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HomeMy WebLinkAbout08-11-1987 Approved PCSC Minutes CITY OF DUBLIN PARK AND RECREATION COMMISSION MEETING DATE: August 11, 1987 The August 11, 1987 meeting of the Park and Recreation Commission was called to order at 7 : 35p.m. at the Shannon Community Center, Dublin, California, by Chairperson Norb Hudak. Roll Call Present: Commissioner Hudak, Hernandez , Zika and Donnell Absent: Commissioner Schmitt Oral Communications Alice Pitchford introduced Martha Banner who has been appointed by the Mayor to represent Dublin on the Alameda County Area Agency on Aging. Dr. Zev Kahn expressed his disappointment in the lack of progress on Dolan Park Phase I, indicating that it was far behind the schedule originally discussed. He urged the Commission to move forward with Phase II in a more timely manner. Approval of Minutes IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER HERNANDEZ TO APPROVE THE MINUTES OF JUNE 9 , 1987 AS SUBMITTED. (UNANIMOUS ) Written Communications California Association of Park & Recreation Commissioners & Board Members - Annual Dues Renewal A letter has been received from CAPRCBM Coordinator Rose Mary Forehand asking the Commission to renew their membership. The annual dues are $100 per year, and an additional $50 if the Commission would like to receive individual subscriptions to the California Park and Recreation Society magazine. One of the benefits of membership is receiving the Guidelines Newsletter. The "Happenings Around the State" section is designed to highlight accomplishments of member agencies. Staff feels that Dublin should be included in one of the upcoming issues, and would suggest that the Commission consider submitting an article. IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER DONNELL TO DIRECT STAFF TO RENEW THE CAPRCBM MEMBERSHIP AT THE ANNUAL DUES OF $100 , AND THE ADDITIONAL $50 FOR THE INDIVIDUAL CPRS MAGAZINE SUBSCRIPTIONS. (UNANIMOUS ) Commissioner Hudak indicated that he was in favor of Dublin submitting an article, but not for the upcoming issue. MINUTES - August 11, 1987 Page Two Dublin San Ramon Services District - Transfer of Park Dedication Funds IT WAS MOVED BY COMMISSIONER DONNELL AND SECONDED BY COMMISSIONER ZIKA TO DISCUSS THE LETTER RECEIVED FROM DSRSD REGARDING THE TRANSFER OF PARK DEDICATION FUNDS AT THE END OF THE THIS AGENDA. (UNANIMOUS) Senior Citizens Center At the June 21, 1987 meeting of the 'Dublin City Council, the Council reviewed the renovation plans for the future Dublin Senior Citizens Center at Fallon School. The cost estimates for the proposed renovation exceeded the funds available and consequently the Council had to authorize a transfer of $46,650 from the Citys General Reserve in order to proceed with the plans. The architect was authorized to proceed with the construction documents. At this time it does not appear that the Center will be ready for occupation until January of 1988. However staff would like to have the Recreation Coordinator for Senior Citizen Programs on board by November of 1987. Staff feels that the Commission should give some thought as to the organizational structure of the Center. The Recreation Coordinator will serve as the Senior Center Director, but it has been suggested that an advisory body of Senior Citizens be formed to advise the Recreation Coordinator on the operation of the Center and the programs. Staff has outlined some items for consideration by the Commission: 1. Purpose & Philosophy 6 . Length of Appointment 2 . Composition & Makeup 7. Name - Advisory Board, 3. Responsibilities Board of Directors, 4. Qualifications Coordinating Council, 5. Selection Process etc. Public Input - Alice Pitchford suggested that serious consideration be given to having a senior citizens commission rather than a committee, as a commission would be more committed. Mrs. Pitchford also stated that the senior citizens commission should be in effect prior to the Director coming on board, and that the seniors could advise the Director on how the Center should be run. Martha Banner thought that a committee or commission should be involved in the selection of the Coordinator, and thereby the Coordinator would be better received by the seniors. Ruth DiMaggio, senior citizen, did not wish to give any input until such time the building has been completely renovated. However, she felt that the Center should be a home away from home. Commission Input - Commissioner Donnell felt that the seniors were right in wanting to run the Center themselves, as they have waited along time for the Center. MINUTES - August 11, 1987 Page Three Commissioner Zika was in favor of an advisory commission or council , however voiced concern of having one group having total control. He felt that representation should be from both senior groups, including one Commissioner and one staff member. Mrs. Pitchford stated that there would be a conflict of interests having a Commissioner on the committee. Commissioner Zika responded that the Commissioner would not be a voting member. Commissioner Hernandez stated that except for the staff