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HomeMy WebLinkAbout06-09-1987 Approved PCSC Minutes CITY OF DUBLIN PARK AND RECREATION COMMISSION MEETING DATE: June 9, 1987 The June 9, 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 Schmitt Absent : Commissioner Donnell Oral Communications - None Approval of Minutes Commissioner Schmitt stated that her statement in which she agreed with the Commissions recommendation to conduct the Easter Egg Hunt for 1-2yr olds on a trial basis next year, was deleted. Commissioner Hernandez stated that her statement that she felt that one year olds were too young and her suggestion to do something special for this age group next year, was deleted. Commissioner Hudak, referred to 1) Page 1, Paragraph 2 , Other Business, the word "old" should be corrected to "olds" ; 2 ) Page 4, Paragraph 2, Other Business, the word "what" is mis-spelled. IT WAS MOVED BY COMMISSIONER HERNANDEZ AND SECONDED BY COMMISSIONER SCHMITT TO APPROVE THE MINUTES AS CORRECTED. (UNANIMOUS) Written Communications Request from Diablo Valley Foundation for the Aging In May of 1986, the Cities of Danville, San Ramon and Dublin joined with the Diablo Valley Foundation for the Aging (DVFA) in launching services of a half-time Coordinator of Senior Recreation for the San Ramon Valley (including Dublin) . The position was funded by DVFA and the cities provided professional consultation to the Coordinator as well as office space and clerical support . The DVFA has once again raised money to fund the Coordinator of Senior Recreation position for the next year. In order to offset the cost of the bi-monthly newsletter, they are asking the three cities to contribute to the cost of compiling, printing and mailing the newsletter. The estimated cost for six issues is $6, 798 . 00 . Originally, the costs were shared evenly, however when they were informed that Dublin plans to open a Senior Center in the Fall and establish their own newsletter, the cost was revised. Therefore they are asking Dublin to consider contributing 1/6 of the cost or $1, 133 . 00 . Minutes - June 9, 1987 - Page Two IT WAS MOVED BY COMMISSIONER ZIKA AND SECONDED BY COMMISSIONER HERNANDEZ TO INFORM THE DIABLO VALLEY FOUNDATION FOR THE AGING, THAT SINCE WE ARE CURRENTLY IN THE PROCESS OF ESTABLISHING OUR OWN SENIOR CENTER, THAT THE FUNDS COULD BE BEST UTILIZED TOWARDS ITS OWN NEWSLETTER. (UNANIMOUS) Old Business Commissioner Hudak asked what happened to the workup for the Field Use Policy for Dublin residents? Diane replied that it is still being reviewed and something should be available for the Commission by July or August . New Business Spring 1987 Quarterly Report The Recreation Department offered a total of "53" classes during the Spring Quarter. Twenty-one (21 ) of the classes were for children, the remaining "32" were for teens and adults . Eighty- six ( 86%) of the children ' s classes were conducted while 81% of the teen/adult classes were held. Overall, the department had an 83% success rate for the Spring quarter, with a 15% increase for the same quarter in 1986. There were two special events during the Spring quarter, Easter Egg Hunt on April 18, and the Swap Meet on May 30 . The Preschool Program concluded it ' s second successful year of operation. The program was expanded to three classes in September and operated at capacity the entire year . The Afterschool Recreation Program continued to maintain steady participation of 40-50 per day at both sites , Murray and Nielsen._ Overall utilization of Shannon Center remained constant with previous quarters being utilized 24% of the available hours . However, utilization of the Social Hall was at it ' s lowest since Winter of 1985 . The Social Hall was rented "9" times over "9 weeks" which is considerably lower than previous Spring quarters . Staff is considering various methods to market the Center in order to increase utilization. Teen Dances at Shannon Center On Friday, May 8, 1987 a teen dance was held at Shannon Center. Jeff Wilson, Dublin resident, together with City staff put in alot of time and effort over a period of months to prepare for the dance. Staff and Jeff feel that the dance was successful. Teens have expressed interest in having another dance at Shannon Center. Before we pursue another dance, staff has identified a number of issues where input from the Commission is sought, such as, 1 ) Availability of Shannon Center, 2 ) Frequency of Dances, 3 ) Type of Music, 4 ) Security/Staffing, and 5 ) Maintenance. Jeff Wilson was present to address the issues . Minutes - June 9, 1987 -Page Three Availability: Diane stated that the Center is currently booked every Saturday until November . There are a number of Fridays available, but staff is concerned about the maintenance time needed after such an event in order to get the Center in shape for a Saturday rental. Commissioner Schmitt suggested talking to the schools about using their facilities . Don Rossington, band member, stated that they have already talked to the Vice Principal of Dublin High School. The school was concerned about the liability