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HomeMy WebLinkAbout05-25-1995 Approved P&CSC Minutes The May 25, 1995 minutes of the Parks and Community Services Commission was called to order at 7:02 p.m. at the Dublin Civic Center,Dublin, California,by Chairman Trimble. Pledge of Allegiance Pledge of Allegiance was led by Chairperson Trimble. Roll Call Commissioners Present: Chapman, Cramer,Jones,Lampe,Wong-Gillmore and Chairperson Trimble. Oral Communications-None Approval of Minutes-None Written Communications-None Public Hearing Fiscal Year 1995-96 Preliminary Budget and Financial Plan Chairperson Trimble opened the Public Hearing. Diane reported that the recommended budget for Fiscal Year 1995-96 is $1,055,557 based on the current level of service, with a generated revenue of$495,040, resulting in a net cost of$560,517. The programs funded through this budget includes Administration, Playgrounds, Shannon Center, Preschool Classes, Teen Program, Adult Sports,Youth Sports, Special Events, Senior Center,Recreation Instruction and Aquatics. Parks and Community Services Department Administration - Funds the administration of the Parks and Community Services Department, the Parks and Community Services Commission, and the printing and mailing of the quarterly brochure($202,596). Playgrounds-Funds the Afterschool Recreation Program,Fun in the Sun Program, Camp Shannon Day Camp and the Winter Wonderland Holiday Camp. Staff proposes to change the hours of the Afterschool Recreation Program from 1:45-5:OOpm to 1:45-5:30pm and to offer the program on school minimum days. Consequently the fees have been restructured to cover the additional program hours and increased program costs, from $125/Full Session to $175/Full Session and from $56/30 day pass to $48/20 day pass. (Budget/$101,916, Revenue/$70,915, Net Cost/$31,001). Shannon Center - Funds the maintenance and operation of Shannon Community Center including weekday office operation and weekend facility rentals. (Budget/$123,348,Rental Revenue/$45,510,Net Cost/$77,838). Preschool - Funds three 12-week sessions of Shannon Center Preschool as well as the Summer Tenderfoot Day Camp Program. The Preschool Instructor position has been changed from part-time temporary status to part-time permanent status. Due to the increased costs associated with the Preschool Program and based on the results of the fee survey, Staff is proposing a $2 fee increase for the Tenderfoot Day Camp Program, as well as the Preschool Program for the 2-day per week Full Session and Installment Plan, and for the 3-day per week Full Session and Installment Plan for both resident and non-residents. It should be noted that fees have not increased in two years. (Budget/$48,258,Revenue/$45,025,Net Cost/$2,233). Teen Program- Funds the noon time program at Wells Middle School(2 days per week), the afterschool drop-in program at Wells Middle School (5 days per week) and Friday Night Out activities, trips and special events. (Budget/$31,262,Revenue/$5,100,Net Cost/$26,162). MINUTES-MAY 25, 1995 PAGE'TWO • Adult Sports Program-Funds adult softball, basketball and volleyball leagues as well as the basketball open gym program and the scheduling of the Dublin Sports Grounds and school facilities. For Fiscal Year 1995-96 Summer grass volleyball leagues are included in the budget. Consequently it is necessary to establish a fee for the league and incorporate the fee into the Resolution Adopting a Fee Schedule for Adult Sports. Staff is proposing a fee of $150 for resident teams and$175 for non-resident teams. (Budget/$81,399,Revenue/$102,060). Youth Sports - Funds Youth T-ball and Basketball Leagues, Girls Summer League Basketball, Summer Sports Camps and Mini-Sports Leagues, and a Winter Basketball Clinic. Staff is proposing a $2 increase in fees for Youth Basketball Leagues to offset the additional costs associated with the program. (Budget/$35,792, Revenue/$26,535,Net Cost/$9,257). Special Events - Funds six special events a year including the Halloween Spooktacular, Tree Lighting Ceremony, Breakfast With Santa, St. Patrick's Day Celebration, Easter Eggstravaganza, and two City-wide Flea Markets. (Budget/$33,210,Revenue/$11.320,Net Cost/$21,890). Senior Center - Funds the maintenance and operation of the Senior Center and programs offered through the Center(meals program, volunteer program, special events, dances, trips, classes and cooperative services, as well as the quarterly newsletter. Staff proposes an increase of$.05 for food items at the Senior Center Coffee Shop and $.25 increase for special events. (Budget/$108,323,Revenue/$26,250,Net Cost/$82,073). Recreation Instruction - Funds leisure enrichment classes for youth and adults. (Budget/$82,691, Revenue/$61,000,Net Cost/$21,691). Aquatics - Funds maintenance and operation of the Dublin Swim Center as well as the programs offered at the Swim Center (recreational swimming, instructional and specialty classes, swim team and pool rentals). This budget has increased this year, includes replacement of one of the diving structures ($5,000)and resurfacing of the diving boards($1,400). (Budget/$206,762,Revenue/$100,325,Net