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HomeMy WebLinkAbout11-20-1995 Approved P&CSC Minutes ,,1,]�tD C 'X� r 7���ry.::t SE•:;^r:;.`:.4i'...'..:::i OMMISSI4l ::::::::::::::::'::::::::::::::::::::::::::::::::::::::i::5:::::::::::::::.�:":::Y�: :::5:::#::::::::::: The November 20, 1995 minutes of the Parks and Community Services Commission was called to order at 7:03 p.m. at the Dublin Civic Center,Dublin,California,by Chairman Trimble. Pledge of Allegiance Pledge of Allegiance was led by Chairman Trimble. Roll Call Commissioners Present: Trimble,Jones,Wong-Gillmore,Cramer and Nassar Commissioners Absent: Chapman Oral Communications-None Approval of Minutes IT WAS MOVED BY COMMISSIONER JONES AND SECONDED BY COMMISSIONER WONG-GILLMORE TO APPROVE THE MINUTES OF OCTOBER 16,1995 AS PRESENTED. (UNANIMOUS) Written Communications-None Public Hearing-None Unfinished Business-None New Business Proposed Volunteer Projects by Dublin Little League at the Dublin Sports Grounds Director Lowart reported that Dublin Little League has requested permission to undertake several volunteer improvement projects at the Dublin Sports Grounds, 1)construction of batting cages at baseball field#3;2)construction of permanent roofs over the dug-outs; and 3) construction of a scorebooth at the new baseball field. Dublin Little League have offered to pay for the installation of drinking fountains at baseball fields#4, #5 and#6 in exchange for a credit for field use fees, as well as to replace broken boards and repaint the backstops on baseball fields#3,#4,#5 and#6,in exchange for field use fees. In 1994,Dublin Little League was granted permission to construct batting cages between fields#5 &#6, however the project was not pursued due to a variety of circumstances. They are now ready to proceed and would like to relocate the cages to baseball field #3. With exception of the modifications to the irrigation system, D.L.L. would fund 100% of the cost for the proposed projects, and Maintenance Staff has determined that the modifications should not exceed $1,000. The funds would need to come from the Dublin Sports Grounds Ballfield Maintenance Budget,precluding any other work being accomplished. The preliminary plans have been reviewed by Staff and it is believed that the proposed layout could work, however Staff has the following concerns: 1)The exact dimensions should be reviewed in the field to insure that the batting cages will not infringe on the current or potential layout of the soccer fields,2)Use of the batting cages by D.L.L. during times that the field is in use by other groups should not be permitted, 3)To remove and relocate the fencing,bleachers and dugouts,the timing of the project would need to be carefully coordinated so as not to interfere with the playing season. Construction of a scorebooth at the new field would be similar in size as the ones at baseball fields #4, #5, and #6. The estimate cost is $2,500 for which D.L.L. is requesting credit for field use fees, upon completion. Dublin Little League has requested that electrical conduit be installed at the time of trenching for the drinking fountains, which they would pay the additional cost. The installation of drinking fountains has been deferred until Fiscal Year 1996-97 due to a lack of funding. D.L.L. has offered to reimburse the City for the cost of the installation of the drinking fountains and the electrical conduit in exchange for field use fee credit. The estimated cost for the total project is $9,465 ($8,450/drinking fountains and $1,015/electrical conduit). Commissioner Jones asked if there will be a drinking fountain at field#3? Director Lowart replied that one was not proposed because it would be too close to the restrooms and snackbar. Chairman Trimble inquired if the size of the conduit will accommodate the scoreboards. Director Lowart stated that the company that came forward with the idea of scoreboards three years ago, has not responded to any Staff follow-up inquiries. The conduit will be adequate to accommodate the electrical needs in the scorebooths. MINUTES-NOVEMBER 20, 1995 PAGE TWO Commissioner Cramer asked if the batting cages would infringe on the soccer field#3? Director Lowart replied,yes it might. However Dublin Little League has indicated that the length of the third base side could be shortened so as not to infringe onto the soccer field. Commissioner Wong-Gillmore asked what is the estimated cost for the conduit and drinking fountains? It is estimated at $9,465,which is for handicap accessible concrete fountains. Chairman Trimble opened the meeting for Public Input. Margaret Garlock,President of Dublin Little League, 6939 Langmuir Lane, stated that the 90ft diamond and batting cages are priorities for Dublin Little League. The batting cage will be placed on the first base side first,but when the concrete slabs are installed,both sides will be done so that the bleachers and dugouts could be moved up. The batting cage along the third base side probably will not be done this year. Commissioner Cramer asked if the concrete slab will extend out to the row of