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HomeMy WebLinkAbout12-10-1991 PCSC Approved Minutes VCITY OF DUBLIN PARKS AND RECREATION COMMISSION MEETING DATE: DECEMBER 10 , 1991 The December 10 , 1991 meeting of the Parks and Recreation Commission was called to order at 7: 35p.m. at the Civic Center, Dublin, California, by Chairperson, Dan Downey. Pledge of Allegiance Pledge of allegiance was led by Commissioner Downey. Roll Call Present: Commissioners Downey, Donnell , Jones, Sbranti , Cahn & Lockhart Approval of Minutes IT WAS MOVED BY COMMISSIONER JONES AND SECONDED BY COMMISSIONER CAHN TO APPROVE THE MINUTES OF NOVEMBER 5, 1991 AS SUBMITTED. (UNANIMOUS) Oral Communications - None Written Communications Diane reported that correspondence has been received from the San Francisco Bay Area Council (SFBAC) requesting use of Kolb Park to conduct a Cub Scout Day Camp for Dublin/Pleasanton youth. The camp is scheduled for June 22- 26 , 1992 from 9 : OOam-3 : OOpm daily and the anticipated attendance is 150 boys ages 7 and 8 , and about 50 adult leaders. The City currently does not have a reservation policy for use of the City Parks with the exception of the Dublin Sports Grounds , however Ordinance No. 16-88 , An Ordinance of the City of Dublin Establishing Rules and Regulations Governing Use of Parks and Recreation Areas and Facilities, does allow for issuance of permits for temporary exclusive use. Christina Nielsen, BSA Day Camp Director, stated that one of the reasons for choosing Kolb Park for the day camp this year, is because of it's proximity to the Dublin Swim Center. The Pleasanton Sports Grounds was used last year for the event, however the SFBAC found that it did not work out very well . The camp will serve Pleasanton as well as Dublin youth, and the boys do not have to be a boy scout to attend. Ms. Nielsen indicated that a small trailer would be left parked at the park through the week of the event. Diane inquired as to the fee that would be charged for the day camp, and also, how many of those in attendance would be from Dublin? Ms. Nielsen replied that a fee of $40 is charged per child and about one-half of those attending would be from Dublin. Commissioner Cahn asked Diane if the Recreation Department will be using Kolb Park for its summer playgrounds? Diane replied that she was not sure whether it would be one of the sites next summer; this year the site was closed due to low enrollment. Commissioner Cahn asked Ms . Nielsen, how would emergency situations be handled, as there is no phone at Kolb Park. Ms. Nielsen stated that they would use a phone at either the School District offices or the Senior Center adjacent to the park. Commissioner Donnell voiced concern regarding traffic to and from the park. Ms. Nielsen stated that the children would be dropped off and picked up each day of the camp, usually by carpool . MINUTES - DECEMBER 10 , 1991 PAGE TWO Diane stated that a damage deposit would be required, as well as insurance coverage for the event if the use is approved. Ms. Nielsen indicated that there would be no problem in providing a deposit or certificate of insurance. The SFBAC is insured for $1 ,000 , 000 and also have all required permits. Commissioner Donnell inquired as to the types of activities that would be conducted during the day camp. Ms. Nielsen replied, that some of the activities planned will include cooking activities , water balloon fights, obstacle courses, building things, singing, archery, and use of the tennis courts for volleyball. Diane pointed out that the City currently has an ordinance which prohibits archery within any of the City parks. Ms. Nielsen indicated that this activity would be supervised by a certified instructor, however if the City did not want to allow it, they would not do. Diane stated that the area of the park used for this activity would need to be discussed in more detail . Commissioner Sbranti felt that there might be a problem with using the tennis courts , as there is a sign posted indicating a one hour limit. Diane stated that if someone wanted to use the courts to play tennis, then use should be deferred to the players. Also, only tennis shoes would be permitted on the courts . Commissioner Cahn asked if the restrooms at the park meet the requirements regarding the number of restrooms to the number of children? Ms. Nielsen stated that if additional facilities are required, they would provide portable toilets. Commissioner Jones stated that he had no problem with their use, however it should be made clear that the City will not be liable for the trailer that would be left at the park. Commissioner Sbranti stated that he supports the event, as it not only serves Pleasanton youth, but also Dublin youth as well . Commissioner Cahn concurred, unless however, the Recreation Department requires use of the park for the summer playground program next year. Commissioner Lockhart stated that he had a problem with permitting exclusive use of the park, thereby eliminating the use by the residents. Ms. Nielsen indicated that she did not foresee any problem with residents using the park during their use. Diane indicated to Ms. Nielsen the Commissions recommendation will be referred to the appropriate City Staff for final approval , and that she will be in contact with Mr. Hayden. Old Business Review of Use Policies for City Facilities At the November 5 , 1991 meeting of the Parks & Recreation Commission, the Commission reviewed the proposed use policies for the Dublin Civic Center, Dublin Senior Center, Dublin Swim Center, and the Shannon Community Center. Staff was directed to change the ratio of adults to minors from one per twenty to two per twenty, and develop procedures for continuous use of facilities . Additionally Staff was directed to complete the revisions to the Dublin Sports Grounds Use Policy for review by the