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Home My WebLink About08-11-1992 Approved Joint Mtg P&CSC & SCAC Minutes ;E ......,ARK.....�..... �.................... ..............�..................:..... ... . : ...................................... :::::::::::::::::: . .::.:: T U he August 11, 1992 joint meeting of the Parks and Recreation Commission and Senior Center Advisory Committee was called to order at 7:01p.m. at the Civic Center, Dublin, California, by Chairperson, Steve Jones. Pledge of Allegiance Pledge of allegiance was led by Commissioner Jones. Roll Call Park and Recreation Commission Present: Commissioners Downey, Rasmussen, Jones and Cahn Absent: Commissioners Donnell and Lockhart Senior Center Advisory Committee Present: Committeemembers Gifford, Hatheway, Jurich and Zagarella Absent: Committeemember Gibbert Oral Communications - None Written Communications - None , Unfinished Business - None At this point in the meeting, Diane addressed the audience stating that the Parks & Recreation Commission and Senior Center Advisory Committee are two bodies that were appointed by the City Council. The Senior Advisory Committee's capacity is to advise the Parks & Recreation Commission and the City Council on matters pertaining to the Senior Center. The Parks & Recreation Commission's capacity is to advise the City Council on all matters pertaining to Parks & Recreation. Diane stated that the first meeting this evening is a joint meeting between the two groups for the purpose of discussing the Senior Center Facility Use Policy and Fee Schedule. After the meeting has been adjourned, the Parks & Recreation°s regular meeting will be called to order. The items for discussion will include the Shannon Center Facility Use Policy and the Civic Center Facility Use Policy. New Business Dublin Senior Center Facility Use Policy and Fee Schedule Diane stated that as background information, on a yearly basis, the City Council adopts goals and objectives to be carried out by the departments within the Clty. One of the Recreation Departments goals for 1991, was to revise the facility use policies for all of its facilities, which include the Civic Center, Shannon Community Center, Dublin Swim Center, Dublin Senior Center and the Dublin Sports Grounds. The basis of this goal was to standardize all the policies. Facility Use Policy: Diane stated that the original policy for the Center was adopted by the City Council on March 27 , 1989. The policy has been modified in order to conform with the use policies for other City facilities. In addition, minor modifications have been made to those sections pertaining to Classification of User, Priority of Users, and Reservation Procedure. 'MINITTES - AUGUST 11, 1992 JOINT MEETING PAGE TWO Diane briefly reviewed the proposed facility use policy for the Commission and Committee. She indicated that it is the intent to offer use of the Center after hours, so as not to disrupt City sponsored senior activities. Commissioner Cahn questioned the reservation priorities and stated if a Dublin senior citizen wanted to book the Center for a party for a sixteen year old's birthday party, they would have priority over a sixteen year old who would want to book the Center for an anniversary party for a senior. Diane replied, as the policy reads, yes. In the case of rental by private individuals or groups, priority is determined by the applicant, not the type of function. Committeemember Zagarella asked if a non-senior group reserved the facility could they be bumped? Also, what is the timeline for approval. Diane replied that once an application has been accepted and approved, there would be no bumping privileges. The only time a senior citizen would have priority would be if two applications came in at the same time. Approvals are normally processed within 3-5 working days. Fee Schedule: Diane stated that the fee schedule for the Center was updated to reflect the fees associated with the additional use classifications. In determining the fees, staff looked at two things, 1) the actual costs to the City to operate the facility, and 2) a market survey of similar facilities. Diane briefly reviewed the proposed fee schedule for the Advisory Committee and Commission. Committeemember Hatheway asked if the fees are the same as for Shannon Center? Diane replied, no, as the amenities of each facility are different. The kitchen at the Senior Center is not available for use by other groups for two reasons, 1) in conducting a Meals Program, the kitchen must be inspected by the Health Department, thereby requiring that the cleanliness of the kitchen be continually maintained; and 2) the cabinets and refrigerator that house the supplies are not generally locked. In addition, alcohol is permitted at the Shannon Center but not at the Senior Center. Committeemember Gifford asked if there have been any problems with residents vs non-residents for use of the facility. Diane replied, not at the Senior Center. In the four years of the Center, only 2-3 private rentals have been scheduled at the Center. Commissioner Downey asked if Staff intends to advertise the availability of the Senior Center? Diane stated that at this time it is basically word-to- mouth, but the intent after the policies are revised, is to actually get into a more aggressive marketing campaign. Diane stated that one of things that has to be kept in mind, is that the Senior Center was funded originally by a State bond. As part of the agreement with the State of California for the monies used to renovate the facility, was to guarantee that the building would be utilized for senior activities 100% of the time. However when it was not being used for senior activities it could be opened to the public. The focus of the Center is for activities for the seniors in the community. Commissioner Cahn asked if the Chamber of Commerce pay fees for their use of the facilities. Diane replied, yes, the same as Public Agencies and Community Groups. 'MINU'I'Ea - AUGUST 11, 1992 JOINT MEETING PAGE THREE Public Input Robert Turnbaugh, Treasurer, Senior Californians of Dublin-San Ramon, attempted to address the Commission regarding the Shannon Community Center. Chairperson Jones pointed out to Mr. Turnbaugh, that the Shannon Community Center agenda item will be discussed during the regular meeting of the Parks & Recreation Commission scheduled after this meeting. Diane addressed the audience stating that the Senior Advisory Committee and Parks & Recreation Commission are not policy makers for the City. Tonight, the Committee and Commission will make a joint recommendation to either approve or disapprove the proposed policy and fee schedule. The City Council will make the ultimate decision. She recommended that the Commission and Committee look at the policy and fee schedule to see that they meet the needs of the seniors and community, and then vote on each separately. IT WAS MOVED BY COMMISSIONER RASMUSSEN AND SECONDED BY COMMISSIONER DOWNEY TO APPROVE THE PROPOSED FACILITY USE POLICY FOR THE SENIOR CENTER AS PRESENTED. (UNANIMOUS) IT WAS MOVED BY COMMISSIONER DOWNEY AND SECONDED BY COMMITTEEMEMBER GIFFORD TO APPROVE THE PROPOSED FEE SCHEDULE FOR THE SENIOR CENTER AS PRESENTED. (UNANIMOUS) Committeemember Hatheway pointed out that on the Fee Schedule under Group 4, use for the purpose of fundraising should also include the wording "outside the Center's regular operating hours" . Diane indicated that the correction would be made. Other Business - None Staff Reports Bonnie Leonard informed the Commission that Mary Gibbert, Chairperson for the Senior Advisory Committee, could not be here this evening as she is in the hospital with a broken arm and pneumonia. Bonnie invited the Commission to attend the Centers upcoming Dog Days BBQ and Fun Walk to Kolb Park on Friday, August 14, at 10 :00a.m. , and the Volunteer Recognition Luncheon on Friday, September 25 at 12Noon. Adjournment Being no further business the meeting was adjourned at 7:45p.m. Respectfully submitted, • Char J. Young Administrative Secretrary