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HomeMy WebLinkAbout03-08-1994 Approved P&CSC Minutes PARKS AND RECREATION' COD-MISSION MIMES Or: HARM * 1994 The March 8, 1994 meeting of the Parks and Recreation Commission was called to order at 7:31p.m. at the Civic Center, Dublin, California, by Chairman, Randy Cahn. Pledge of Allegiance Pledge of allegiance was led by Chairman Cahn. Roll Call Present: Commissioners Cahn, Lockhart, Donnell, Trimble, Jordan and Jones Oral Communications Rick Wendling, Dublin Adult Soccer, stated that most of the time Dublin Adult Soccer receives great help from the Parks and Recreation Department. However there are times when they do not. He reported that last Sunday the grass was not quite a foot long, which made it very difficult to play. There was more than enough time to mow the grass, as he had coordinated the lining of the fields with Recreation a week before the game. There seems to be a lack of communication between Recreation and Public Works. He stated that he would like to see the City try a little harder to accommodate Dublin Adult Soccer in the future. Commissioner Cahn thanked Mr. Wendling for his input and told him that his concerns will be addressed by the Parks and Recreation Director. Approval of Minutes IT WAS MOVED BY COMMISSIONER LOCKHART AND SECONDED BY COMMISSIONER DONNELL TO APPROVE TUB MINUTES OF JANUARY 11, 1993 AS SUBMITTED. (UNANIMOUS) Written Communications Diane stated that a copy of a letter received by the Mayor has been routed to the Commission for their information. The letter thanks the Mayor and the City for giving Recreation programs a priority in the budget. In addition, the Recreation Department received a thank you for its quality programs. Unfinished Business 1994 Goals and Objectives Diane reported that on March 1 the City Council at their Goals and Objective Study Session, adopted the twelve (12) Goals and Objectives as submitted by the Parks & Recreation Commission. The City Council changed the priority of Goal and Objective #7 to a high priority, as opposed to the Commission's "medium" priority. The Council also approved the Commissions addition of objectives #6 & 11. Commissioner Trimble asked if the Heritage Task Force has published their recommendations for the operation of the Heritage Center, and are they considered an advisory committee? Diane replied that it is anticipated that the report should be ready for the City Council's review in April. The Heritage Task Force was appointed as a short-term task force, making recommendations directly to the City Council. One of the preliminary recommendations is to setup an advisory committee similar to the Senior Center Advisory Committee, that would report to the Parks & Recreation Commission. Commissioner Jordan asked why Goal and Objective #12, "Renovation of DHS Athletic Fields" , was rated as a low priority? Diane stated because there is no funding available. • MIMUTE''S - MARCH 8 , 1994 PAGE TWO 11th Annual St. Patricks Day Celebration Diane reported that the 11th Annual St. Patricks Day Celebration is scheduled for Saturday, March 12 , 1994 at the Shamrock Village Shopping Center. The event will begin at 9:30a.m. with the traditional parade sponsored by the Dublin-San Ramon Lions Club and the community celebration will follow the parade. The celebration will include two stages of entertainment, food booths, arts and crafts, children's carnival area, health fair and various informational and commercial booths. In addition, local businesses will be conducting sidewalk sales throughout the town. The Sister City Association will be hosting the 2nd Annual Green and White Gala at the Dublin Park Hotel at 7p.m. Commissioner Lockhart reported that there are currently 100 confirmed reservations for the Green and White Gala. The event will be a dressy affair, black tie optional, with dinner and dancing. Eight visitors from Brea, Ireland will be in attendance, as well as participate in the St. Patricks Day Parade. The Sister City Association hopes to make this an annual event. Commissioner Jones stated that he had received two phone calls from groups asking why the City is permitting non resident groups to do food booths, when they were turned away. Diane stated that we accept applications on a first-come first serve basis and the non-resident groups submitted theirs first. She suggested that perhaps the Commission should discuss changes for next years event at their next meeting. Commissioner Donnell suggested setting a cutoff date for resident groups to sign up, and then open it up to non-resident groups. Commissioner Trimble reported that the Dublin-San Ramon Lions are already making changes to the parade format for next year. The hope to have more bands participate and to make the parade a more fun event. New Business 1994 Easter "Eggs"-travaganza and Playday Diane reported that plans are underway for the Fourth Annual Easter "Eggs"- travaganza and Playday scheduled to be held on Saturday, April 2 from 9:30-11:30a.m. at Shannon Park. The fee is $4.00 for Dublin residents and $5.00 for non-residents. This years event will include special entertainment, face painting, Easter crafts and games, visits with the Easter Bunny, as well as the traditional egg hunts. Commissioner Trimble stated that he would like to have a "Golden Egg" as part of this event. Commissioner Cahn indicated that he noticed that the front of the flyer did not indicate that the registration form was on the back. Commissioner Cahn stated that there are other groups in the community besides those that celebrate Easter and Christmas. He felt that the City should not name events after regligious holidays, because by doing so, they are excluding segments of the community. Diane pointed out that Staff changed the Christmas Tree Lighting to the Holiday Tree Lighting, several years ago. 1994 Summer "Pun in the Sun" Program Diane reported that plans are underway for the 1994 Summer "Fun in the Sun" program. The program is a drop-in playground designed for children entering grades 1-6. The eight week program is held Monday-Friday from 1:00-5:OOpm at three neighborhood parks. Pre-registration is required and a nominal registration fee is charged. • MINUTES - MARCH 8, 1994 :PAGE THREE Diane summarized the statistics from the previous three years for the Commission. She stated that although the statistics are not conclusive, it appears that as the fee has increased, the full summer enrollment has decreased and the bi-weekly enrollment has increased. However, as there was substantial drop in the average daily attendance between 1992 and 1993 , it seems that the $75 full summer registration fee has contributed to