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HomeMy WebLinkAbout05-10-1994 Approved P&CSC Minutes : ` ::� � ;'; ; ; , 4i>i i '''E<�Eii The May 10, 1994 meeting of the Parks and Recreation Commission was called to order at 7:30p.m. at the Civic Center, Dublin, California, by Chairperson, Randy Cahn. Pledge of Allegiance Pledge of allegiance was led by Commissioner Cahn. Roll Call Present: Commissioners Cahn, Jordan, Trimble, Lockhart and. Jones Absent: Commissioner Donnell arrived at 7:34pm Oral Communications - NONE Approval of Minutes IT WAS MOVED BY COMMISSIONER LOCKHART AND SECONDED BY COMMISSIONER TRIMBLE TO APPROVE THE MINUTES OF APRIL 26, 1994 AS SUBMITTED. (UNANIMOUS) Written Communications - NONE Public Hearing - NONE Unfinished Business - NONE New Business Request from Dublin Little League for an Exemption from the Dublin Sports Grounds Facility Use Policy Diane stated that correspondence has been received from Dublin Little League President, Margie Wong-Gillmore, requesting an exemption from the Dublin Sports Grounds Facility Use Policy. DLL is requesting that they be allowed one-hour lead time for each field scheduled for game play, without charge, for field preparation. Under the current Fee Schedule, DLL is assessed an hourly fee of $5.00 per hour for each field used. The Fee Schedule however does not differentiate between field use for preparation of fields or field use for team practices or league games. The schedule submitted at the beginning of the season did not include the hours needed for preparation of the fields before league games, however the fields are regularly prepped by Little League parents on game days. Although there is typically not a conflict with other users when the fields are prepped, this time is not on the Master Sports Grounds Schedule, so the potential for conflict exists. The Dublin United Soccer League is not assessed an hourly fee for preparation of fields for soccer games, and they have not requested that the fields be reserved for preparation time. DUSL works around the scheduled use to line the fields, and are required to defer to the user that has reserved the field(s) . This is typically not a problem as DUSL field preparation does not need to take place immediately before scheduled games. Margie Wong-Gillmore, Dublin Little League President, stated that DLL has a volunteer crew that performs field preparation prior to each game. This preparation time is not included in the hours the fields are scheduled, and never has been. DLL has always tried to accommodate other users to have their scheduled time on the fields. However, recently DLL was prepping a field for a game, when a group indicated that they received approval from the City to use the field for a practice game. MINUTES - MAY 10, 1994 PAGE TWO Margie pointed out that the DLL schedule submitted to the City does not specify games or practices, and consequently the City scheduled the field to be used by the group, after the field had already been prepped. She stated that in order to alleviate any future scheduling conflicts, she asked Stephanie to permit DLL one hour prior to a game to perform field preparation, at no cost, and without other uses being scheduled in between. Stephanie indicated that under the current Dublin Sports Grounds Policy, an exemption to the policy would have to be requested through the Parks and Recreation Commission and approved by the City Council. Dublin Little League feels that they have done their part, as a volunteer group, to help the City maintain the fields, and asked the Commission to grant DLL one hour of prep time for each field, at no cost. Commissioner Cahn asked if an exemption were recommended, would there be potential of a conflict with other groups? Diane pointed out that DLL is a major user of the Sports Grounds and are the only ones that perform substantial field preparation. A precedent would be set, however she did not believe that other groups would pursue requesting exemption. Commissioner Cahn felt strongly that citizens of Dublin should be able to use the sports fields for casual play, especially on weekends. He indicated that he would have no problem with having a non-exclusive policy where DLL can prep the fields, but that DLL should not be able to kick off a non-organized group from the field. Commissioner Jones stated that the Commission spent a lot of time working on the facility policies to make them all the same. Under the current policies, if a City facility is rented, the individual or group must include setup, function and cleanup time, for which they are charged at the hourly fee. He felt that if an exemption were made, it would open it up for other exemptions to be requested for the other City facilities. Commissioner Trimble agreed with Commissioner Jones. He pointed