members , the advisory board members should be at least 55 years of age, and residents of Dublin. She preferred that the Coordinator come on board first and then begin forming the committee. Commissioner Hudak agreed with Commissioner Zika & Hernandez , however preferred a seven member board of directors instead of a commission. Mrs. Pitchford suggested having the Coordinator and commission start at the same time. She suggested that Diane get in touch with Barbara Hellmuth of the Department of Aging, and also take a look at the Fremont Senior Center as a prototype. The consensus of the Commission was to have an advisory committee. Diane stated that she will prepare an organization format for review by the next meeting. FY86-87 Recreation Report The Recreation Director presented the Commission with a report highlighting the Recreation Departments activities during FY 1986-87. Field Use Policy - Dublin Sports Grounds In July of 1986 the City of Dublin assumed the responsibility for the scheduling of the Dublin Sports Grounds from the Dublin San Ramon Services District. As DSRSD owned and maintained the fields , the City agreed to assess the user groups the fees established by the District and remit 85% of the fees collected to the District, and keep 15% for administrative expenses. At the ' July 8 , 1986 meeting of the Park and Recreation Commission, Commissioner Hudak indicated a desire to develop a new Field Use Policy for the Dublin Sports Grounds with consideration given to waiving fees for youth leagues such as Little League and Soccer. As a result, a subcommittee of the Commission consisting of Commissioners Hudak and Schmitt was formed to assist staff with development of a new policy. To date, staff has met with the various user groups to obtain their input on fees and charges. In addition staff sent out a questionnaire to current user groups to obtain further information. However a new policy has not yet been completed. MINUTES - August 11, 1987 Page Four In the 1987 Goals and Objectives adopted by the City Council, the Recreation Department identified 20 goals to be accomplished. The sixth goal, and one receiving a high priority rating from the City Council , is to develop a field use policy for the Dublin Sports Grounds. Staff has identified an anticipated completion date for this goal of October, 1987 . In order to meet this date, a draft policy will be submitted to the Commission at their September 8 , 1987 meeting. Staff would like input from the Commission as to the priority of use and fees charged. Priority of Use Commissioners Zika, Donnell and Hudak were in favor of the following priority: 1) City/District Sponsored Leagues; 2 ) Youth Leagues, 3 ) Adult Leagues, and 4) All Other. Commissioner Hernandez was in favor of the following priority: 1) Youth Leagues, 2 ) Private Citizens, 3 ) Adult Leagues, 4 ) City/District Sponsored Leagues. Fees and Charges Youth - Commissioner' s Zika & Hernandez favored charging a small fee per head. Commissioner' s Donnell & Hudak favored free use. Adult - Commissioner' s Hernandez , Donnell, Zika and Hudak favored charging a moderate fee. Groups (Occasional Use) - Commissioner' s Zika, Donnell , Hernandez & Hudak favored charging the current rate for reserving the fields. Commissioner Hudak stated that the policy should reflect the types of groups . Bill Burnham, Little League Past President, commented on the problems in having to deal with both DSRSD and the City on field use. Commissioner Hudak stated that once a facility use policy is established and the fields are under the direct jurisdiction of the City, alot of the existing problems will be resolved. Diane asked the Commission, how will we be able to get the cooperation of all the leagues, once the field use policy is established? Commissioner Hudak suggested that a Commissioner and staff member attend the Board of Director meetings of the leagues and present the field use policy directly to them. Diane stated that she would have a draft policy ready by the next Commission meeting. Fall 1987 Schedule of Recreation Classes & Programs The Fall 1987 Schedule will be available beginning August 24 , 1987 with resident registration starting August 31, 1987. As in past quarters, the schedule will be mailed to all Dublin and South San Ramon residents. The Recreation Director highlighted some of the programs offered and invited the Commission to provide input and suggestions. MINUTES - August 11, 1987 Page Five Dublin San Ramon Services District - Transfer of Park Dedication Funds A letter was sent to the City Manager from Paul Ryan, General Manager, DSRSD, indicating that should the City desire transfer of the park dedication funds on deposit with them, they would entertain approving the transfer at a time earlier than provided for in their Memorandum of Understanding. IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER DONNELL TO REQUEST THAT THE PARK DEDICATION FUNDS BE TRANSFERRED AS SOON AS POSSIBLE. (UNANIMOUS) Adjournment Being no further business, the meeting was adjourned at 9:45p.m. Respectfully submitted, Char J. Young Recreation Secretary