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HomeMy WebLinkAbout11-18-1996 Approved P&CSC Minutes ........................................................ The November 18, 1996 meeting of the Parks and Community Services Commission was called to order at 7:00 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 OCTOBER 21, 1996 WERE APPROVED AS SUBMITTED. Written Communications-None Public Hearing-None Unfinished Business-None New Business Old St.Raymond's Church Facility Use Policy Director Lowart reported that at the September 30, 1996 special City Council meeting Staff was directed to prepare a Facility Use Policy and Fee Schedule for the use of Old St. Raymond's Church. Staff anticipates that the Church could be used for weddings and religious functions as well as for concerts, art exhibits, recitals, and theatrical presentations. Use of the building for meetings is not predicted at this time. In order to preserve the historical flavor of the facility, Staff is proposing to refurbish the pews and permanently affix them to the floor of the Church. This arrangement will limit usage of the church to those events requiring only assembly seating. Funds for refurbishing the pews were not budgeted this year, therefore rental parties will be given permission to provide their own equipment. Facilities surveyed were either historical or equal to St. Raymond's in size. Many of the facilities are currently active churches offering wedding packages which included a set amount of hours, services including a minister, pre-marriage counseling, wedding coordinator, janitorial, rehearsal, bridal preparation area, flower baskets and candelabra. The wedding package proposed for Old St. Raymond's Church consists only of the use of the building, services of a building attendant and subsequent janitorial services. Director Lowart reported that in 1993 a standardized fee schedule was established for all City facilities. Fees were determined based on a review of the costs associated with the operation of the various facilities as well as through a market survey of the fees charged for similar facilities in the surrounding area. The formula used to determine fees classification of users included Public Agencies, Dublin Chamber of Commerce and Resident Community groups are assessed use fees which are one-third less than the rates charged for Private Groups. Conversely, Commercial Groups are charged use fees which are one-third more than the rates charged for Private Groups. Non-resident groups are assessed a fee which is twenty percent higher than the resident rate. The proposed Facility Use Policy and Fee Schedule for Old St. Raymond's Church is consistent with other City use policies. The proposed policy was scheduled for review by the Heritage Center Advisory Committee at their November 14, 1996,meeting,however there was no quorum present for the meeting which resulted in its cancellation. MINUTES-NOVEMBER 18, 1996 PAGE TWO It is Staff's recommendation that the Commission either approve the Facility Use Policy and Fee Schedule and direct Staff to present it to the City Council for approval, or return it to the Heritage Center Advisory Committee for consideration at their next meeting. Director Leonard stated that Staff surveyed 8 churches and 3 similar facilities. Many of the facilities are practicing churches who offer a lot more. The fees proposed are comparable to what we are offering and for the area. Commission Questions Chairman Chapman asked if the fees were designed to break even or to raise funds for the general fund to improve the facility? Director Lowart replied that the money generated through the rentals would offset the operation cost, which would include janitorial,building attendant and Staff time. Chairman Chapman asked if the Diocese of Oakland is going to reinstate the church as a Catholic approved facility? Ms.Leonard replied,no. Commissioner Wong-Gillmore asked if it was anticipated to have a lot of use by the other user groups? Director Lowart stated that the other user groups were added to be consistent with the other policies. Chairman Chapman asked what the refurbishing of the pews would include? Ms. Leonard pointed out that the pews are not the original ones. It is proposed to cut the pews in half and add new ends. Commissioner Wong-Gillmore asked for clarification on regular business hours, and how often Shannon Center is used by groups during the day? Director Lowart replied, business hours would be 8am-5pm, Monday-Friday. Shannon Center is not used very heavily by groups during business hours, as availability is very limited due to scheduled classes and programs. However, the Civic Center is quite heavily used by various local community groups on an ongoing monthly basis. Commissioner Wong-Gillmore asked if it would be possible to have more than one wedding per day? Ms. Leonard answered yes. Heritage Center Advisory Committee Chairperson Mary Beth Acuff pointed out that the policy needs to move forward. She reported that she does not think that the Heritage Advisory Committee members have any concerns regarding the proposed policy. Commissioner Fasulkey asked whether the other members of the Committee were polled? Ms. Leonard stated that they are of the same mind and feel that the policy should move forward. IT WAS MOVED BY COMMISSIONER FASULKEY AND SECONDED BY COMMISSIONER WONG- GILLMORE TO ACCEPT THE FACILITY USE POLICY AND FEE SCHEDULE AS PROPOSED. STAFF IS DIRECTED TO FORWARD THE FACILITY USE POLICY AND FEE SCHEDULE TO THE CITY COUNCIL FOR THEIR CONSIDERATION. (UNANIMOUS) Update on City Trail Projects Director Lowart reported