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HomeMy WebLinkAbout07-14-1992 Approved P&CSC Minutes The July 14, 1992 meeting of the Parks and Recreation Commission was called to order at 7:30p.m. at the Civic Center, Dublin, California, by Chairperson, Steve Jones. Pledge of Allegiance Pledge of allegiance was led by Commissioner Jones. Swearing In - New Commissioner Jim Rasmussen, the newly appointed Commissioner to the Parks & Recreation Commission, was sworn in by Kay Keck, City Clerk. Roll Call Present: Commissioners Downey, Jones, Donnell, Lockhart and Rasmussen Commissioner Cahn (Arrived at 7:40p.m. ) Oral Communications - None Approval of Minutes Commissioner Donnell made a correction on Page 3 , Paragraph 3 , change wording "to working with" to read "working with" . Commissioner Jones made a correction on Page 2, Paragraph 9, "change Commissioner Jones to Commissioner Cahn" . IT WAS MOVED BY COMMISSIONER LOCKHART AND SECONDED BY COMMISSIONER CAHN TO APPROVE THE MINUTES AS CORRECTED. (UNANIMOUS) Written Communications - None Unfinished Business Fiscal Year 1992-93 Recreation Department Budget Diane reported that at the June 9, 1991 meeting of the City Council, the Council adopted the Fiscal Year 1992-93 budget as well as the 1992-97 Capital Improvement Program (CIP) . She briefly summarized the Recreation Department Budget and the Park Capital Improvement Program for the Commission. The Recreation Department Budget for Fiscal Year 1992-93 is $999, 322 . It is anticipated that $424,650 will be generated in revenue. Thus the net cost to the City is $574,672 , representing an approximate 4% increase over the net cost for Fiscal Year 1991-92 . The 1992-97 Capital Improvement Program for Parks is $1,700,417. Diane indicated that with the exception of the Heritage Center Acquisition/Renovation and Dougherty Hills Park Interior Slope Landscaping, the projects included in the CIP were based on the recommended priorities of the Commission. Due to insufficient funding, the following projects were not included in the CIP: Dublin Sports Grounds Renovation (Phase II & III) ; DHS Outdoor Lighting; Iron Horse Trial; Wells-Cronin Athletic Field Renovation; Frederiksen School Athletic Field Renovation; DHS Tennis Courts Renovation; Dublin School Athletic Field and Play Area Renovation; Nielsen School Athletic Field Renovation; Dougherty Hills Park; Dublin Swim Center Boiler Replacement; and Shannon Center Social Hall Floor Replacement. The CIP is updated annually, and projects may be deleted and new ones added, depending on the available funding. NIINUTErS - JULY 14, 1992 PAGE TWO Commissioner Cahn asked if the Heritage Center was included in the CIP by action of the Council, and if so, were the groups that were bumped from the CIP notified? Diane replied, that the decision was made at a public meeting in which representatives from the grups were in attendance. New Business Request for Exception to the Shannon Center Facility Use Policy Diane reported that correspondence has been received from Dr. Craig Madsen, Captain, of the Salvation Army, requesting an exception to the continuous use provision of the Facility Use Policy for the Shannon Community Center. Continuous use is requested for Sundays, 10:00a.m.-12Noon, for the East, West and A&B Rooms to conduct worship services. Under the current Facility Use Policy for the Shannon Community Center, the Amador Valley Christian Fellowship does not meet two of the qualifications; 1) the 51% resident membership and 2) the activities being of a recreational or educational nature. Proposed revisions to the Facility Use Policy for the Shannon Community Center was reviewed by the Commission at several prior meetings. One of the proposed revisions to the policy was to broaden the classification of users eligible for continuous use, limiting continuous use to weekdays only, Monday through Thursday (8:OOam-10pm) and Friday (8:OOam-5pm) . It is Staff's recommendation that the Commission defer consideration of Dr. Madsen's request until such time the new Policy is adopted by the City Council. Commissioner Cahn asked if the City is trying to make our policies consistent with the School District? Diane replied, no. Commissioner Cahn asked if the City makes policy for use of the school facilities? Diane stated that the City is not in the position to make policy for the School District. Commissioner Lockhart asked what was the rational for limiting use of the Shannon Center for continuous use on weekdays? Diane stated that Staff did not want to tie up the facility on a continuous basis on weekends, as that is prime rental time. Commissioner Donnell asked what impact would the use