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HomeMy WebLinkAbout12-16-1996 Approved P&CSC Minutes c S �r}■■�■}�,1,'/�� (��!T jjfH�:•i'•:.�lI,.LL:LL4}{+{ii:t_:;'{.iii:;iyiii iiii:{{{:;::i^;i:;i:;^iii:tiv:i:ijijiiiiiiiiiiiiiiiiiiiii:iti: w:::::::::::::::::::::::::::::::::::::::::::::::::::.::.::.�:.:::::.:::.:::::::. .. TY•.il.]l1Tle�•...� .n. iTi'I�'�::':::iT•:^�..��..:..::v::v:.:::............................n:.........n............................ The December 16, 1996 meeting 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 Chapman. Pledge of Allegiance Pledge of Allegiance was led by Chairman Chapman. Roll Call Commissioners Present: Chapman,Jones,Wong-Gillmore,Fasulkey and Kamau Commissioners Absent: Cramer Oral Communications-None Approval of Minutes THE MINUTES OF NOVEMBER 18,1996 WERE APPROVED AS SUBMITTED. Written Communications-None Public Hearing-None Unfinished Business-None New Business Request from Dublin High School Band Boosters Director Lowart reported that the Dublin High School Band Boosters would like to lease the Dublin Senior Center for one Thursday night per week from 4:15-10:30 p.m. to conduct bingo games from 6:30-10:00 p.m. The Band Boosters would like a one year lease beginning in January 1997 with a three month option to cancel. They would like to use the social hall for bingo games, the kitchen for a snack bar, and the 8' tables and folding chairs. In exchange for use of the Center, the Dublin High School Band Boosters would be willing to offer a discount to Dublin Senior Center Supporter Cardholders and share their bingo equipment with the Senior Center. Director Lowart stated that the Fallon School Multipurpose Facility is leased to the City for use as the Dublin Senior Center and is owned by the Dublin Unified School District. Under the terms of the lease agreement, the City has total responsibility for the costs associated with the operation of the facility and pays the District$100 per month for rent. Any revenues generated from the use of the facility are retained by the City. The lease agreement also provides that the District shall have first priority in use of the facility when it is not being used for City activities and the type of use must be consistent with the City's use of the facility and subject to approval by the City. The Dublin City Council adopted a Facility Use Policy which establishes rules, regulations, procedures and fees governing the use of the Dublin Senior Center. The Center is available for rental by the community during those times when the Center is not used for City sponsored programs. Fees for use of the Dublin Senior Center by a public agency or resident community group are $10 per hour for use outside of regular business hours and $40 per hour if the building is to be used for the purpose of fundraising. The Senior Center Advisory Committee considered the request from the Dublin High School Band Boosters at their November 21, 1996 meeting. The request was approved by the Committee with the following provisions: 1) • MINUTES-DECEMBER 16, 1996 PAGE TWO The term of the initial lease would be for six months;2) Storage of equipment would not available; 3)Use of the kitchen would not be permitted;4) Permanent mounting of the bingo board would not be recommended at this time pending further study;and 5) Fee for use would be$10 per hour. Commission Discussion Chairman Chapman asked if the reason the Band Boosters left their present facility was cost, and was smoking an issue? Director Lowart stated that they were paying$1,000 a month in Livermore, and that they were permitted to smoke outside the facility. Commissioner Wong-Gillmore agreed that the Band Boosters should not be permitted to use the kitchen. She stated that when the group moved, they lost some of their patronage, particularly those from Dublin. They now stand to save a sizable amount of money in moving back to Dublin, and felt that $10 an hour is very cheap. She also indicated that there was some discussion at the Senior Advisory Committee meeting that perhaps the Band Boosters can donate something to the Senior Center, over and beyond the$10 an hour they would be paying to use the facility. She indicated that she was hoping that someone from the Band Booster would be here tonight, so that she could propose this to them. Commissioner Jones voiced concern regarding the complaints that may be received from the nearby neighbors with the smoking on the street and cigarette butts. Also, parking could be a problem if the School District was conducting a meeting the same night as bingo. Commissioner Kamau asked if the public can attend and is there a charge? Commissioner Jones stated that you have to pay for the bingo cards,which is the admission to get in. Commissioner Fasulkey stated that this use seems to be a precedent, as we do not have any other activities that are strictly fund-raisers in relation to the School District. He asked if the intent of the agreement was more towards reciprocity for educational and sports related activities, rather than fundraising? Director Lowart replied that the agreement stipulates types of uses and the groups who can