out that soccer has always scheduled the extra hour needed for the setup of the goals before their games. Dublin Little League has done some wonderful improvements to the fields, but he wondered where the exemptions would end. He felt very strongly that the time that DLL uses the fields is Little League time, and therefore should include the time they need for field preparation, game time and cleanup. Commissioner Lockhart stated that since DLL has never had to pay for prep time in the past, why does the Commission have to make an exemption to the policy now? As the time needed for prepping the fields is typically not a time that is requested for use, Diane suggesteed DLL submit a schedule identifying games and practices. If a group came in requesting use of the fields on a game day, Staff would contact DLL immediately to give them the option of coming in and reserving the field and paying the applicable fee. Commissioner Cahn asked Margie if this recommendation sounded reasonable to her and would DLL be able to submit a schedule in advance? Margie replied, yes. Diane added that if DLL finds that this procedure does not work for them, then the Commission can review the matter again. Proposed Inline Skating Hockey Program Commissioner Trimble stated that several meetings ago he questioned whether an asphalt or street hockey program could possibly be started in the City. One of the local reporters has given the item some publicity, and the community has become very interested in the idea and that he has received almost 20-30 telephone calls. MINUTES - MAY 10, 1994 PAGE THREE ' Commissioner Trimble indicated that he has been in contact with the San Jose Sharks, who have a program called Sharks in the Parks which was originally designed for interior play. The program has now been expanded to include outside play on inline skates with major sponsors being Coca Cola and Luckys. The Sharks will provide goalie equipment, nets and equipment for needy children. What is needed now is some sort of a plan. He indicated that he would like to see the City pursue finding out how much interest there is, and suggested conducting a trial program on a Saturday at Wells or the High School on the basketball courts. If there is enough interest, then the City can take it over as a recreational program. In addition, if the City were to conduct such a program, Staffing would be needed and therefore a fee would have to be charged. The children would also have to protective equipment, such as helmets, knee and elbow pads, etc. Commissioner Trimble requested the Commissions input and direction. Commissioner Lockhart asked what age group would this program serve? Commissioner Trimble replied, children 6-18 years. Commissioner Cahn asked if the Sharks Program will supply equipment for Inline Skating? Diane indicated that Staff obtained information and equipment from the Sharks several years ago, when it was an indoor program. Staff has currently requested information from the Inline Skating Association and are also attempting to get updated information from the Sharks as well. Commissioner Cahn stated that without the information requested, he did not feel that anything could be done about a program for this Summer.He further stated that hockey would probably be classified as a high risk activity and would not be covered under the City's insurance. Diane stated that when the City was looking into the liability for skateboarding, the City's insurance indicated that they would insure the City, however releases would need to be signed and protective equipment would be required. Commissioner Donnell felt that the people should know up front the equipment that would be needed to participate. Commissioner Lockhart stated that maybe Copelands would want to sponsor a private organization, set it up, and then the organization would come back to the City for a facility. He indicated that he felt more comfortable with this, then the potential of a lawsuit, the liabilities, equipment and signed releases. In addition, a program such as this would take a lot of Staff time. Commissioner Trimble stated that he knows that the interest is there. If the City assumed the liability for a Saturday drop-in program, and 500 kids showed up, then you can build a league. He pointed out the Parks and Recreation Commission is in the business of providing recreation programs for the community. With the volunteer power in this community, he felt that anything can be done. He stated that he would like to see the City approve a facility where a couple of back-to-back Saturdays clinics could be conducted. Commissioner Jones suggested advertising the clinics in the newspaper. Diane stated that the Summer Recreation brochure will be going to the printer this Friday. She suggested inserting an article about