Cost/$106,437). COMMISSION DISCUSSION: Teen Program - Commissioner Cramer asked if there was any feedback from the seniors regarding the fee increases? Diane replied that the increases were reviewed at a Senior Advisory Committee meeting without any comment. Commissioner Chapman stated that at the parent orientation meeting at Wells for the incoming sixth graders, he was shocked at the number of people that were interested in what kind of afterschool programs was offered at Wells. He asked where is the revenue generated from? Also, if parents are using it as daycare, shouldn't they be charged in accordance with other daycare programs? Diane replied that many parents probably would like their children to attend the program at Wells for daycare, but based on an average attendance of 13 kids a day, it seems the kids are talking their parents out of using the program for daycare. The revenue is generated from registration $1,900, special events$650, ski trip$1,800, and$775 for Wednesdays at Wells,which is an extension of TRAC. Commissioner Wong-Gillmore stated that it doesn't seem that 13 kids on a daily basis is really reaching out and attracting newcomers. Diane pointed out that the teen program is historically heavily subsidized by the City, and the Commission discussed the possibility of discontinuing the program last year. However those parents in attendance spoke out very favorably of the program and the Commission concurred that the program should continue. Commissioner Wong-Gillmore suggested asking the Teen Task Force how they would like to see the budget utilized. Commissioner Chapman stated that regardless of what the program at Wells does, he felt that the Teen Task Force is going to have some measure of success. He stated that the way the two can work together would be for the Teen Task Force to have some involvement in what exactly the teen program at Wells is all about. Diane recommended to keep the funds as budgeted for the Teen Program, however if the Teen Task Force should recommend that the funds be utilized in another manner as opposed to the Teen Center, it could be discussed at a Commission meeting at a later time. MINUTES-MAY 25, 1995 PAGE THREE Commissioner Cramer felt that we should not give up on a program just because it doesn't have big numbers, and we may be making a mistake sending the message to the teens that we don't care about a program unless it draws big numbers. Commissioner Chapman stated that he is not suggesting that the program be eliminated, but rather that maybe with the involvement of the Teen Task Force,the program can be enhanced. Adult Sports - Commissioner Chapman asked what percentage designates a team as a resident team? Also, where will the volleyball league play? Diane replied, two-thirds of the roster, which is standard in most cities. The volleyball league will play at the sports grounds utilizing portable standards. Commissioner Cramer felt that this type of use may be damaging to the turf and the strong winds may be a factor. Diane indicated that perhaps a park should be used instead. Shannon Center-Commissioner Trimble asked if the Shannon Center budget includes replacement of items due to vandalism? Diane stated that it would be looked at as a separate budget item, either the Capital Improvement Program or part of the Park Maintenance budget. Commissioner Cramer stated that the rental fees for Shannon Center seem to be very reasonable, are there any plans to increase the fees? Diane stated that Shannon Center used to be the only facility in the area until San Ramon built their new Community Center and Senior Center, and Pleasanton their new Senior Center. With this type of competition, Staff would hesitate to increase the fees at this time, however Staff feels there is a need to look at the policy in terms of some fees and procedures. Youth Sports- Commissioner Trimble inquired as to the chance of trying out the roller hockey? Diane stated that Staff plans to try incorporating it with the Teen Program in the form of clinics. Commissioner Chapman asked what are the additional costs associated with the Youth Basketball League? Diane replied,that the City has pays custodial fees to use Wells Middle School,purchases trophies and sends the referees to training. He indicated that based on the success of the program, the number of children it serves, and the net cost of only $9,300, how important is a $2 increase. Commissioner Cramer asked what would the additional revenue be with the$2 increase? Diane replied, $510. Commissioner Chapman asked what is the City's stance for families who are not able to pay for youth programs? Diane stated that about eighteen months ago, the Commission and City Council approved a Scholarship Program, providing that it was funded by outside sources. At this time no revenue has been generated for the program. Commissioner Chapman stated the increase would not be an issue to him if the money was used for something other than to offset the cost of the program. He asked if the $2 increase could go into the Scholarship Fund instead? Diane stated that when the youth sports