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HomeMy WebLinkAbout11-03-2005 SCAC Approved Minutes CITY OFDUBLIN SENIOR CENTER ADVISORY COMMITTEE ff MINUTES OF NOVEMBER 3,2005:.. Call to Order Chairperson Greer Payton called the meeting to order at 9:05 a.m. Roll Call: Committee Members (CM)Present: Barbara Gifford,Al Edge, Greer Payton Committee Members Absent: Luis Batiza,Hans Berg Staff: Anna Hudson, Recreation Coordinator and Paul McCreary, Parks and Community Services Manager Oral Communications-None Approval of the Minutes—None Written Communication -None Unfinished Business—None New Business LOCATION OF THE SENIOR CENTER ADVISORY COMMITTEE MEETINGS Recreation Coordinator Anna Hudson reported that the Dublin Senior Center Advisory Committee currently meets in the Council Chambers at the Dublin Civic Center. The Committee requested that Staff report back on the possibility of moving the Committee's meetings to the new Senior Center. After reviewing the issue, Staff recommends the meetings continue to be conducted at the Dublin Civic Center. The Council Chambers is an ideal location for the Committee to conduct public meetings. The audience is better able to address the Committee in a room that is designed to conduct public hearings. The Council Chambers also has a built-in audio visual system that provides sound amplification and records the meetings. Staff and those making presentations also have access to the visual-aid equipment for making professional presentations that better explain issues and projects for the Committee. The Committee agreed with Staff's recommendation. IDENTIFYING POTENTIAL SENIOR CENTER PROGRAMS FOR MEN Hudson reported that Staff had received requests that the Senior Center develop more programs geared toward men. Staff conducted an exercise with the Committee to brainstorm ideas for potential programs and suggested that programs be developed to build camaraderie. A grid of activities was presented that identified the various age segments, gender, and recreational interests. It was suggested that a quarter page of the newsletter can be dedicated to recruit men to classes offered at the Center. The success of the Trail Trekkers has attracted several men. Staff noted that perhaps programs that are led by a male leader have had some positive impact on attracting more men. A summary of the activities suggested by the Committee follows: Sports Activities Ping pong, table tennis,badminton, volleyball (modified), softball league,bowling and bocce ball. Page 1 of 4 Traditional/Cultural Activities Horseshoes (perhaps held at the Heritage Center), gate ball (a modified version of crochet), traditional tai chi outside at tennis court facilities. Special Interest Groups Veterans groups, hobby clubs, photography, including digital photography; woodworking, singing and playing instruments, jam session, voice lessons, oil painting, Saturday morning breakfast, Men's cook day, BBQ,butchering class. Other Offsite trips utilizing the van, evening events like Monday Night football, World Series on the big screen television with popcorn. Innovative suggestions included an accidental play on words: "Hibachi ball"- BBQ and Bocce; international games, introduction of bar games, such as darts, England's Shove half penny(Shove Ha-penny) games played in pubs twosomes, as team, chess and possible tournaments. Parks & Community Services Commissioner Cain e-mailed Staff and indicated that he was unable to attend the meeting but had the following suggestions: pool table in the game room, golf driving range (automated: indoor or outdoor), batting cages (approximately 10'x10'), and trips utilizing the van, such as football games, race track, and golf courses around the Tri Valley. Other activities suggested for all patrons included additional memory classes. Staff announced that they will be marketing and working with the coordinator of Wicklow Square to find out what types of classes they will be offering. The Committee discussed other related facility concerns including the lack of handicapped parking spaces. It was suggested that extra handicapped spaces be added by posting a temporary sign during special events. CM Gifford suggested that an extra sink be placed in the Art Room. Staff stated that the sink may be enlarged but a second sink could not be placed because of the lack of plumbing. A drinking fountain on the classroom side of the building was requested. This may be a possibility since the bathroom pipes are near that side of the building. Chair Payton requested that the curb near the handicapped parking space be painted or