the proposed program and see what kind of interest it would draw. MINUTES - MAY 10, 1994 PAGE FOUR She pointed out that currently there is no budget or staffing allocated for this program. In addition, there is no City property suitable for the program, and use of any school facility would require approval by the School District. The School District enforces the City's Park Ordinance on school property, which prohibits skating. Staff would be more than willing to put forth the effort to organize a program, providing that there is an interest. Winter Ouarter 1994 Recreation Report Diane briefly summarized the activities and programs conducted by the Recreation Department during the Winter Quarter encompassing the months of January, February and March. Adult Sports Program - Approximately "200" players participated in the Winter Adult Basketball Program. A total of "25" teams were registered in five leagues including Men's 5 on 5 - B, C and D Leagues, Men's 3 on 3 - 30 and Over League, and Men's 3 on 3 - 6 Foot & Under League. All games were played at Wells Middle School. A Summer league program will not be offered this year, as Staff will evaluate and improve the current program to offer a high quality program in the Fall. Open Gym Program was conducted on Sunday evenings at Dublin High and averaged "30" participants per night. On Thursday evenings, Open Gym was scheduled at Wells Middle School and averaged "16" participants per night. Leisure Classes - Children's classes continued to be popular and additional sessions of the "Pee Wee Tumblers" and "Time for Twos" were offered. Successful adult classes included the two "Adult/Pediatric CPR" classes, "Low Fat Meals in Minutes" , "Country Western Line Dancing" , and "Ballroom Dancing". For Teens a location change to the Middle School helped to increase attendance in the "Babysitting" class with an all time high enrollment of "19". Preschool - All three classes in Session II were filled. The Winter Holiday Program was held December 17 from 7:00 p.m. to 8:30 p.m. Fifty (50) children participated and approximately "150" parents/relatives attended. In January, the Preschool conducted their annual International Potluck Dinner. Parents were asked to prepare their favorite ethnic dish and share it with other families. The Social Hall was decorated with globes of the world and flags the children had made; approximately "160" children and relatives attended. In March the preschoolers searched for the Leprechaun with binoculars they made to see the Leprechaun. and each child received chocolate gold coins as a reward for their search! Playgrounds - Enrollment dropped slightly at Murray Elementary School and increased at Nielsen Elementary School during the second session of Afterschool Recreation. Murray Elementary School had "13" full session, "15" installment, and "9" pass registrants for a total of "37" enrolled. Last session Murray had "46" enrolled. Nielsen Elementary School has "28" full session, "18" installment, and "18" pass registrants for a total of "66" enrolled. Last session Nielsen had "62" enrolled. During the Winter Quarter several Monday Fundays were held for the children at both school sites. Valentine Mania was February's Monday Funday. It cost $2.00 per participant and "56" kids participated in arts, crafts, games and cooking all with a Valentines Day theme. In March an Unbirthday Party was thrown in Alice in Wonderland style. This event was $2.00 per participant and "43" children attended. MINUTES - MAY 10, 1994 PAGE FIVE • Senior Center - The Center sponsored an International Potluck and Fashion Show in January, and each senior was asked to bring a dish representing his/her ethnicity. Entertainment for the afternoon was a fashion show with seniors modeling ethnic costumes from each of their "homelands" . Average daily attendance for the month of January was "81" , with "254" volunteer hours. February was kick-off month for the Human Race, and the Senior Center was selected to serve as the non-profit liaison agency for the 1994 Race. A group of "6" senior volunteers prepared and presented the entertainment at both the non-profit kickoff breakfast and the corporate kick-off breakfast. The Center set its goal at raising $1,500 for 1994. Average daily attendance for the month of February was "90", with "267" volunteer hours. In March the Center sponsored a booth at the City's St. Patrick's Day Celebration, where senior volunteers sold shamrock "head bobbers" The bobbers sold out before the day was over prompting the decision to sell them again next year. A new class was added to the Center schedule, Stress Reduction and Relaxation, taught by Glydell Knight. The average daily attendance for the month of March was "75", with "315.5" volunteer hours. Special Events The Eleventh Annual