Commission. Shannon Center - An additional section for continuous use was added to the policy. The City will be permitted to make reservations on a continuous basis up to one calendar year in advance to the date requested. The Dublin Chamber of Commerce, Public Agencies and Community Groups will be permitted to submit applications for continuous use on a quarterly basis. MINUTES - DECEMBER 10 , 1991 PAGE THREE The quarterly procedure would not only give the City the opportunity to schedule their programs first, but also will accommodate the three senior groups currently located at the Center. Dublin Swim Center - No continuous use was included in the policy, as the Swim Center is a specialized facility. The type of programming scheduled would not permit continuous use. However, if a group were to request continuous use, for example, to offer scuba diving classes , the City would contract with them and include the class in their program schedule. Dublin Senior Center - No continuous use was included in the policy due to the specialized nature of the facilities scheduled for seniors by the City. Additionally, the State grant monies for this facility require that use be primarily for senior activities for a period of 10 years . Dublin Civic Center - No continuous use was included in the policy, as this facility must be kept flexible for City and Public Agency use. Also, the current policy only permits scheduling 2-3 months in advance. At this time, most requests for continuous use are being accommodated at the school facilities. IT WAS MOVED BY COMMISSIONER LOCKHART AND SECONDED BY COMMISSIONER CAHN TO APPROVE THE FACILITY USE POLICIES AS SUBMITTED, WITH EXCEPTION OF THE DUBLIN SPORTS GROUNDS USE POLICY. (UNANIMOUS) Dublin Sports Grounds Use Policy The format for the policy is similar to the other City use policies . The sections dealing with Classifications of Users and Priority of Users have been revised, however should not effect use by those groups that regularly use the Sports Grounds , i .e. Dublin Little League and Dublin United Soccer League. Continuous use is permitted at the Dublin Sports Grounds. Diane stated that there is a "correction" to the Reservation Procedures , Item #5 , should read, "Applications for casual use submitted less than one week prior to the date requested will not be accepted. Commissioner Jones asked who is responsible for taking care of the garbage pickup and cleaning the bathrooms? Diane stated that at the time the City took over the Sports Grounds the rules indicated that the individual groups were responsible. If this is unreasonable, then this matter would need to be discussed further. Commissioner Sbranti asked who is responsible for placing the additional garbage receptacles between the fields? Also, who controls the snackbar? Diane replied that the maintenance department is responsible for the garbage receptacles. The snackbar is controlled by the City but utilized primarily by Dublin Little League and Dubllin United Soccer League. No written agreement for use is in place with these groups for use of the snackbar. The Commission concurred with the Dublin Sports Use Policy as submitted, with the correction of Item #5 under Reservation Procedures. New Business Election of Officers As per the Bylaws and Rules of Procedure for the Parks and Recreation Commission, it is necessary to conduct elections in the month of December for a Chairperson and Vice-Chairperson for 1992 . MINUTES - DECEMBER 10 , 1991 PAGE FOUR Commissioner Downey opened the elections for nominations. Commissioner Donnell nominated Commissioner Jones for Chair and Commissioner Lockhart for Vice-Chair. Commissioner Sbranti seconded the nomination. VOTE: UNANIMOUS Other Business Commissioner Donnell reported that one of the digging instruments at Kolb Park is missing and only the pipe is visible. Diane indicated that she will refer the matter to Public Works. Commissioner Sbranti felt that the $15. 00 fee for the Teen Club is keeping many teens from joining. Suggest lowering fee to $10 . 00 to increase membership. Also, it seem that almost 25% of the teens are not aware of the program. If the fee were lowered to $10 .00 , he suggested that the program be re-advertised. Commissioner Cahn stated that he noted that there was a break between the time the Fall classes ended and when the Winter classes began. Staff will be reviewing the current preparation schedule for the quarterly brochure to see if it needs to be revised. Commissioner Sbranti asked if it would be possible to advertise Dublin High Schools blood drive in the brochure. Diane stated that it is not generally the policy to place advertisements in the brochure, however she requested that a writeup be submitted for her review. Commissioner Sbranti inquired as to the status of the joint meeting with San Ramon and Danville Parks & Recreation Commissions. Diane indicated that she is still trying to coordinate a date. Commissioner Lockhart thanked Commissioner Downey for acting as Chairperson for the Commission for the past year. The Commissioners concurred. Staff Reports Diane reported that the Senior Center has been closed since November 29 for replacement of the hall and kitchen floor. In stopping by the Center today, it is anticipated that the floor will be finished by this evening. Reservations for the Christmas Luncheon are being taken by Char here at the Civic Center. If any of the Commissioners are interested in attending, please call in your reservation. The Breakfast with Santa will be held on Saturday, December 14 with two seatings , one at 9 : 00am and one at 10 : 30am. If any of the Commissioners are interested in attending, please contact staff at Shannon Center to add yourself to the list. Adjournment Being no further business , the meeting was adjourned at 9 : 10p.m. Respectfully submitted, Char J. Young Administrative Secretary