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HomeMy WebLinkAbout08-10-1993 Approved P&CSC Minutes miMMOUggiMmlpTmumamumpgrOwEmmgggmggimin mri:'r`rrlir' ..:PAL1JLlti7... A:•: ORVARXMCti.iOUS:.liOls3i}iii::yii:aij$};m}i'?m ::::i!i i i::::::::m:: ::::i::;i:Y:::i:':1': ..!: ..'�tl:i:::::::::: :. .. �.. j�p 1, �•p�!} •ii:•i`f.•:,1.'A•: n ....: : •�':'•:.:::•::t?A 'm :11::` mi°i:` '.7.iJ{:i:}>i?::::::}:?< }: 7: iyi y}i:{ ii: The August 10, 1993 meeting of the Parks and Recreation Commission was called to order at 7:32p.m. at the Civic Center, Dublin, California, by Chairperson, Steve Lockhart. Fledge of Allegiance Pledge of allegiance was led by Commissioner Lockhart. Roll Call Present: Commissioners Trimble, Cahn, Lockhart, Jones, Donnell and Jordan Oral Communications - None Approval of Minutes IT WAS MOVED BY COMMISSIONER DONNELL AND SECONDED BY COMMISSIONER TRIMBLE TO APPROVE THE MINUTES OF JULY 13, 1993 AS SUBMITTED. (UNANIMOUS) Written Communications Diane stated that as directed by the Commission at their meeting of July 13 , 1993, a letter has been sent to the Dublin Little League addressing a request to display their TOC plague at the Civic Center. A copy of the letter has been distributed to the Commission for their records. The plaque is currently on display in the front lobby. Public Bearing - Proposed Refund Policy Chairperson Lockhart opened the Public Hearing. Diane stated that Staff is proposing to allow for patron initiated refunds if requests are received no later than four working days prior to the start date of the class/program. In addition, Staff is proposing that a $5.00 processing fee be instituted on all patron initiated refunds. For those program/classes where the fee is less than $10.00, it is recommended that a credit voucher be issued. The cost to process a refund is in lost Staff time from regular assigned duti'es, and the cost factor incurred by the Finance Department Staff to process the check. Based on the refund requests received during FY1992-93 , it is estimated that approximately $200.00 could have been generated. Being no one in the audience to provide public comment on this item, Commissioner Lockhart closed the public hearing and opened the agenda item for discussion by the Commission. Commissioner Cahn asked if the Adult Sports Leagues would be included under the refund policy? Diane replied, no. Commissioner -Cahn stated that this exception should be noted in the resolution. Commissioner Trimble inquired as to how the credit vouchers would be tracked. Diane stated that when a credit voucher is issued, the office will give the patron the original voucher and keep a copy on file. The patron must have the original voucher with them at the time they wish to use it. Commissioner Cahn felt that all refunds should incur the $5 processing fee and classes under $15 (not as $10 as proposed by Staff) should receive credit vouchers. MINUTES - AUGUST 10, 1993 PAGE TWO IT WAS ROVED BY COMMISSIONER CAHN AND SECONDED BY COMMISSIONER JONES TO ADOPT THE RESOLUTION ESTABLISHING A REFUND POLICY FOR RECREATION DEPARTMENT CLASS/PROGRAM FEES, WITH EXCEPTION OF ADULT SPORTS LEAGUE FEES. PATRON INITIATED REFUNDS WILL BE GRANTED IF THE REQUEST IS RECEIVED NO LATER THAN FOUR (4) WORKING DAYS PRIOR TO THE STARTING DATE OF THE CLASS/PROGRAM AND WILL INCUR A $5.00 PROCESSING -CHARGE. CHECKS WILL BE ISSUED FOR REFUNDS OF CLASS/PROGRAM FEES OF MORE THAN $15.00; CREDIT VOUCHERS WILL BE ISSUED FOR REFUNDS OF CLASS/PROGRAM FEES OF $15.00 AND LESS. (AYES: COMMISSIONERS JONES, DONNELL, TRIMBLE AND CAHN NOES: COMMISSIONERS LOCKHART AND JORDAN) Unfinished Business Scholarship/Fee Assistance Program At the July 13 , 1993 meeting of the Parks and Recreation Commission, Staff was directed to develop a scholarship/fee assistance program for the Commissions review. Based on input received from the Commission, Staff developed the following program guidelines: 1. The program will be limited to Dublin residents. 2. The program will be funded through contributions received from local non-profit organizations, private and business donations and grants. No City funds will be used. 3. The program will include all City sponsored Recreation Department programs and activities, with the exception of the Adult Sports Leagues. 4. Scholarships may be granted for up to 100% of program costs. 5. There will be no annual dollar limit on the amount of funding available to an individual or family. Additionally, Staff recommended that the Commission consider a formal application process whereby potential recipients complete an application or submit a written request. Staff also recommended that income guidelines be established based on HUD income limits for low and income families. Commissioner Lockhart stated that if the children at Arroyo Vista haven't had the opportunity to participate in recreation programs, and , there are donations available for these children to participate, then the scholarship program is a good thing for the City to offer. He indicated that he would like to see the program offered without a limit per family or per child. Commissioner Cahn did not feel comfortable without a limit per family, as one family could exhaust the funds in just one application. He suggested accepting applications on a quarterly basis with a designated amount of funds available per quarter. Commissioner Lockhart felt that if we are planning to go after grant monies, we need a realistic program that is based on established guidelines. He concurred with Staffs recommendation in using the HUD income limits. If the program needs to be