the overall decrease in attendance. Staff proposes two options for registration fees, Option I is to decrease the full summer registration fee from $75 to $50 and maintain the $20 bi-weekly registration fee. Option II is to maintain the same fee schedule as in 1993 ($75/full summer and $20 bi-weekly) . Commissioner Cahn asked how much does this program cost? Diane indicated that she does not have the information with her, but if the meeting could be adjourned temporarily, she could get the information for the Commission. Chairperson Cahn temporarily adjourned the meeting at 8:36pm. The meeting was reconvened at 8:40p.m. Diane stated that the budget for the "Fun in the Sun" program is approximately $15,800, which is the direct cost only. The budget is based on three sites with two (2) Recreation Leaders at each site, and a Part- Time Recreation Specialist, who oversees the sites and serves as a floater. Commissioner Lockhart asked how many children does this budget cover? Diane replied that minimum Staffing at each site is two (2) leaders based on the average daily attendance of thirty (30) children. Commissioner Trimble felt that we may have raised the price of the program to the point that no one will want to use the program any longer. He felt very strongly that we need to cut the full summer fee in order for the program to continue. Hopefully enrollment will increase to cover the cost of the program. Commissioner Lockhart asked if Staff still has the names of the people who signed up in 1992, and if so, maybe we should target these people. Commissioner Jordan asked why was the fee raised so much for 1992-93? Diane replied that the City Council directed Staff to increase revenue to help balance the budget. Commissioner Donnell felt that it is the Commissions responsibility to make sure that the City offers programs that everyone can afford and participate in IT WAS MOVED BY COMMISSIONER DONNELL AND SECONDED BY COMMISSIONER JONES TO CHANGE THE FULL SUMMER FEES FOR THE "FUN IN THE SUN" PROGRAM FROM $75 TO $50, TO ELIMINATE THE RI-WEEKLY FEE AND INSTITUTE A WEEKLY FEE OF $10. VOTE: AYE - 4/OPPOSED - 2 (LOCKHART/CARD Commissioner Lockhart asked if Staff contacted the people who were in the program last year, or did they rely strictly on the flyers? Diane replied, the relied on the flyers. He suggested that a form letter be sent specifically to those people who were in the program before. Diane felt that it was a good suggestion to be pro-active in our marketing. Other Business Commissioner Jordan stated that Dublin High School will be participating in the National Cheerleading Competition in Anaheim from March 18-20, and that the Academic Boosters helped with the expenses for the trip. MINUTES - MARCH 8, 1994 .PAGE FOUR Commissioner Jones stated the NCS Soccer Championships were hosted at Dublin High School and that he the heard a lot of good comments about the football field. They could not believe that the City spent money to improve a high school facility. Commissioner Donnell reported that one of the sewer gratings is missing AT Kolb Park along the sidewalk (Bristol Road side of park) . She felt that the City should check the sewer gratings periodically. Diane stated that for situations that creates an immediate liability, Police Dispatch can be called and they will contact someone from the call-out list for Public Works. Commissioner Lockhart stated that he has heard from two different sources that there is a member of the Heritage Task Force that still has not attended any of the meetings. Commissioner Lockhart complimented Staff on the youth basketball program which seems to be very well organized. Commissioner Trimble agreed, however felt that the situation with the grandstands still needs to be resolved. Diane pointed out that the City does not schedule CYO. The high school coach opens and closes the facility for the group. Commissioner Trimble stated that he read in the paper about the offer from Camp Parks for the City to do fireworks there for the 4th of July. Diane stated that one member of the Council is concerned with the City selling fireworks and people taking them back into their communities, where they are illegal. In addition, people in town buy the fireworks and use them in public right-of-ways. He suggested finding a location in the City where people could go and set off their fireworks. This was discussed at the goals and objectives of the study session and was given a low priority. Commissioner Lockhart inquired as to the status of the scoreboards. Diane replied that a letter has been sent to Mr. Moran asking him to contact her. Commissioner Cahn reminded the Commission of the Annual Commissioners dinner meeting at the Crow Canyon Country Club on Wednesday, March 9. The main topic of meeting is about graffiti, and should be interesting. Staff Reports Diane reported that next month she will begin recruitment for a new Parks and Recreation Commission Student Representative with interviews in May. She indicated that she doesn't believe that a committee has been appointed, but will check the minutes. She asked Commissioner Jordan to let her know of any students that may be interested. The bathhouse renovation at the Swim Center is almost complete. The City Council approved the architect for the Heritage Center renovation. As part of the project the architect will prepare a brief historical analysis of the buildings. The City Council will be asked to set aside some of the 1994-95 allocation of Community Development Block Grant Funds to help with the handicap accessibility. A City/School District Liaison Committee meeting was held today attended by two representatives from the City Council (Guy Houston and Beth Howard) , two representative from the School Board (Cindy Cobb-Adams and Jim Patterson) and Staff. The main items of discussion were the Joint Use Agreement and the School/City projects. A new sub-committee will be formed to look at the projects originally identified. • MINUTES - MARCH 8, 1994 PAGE FIVE Diane indicated that at the Annual Commission Dinner tomorrow night, they would like for the Chairperson to make some comments. She indicated that she will prepare some notes for Commissioner Cahns convenience. The Parks and Recreation Master Plan draft has been completed and a public hearing will probably be held at the next meeting of the Commission in April. Legal counsel has submitted a report to the City Council on the New Brown Act, which goes into effect on April 1, 1994. This information will be on the Commissions next agenda. Adjournment Being no further business, the meeting was adjourned at 9:25p.m. Respectfully submitted, • Char J. Young Administrative Secretary