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HomeMy WebLinkAbout08-11-1992 Approved P&CSC Mintues CITY OF DMIX PANICS AND RECREATION COMMISSION NI/0MS OP: AUGIOgr la, 1992 The August 11, 1992 meeting of the Parks and Recreation Commission was called to order at 7:56p.m. at the Civic Center, Dublin, California, by Chairperson, Steve Jones. Roll Call Present: Commissioners Downey, Rasmussen, Jones and Cahn Absent: Commissioners Donnell and Lockhart Oral Communications Wynn Ryan, 9040 Craydon Circle, San Ramon, President, Dublin-San Ramon Seniors, stated that she carefully reviewed the agenda statement and proposed policy for the Shannon Community Center. She indicated to the Commission that there is no way the group could afford to pay $10. 00 an hour for their weekly use on Thursdays. At this time, the group has already made plans for their upcoming Thanksgiving and Christmas events. Chairperson Jones indicated that this item would be discussed under Unfinished Business, item 5.1, Shannon Community Center Facility Use Policy and Fee Schedule. Approval of Minutes IT WAS MOVED BY COMMISSIONER CAHN AND SECONDED BY COMMISSIONER RASMUSSEN TO APPROVE THE MINUTES OF JULY 14, 1992 AS SUBMITTED. (UNANIMOUS) Written Communications Diane stated that staff has received a letter from the California Association of Park & Recreation Commissioners & Board Members, regarding the City's current renewal of membership. A copy of the renewal letter and the CAPRCBM'S current information pamphlet has been distributed to the Commission. Unfinished Business Shannon Community Center Facility Use Policy and Fee Schedule Diane briefed the Commission and audience on the procedure that would be followed on the proposed policy and fee schedule for the Shannon Center. She indicated that the policy and fee schedule will be reviewed as separate items. Staff will summarize the proposed policy first and open the agenda item for public input. Public input will then be closed and the Commission will conduct their discussion before making their recommendation. Diane briefly summarized the proposed policy for the Shannon Community Center. In addition she noted that there are three groups currently meeting at Shannon Center on a continuous basis. The groups met at the Center before the City took over the facility from DSRSD six years ago, and have been exempted from the use policy and fee schedule. The fees established prior to the time that the City acquired the Center ranged from $34.50 per month to $57.75 per month, and have not been adjusted since 1984. The two main changes being proposed that would affect the senior groups are; 1) if they met the 51% requirement, they would no longer have to pay a fee to use the Center, however if they didn't meet the requirement they would be charged $10 .00 per hour, and 2) there would be a written contract with each group that would set a timeframe in which they could book the facility. Commissioner Jones asked what hours do the groups use the facility? Diane replied, the Tuesday group meets 11am-4pm, and the Wednesday and Thursday groups meet 11am-3pm. 'MIkUTES - AUGUST 11, 1992 .PAGE TWO Commissioner Cahn asked, from Staff's viewpoint, are the groups impeding on other programs? Diane replied, not on a regular basis. Typically once or twice a year the groups are requested not to meet to accommodate other uses. Commissioner Jones asked if Staff receives a lot of requests from commercial groups for use of the facility? Diane replied, not very many, but of those that have been received, most request use during the hours the senior groups use the facility, and were consequently turned away. On an average, Staff receives about 1-2 requests per month for commercial type use. Public Input Robert Turnbaugh, Treasurer, Senior Californians of Dublin-San Ramon, read a prepared statement, giving a brief history of the Senior Californians and the current membership status. He pointed out that if they were required to pay $10.00 per hour, the yearly cost of $2080 would exceed their income. He respectfully requested that the three senior groups currently meeting at the Center, be grandfathered in at their present arrangements for continuous use of the facility. Commissioner Cahn stated that he knows that DSRSD used fee schedules for use of their facility and also negotiated with groups on continuous use. He indicated he is aware that senior groups in question had a prior contract with DSRSD, use that was granted basically to keep the facility in use. The fees that were charged then, are now very antiquated. Morey Stott, Senior Dance Group, stated that the dance group was organized in 1981, when they began using Shannon Center. The group pays $60 .00 for a one-man band to play on the first three Tuesdays of the month. On the last Tuesday of the month, the Musicians Union co-sponsor the event and pay half of the costs. He pointed out that attendance has been declining and consequently so has their income. It would be impossible for the group to continue if a $10. 