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HomeMy WebLinkAbout12-08-1992 Approved P&CSC Minutes • The December 8, 1992 meeting of the Parks and Recreation Commission was called to order at 7:35p.m. at the Civic Center, Dublin, California, by Chairperson, Steve Jones. Pledge of Allegiance Pledge of allegiance was led by Commissioner Jones. Roll Call Present: Commissioners Donnell, Lockhart, Rasmussen, Cahn, Downey and Jones Oral Communications - None Approval of Minutes IT WAS MOVED BY COMMISSIONER LOCKHART AND SECONDED BY COMMISSIONER CAHN TO APPROVE THE MINUTES OF NOVEMBER 10, 1992 AS SUBMITTED. (UNANIMOUS) Written Communications - None Unfinished Business Dublin Sports Grounds Facility Use Policy and Pee Schedule As a result of input provided by the sports groups at the Parks & Recreation Commission meeting of October 13 , 1992, the Commission deferred consideration of the policy and fee schedule, and directed Staff to meet with the sports groups to address their concerns. On November 9, 1992, a meeting was held with representatives from Dublin Little League, Dublin United Soccer League, the Parks & Recreation Commission, as well as the City Manager, Public Works Director, Maintenance Superintendent, Recreation Director and Recreation Coordinator. Diane reported that it was the consensus of those in attendance to support the proposed fee schedule with exception of Dublin Little League, who indicated that they would be willing to take on additional field maintenance responsibilities in exchange for reduced or eliminated fees. In view of the fact that they had already determined their budget for 1993 and accepted registration, it was agreed that their fees would remain at $2.50 per hour for the 1993 season, and be re-evaluated when the league submitted their maintenance proposal. In addition, it was understood that if an agreement was not reached regarding assumption of additional field maintenance, fees for the 1994 and subsequent seasons would be assessed in conformance with the proposed fee schedule. Commissioner Cahn stated that during the tour of the sports grounds, it was obvious that there was a gopher problem. In addition, the groups pointed out other negative conditions. He indicated that he would not want the Commission to be confronted every year with the same situation, and would therefore like to see something adopted. Commissioner Lockhart stated that if the Commission is considering to offer an exception for Dublin Little League, then other groups should also have the opportunity to request an exception. He felt that if Dublin Little League were able to support or prove to the City that they have the manpower to perform annual maintenance of the fields in lieu of fees, then he had no problem with reducing or eliminating their fees. MINUTES - December 8, 1992 • Page Two Diane pointed out that there are three possible scenarios at this time; 1) Charge Dublin Little League $2.50 per hour for their 1993 season, 2) Assess the fees in accordance with the proposed schedule if an agreement is not reached, or 3) increase the fees on a gradual basis. Commissioner Jones opened the agenda item to public input. Public Input Margie Wong-Gillmore, 11815 Bloomington Way, Dublin, President Dublin Little League - thanked Diane and the Commission for the process they have gone through to address Dublin Little Leagues concerns, and to give them the opportunity to serve on a subcommittee to work with the City. Ms. Gillmore stated that the article which appeared in the Valley Times in regards to what was understood and agreed upon between the sports groups and the City, was not accurate. She pointed out that it was her understanding that there would be no increase but rather that the fee would remain at $2.50/hr for Dublin Little League. The leagues proposal to assume additional field maintenance was not to only reduce or eliminate fees, but included to perform annual ball field maintenance utilizing part of the $18,000 budgeted for field maintenance. She felt that what the City is trying to do is to establish an overall increase in the fees. In addition, it was not her understanding that if an agreement was not reached that Dublin Little League would be looking at $5/hr in 1994 automatically. In closing, Ms. Gillmore asked Diane if she was correctly quoted in the article? Diane replied, no. Mark Pace, 7149 Dublin Meadows, Dublin Little League - felt that the increase proposed is an insult to Dublin Little League and to the community. The issue here is the condition of the fields which are unacceptable. The City is basically asking the league to pay "something for nothing". He felt that the City should take a good look at the maintenance that is currently being done and see whether they are getting their monies worth. He stated that the question is not whether Dublin Little League is going to deliver, but is the City of Dublin going to deliver? Dale Skinner, 6936 Portage Road, Dublin, Dublin Little League - Mr. Skinner felt that Dublin Little has proven themselves to the City. When the league requested to have the backboards replaced, it was done on the contingency that the league would paint them, which they did. The league continually monitors the fields for safety hazards, picks up debris and fills potholes. He pointed out that he knows that the City cannot charge more than what it costs to maintain the fields. He indicated that if there was an accurate breakdown of the cots, he may not be so hesitant to pay the proposed fees. Commissioner Jones closed public comment. Commissioner Cahn asked Diane what was the cost to maintain the fields and revenue collected last year? Diane