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HomeMy WebLinkAbout04-14-1992 Approved P&CSC Minutes The April 14, 1992 meeting of the Parks and Recreation Commission was called to order at 7:36p.m. at the Civic Center, Dublin, California, by Chairperson, Steve Jones. Pledge of Allegiance Pledge of allegiance was led by Chairperson, Steve Jones. Roll Call Present: Commissioners Cahn, Lockhart, Downey, Donnell, Sbranti & Jones Oral Communications - None Written Communications - None Approval of Minutes IT WAS MOVED BY COMMISSIONER DONNELL AND SECONDED BY COMMISSIONER DOWNEY TO APPROVE THE MINUTES OF MARCH 10, 1992 AS SUBMITTED. (UNANIMOUS) Old Business "Camp Shannon" Day Camp Proposal Tracy O'Shea, Recreation Coordinator, reported that at the Parks & Recreation Commission meeting of March 10, 1992, a number of issues were brought up by the Commission that required additional information and review by program staff. These issues included the question of, demand for this type of program, licensing, staffing, registration procedures, and program fees. In reviewing these issues, staff has more closely defined the program structure, philosophy, format and procedures. Demand for Program: Currently the YMCA and EDCC do offer full day care programs for this age group in the summer. However, both programs generally fill up and have waiting lists. In addition, "Camp Shannon" is less expensive than these other programs, providing a more reasonably priced alternative. Staffing: The program will be supervised by a Senior Recreation Leader and three support staff. This scheduling allows for a minimum of two leaders per 18 participants at all times. If needed, additional staff will be hired as attendance increases. Registration Procedures: Should the program be approved, registration for Dublin residents would begin on April 27 and on May 4 for non- residents. A non-refundable $25.00 deposit would be required to hold a spot in the program, with the balance due five working days before the program begins. Program Fees: The program will be offered in six two-week sessions, beginning on June 15 and ending on September 4, 1992 . The fee of $145 per child per session includes adult supervision, all excursions and special events, cooking and craft projects and a Program shirt; participants are required to bring a lunch, beverage and snacks each day. For families with more than one child registering, the fee would be $135 per additional child. MINUTES - APRIL 14 , 1992 ' PAGE TWO Licensing: In investigating State licensing requirements, programs for elementary school children that are longer than 12 weeks in duration are required to be licensed. Since this program is exactly 12 weeks in length, it is not necessary to pursue state licensing. Commissioner Lockhart asked if the hours of operation are the same as YMCA and EDCC programs? Tracy replied that staff will be on-site from 7am-6pm to allow sufficient time for setup and cleanup, so an earlier drop-off and later pickup could be accommodated. Commissioner Lockhart stated that if we are competing with these programs for participants, is the 7: 30am-5:30pm program leaving parents enough time for extended hours? Tracy responded that the half-hour before and after the program is to accommodate setup and cleanup. Commissioner Downey indicated that the program sounds great. Commissioner Jones agreed. IT WAS MOVED BY COMMISSIONER LOCKHART AND SECONDED BY COMMISSIONER DONNELL TO APPROVE THE PROPOSAL AS SUBMITTED. Discussion: Commissioner Cahn indicated that the hours of the program should be 7am-6pm, comparable to other programs and also to offer the parents an alternative. Commissioner Sbranti agreed. Commissioner Donnell stated that the program should begin with the program hours scheduled and budgeted for. If a need should be determined, then the program can be re-evaluated. Commissioner Downey agreed. Commissioner Cahn asked if the City would still operate the program if enrollment should drop in the Summer, which is usually common? Tracy replied that this issue was not discussed, however Staff anticipates to meet its minimum of "18" per session. He indicated his concern regarding cancelling sessions due to low enrollment and strongly felt that the City should be committed to conducting the program for all 12 weeks, regardless of the number enrolled. Commissioner Sbranti agreed. Diane stated that if the consensus of the Commission is for Staff to pursue conducting the program regardless of enrollment, Staff will need to re- evaluate the fees. Commissioner Downey stated that he preferred to give Staff the flexibility to use their judgement in running the program as planned. Commissioner Sbranti suggested that the Commission approve the program with the recommendation that the program be conducted for all 12 weeks. Commissioner Lockhart pointed out that the timeframe for Staff to re- evaluate the fees is not feasible, as Staff needs to advertise this program as soon as possible. Tracy stated that a registration timeline could be set for each session, allowing a reasonable timeframe in which to notify parents if a session should have to be cancelled. A $25.00 deposit could be paid to hold a spot and would be refundable if the session were cancelled. Commissioner Jones called for the vote. AYE - 6/NAY - 0 (MOTION CARRIED) . MINUTES - APRIL 14, 1992 ' PAGE THREE 1992-93 Budget Priorities Diane reported that work is currently underway on the Fiscal Year 1992-93 Recreation Department Budget. The City Manager has directed all departments to project a 5% reduction in the cost of providing the current level of service. Staff has identified several programs which could either be reduced or eliminated in order to realize a 5% reduction, approximately a $30,000 reduction in net cost. After lengthy discussion, it was the consensus of the Commission to reduce the number of Summer Playground sites from 3 to 2 ; eliminate the Teen Noon- Time and Afterschool Programs, eliminate T-Ball, Volleyball Summer sports camps from the Youth Sports Programs, and to eliminate one meal per week at the Senior Center. Diane indicated that Staff will submit the reductions reflecting the priorities of the Commission to the City Council for consideration at the June 11, 1992 budget hearing. Commissioner Downey suggested that the Commissioners attend the budget hearing to lobby for its programs. ' New Business Senior Advisory Committee Bylaws & Rules of Procedure Bonnie Leonard, Recreation Coordinator, stated that although the Senior Advisory Committee has been established for some time, there has never been formal bylaws with which the Committee has operated under. The Committee has developed draft bylaws and rules of procedure for the Commissions review. Commissioner Lockhart indicated that on Page One, Item II; and Page Two, Item VII, of the Bylaws and Rules of Procedure, the title line reads "Commission" instead of "CommitteeBO . Corrections were noted by Staff. IT WAS MOVED BY COMMISSIONER DOWNEY AND SECONDED BY COMMISSIONER DONNELL TO APPROVE THE SENIOR ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE AS CORRECTED, AND STAFF WAS DIRECTED TO SUBMIT TO THE CITY COUNCIL FOR ADOPTION. (UNANIMOUS) Other Business Commissioner Downey stated that he received a complaint from a resident about no bathrooms at Dolan Park. He asked if there were possibilities of adding bathrooms to the park. Diane stated that bathrooms were not included in the plans or budget. In addition, the consensus of the residents at the neighborhood meeting were not in favor of having bathrooms at Dolan Park. She indicated that if the Commission wished to pursue this matter, they would need to add this item to the priority list. Staff Reports Diane reported that the punch list items for Nielsen and Cronin Playgrounds are currently being completed. The Dublin Swim Center will open next week from 1-5pm for public swim during Spring Break, and will then be open on weekends only from 1-5pm. The Summer Brochure will be available at the end of May. The Easter Eggstravaganza is this Saturday, April 18 at Shannon Center and is currently full with an established waiting list. Adjournment Being no further business the meeting was adjourned at 9: 22p.m. Respectfully submitted, Char J. Your' , inist ive Secretary