by the group have on a Sunday, if a Wedding Reception was booked the same day? Diane stated that the equipment available would not accommodate the rental, as well as the church groups setup requirements. Commissioner Downey asked if an exception were made, would the use be reviewed on a semi-annual basis? Diane indicated that it would be done on a quarterly basis, in accordance with the policy. Dr. Madsen addressed the Commission stating that they have been meeting at the Holiday Inn in Pleasanton. He felt that the community ambiance of Shannon Center would provide a better opportunity to work with local residents who have not felt comfortable attending any of the traditional churches. It is the groups intent to help residents cope with the many stresses of todays modern suburban lifestyle, as well as to provide drug, alcohol and family counseling. Dr. Madsen indicated that it is his understanding that Sundays mornings at Shannon Center are the most difficult to rent. If use was granted, approximately $11,500 in revenue could be guaranteed annually, and if needed, could be paid in advance. Commissioner Lockhart asked Dr. Madsen how many people normally attend at one time. Dr. Madsen replied, an average of "45". Commissioner Cahn stated if the group were not able to use the facility on specific dates or were bumped for City use, would the group have a problem with this? Dr. Madsen indicated that they would be flexible and work around the availability of the facilities. MI NUT,E+S - JULY 14, 1992 PAGE THREE Commissioner asked Dr. Madsen what are the groups long term goals? Dr. Madsen replied, to see the pilot program work, to increase membership and maybe if possible, to build their own facility. IT WAS MOVED BY COMMISSIONER CAHN AND SECONDED BY COMMISSIONER DONNELL TO DEFER THE REQUEST TO THE NEXT MEETING WHEN THE COMMISSION HAS A DEFINED USE POLICY FOR SHANNON CENTER. Discussion: Commissioner Cahn stated that when the Commission addressed the revisions to the Shannon Community Facility Use Policy, did the Commission change the policy to make it more accessible for this type of use, or did they only look at the proposed text? Diane replied that the Commission agreed on the language of the proposed policy, and Staff was directed to come back to the Commission with a Fee Schedule. Diane stated that when the City took over Shannon Center from the Dublin- San Ramon Services District, there were 12-15 groups using the facility on a continuous basis. When Staff began to increase their programming, the availability of Shannon was limited. If an exception were made for this church group, consideration would have to be given to every church group. She indicated that to date, two church groups have applied for continuous use of Shannon Center and both were denied, as neither group qualified under the current policy. On a yearly basis Staff receives an average of one (1) telephone inquiry per year by church groups for continuous use. Therefore, if the Commission wishes to accommodate continuous use at Shannon Center, it is recommended that the policy be broadened to accommodate this type of use. Commissioner Cahn felt that the Commission should make an exception for the group giving them use of the facility for six weeks. Diane pointed out. that the Commission can only make a recommendation to the City Council for exception, and that only the City Council can grant exception to the policy. COMMISSIONER CAHN WITHDREW THE MOTION. IT WAS MOVED BY COMMISSIONER DOWNEY AND SECONDED BY COMMISSIONER CAHN TO RECOMMEND THAT AN EXCEPTION TO THE SHANNON CENTER FACILITY USE POLICY BE GRANTED TO THE SALVATION ARMY, UNTIL SUCH TIME THE PROPOSED POLICY IS PUT INTO EFFECT. Discussion: Diane recommended that the Commission should think about the proposed policy, because if an exception is made, it would be opening up the doors to additional requests. She recommended that the Commission defer the request until such time the policy is in force. Commissioner Downey stated that it would not cost the City anything for the social benefits that would be provided to the community. He did not feel that you can put a monitary value on something that would serve adults, children and families. Serving people is our business. Commissioner Lockhart stated that he has no problem with putting this before the City Council for their decision. CHAIRMAN STEVE JONES CALLED FOR THE VOTE: AYE: Downey, Jones, Lockhart and Rasmussen OPPOSED: Cahn and Donnell Diane stated to Dr. Madsen that his request will be referred to the City Council for their review at their next meeting of July 27. She suggested that he attend or have a representative present, to provide