program was introduced three years ago, it was introduced with the mandate that it would cover its costs as much as possible. Library Services This budget funds the contract agreement with the Alameda County for additional hours of library service at the Dublin Library. For Fiscal Year 1994-95 the budget was $177,536, however based on the current level of service for Fiscal Year 1995-96, has increased to $194,188 for negotiated salary increases for County Library employees and an increase in indirect costs. Cultural Activities This budget funds City contributions to cultural activities. For Fiscal Year 1995-96 the Dublin Fine Arts Foundation is requesting a contribution of$10,000 and asking that the City approve a three-for-one matching grant for the Art-in-the-Parks program not to exceed$10,000. Heritage Center This budgets funds the maintenance and operation of the buildings located at the Heritage Center including the Original Murray Schoolhouse and the Old St. Raymond's Church. (Budget/$40,561, Revenue/$7,000, Net Cost/$33,561). MINUTES-MAY 25, 1995 PAGE FOUR Dublin Cemetery This budget funds grounds maintenance for the Heritage Center, as well as burial expenses for Dublin Cemetery. The proposed budget for Fiscal Year 1995-96 is $19,000, a 12.4% increase over the 1994-95 budget. Of this amount, $13,500 is allocated for grounds maintenance and $5,600 for burial services. This budget will be offset with $6,325 from internment fees and $3,500 in interest from the Cemetery Endowment Fund, with a net cost to the City of$9,275. Chairperson Trimble opened the meeting to Public Input. Being none, the meeting was opened for Commission discussion. COMMISSION DISCUSSION: Commissioner Cramer stated that he had no objections to Staff's recommendations. Commissioner Wong-Gillmore asked for further clarification on the budget for Shannon Center? Diane responded that personnel is approximately $50,000, utilities are approximately $19,000, other supplies total approximately $11,000 and contracted services (alarm, janitorial, pest control and elevator maintenance) total $38,000. Commissioner Chapman asked how many people are buried in the Dublin Cemetery annually? Diane replied, approximately 8-9 per year. Commissioner Trimble asked if the Measure AA funds have been totally committed to the remodeling of the Heritage Center? Diane replied,that the funds are being spent now. IT WAS MOVED BY COMMISSIONER CHAPMAN AND SECONDED BY COMMISSIONER TO APPROVE THE FEES.FOR THE YOUTH BASKETBALL PROGRAM TO $50/RESIDENT AND $58/NON-RESIDENT, HOWEVER THAT THE $2.00 FEE INCREASE BE USED TO ESTABLISH A SCHOLARSHIP FUND TO BE USED FOR ALL YOUTH PROGRAMS FOR THOSE UNABLE TO PAY TO PARTICIPATE. Discussion: Commissioner Cramer felt that this would set a precedent, and that with a little effort he was sure that donations could be obtained from the local youth and adult athletic groups and organizations. Commissioner Trimble pointed out that there is already a Scholarship Program in place which was passed by last years Commission and City Council. Diane stated that the next step would be to identify merchants and/or services clubs and draft a letter soliciting donations to the program. Commissioner Jones stated that if the program was funded, is there a guarantee that the monies will stay in the fund and not be used for something else? Also,how legal is it for the City to charge a specific group$2.00 to fund the program to benefit others? Diane stated that if the Commission would like for Staff to investigate this issue further, she can do so and bring this item back to the Commission. Commissioner Wong-Gillmore stated that she thinks the idea is good,however does not feel that this is the way to implement it. She agreed with Diane that the matter should be investigated more before an action is taken. Commissioner Chapman withdrew his motion and Commissioner Jones withdrew his second. IT WAS MOVED BY COMMISSIONER CRAMER AND SECONDED BY COMMISSIONER WONG- GILLMORE TO ADOPT THE RESOLUTIONS EXHIBITS A-E AS PRESENTED, WITH THE EDITORIAL CORRECTIONS. (UNANIMOUS) Commissioner Chapman stated that he would like to see if there is a way that the$2.00 fee increase be used to start a Scholarship Fund for those kids who are not in the position to afford to participate in any of the Youth Sports Programs. MINUTES -MAY 25, 1995 PAGE.FIVE Unfinished Business-None New Business Five-Year Capital Improvement Program 1994-99,Proposed Update 1995-96 Diane reported that Staff has prepared a summary of the park, school and facility projects presently included in the 1994-1999 CIP, and listing those projects that have been identified by Staff and the Commission for which no funding is available. Fiscal Year 1994-95 Projects Dublin Sports Grounds Renovation (Design, Phase I) - The City Council approved an agreement with Singer & Hodges,Inc. To prepare preliminary plans and specifications for Phase I of the Dublin Sports Grounds renovation. It is anticipated that the project will go to bid in July 1995 and construction begin September 1995 and completed for the 1996 baseball season. Heritage Center Renovation-Work is currently