use it. It does not specifically address fundraising. Commissioner Fasulkey stated that it is his understanding then that this group is not the Dublin High School Band meeting for the purpose of band, developing the band or making uniforms. But is rather composed of people coming to play bingo with a few people from the band administrating the program, is that correct? Director Lowart replied,yes. Commissioner Fasulkey felt that this seems kind of gray. Chairman Chapman asked whether a parallel could be drawn between the casino nights that soccer conducts and what the Band Boosters are proposing here? Commissioner Wong-Gillmore stated that the difference is that soccer uses a City facility and are not affiliated with any school related function. Director Lowart indicated that the Band Boosters are affiliated with the school and are considered a program of the school. Chairman Chapman asked if there has been any input from the School Board on this issue? Director Lowart stated that the School Board does not have any control over the Band Boosters. Commissioner Jones stated that the School District does not get involved with parent groups. Commissioner Wong-Gillmore recommended that a policy should be set to determine which use is appropriate, regardless of who the user is, school related or not,without giving any preferences. Commissioner Fasulkey asked if there have been other requests for major fundraising activities at the Senior Center? Director Lowart replied, no. She indicated that we are very careful about scheduling anything inside or outside the regular hours,because of the nature of the senior program. • MINUTES-DECEMBER 16, 1996 PAGE THREE Commissioner Fasulkey stated that does not feel that $10 an hour is adequate compensation, considering the wear and tear on the facility, electricity, etc. He also stated that perhaps the Dublin High School Band should withdraw from being a member of the lottery for a fireworks booth? Chairman Chapman stated that all groups have the right to make a request to conduct bingo as a fund-raiser. Commissioner Fasulkey stated that is exactly the point and expressed concern that this may set a precedent for other groups. Chairman Chapman stated that he would be more concerned about other groups seeing it as a fundraising opportunity and making the same request for the same facility on another night. Then the groups will be questioning the number of nights of use one group has over the other. This could open up a can of worms. Chairman Chapman asked is Staff concerned about security with bingo? Director Lowart stated that they do have to obtain a permit from the Police Department to conduct bingo. This puts the Police on notice that bingo is going on. Groups applying for a permit are required to meet a certain criteria, one of which is to be a nonprofit organization. Commissioner Fasulkey felt that there is not adequate compensation being charged. Commissioner Wong- Gillmore and Jones agreed. Chairman Chapman stated that there is also concern that we may be opening up a can of worms, and there is no precedent for this type of use. In addition, the Commission was not able to question the Band Boosters regarding their request, as there is no representation here tonight. He felt that more information is needed to satisfy the Commissions concerns. Commissioner Jones questioned whether they are going to keep the neighborhood clean and be good tenants. He also questioned why there was no representation from the Band Boosters. Commissioner Wong-Gillmore stated that with their absence tonight, she cannot help but think that they confident that their request will be approved. Commissioner Kamau felt that the $10 hourly fee is too low. She voiced concern regarding children who may be walking home from the nearby park and crossing the street. Bingo players who lost their money might drive out the Center recklessly. Chairman Chapman assessed the Commissions discussion by stating that the Commission is not approving the request as stated. It is the Commissions recommendation to the City Council that they look into some of the issues raised tonight,before making their decision. He hoped that this is not a done deal, as the Commission would have wasted 35 minutes discussing this request for nothing. IT WAS MOVED BY COMMISSIONER WONG-GILLMORE AND SECONDED BY COMMISSIONER IKAMAU,TO APPROVE THE REQUEST OF THE DUBLIN HIGH BAND BOOSTERS TO LEASE THE SENIOR CENTER FOR BINGO,ON A SHORT-TERM 6 MONTH AGREEMENT AT THE$40 HOURLY FUND-RAISER FEE; AND THAT ISSUES REGARDING SAFETY, LOITERING AND CLEANUP BE ADDRESSED PRIOR TO THE FIRST DATE OF USE. IN ADDITION, THAT IT BE UNDERSTOOD THAT THIS REQUEST IS BEING CONSIDERED ON ITS OWN MERIT AND DOES NOT SET A PRECEDENT. ANY FUTURE REQUESTS WOULD BE CONSIDERED SEPARATELY. AFTER 6 MONTHS THIS AGREEMENT WILL BE REVIEWED BEFORE AN EXTENSION IS GRANTED. Director Lowart reported that the Dublin High School Band Boosters has submitted a request to use Shannon Center starting in March 1997, as they feel that the Senior Center is not really going to meet their needs. From 4 .1 MINUTES-DECEMBER 16, 1996 PAGE FOUR Staffs point of few, use