input on his behalf. MINUTES - JULY 14, 1992 PAGE FOUR Spring Quarter 1992 Recreation Report Diane summarized the activities conducted by the Recreation Department during the Spring Quarter encompassing the months of April and May. Adult Sports - A total of "75" teams participated in the Spring Adult Softball Program which began on April 12 and concluded with championship games on June 29. The total number of players was "1,125" . The new Adult Volleyball program drew "12" teams. Games were scheduled at the Wells Middle School Gymnasium on Wednesdays and Thursdays. League play began on May 4 and concluded with playoff games on July 8. Interest in the program has prompted Staff looking at the possibility of offering a late Summer and Fall league. Afterschool Recreation - Attendance at Murray and Nielsen was strong until the final week of the program when it decreased slightly. Average daily attendance at Murray was "26" and "32" at Nielsen, per day. Aquatics - The Dublin Swim Center opened for the 1992 season on April 20, 1992. The total Spring attendance was "3,179" with an average of "176" swimmers per day. A total of "5" birthday parties were scheduled, and a Lifeguard Training course was offered in late March which drew "6" students. Leisure Classes - Leisure classes continue to be well attended. Preschool age programs were especially popular, with extra classes offered for Tiny Tumblers and Just You and Me. The Adult programs which continue to be popular included Golf, Ballroom Dancing, Dog Obedience, Tennis and Karate. Diane briefly reviewed the Class Status Listing, as well as the comparison figures from previous quarters, for the Commission. Preschool - The final session of the school year began on March 9 and concluded on June 5. All three sessions were sold out, with ""20" students enrolled in each for a total enrollment of "60" . Senior Center. - In April, the Legal Assistance service was added to the Senior Center program, with Attorney Catherine Hsiau in attendance on a monthly basis. The Annual Easter Luncheon was attended by "80" seniors. Average daily attendance for April was "84" . In May, "85" seniors attended the Mother's Day Luncheon and Fashion Show. Thirty-five (35) seniors attended a showing of Beach Blanket Babylon in San Francisco. Average daily attendance for May was "77" . Special Events - The City-Wide Flea Market was held on June 13 from 8am- 2pm at the Dublin Civic Center. There were "46" vendors and approximately "400" shoppers participated in the event. This year Goodwill was invited to bring a truck and accept donations from the vendors. The Easter Eggstravaganza and Play Day was held on Saturday, April 18 from 9: 30-lla.m. at the Shannon Park. The event sold out with "210" registered participants and "200" spectators in attendance. Twenty-five (25) volunteers were on hand to assist with the activities. Teens - The change of the fee structure helped to increase the attendance at Teen Drop-In Center to "12" participants from "7" during the first session. Nineteen (19) Full Day Passes, One (1) 30 Day Pass, three (3) 12 Day Passes and sixty-six (66) One Day passes were sold. Average lunchtime attendance was "30" students per lunch period. Youth Sports - Volleyball leagues for elementary school age children were offered during the Spring quarter. Play began on March 30 and ended on June 6. Three teams were formed with "21" registered participants. Games were held at the Wells Middle School Gym and practices were located at Nielsen and Murray Schools. MINUTES - JULY 14, 1992 PAGE FIVE Halloween Special Events Michelle Wierschem, Recreation Coordinator, reported that on an annual basis, the Recreation Department sponsors a Halloween special event for the community. Over the years the format for the event has varied from an afterschool Halloween party for youth, to an evening activity for families. This year Staff is proposing two separate activities. The first activity is geared for preschool age children and is similar to the Halloween Spooktacular held last year. As proposed, the event will be held at Shannon Center on Friday, October 30 from 3 :30-5:OOp.m. and will feature Halloween entertainment, a costume parade, and Halloween games and crafts. The cost will be $2.50 per child; parents will be admitted at no charge. The second activity is a Halloween Family Dinner, dubbed Frightening Feast. As proposed, the dinner will be held at Shannon Center on Saturday, October 31 and will be held in the late afternoon prior to "trick-or- treating" . The menu will feature hot dogs, chips, soda and a cookie and the proposed fee per person is $3.50. In addition to the dinner, there will be