00 per hour fee was imposed. He asked the Commission if it would be possible for the group to continue to use the facility until the end of the year, until such time they could find another facility? Commissioner Cahn asked when is it anticipated that the policy would go into effect? Diane replied that Staff is hoping to receive a consensus this evening regarding the proposed policy for Shannon Center, the Civic Center and the Senior Center. At the next two meetings in September, the policies for the Swim Center and the Dublin Sports Grounds will be reviewed by the Commission. It is anticipated that all of the policies will go to the City Council in October for adoption. Vincent Dilworth, Senior Dance Group, 115 Neptune Place, San Ramon, stated that of the facilities in this area, Shannon Center is the one that suits the dance groups needs the best. He asked that the Commission take the special needs of the senior citizens into account and set the policy on a straight path. Commissioner Cahn asked if there is any way that this kind of activity could be incorporated at the Senior Center? Diane indicated that at one time there was discussion to bring the dance group to the Senior Center. The group however elected to remain independent and stayed at Shannon Center. Diane pointed out the difficulty associated with "club" use of the Center, as there is really only one room available for use at the Senior Center. If it is opened for use by outside groups, Staff would not be able to accommodate City sponsored programs. The decision that was made at the time the Center was opened was to offer a variety of activities and not limit it to the use of clubs. 'MIMUTES' - AUGUST 11, 1992 PAGE THREE Commissioner Downey asked Mr. Dilworth what he thought would be a reasonable fee, and also would the dance group be willing to compromise from their current position? Mr. Dilworth indicated that he could not answer for either his group or the others, and felt that they would have to get together to discuss it. Morey Stott, Senior Dance Group, stated that they charge a $2.00 membership fee, which pays for rent, insurance and the band. The group feels that they could probably come up with some type of a compromised figure that they could afford to pay. Currently, attendance has been declining very rapidly which has affected their income. With the time schedule that the policy is anticipated to be adopted, the group could probably raise their membership fee. Ray Silva, 8387 Norris Canyon, Castro Valley, stated that the group is very appreciative of the way the Staff at Shannon has treated them, and would certainly like to stay at Shannon Center. The dance group could probably afford $60/month. Jim Carskaddon, 396 Adell Street, Livermore, stated that he has been connected with the dance group ever since its inception. He indicated he was a little perturbed about the way the Commission refers to Dublin residents and outsiders. He indicated that as an outsider, he attends the dance at Shannon Center every week and also conducts a bridge group at the Dublin Senior Center. Commissioner Cahn stated that he did not believe that any of the Commissioners would discriminate against anyone because of age or where they live. The Commission wants to be fair to everyone, no matter what the age is or type activity that is conducted, as long as it is not against the policy. He pointed out that whatever decision the Commission should make this evening, would not be binding, as the Council may change it. Mr. Turnbaugh, Senior Californians, assured the Commission that 90% of the people that attend their meetings, do their shopping in Dublin. Mr. Dilworth asked the Commission if they could incorporate a break for the seniors groups in their recommendation? Commissioner Jones stated that the Commission is going to discuss the proposed policy now and will make their recommendation. Public input was closed by Chairperson Jones. Discussion: Commissioner Cahn felt that the senior groups fees should be consistent with the policy and suggested incorporating a steady increase that would bring their fees up to the current policy over a period of time. Commissioner's Downey and Rasmussen agreed. Commissioner Jones stated that the businesses in Dublin have been here a long time, and they have had to conform with the City's current requirements and ordinances. The senior groups in question have been paying the same fees for over ten years. He pointed out that Staff and the Commission has put a lot of effort and time, over a year, into revising the facility use policies. He felt that the Commission should stick to what they originally proposed. He felt that the Commission has a responsibility to it's tax payers, and that the fees need to be imposed. In addition, the City has a senior center, and suggested that perhaps the groups could be incorporated into the existing activities at the Center, at no fee. Commissioner Cahn asked if there were any other groups grandfathered in? Diane replied, that when the City took over the Shannon Center from DSRSD, there were approximately 8-10 groups that came with the Center. 'MIMUTES - AUGUST 11 , 1992 PAGE FOUR Over the years all of the groups, through changes in policy or procedures, found other locations. The senior groups have always been treated separately from the rest of the groups. Commissioner Jones asked if any of the other cities have a senior rate for any of their facilities other than their senior centers? Diane stated that San Ramon offers a 20% discount on rates to resident seniors, however they do not permit continuous use. IT WAS MOVED BY COMMISSIONER DOWNEY AND SECONDED BY COMMISSIONER JONES TO ADOPT THE PROPOSED SHANNON COMMUNITY CENTER FACILITY USE POLICY AND FEE SCHEDULE AS PRESENTED. Discussion: Diane stated that the policy as presented does not allow continuous use on weekends. If the Commission wants to consider the request from the Salvation Army and other groups requesting continuous use on weekends, the language will need to be revised to expand the hours of availability. She strongly recommended that continuous use on Saturdays not be allowed, as Saturdays are booked up to a year in advance for private functions. Commissioner Downey amended the motion to include a correction in the policy language: THE CENTER WOULD NOT BE AVAILABLE FOR CONTINUOUS USE ON SATURDAYS. IN FAVOR - DOWNEY, JONES & RASMUSSEN OPPOSED - CAHN Diane addressed the senior groups stating that the Commission on a majority vote, has recommended