trees? Ms.Garlock replied,no. Chairman Trimble asked why does D.L.L. want both batting cages in the same location, and indicated his concern regarding the aesthetics of the chain link fencing proposed? Ms. Garlock replied that the lighting and parking was better, which was a safety issue. The chain link fencing will only be an extension of 10ft. Commissioner Jones indicated he was concerned about how close the batting cages would be to the sidewalk on the first base side. Ms.Garlock stated that slab will be close to the sidewalk,but it can be narrowed to 12ft. Commissioner Jones asked if the batting cages will be powered by electricity or generator. Ms. Garlock replied,by generators. Commissioner Jones stated that generators are very noisy and the extensions cords used could be a safety hazard. He felt that the cages should be wired for electricity. Commissioner Cramer concurred with Commissioner Jones concern regarding the sidewalk and indicated that he would like to see the area to make sure that there is enough room for a safety margin. He also a liked the idea of electricity as opposed to the use of generators. Chairman Trimble asked what is DLLs priority in the projects proposed? Ms. Garlock replied, first the batting cages, second the roofing,and third the scorebooth at field#7. Chairman Trimble closed Public Input. Commissioner Wong-Gillmore stated that D.L.L. donated the scorebooths to the City. Is the City requiring that also with the batting cages? Director Lowart replied, that the original agreement was that D.L.L. would maintain ownership of the batting cages,as well as the maintenance and liability. IT WAS MOVED BY COMMISSIONER CRAMER AND SECONDED BY COMMISSIONER JONES TO ACCEPT DUBLIN LITTLE LEAGUE S PROJECTS AS SUBMITTED AND THE PRIORITIES AS I) BATTING CAGES, 2) ROOFING OVER DUGOUTS; AND 3) SCOREBOOTH AT FIELD #7. IN ADDITION, TO ACCEPT THE MODIFICATIONS TO THE PLANS AS DISCUSSED AT THIS MEETING, AND THAT DUBLIN LITTLE LEAGUE PROCEED WITH ONE PROJECT AT A TIME AS SCHEDULED WITH STAFF,SO AS NOT TO INTERFERE WITH OTHER ACTIVITIES. STAFF IS DIRECTED TO FORWARD TO THE CITY COUNCIL FOR FINAL APPROVAL. VOTE: AYE-TRIMBLE, CRAMER,NASSAR AND JONES ABSTAINED- WONG-GILLMORE IT WAS MOVED BY COMMISSIONER JONES AND SECONDED BY COMMISSIONER CRAMER TO APPROVE IN CONCEPT THE OFFER FROM DUBLIN LITTLE LEAGUE TO REIMBURSE THE CITY FOR THE COST OF THE DRINKING FOUNTAINS AND ELECTRICAL CONDUIT FOR FIELDS#4, 5& 6 IN EXCHANGE FOR CREDIT FOR FIELD USE FEES. VOTE: AYE-TRIMBLE, CRAMER,NASSAR AND JONES ABSTAINED- WONG-GILLMORE MINUTES-NOVEMBER 20, 1995 4 PAGE THREE 13th Annual St.Patrick's Day Celebration Director Lowart reported that he 13th Annual St. Patrick's Day Celebration is scheduled for Saturday, March 16, 1996. The Dublin Lion's Club will sponsor the parade,the City's Parks and Community Services Department will plan and organize the community celebration, and the Dublin Chamber of Commerce will work with the business community to promote the Celebration. The parade route that has been used over the past years has been successful. However, if the Commission is interested in pursing a new route, Staff recommends that a route be identified to allow adequate time for review by both the Police and Public Works Departments. The celebration has been located at the Shamrock Village Shopping Center on Amador Valley Boulevard for the past three years, and seems to be welcomed by the merchants and is suitable for the various activities. Therefore, Staff recommends that the 1996 St. Patrick's Day Celebration be held at Shamrock Village Shopping Center. A number of businesses took advantage of the sidewalk sales, and promotional sign processing fees and time allotment were waived for those businesses who included "St. Patrick's Day Celebration in their signage. Staff will once again solicit corporate sponsorship for various components of the celebration. In return for major sponsorship, the sponsors will have a display at the Celebration and will be identified in all promotional materials. Staff recommends that these three components be included in the Celebration. The current fee structure encourages participation and helps reduce the City's expenses. Staff does not recommend an increase for the 1996 celebration. Chairman Trimble stated that the route used these past years is the best route for beginning and ending the parade, and has the ability to control traffic and keep as much traffic moving as possible. Commissioner Jones pointed out that if the route was changed to go down Village Parkway,it would deadlock the fire station there. Commissioner Jones stated that he spoke to Lee Carpenter at the High School about combining the Lions parade with a band review. The only problem is that it would have go down Village Parkway and would tie up the street all day. Commissioners Wong-Gillmore and Trimble thought a band review is a good idea. Commissioner Jones pointed out that this may be something that can be done maybe two years down the road, as sponsors would need to be found. Director Lowart stated that if we wish to expand the parade or have a