and maintenance involved with an event of this type, they suggested that we check with the City of Dublin for use of Shannon Center . Frequency of Dances : Dances are held on the average of once per month in Pleasanton. Staff feels once per month is sufficient at this time . It is suggested that the dances be coordinated with DHS activities and the Pleasanton dances . Commissioner Schmitt stated that if it was not possible to have the dances on a monthly basis, that six ( 6) times per year would be reasonable . Type of Music : The dance held on May 8th featured "punk" bands, and the teens in attendance thought it was great . Staff feels, as does Jeff, that we need to offer a variety of different types of bands, and by doing so, would be able to reach a greater number of teens . Security/Staffing: Six ( 6) police officers were in attendance for the dance on May 8, as well as recreation staff . Salaries for the officers were covered by the dance revenue. Teen and adult volunteers staffed the door and snack bar . John Severini, Chief of Police, indicated that he would consider requiring only "4" officers if the bands were not of the same type which performed on May 8 . Maintenance: After the first dance, the Center was in horrible condition. The lobby was littered with cigarette butts and the Social Hall floor had skid marks from the dancing. The janitorial service had to completely strip the floor and rewax it in order to bring it up to standard. We were not charged even though it was additional work that is not in their contract . Diane stated that the concert of May 8 was the first successful teen event in two years . It is anticipated that the costs for this event will be considerably more next time . Alternatives to cut down costs will need to be reviewed. IT WAS MOVED BY COMMISSIONER SCHMITT AND SECONDED BY COMMISSIONER ZIKA TO CONTINUE PURSUING HAVING TEEN DANCES AT SHANNON CENTER AT LEAST SIX ( 6) TIMES A YEAR. (UNANIMOUS) Minutes - June 9 , 1987 - Page Four Commissioner Hudak requested that that any future agenda items for which individuals will be present to discuss, be placed early in the agenda. Shannon Center Facility Use Policy At the March 24, 1986 meeting of the Dublin City Council, the Council adopted a new Facility Use Policy for Shannon Center, effective April 1, 1986 . The revised policy replaced the policy that had been in effect since May of 1984 . The new policy has been in effect for the past 14 months and has made the reservation procedure run much more smoothly. However, staff has identified a few areas that need revision: 1) Lower the residency requirement in Classification III - Community Groups from 75% to 51%, 2 ) Allow continuous use of Shannon Center during regular business hours, 3 ) Reduce the hourly rental rate for the West, East or A&B Rooms by $20 per hour if rented in conjunction with the Social Hall . It was the consensus of the Commissioners present that the agenda item be opened for discussion with no motions made until a full Commission was present . Lower Residency Requirement : Diane stated that in the last year there has been a 100% decrease by the regular community group users . Those groups that had previously applied for use no longer meet the current residency requirements . Commissioner Schmitt felt that there must be other reasons why the groups are not returning. She suggested doing a survey of the groups for their input and the Commission could review the information received and then consider revisions to the policy. Diane stated that staff could develop a one page survey to be mailed to selective community groups . Commissioner Hudak suggested that a return date be indicated, and to state that the information received will be reviewed by the Commission at their next scheduled meeting. Continuous Use : Diane stated that the continuous use clause was put in specifically so that we could allow senior citizens to continue to meet at Shannon. A few months ago the Commission discussed notifying the seniors that they were in violation of the policy. In discussion with the City Manager, the question was how could the policy be revised to allow the seniors continuous use? The revison would permit such continued use. It was the consensus of the Commission to allow the seniors to continue to use the facility until such time the policy has been revised. Minutes - June 9, 1987 Page Five Other Business Commissioner Schmitt inquired as to the status of the ASCAP fees required to be paid by the Senior Dance group. Diane replied that the City attorney feels that the City should pay the fees. Commissioner Hudak asked if we have corresponded with John O'Donnell regarding CAPRCBM's use of Shannon Center. Diane replied yes, however no response has been received. Diane reported that work on Stagecoach Park is now in progress. The specifications for Kolb Park have been approved. Authorization to Bid for Dolan Park will be discussed at the next meeting of the City Council. Adjournment Being no further business, the meeting was adjourned at 9:30p.m. Respectfully submitted, Char J. Young Recreation Secretary