recessed. She was concerned of a possible a trip hazard. She said that she had personally tripped while getting out of her car. Hudson stated that tours of the facility have been requested by patrons and will be scheduled in the near future. The tours will be scheduled around the lunch period to encourage new patrons to try the Shamrock Café. Chair Payton suggested creating photo postcards of the senior center for marketing. SENIOR CENTER FACILITY USE POLICY Parks and Community Services Manager Paul McCreary presented the staff report on the Senior Center Facility Use Policy. The primary purpose of the Dublin Senior Center is to provide programs, classes, services and events for seniors but when it is not being utilized for senior programs, other community classes and programs will be held at the Senior Center. A Draft Senior Center Facility Use Policy has been developed based on the standard policies established for other City facilities. Staff is proposing Page 2 of 4 modifications to ensure the facility remains functional for senior programs, while maximizing the revenue potential from private rentals. McCreary reviewed the Draft Policy with the Committee. Classification and Priority of Users The classifications are used to assign priorities for making reservations and to determine the fees to be charged. Dublin residents and non-profit groups would be permitted to make reservations up to one year in advance of the rental date. Reservations by non-residents and other groups could be made nine months in advance. Reservations for commercial uses could be made six months in advance. Available Rental Hours Staff is recommending limiting private rentals to Friday evenings, Saturdays and Sundays. The facility would be available for rental from 5:00-10:OOPM on Fridays and 8:OOAM-10:OOPM on Saturdays and Sundays. A minimum rental period of six-hours on Saturdays and four-hours on Fridays is recommended. General Rental Rules Rental rules have been developed to protect the Senior Center from damage and ensure it is kept in suitable condition for senior programs and services. Some regulations include measures to protect the wood floor and carpets from damage; no rice, birdseed, confetti, etc. maybe thrown inside or outside the facility, no amplified sound equipment will be permitted outside the facility and some additional requirements for youth-focused events. Use of Catering Kitchen The Senior Center Catering Kitchen is a full restaurant kitchen licensed by the County. Staff is proposing several requirements for use of the kitchen to ensure it is kept in suitable condition and used in a safe manner. Rental applicants will be required to use a caterer on the City's Approved List of Caterers. An exception will be made for Dublin non-profit groups. These groups would be allowed to use-the kitchen as long as they participate in a kitchen orientation and training, and abide by all Alameda County Health Department requirements. Rooms Available for Rental The areas at the Senior Center available for rental would include the Ballroom, Pre-Function Area, Lounge, Game Room, Meeting Room and Catering Kitchen. In order to rent any of the rooms, an applicant must first rent the Ballroom which includes use of the Lobby and Pre-Function areas. Event Cleanup and Facility Maintenance Facility users will be required to pay a $500 security deposit to pay for any damages or additional cleaning required. In addition Staff proposes charging a Carpet Cleaning Fee for use of the rooms with carpeting. This will mitigate the impacts that large social gatherings could have on the carpet and keep them in like new condition. Rental Fees Staff conducted a thorough market survey of the policies and rental fees of twelve other rental facilities in the Tri-Valley area. The survey results were used to determine a base rate of$135 per hour for rental of the Ballroom by individuals or private groups that are Dublin residents. The rates for the remaining rooms were calculated based on the percentage of the capacity compared to the Ballroom. Chair Payton recommended that the City consider offering a senior discount for any rentals. ON A MOTION BY CM GIFFORD, SECONDED BY CM EDGE AND BY UNANIMOUS VOTE, THE COMMITTEE RECOMMENDED APPROVAL OF THE FACILITY USE POLICY TO THE Page 3 of 4 PARKS& COMMUNITY SERVICES COMMISSION WITH THE RECOMMENTATION TO ADD A 25%SENIOR DISCOUNT FOR DUBLIN SENIOR RESIDENTS. Adjournment Being no further business, the meeting was adjourned at 10:50 a.m. Respectfully submitted, • Anna Hudson Recreation Coordinator APPROVED: Greer Payton Chairperson • Page 4 of 4