replied that in FY91-92 , it cost $25,000 for ballfield maintenance and $6-7,000 for Staff time for field scheduling. The revenue collected totalled $10,760, with approximately $3,400 from Dublin Little League, $3 ,900 from Dublin United Soccer, and $3,460 from other users groups. Commissioner Rasmussen asked if the City has a schedule they follow to check field conditions? Diane replied that maintenance has a regular schedule for performing daily and weekly maintenance tasks, and concentrate their efforts on certain items each year. She suggested establishing a field liaison between the sports groups and the Maintenance Department to address on-going maintenance problems. MINUSES - December 8, 1992 Page Three Commissioner Jones asked if anything has been done to address the gopher problem? Diane replied that the City has entered into a contract with a professional exterminator, who performed the first treatment last Friday. Treatments will continue on a monthly basis. Diane stated that if the Commission was in favor of reducing the fee for Dublin Little League, the City Council would adopt a resolution approving the Facility Use Policy and Fee Schedule as proposed, and prepare a second resolution identifying the exception to the fees for Dublin Little League. In addition, the resolution would outline the procedures developed for maintenance responsibility in the future. Commissioner Jones stated that the avenues of communication have been opened between the City and Dublin Little League. The City has addressed the gopher problem. He urged the sports groups to use the maintenance forms available from the Maintenance Department. IT WAS MOVED BY COMMISSIONER DOWNEY AND SECONDED BY COMMISSIONER DONNELL TO APPROVE THE $2.50 HOURLY FEE FOR DUBLIN LITTLE LEAGUE FOR THEIR 1993 SEASON. STAFF IS DIRECTED TO PREPARE A RESOLUTION FOR CONSIDERATION BY THE CITY COUNCIL, AT THE SAME TIME THAT THE USE POLICY AND FEE SCHEDULE FOR THE DUBLIN SPORTS GROUNDS IS PRESENTED. (UNANIMOUS) Diane stated that the next scheduled City Council meeting is scheduled for December 28, 1992, however it is anticipated that it may be cancelled. The next regular scheduled meeting will be January 11, 1993 . Commissioner Jones suggested that the subcommittee and Dublin Little League meet to review the proposed resolution before it goes before the Council. Diane indicated that she will be in contact with Dublin Little League. New Business Heritage Task Force Diane reported that one of the 1992 goals given high priority by the City Council was to establish a Heritage Task Force to determine the best way to operate programs at the Heritage Center and report back to the Council. As acquisition of the church and cemetery is nearing completion, it is necessary to pursue establishment of the Heritage Task Force. Commmissioner Jones felt that the exposure to the Task Force would be good for Commissioner Rasmussen. Commissioner Rasmussen concurred and volunteered to serve on the Heritage Task Force. Commissioner Jones indicated he would be the alternate if Commissioner Rasmussen's school schedule did not permit him to attend. Election of Officers In conformance with the Bylaws and Rules of Procedure for the Parks and Recreation Commission, officers are to be elected at the first meeting of the Commission in December of each year. Commissioner Jones opened nominations for Chairperson. Commissioner Downey nominated Commissioner Lockhart. Nominations were closed. VOTE: UNANIMOUS Commissioner Jones opened nominations for Vice-Chairperson. Commissioner Donnell nominated Commissioner Cahn. Nominations were closed. VOTE: UNANIMOUS Other Business Commissioner Rasmussen reported that the school district has set the term of the student member to begin January-December for 1993 and December to December every year thereafter. Commissioner Lockhart inquired as to when the annual park tour will be next year, as we did not have one this year. Commissioner Downey suggested that the same month each year be scheduled for the tour. MINUTES - December 8 , 1992 Page Four Commissioner Lockhart stated that the Tree Lighting Ceremony this year was the best yet. He indicated that the entertainment was wonderful, especially the Pot O'Gold Chorus. He complimented Staff on a job well done. He reminded the Commission that the Breakfast With Santa is this Saturday, December 12 at Shannon Center, with seatings at 9:00a.m. and 10:30a.m. Commissioner Cahn reported large weeds growing in the back trail area of Shannon Center, which he felt may eventually break through the asphalt, causing it to crack. Diane indicated that she will followup on the matter. Commissioner Downey reported that he attended a meeting of the Dublin Fine Arts Foundation earlier this evening. Lynn Baer is proposing to bring art to the parks and involving the community. In addition, he indicated that the Rotary Environmental Group will be sending a letter to Diane regarding their plan to sow wildflower seeds in the Dougherty Hills. Staff Reports Diane reported that the City Council will be making their final recommendations on the budget at their meeting of December 14. There is no anticipated recommendation to cut the level of service for Recreation this year. However, cost savings were identified, with the number one cut for Recreation being the Teen Program. Commissioner Jones passed the gavel to newly appointed Chairperson Lockhart. Commissioner Cahn complimented Commissioner Jones on a job well done as Chairperson for 1992. The Commission concurred. Adjournment Being no further business, the meeting was adjourned at 9:30p.m. Respectfully submitted, Char J. Young �'/ Administrati a Se. etary I