band review or different route, we need to start planning now for 1997. She suggested perhaps setting up a committee of Commissioners and Lions Members etc. Chairman Trimble pointed out that it has always been the Lions intent for the parade to be a small town parade, and felt that perhaps.this item should be discussed at another meeting. Commissioner Jones stated that he would like to see more than one parade in town during the year,as the City needs something to draw people to Dublin. Commissioner Cramer stated that he likes that the parade is a hometown parade and enjoys seeing his neighbors and casually walking around town. Director Lowart stated that it was suggested at one time to do a Heritage Days event at the Heritage Center with a parade in the Fall. The Commissioners though that this was a good idea and might be the type of event to include a band review. IT WAS MOVED BY COMMISSIONER JONES AND SECONDED BY COMMISSIONER WONG-GILLMORE TO APPROVE THE PLANS FOR THE 1996 ST.PATRICK'S DAY CELEBRATION,AS SUBMITTED. (UNANIMOUS) Summer 1995 Quarterly Report Director Lowart summarized the activities and programs conducted during the Summer Quarter encompassing the months of June,July and August,for the Commission. Fun In the Sun Program-This program was conducted at Alamo Creek Park,Kolb Park and Shannon Park. In addition to the daily activities, special off-site activities were offered for an additional fee. For those children not participating in the special activities, an alternate park site was left open. Full Summer registration for residents was 146 and non-residents 30, for all park sites. Session Registration for residents was 184 and non-residents 8. Total program registration totaled 368. Camp Shannon-This program is a full-day program designed for school-age children, and was offered in two week sessions. Program hours were 9am-5pm,with extended day-care offered from 7-9am and 5-6pm. There were a total of 56 participants registered with an average daily attendance of 19. Tenderfoot Day Camp - This program was conducted at Shannon Community Center and Park designed for preschool age children. Sessions were held Monday - Thursday 9:30am-12Noon for 3-4 year olds and 1-3pm for 4-6 year olds. Total registration was 14(3-4yr)and 14(5-6yr)for each session. MINUTES-NOVEMBER 20,1995 PAGE FOUR Teens- The Youth Experience in Service Program for teens entering 6th-10th grades was offered for the second consecutive summer. This program is an opportunity for teens to volunteer their services for summer camps and programs to assist Recreation Leaders in the Fun-In-The-Sun, Camp Shannon and Tenderfoot Day Camp programs. There were a total of 22 Y.E.S. volunteers and approximately 1,200 volunteer hours were provided. The Teen Task Force's first activity this Summer was the Boogie Night Splash held at the Dublin Swim Center. Approximately 45 teens attended. The second event was a "Lock-In"held at the Dublin High School Gym which drew 200 participants. Adult Sports-A total of 32 teams participated in the summer Adult Co-ed,Business and Men's Softball Leagues. The league fee included a all-star game and the leagues concluded with City Championships. In an effort to expand the Adult Volleyball Program into the summer,outdoor grass volleyball was offered,however due to insufficient interest they were canceled. Youth Sports-The Summer Sports Camps provided basic instruction in soccer,tee ball and basketball. Pee Wee Camps were for children 4-5 years and Peanut Sports Camps were for children entering 1st-3rd grades. The camps were held at Wells Middle School due to the renovation at Murray Elementary School. Enrollment in Pee Wee Sports Camps averaged 40 per session and Peanut Sports Camps averaged 26 per session. Mini-Sports Leagues were held for youth 3rd-4th grades and 6th-8th grades at Wells Middle School. Basketball was held June 26-July 12 with 21 participants. Flag football was held July 17-August 2 with 15 participants. Indoor Hockey was canceled due to low enrollment. Special Events: City-Wide Flea Market - Two City-Wide Flea Markets were held at the Dublin Sports Grounds from 8am-2pm. The flea market held on Saturday, July 15 had 52 vendors, and the one on Saturday,August 19 had 42 vendors. Vendors paid$18.00 for a 20'x20' space. Senior Center - In June the Center conducted their annual garage sale on Saturday, June 10. Forty-five (45) seniors were bused to San Francisco to see Beach Blanket Babylon on June 11. A Father's Day pancake breakfast was held on June 15. All those who walked in the Human Race on June 20 were treated to a barbecue dinner. Average daily attendance for June was 77 with 347 volunteer hours. The Center celebrated their 7th Birthday on July 7th with a lucky seven party. Each participant was given $777 in "Club Dublin Bucks" for each white elephant gift they bought and purchased prizes with Club Dublin Bucks after the completion of game time. Average daily attendance for July was 62 with 360.5 volunteer hours. In August two workshops were held, Hayward Convalescent Hospital staff brought items designed to make life