St. Patrick's Day Celebration was held on Saturday, March 12 from 10:00 a.m. - 4:00 p.m. at the Shamrock Village Shopping Center. In conjunction with the event, the Shamrock Village Shopping Center merchants conducted various sidewalk sales/activities and sponsored the KKIQ broadcast and giveaways. Approximately 7,000 people attended. The overall feeling of the businesses, nonprofit groups, vendors and spectators, was that this was the most successful event so far. Teens Attendance at the TRAC (Teen Recreation Activity Center) continued at an average of "8" participants per day. Lunchtime activities were suspended because of a lack of Staff. Special events offered during the Winter Quarter included a ski trip (cancelled) , a Capture the Flag Night with "36" in attendance, and a Green and White Dance in March attended by "18" teens. Youth Sports Basketball was kicked off during the Winter Break with Pre-Season Basketball Clinics held December 27-30. Session I and II were for 1st and 2nd graders, Session III was for 3rd-4th graders, Session IV was for 5th- 6th graders and Session V was for 7th-8th graders. Sixty-four (64) children participated in this year's clinics. The youth basketball league was held from January 10 to March 19, with practices once a week and games on Saturdays. This year the youth basketball league was expanded to accommodate the overwhelming demand of registrants. The league included "8" 1st and 2nd grade teams, "6" 3rd and 4th grade teams, "4" 5th and 6th grade teams and "4" 7th and 8th grade teams for a total of "207" participants. This is a 30% jump in enrollment as compared to last year. A fund-raiser through "Gold C" coupon books was conducted and enough money was raised to buy trophies for all the participants in the league. Next year Staff hopes to accommodate an all girls league for 3rd-6th graders. The N.Y.S.C.A. program (National Youth Sports Association) was implemented and designed to enhance the youth sports experience for players, coaches, and spectators. There were "16" coaches who paid for and attended the N.Y.S.C.A. coaches clinic and "187" parents signed the N.Y.S.C.A. Parents Pledge at the parents meeting. 4INUTES - MAY 10, 1994 PAGE SIX ' Commissioner Jones asked if high school students can attend the Open Gym? Diane replied that they have to be at least 18 years of age. Commissioner Cahn asked why wasn't the Basic Horsemanship class cancelled, if it had only one (1) participant? Diane stated that the instructors promote their classes through Pleasanton, Livermore, San Ramon and Dublin and are able to combine their enrollment. Other Business - Brief Informational Only Reports from Parks and Recreation Commission and/or Staff Commissioner Cahn asked Commissioner Jordan, how was the car crash demonstration at the High School? Commissioner Jordan replied that last year was the first time they did it and everyone was really interested because it was new. But this year, everyone knew what to expect and didn't seem very interested. She thinks they now plan to do it every other year. Commissioner Cahn asked Commissioner Jordan if anyone is interested in applying for Student Commissioner? Commissioner Jordan said that she gave applications to two girls, so hopefully they will be turning them in soon. Commissioner Jones reported that the School District plans to complete the renovation of the DHS athletic fields that was previously to bedone by the City. The project will include a varsity girls softball field, renovation of the boys junior varsity and varsity softball fields, addition of a girls junior varsity softball diamond, in front of the existing football fields. The estimated cost exceeds 1 million dollars and the project will be done in two phases. Diane stated that School District is going to schedule a meeting next month and all school facility users will be invited to attend. The School District plans to review the plans, as well as to inform the groups of the timeframes. For the first several months after the field renovation is completed, the School District plans to only permit the schools to use them. Commissioner Donnell reported that there are a lot of snails at Kolb Park, and the slide at the Handicap Park is missing. Commissioner Trimble stated that Diane and he will be meeting with several groups in the City soon, to discuss the graffiti and vandalism problem. Date and time to be announced. Diane reported that next month the City Council will be finalizing the budget and CIP. It is not known at this time how the Recreation Department will be affected by the budget, however a meeting of the Commission will be scheduled to discuss the budget, if necessary. Adjournment Being no further business, the meeting was adjourned at 9:00p.m. Respectfully submitted, Char J. Young ;r1r- Administrative Secretary