police Departments phone number is given in case of problems and all users are given copies of their permits showing the date and time of use and field number. Commissioner Hudak stated that it should be spelled out clearly as to who to call , and that a copy of the issued permits should be given to the Police Department or posted at the Sports Grounds. Diane stated that she will discuss the enforcement issue with Police Department. Diane recommended that the fee schedule be left as it is now. If it is determined to change the fees, the issue of why we are charging fees will need to be looked at. Are we charging fees to cover maintenance or just to reserve the fields? Commissioner Schmitt asked how long will it take before you can determine what the costs would be as it would be very difficult to delete the fees and then turn around and reinstate them. Diane stated that after one year of maintaining the fields we should be able to determine costs and if any changes in fees should be made. IT WAS MOVED BY COMMISSIONER SCHMITT AND SECONDED BY COMMISSIONER ZIKA TO LEAVE THE FEES INTACT FOR AN ENTIRE SPORTS SEASON FOR EACH SPORT. AT THE END OF THE YEAR REVIEW THE COST ONCE THE CITY TAKES OVER THE MAINTENANCE, AND DETERMINE IF THE FEES ARE NECESSARY. (VOTE: AYE - ZIKA/SCHMITT NAY - HUDAK - MOTION CARRIED) Commissioner Hudak disagreed. He felt that the Commission should go with Option I, as we already have a standard set by DSRSD, and clearly know what their costs have been. New Business - None Other Business Commissioner Schmitt asked how is the Task Force coming along? Diane stated that she will be contacting Joan King once school begins to find out if she still wants to go with a Task Force. MINUTES - September 8, 1987 Page Five Commissioner Schmitt asked if there is anyway to get rid of the cobwebs at Shannon? Diane said she will make a note to bring this to the janitors attention. Staff Reports Diane asked the Commission to go by Stagecoach Park, as it is almost completed and the play equipment should be delivered by the l5th of this month. Kolb Park is about three weeks ahead of schedule. Dolan Park on -site construction will begin next week. Staff will be recommending to the Council at their next meeting to award the bid for Phase II of Dolan Park. The the next Commission meeting will include agenda items in regards to Commission Elections and Park Dedications. Commissioner Hudak requested that there be an agenda item on the Task Force. Adjournment Being no further business, the meeting was adjourned at 9:18p.m. Respectfully submitted, Char J. Young Recreation Secretary