easier for seniors, and a representative from Mary Kay Cosmetics provided make-overs and facials. Average daily attendance for August was 55 with 387 volunteer hours. Leisure Enrichment Classes-As in past Summer Quarters,enrollment in classes was lower than in the Fall,Winter and Spring. Popular classes for the summer included Golf,Tennis,Time for Two's and Children's Beginning and Intermediate Art Classes. Of the 82 classes offered,65 classes were conducted with a total of 409 participants. Commissioner Cramer asked if preteens are accepted into the Y.E.S. program? Director Lowart replied that the evaluation from this summer was that we look at 7th grade as the minimum age next year,as some of the 6th graders were too lose in age to the participants. Summer 1995 Aquatics Report Director Lowart reported that the Dublin Swim Center opened to the public on April 17 for the 1995 season and closed September 4. Recreational swimming was offered daily April 17-21 from 1-5pm, weekends daily April 9-May 29 from 1- 5pm,and daily May 30-September 5 1-5pm and Tuesdays and Thursdays 7-9pm. Total attendance for the season was 14,244. Youth swim classes were offered for youths between the ages of 6 months to 15 years which included classes for Infants, Toddlers, and Preschool Levels I, II and III. A total of 1,498 students participated. Other activities and programs at the pool included Private/Semi-Private swim lessons, Adult Swim Lessons, Safety Classes, Swim Team and Adult Lap Swim, Water Aerobics,Aquatic Day Camp,Junior Aquatic and Water Safety Program,Teen Pool Bashes,Annual Water Carnival,Parties at the Pool Program,Private Pool Bash,and the Dublin High School Swim Team. Commissioner Jones asked if all the sewer problems been resolved? Director Lowart stated no, but hopefully will be taken care of before the pool opens next season. MINUTES-NOVEMBER 20, 1995 PAGE FIVE Commissioner Wong-Gillmore asked when will the fee schedule for the pool be reviewed? Director Lowart replied, either in January or February. Annual California and Pacific Southwest Recreation and Park Conference Director Lowart reported that the Annual California and Pacific Southwest Recreation and Park Conference will be held February 8-11, 1996 in San Diego, California. The 1995-96 budget contains funding for three Commissioners, and it is recommended that the Commission select three Commissioners to represent the Parks and Community Services Commission at the conference. A decision does not have to be made tonight,but the deadline for registration is January 12. Commissioner Cramer stated he would not attend, however would be an alternate if a third representative was needed. Chairman Trimble indicated that he would not be able to attend. Commissioner Wong-Gillmore indicated that she was interested in attending but would need to check her calendar. Director Lowart stated that if any of the Commissioners are interested in attending,to let her know at the next Commission meeting of December 18. Other Business Brief INFORMATIONAL ONLY Reports from Parks& Community Services Commissioners and/or Staff Commissioner Cramer stated that he is very happy with the way in which Staff is servicing our community. Commissioner Wong-Gillmore reported that she attended the Youth Sports Liaison Committee meeting on November 7, and was disappointed as not all the youth groups were represented. It was decided to set a definite date to meet for once every four months. She attended the Facility Task Force meeting with the main issue being how Dublin High School's facilities could be better utilized for the community. Discussion also included school sites and renovations. Commissioner Nassar stated that the Teen Task Force received a budget of about $5,000. However the involvement by the Teen Task Force members is very low and people are not showing for meetings. She asked if the public is informed of the Teen Task Force meetings? Director Lowart stated that the agendas only go out to the members only,however Staff can try to do another push to get people involved. Chairman Trimble suggested placing a notice in the local newspaper. Commissioner Jones asked if the City is offering any photography classes? Director Lowart stated that one was offered last Fall. Commissioner Jones asked if a flyer could be circulated to the high schools students for the next class, as there is no photography classes offered there? Commissioner Jones reported that while at a function at Shannon Center on Sunday,he noticed that the ceiling vents are heavy with dust and cobwebs. Director Lowart stated that she will schedule a janitor to clean the vents. Commissioner Wong-Gillmore reported that during the Dublin United Soccer function at Shannon Center, several cars were broken into and purses stolen. She asked if this has happened before? Director Lowart replied,no. Director Lowart invited the Commission to attend the Tree Lighting Ceremony at the Civic Center on December 4 at 6:30 p.m. Adjournment Being no further business,the meeting was adjourned at 8:34 p.m. Respectfully submitted, Char J.Young,Administrative Secretary