adjusted next year, then the Commission will review the guidelines at that time. Commissioner Trimble asked if this program would also apply to the youth sports programs? Commissioner Jones indicated that the sports programs under Dublin Little League and Dublin United Soccer are not City sponsored programs and therefore would not qualify. He felt that the scholarship. information should indicate that only City sponsored programs qualify. Commissioner Donnell inquired as to how will applicants be notified of the status of their request for scholarship funds? Diane stated that there will be a notification procedure established. MINUTES - AUGUST 10, 1993 PAGE 'THREE Commissioner Cahn asked what kind of response is Staff anticipating for the scholarship program? Diane stated that she is not anticipating a great response initially. The first step will be to get approval from the City Council and the second step will be attempting to secure funding. Diane stated that she will bring this item back to the Commission again with a sample of the proposed application and guidelines. New Business Bike Path Projects Diane reported that included in the 1993-94 Update to the Capital Improvement Program are two bike path projects, funded through Transportation Development Act Grants secured by the Public Works Department. The first project was constructed during Fiscal Year 1992-93 and runs behind Arroyo Vista Housing Authority along the Southern Pacific Railroad Right-of-Way from Amador Valley Boulevard to Dougherty Road. The second project, the Alamo Creek Channel Pathway, will connect the Iron Horse Trail with a regional path under I-580 in Pleasanton. This project is scheduled for construction in fiscal year 1993-94. An additional project which is not included in the CIP is a joint effort between the Cities of Dublin and Pleasanton and Zone 7. This project provides for a path along the Zone 7/Alamo Creek Channel from the City Limit/County Line to the aforementioned Alamo Creek Channel Pathway. When complete, there will be ,a continuous pathway from the Northern City Limit to the Alameda County Fairgrounds in Pleasanton. Funding for this project is from a variety of grants obtained by the sponsoring agencies. Diane briefly reviewed a map which detailed the routes of the three bike path projects, for the Commission. Other Business Commissioner Jones inquired as to the status of the Church and Heritage Center. Diane stated that the City Council should be making appointments to the Heritage Task Force at their next meeting on August 23 and start the Task Force meetings in September. Commissioner Jones asked if the Parks & Recreation Department is still planning to change its name? Diane stated that this is one of the goals listed for the department, and in a couple of months we should have a better idea of what our departments role will be. Commissioner Jones inquired as to the status of the library. Diane stated that the County has cut their hours approximately 58%. The City is funding a dollar amount which last year bought 19 hours per week, however this year those dollars buy only 13 .75 hours per week. All of the cuts that have been made are a result of the County, not the City. Commissioner Donnell stated that she received a note from the Public Works Department regarding the status of the spickets at Kolb Park. Public Works indicated that they are not going to replace the spickets right away, but plan to do so in a couple of months. She indicated that she appreciated being notified. Commissioner Cahn stated that his son is enjoying his swimming lessons and likes his instructor. He inquired as to the status of the bathhouse renovation. Diane stated that it is scheduled to go to bid this month. Commissioner Cahn asked if the water element is running and if the situation with the bathrooms at Shannon has improved? Diane stated that the water element is running and children seem to be enjoying it as they are in and out of the Center all day. The graffiti problem has lessened somewhat and Staff continues to monitor the situation. MINUTES - AUGUST 10, 1993 PAGE 'FOUR Commissioner Lockhart stated that he wished to review the Committees and confirm those Commissioners appointed to each committee. If any of the Commissioners wish to make a change, they may do so at this time. Dublin Fine Arts Foundation Liaison Commissioner Donnell confirmed her participation. East Bay Regional Parks Liaison Committee Commissioner Cahn confirmed his participation. Heritage Task Force Commissioner Jones confirmed his participation. Parks & Recreation Masterplan Commissioner Donnell confirmed her participation. Commissioner Jones confirmed his participation. Senior Center Advisory Committee - Vacancy Commissioner Trimble volunteered. Student Representative Selection Committee - Vacancy Commission will discuss appointment prior to the selection for the next Student Representative for 1994-95. Youth Sports Liaison Committee - Vacancy Commissioner Jordan volunteered. Commissioner Jones confirmed his participation. Commissioner Jones reported that the Swim Team did well this year and finished 5th in the finals. Commissioner Lockhart encouraged the Commissioners to attend the City Council meetings which are very informative and interesting. Staff Reports Diane stated that the Summer programs are coming to an end, and that the brochure for the Fall quarter is scheduled to be mailed to Dublin residents by August 27. Adjournment Being no further business, the meeting was adjourned at 9:02p.m. Respectfully submitted, Char J. Young Administrative Sec etary