that the policy and fees as proposed be adopted. She indicated that she will be notifying them of the date of the City Council meeting in October, when a final decision will be made. Dublin Civic Center Facility Use Policy and Fee Schedule Diane briefly reviewed the facility use policy and fee schedule for the Civic Center for the Commission. Commissioner Rasmussen asked why the security deposit was increased an additional $100, and also when would the policy go into effect? Diane replied, that the cost associated with cleaning the carpets after a rental, usually exceeds the current $100 deposit. The policy would go into effect when the City Council adopts the resolution, which is anticipated to be sometime in October. Any rental currently on the books would pay the rate that was in effect when they applied. Commissioner Downey asked if its necessary to have the hold harmless agreement in the Facility Use Policy? Diane replied that our risk management group and City attorney requires that the City have specific language on all forms for class registration, sports, rentals, trips, etc. IT WAS MOVED BY COMMISSIONER RASMUSSEN AND SECONDED BY COMMISSIONER DOWNEY TO ACCEPT THE FACILITY USE POLICY AND FEE SCHEDULE FOR THE CIVIC CENTER. (UNANIMOUS) New Business 1992-93 Teen Program Proposal Tracy O'Shea, Recreation Supervisor, introduced Sean Lange to the Commission, stating that he was largely responsible for the success of the teen program. Tracy reported that in an effort to determine the types of activities that teens want participate in, a survey was distributed to students at Wells Middle, Dublin High, Valley High, St. Raymonds and Valley Christian High Schools. 'MINUTES - AUGUST 11, 1992 PAGE FIVE In brief, the survey results indicated that the majority of the teens participate in extra-curricular activities at school, whereas a limited number of participate in community activities. However, both middle and high school teens prefer that recreational activities be offered afterschool and on weekend afternoons during the school year and in the afternoon during the summer months. In preparing plans for the 1992-93 school year, Staff is proposing two plans. In the event that facilities will be available at Wells, Plan A would include lunchtime activities 2 days a week and the drop-in center would be offered on Monday, Wednesday and Friday from 2 : 45 - 5:30 pm. In the event that facilities at Wells were not available, Staff would utilize Plan B, which would include lunchtime programs on Wednesdays and Fridays, 2:45 - 5:00 pm. The location would vary according to the scheduled activity. Monday would be designated as "PROMO DAY" , giving Staff the opportunity to promote upcoming activities. A "Friday Night Out" program would be offered every other Friday. The programs would be promoted through the distribution of a monthly newsletter. Commissioner Cahn asked what kids are we targeting? Also, has there been any communication with the Friday Night Live program? Tracy replied, that Staff is primarily targeting the students at Wells Middle School. Friday Night Live is more successful with the high school students. Sean pointed out that when the Teen Program began, it was conducted in the Summer at Dublin High, but all the kids that attended were from Wells. Therefore, Staff feels that if they target the kids from Wells, when they go into high school, Staff can move with them and pull on their resources. Commissioner Downey asked Sean, where would he have a drop-in center? Sean replied, on campus at Wells. Commissioner Cahn suggested that Staff incorporate their program information with the school packet information sent to parents. Tracy indicated that she has already been in contact with the Assistant Principal at Wells, Sherry Beetz, to include information in the school packet. Commissioner Rasmussen indicated he remembers a few years ago, there was a program offered at Dublin High School called Family Feud. It seemed to be very successful, however a lot of the students expected to see it the following year, but it never was. He encouraged Staff to work closely with the student councils at both schools. Other Business Commissioner Rasmussen stated that he attended the Championship Swim Meet at the pool, and felt that the Pool Manager and Staff did a great job. Commissioner Jones stated that he also attend the swim meet and received a lot of good comments from people in attendance. Commissioner Jones inquired as to the status of the baseball field at Murray. Diane indicated that there have been some problems with insurance and equipment, however it is anticipated the project to be completed within the next several weeks. At this time, they are putting up the fabric fencing. Staff Reports Diane introduced several part-time Staff in attendance in the audience: Paul McCreary, Pool Manager, recently a graduate from Chico State; Becky Hopkins, Recreation Specialist, will be graduating from Hayward State; and Sean Lange, who plans to enroll at Hayward State. MIfiIUTt'ES' - AUGUST 11, 1992 ' PAGE SIX Tracy reported that the attendance for the Tenderfoot Day Camp and Fun in the Sun programs have exceeded Staff's expectations. Diane stated that the Commission's meeting next month on September 8 will include the review of the proposed policies for the Swim Center and Dublin Sports Grounds. In addition, if the policy review is completed in September, the annual park tour will be scheduled for October. Diane stated that Barbara Donnell was appointed by Linda Jeffery, who is not running for re-election, therefore Barbara's term on the Commission will be ending soon. Adjournment Being no further business, the meeting was adjourned at 9:55p.m. Respectfully submitted, Char J. You g Administrative Secretary