entertainment and a costume contest. As a special treat, each participant will receive a "trick-or-treat" bag that can be used that evening for "trick-or-treating" . Commissioner Downey stated that this type of event encourages safety on Halloween. Michelle indicated that she could incorporate some safety tips on the flyer. Commissioner Lockhart asked what is the maximum enrollment cutoff? Michelle replied, 150. Commissioner Lockhart volunteered to help with the cooking of the hot dogs for the Halloween Family Dinner. Commissioner Jones asked if the schools do anything on the weekends? Michelle indicated that the . schools usually conduct their Halloween event during the week. The Commission concurred with Staff's proposed events for the upcoming Halloween Special Event. Other Business Commissioner Cahn indicated that while going by the Swim Center today, he noticed a ambulance and fire department vehicle at the pool. After checking into the matter, it was his understanding that a young man had been injured. He asked if anyone from the City was present to take notes at the scene? Diane replied that Staff has completed a three page report on the incident. Commissioner Cahn asked what are the items that are included in the bathhouse renovation? Diane indicated that the restrooms will be renovated and a pool lift will be installed to meet handicap requirements, as well as some general sprucing up of the facility. Commissioner Cahn asked if all the City parks are handicap accessible? Diane stated for the most part, however not the playareas. The City will be required to bring their facilities up to handicap requirements within 5 years. The City is currently working on a plan to meet these requirements. Commissioner Lockhart asked what other areas are not up to handicap code? Diane replied that the City will be required to also accommodate the deaf, blind and hearing impaired within its programming. A transition plan will have to be developed, as the requirements are very far reaching and cost extensive. Commissioner Dan Downey stated that Bonnie did a wonderful job in planning the Senior Center's 4th Birthday Celebration. MINUTES - JULY 14, 1992 PAGE SIX Commissioner Downey stated that he has spoken to some of the City Council members regarding a suggestion to offer in-house business workshops in lieu of travel and conferences. The workshops would enable the City Council, the Planning Commission and Parks .& Recreation Commission to share ideas and concerns. Commissioner Downey stated that he understands that the East Bay Regional Park District is cooperating with Livermore as far as the development of parks. Dougherty Hills is going to be an expensive project, would it ever be considered by EBRPD? Also, would it tie into the Iron Horse Trail? Diane stated that it doesn't have what they are looking for, and they are also very selective. Commissioner Lockhart inquired as to the anticipated date for the annual park tour. Diane indicated that she has targeted the tour for either late August or early September. Commissioner Lockhart asked what is the situation with the Heritage Center, now that we are going to proceed with it? Diane stated that the logistics of how it will be operated has not been addressed as yet. She indicated that the auspices would be under her, and that it is anticipated that the scope of the Commission may be expanded to encompass the facility, or an advisory committee and/or an entirely different Commission may be appointed. It is anticipated that the City Council may appoint an adhoc committee to workout the logistics. Commissioner Jones stated that at the swim meet last weekend at the pool, the announcer apologized to the crowd for one of the children that was too slow. He felt that this was inappropriate. In addition., he indicated that for safety reasons, someone needs to watch the little children using the wading pool, and the diving board should be roped off. Diane indicated that she will refer these matters to Paul McCreary, Coordinator of the Championship League. Staff Reports Diane reported that the Summer Programs are underway. The attendance at Kolb, Alamo Creek and Dolan Parks for the Fun in the Sun Program has been very successful. The Aquatic program is going very well. In fact, the pool was closed one day, as maximum capacity had been reached. The Heritage Center is currently on hold, and the grant monies cannot be spent until an agreement has been approved by the EBRPD Board. A new Cultural Art Display is currently on view in the lobby. Adjournment Being no further business, the meeting was adjourned at 9:15p.m. Respectfully submitted, Char J. Youn / , Administrative Secretary