in progress on the renovation of the Original Murray Schoolhouse and the Old St. Raymond's Church, and it is anticipated that the construction will be complete by mid or late June 1995. Dublin Swim Center Deck Repair - It is recommended that this project be completed during the upcoming fiscal year. Proposed Projects Fiscal Year 1995-96 through Fiscal Year 1998-99 Diane stated that Staff currently reviewed the projects currently identified for funding and their timelines. As a result, Staff is recommending some changes to the remaining four years of the 1995-1999 CIP. The only change to the Dublin Sports Grounds Phase I is that it will extend into FY95-96. Due to the schedule of the high school field renovation and closure to the public till the Fall of 1997, it is recommended that pushing back Phases II and III for the sports grounds renovation about a year and doing the Design of Phases II and III at the same time in FY96-97 and construction Phase II in FY97-98 and Phase III in FY98-99. The District has put the Murray School renovation project out to bid and begin work on the fields this summer, and it is recommended therefore that this project be deleted. It is recommended that the Frederiksen School Athletic Renovation be deferred pending City/District negotiations concerning the Joint Use Agreement. The Shannon Center social hall floor replacement is still scheduled for FY95-96. The Community Facilities Task Force has concluded their work and have made recommendations to the City Council/School Board Liaison Committee. Their recommendations include, 1) the proposed Valley High School Gymnasium/Multi-purpose Room be expanded to accommodate community use; 2) pursue development of the Dublin Elementary School field area to accommodate community use, 3) pursue renovation of Frederiksen Elementary School field area to accommodate community use for youth/adult soccer, and 4) pursue renovation of Nielsen Elementary School field area to accommodate community use as a practice site for youth baseball/softball and youth soccer. The proposed projects identified for inclusion in the update to the CIP total$731,515, leaving an available balance of Park Dedication Funds of approximately$259,360. COMMISSION DISCUSSION: Commissioner Jones indicated that a new gym is a really hot item now. Commissioner Cramer felt that a gym is one of the highest priorities we have,even if it means pushing other items aside. Commissioner Trimble stated that he would not like to see any of the sports grounds improvements set aside now, as we need to pursue this project since it has been delayed for so long. MINUTES-MAY 25, 1995 PAGE SIX Commissioner Chapman suggested writing a letter as a Commission to the City Council letting them know that the Commission is aware what the Task Force has done, and are in support of the city-shared multi-use facility proposed on the Valley High School campus. Also indicating that the Commission would like to see it moved along with as much speed as is possible,and will assist in the process if needed. Commissioner Trimble agreed. Chairperson Trimble closed the discussion and opened the meeting to public input. Being none, the public input was closed. IT WAS MOVED BY COMMISSIONER CHAPMAN AND SECONDED BY COMMISSIONER WONG- GILLMORE TO ACCEPT THE UPDATE OF THE 1994-99 CIPAS PRESENTED. Commissioner Cramer asked if Commissioner Chapman should amend the motion to include that the Commission is directing a letter to be written to the City Council? Commissioner Chapman amended the motion to include "IT IS THE COMMISSION'S INTENT TO WRITE A LETTER TO THE CITY COUNCIL REFLECTING THEIR SUPPORT AND ASSISTANCE"IN REGARDS TO THE NEW MULTI-USE FACILITY PROJECT. (UNANIMOUS) Other Business Brief INFORMATIONAL ONLYReports from Parks& Community Services Commissioners and/or Staff Commissioner Jones stated that he was out at the Heritage Center the other day and its going to be a nice facility for small meetings and barbecues. Commissioner Trimble asked with the renovation close to completion, are there plans for a grand opening? Diane stated that final interviews for the Director will be held on Tuesday, and it is anticipated that a Director will be hired by mid-June. A celebration or grand opening will be the Director's first duties. Commissioner Chapman discussed the most recent meeting of the Teen Task Force and commended Valerie Barnes for really driving the kids to not leave the meeting without an action plan. The meeting of the Teen Task Force was very enthusiastic with a lot of good ideas. The participating teens will be sworn in at the next City Council meeting as official members of the Teen Task Force. Diane reported that only one application for the Student Representative. She indicated she will call the high school with hopes of getting some more students to apply. Commissioner Jones indicated that he will see if he can get something in the bulletin. The next meeting of the Commission is scheduled for Tuesday,June 20 at 7:00 p.m. Adjournment Being no further business,the meeting was adjourned at 9:07 p.m. Respectfully submitted, Char J.Young,Administrative Secretary