of Shannon Center would be more problematic, which would require displacing programs to accommodate their use. Future Meeting Dates Director Lowart indicated that the upcoming January and February meeting dates fall on City holidays so it will be necessary to reschedule the meetings. Staff recommends that these meetings be rescheduled for the second Monday of the month as follows: January 13, 1997 and February 20, 1997. These dates do not conflict with other City sponsored meetings. After discussion, the Commissioners concurred to conduct the meetings on January 13 at 6:00 p.m. and February 10 at 7:00 p.m. Commissioner Kamau indicated that she will not be able to attend the January 13 meeting, as she will be in Washington,D.C. Status Report 1996 Goals and Objectives Staff has prepared a summary of the adopted 1996 Parks and Community Services Department Goals and Objectives, indicating the City Councils priority of each objective, a description of the objective and the status of each objective. The Commissions potential goals and objectives will be incorporated into those goals and objectives identified by Staff and brought back to the Commission at a later date for prioritization. Commission Input Commissioner Fasulkey asked if the securing of the ISTEA Funding for the continuation of the Iron Horse Trail to the BART station was the responsibility of the Parks and Community Services Department or another department? Director Lowart replied that the Public Works Department will be submitting a grant request. Chairman Chapman inquired as to our stance on keeping a pulse on the gym project Director Lowart stated that as the construction of the gym progresses, the Commission will need to think about a facility use policy and fees. This could be a goal for 1997. Commissioner Wong-Gillmore asked if the Commission will have input on the agreement between the City and the School District? Director Lowart replied, yes. It is anticipated that this item will be on the Commissions agenda for January. Commissioner Wong-Gillmore asked whether the Dublin Elementary project should be added to the list. Director Lowart stated that it could if the Commission so desired. Commissioner Wong-Gillmore asked if the high school fields are going to be available to the City next year? Director Lowart replied,yes. Commissioner Wong-Gillmore asked if Staff plans to expand the afterschool program at Dublin Elementary? Director Lowart stated that they would like to,provided funding was available. Commissioner Wong-Gillmore asked if the City has thought about contracting an outside operator to do the on-site daycare? Director Lowart stated that EDCC, the School District and the City have never discussed the provision of daycare. Director Lowart stated that Staff will bring a list of the recommended Goals and Objectives for our department to the Commission,prior to the Councils scheduled Goals and Objectives meeting. Other Business Brief INFORMATIONAL ONLY Reports from Parks& Community Services Commissioners and/or Staff MINUTES-DECEMBER 16, 1996 PAGE FIVE Commissioner Jones reported that he noticed while driving by the Sports Grounds after work that the lights were on, but no one was out on the fields. The lights were also on Thanksgiving Day at about 10:30 p.m. Director Lowart stated that she will look into the matter. Commissioner Jones asked when will the Commission know the status of their reappointments to the Commission? Director Lowart stated that the appointments will be made by the City Council at their January meeting. Commissioner Wong-Gillmore reported that she has brought in a copy of an article in the East Bay Business Journal on Jeff Chapman, to share with the Commission. She reported that she attended the November 21 Senior Advisory meeting, at which they discussed the Dublin High School Band Boosters, dental health screening, a proposed weight lifting class, and the Resource Faire for 1997. Chairman Chapman reported that he attended the Tree Lighting Ceremony and the Breakfast With Santa. The Tree Lighting was so crowded that many people just left. Director Lowart reported on the following: •The Senior Center Holiday Luncheon scheduled for Thursday,December 19. •The City offices will be closed for Christmas Eve, Christmas Day,New Years Eve and New Years Day. • Several of the Youth Basketball leagues are full with waiting lists. •Bonnie Leonard has returned to work on a part-time basis. •The Dublin Sports Grounds is closed for maintenance. • A complaint has been received from Dublin Toyota Pontiac regarding dust from the Sports Grounds on their cars; Staff will be following up on this issue. Chairman Chapman asked if it would be appropriate to ask the Mayor to attend one of our meetings to discuss the Commissions role? Director Lowart stated that the Bylaws and Rules of Procedure for the Commission outline the role of the Commission and if the Commission had questions on their role, she would attempt to clarify it for the Commission. Adjournment Being no further business,the meeting was adjourned at 8:28 p.m. Respectfully submitted, Char J.Young �^ Administrative Secretary APPRO D: "Ira Ch I IS