that at the October 21, 1996 meeting of the Parks and Community Services Commission, the Commission requested an update on City trail projects. Staff has been in contact with the City's Senior Civil Engineer, Mehran Sepehri, who has provided information regarding the Alamo Creek Bicycle Path and the Iron Horse Trail projects. A federal grant has been granted to the Cities of Dublin and Pleasanton to construct a bicycle path on the east side of San Ramon and Alamo Creeks along the Zone 7 right-of-way. This project limit is from the City of San Ramon to Bernal Avenue in the City of Pleasanton. This project has been divided into three phases. The first phase MINUTES-NOVEMBER 18, 1996 PAGE THREE includes construction of three bridges and an underpass under Dublin Boulevard. Two of the bridges are within the City of Dublin; one is located behind Dublin High School to connect the bicycle path to the high school site and the other is at the junction of San Ramon and Alamo Creeks and Alamo Channel. Phase I is currently under construction and is scheduled to be completed prior to the end of November 1996. The second phase is the construction of the 12-foot bicycle path. Construction is planned to begin in approximately March 1997, if weather permits, and is scheduled to be completed prior to the end of June 1997. The third phase is the underpass under I-580 which will be constructed by Caltrans. At this time, Caltrans has not yet provided a schedule of when this work will be undertaken. The balance of the Iron Horse Trail from Dougherty Road to the BART station along the Southern Pacific right-of-way will be completed in the future. The City and the East Bay Regional Park District(EBRPD)applied for federal grant funds for this project in the past. However, due to the lack of available funds,the grant was not funded. The City and EBRPD are actively pursuing available grant funds to complete this segment of the project. Commissioner Fasulkey asked why the project did not receive Federal grant funds? Director Lowart replied that there were more projects than funding. Commissioner Wong-Gillmore asked whether the trails would be accessible to residents? Director Lowart replied, yes. Chairman Chapman asked what is the status of San Ramon's trail? Director Lowart stated that it is her understanding that they are now working on the final phase. Summer 1996 Quarterly Report Director Lowart briefly summarized the activities and programs conducted by the Parks and Community Services Department encompassing the months of June,July and August. Fu,n in the Sun Fun in the Sun is a drop-in recreation program for children entering first through sixth grades. Children participate in group games and sports, create crafts, learn camp songs and make new friends. The program was held at four sites including Alamo Creek, Kolb, Mape and Shannon parks. Eight one-week sessions were held this summer, each with a different theme and activities. The program was held Monday through Friday, from 1:00 P.M. to 5:00 P.M., excluding July 4. Total registration was 318,with 90 at Alamo, 56 at Kolb, 69 at Mape and 83 at Shannon. Camp Shannon Camp Shannon Day Camp is a full-day program designed for school-age children. A total of 256 participants registered for the Summer 1996 session, exhibiting an increase of 32 participants over the 1995 session. The Camp consisted of 11 one-week sessions averaging 23 participants each week. Tenderfoot Day Camp Tenderfoot Day Camp is a day camp held at Shannon Community Center and Park designed for preschool age children. A total of 120 preschoolers registered for 1996 Summer Quarter. Originally each session was limited to 14 participants,however,due to increased demand the afternoon session for was increased to 16 students. Teens An assortment of activities were offered to middle and high school teens this Summer. Because interest and participation varied many of the scheduled activities were canceled. The Pool Bash held July 19 was attended by 26 teens and a middle school teen dance attracted 23 participants. Events canceled due to lack of registrants included: Kickin'the Summer Off high school teen dance, Santa Cruz Beach Boardwalk trip and Late Night Open Gym. • MINUTES-NOVEMBER 18, 1996 PAGE FOUR Y.E.S. (Youth Experience in Service) - The Y.E.S. (Youth Experience in Service) Program, offered to teens entering 6th through 10th grades, was very successful this summer. The program which provides teens with the opportunity to volunteer their services for summer camps and programs registered 29 participants in 1996, an increase of 6 over last year. The teens assisted with the Fun-in-the-Sun program, the Tenderfoot Day Camp and with Camp Shannon. Adult Sports A total of 29 teams participated in summer Adult Coed, Business and Men's Softball Leagues. Men's "D" continues to be the most popular division with two leagues of six teams each. Championship T-shirts and a team trophy were provided to the winners of each league. Youth Sports The Summer Sports Camps were designed to provide basic instruction in soccer,tee ball and basketball. Pee Wee Sports Camps for 4 - 5 year olds and Peanut Sports Camps for children entering first-third grades were scheduled at Wells Middle School and relocated to Murray Elementary School due to renovation activity. Enrollment in Pee Wee Sports Camps averaged 36 per session and Peanut Sports Camps averaged 30 per session exhibiting a 5% overall increase. The All Sports Day Camp was conducted at Murray Elementary School, designed for participants in third - sixth grade. Camp participants played sports (indoor hockey, basketball, soccer, baseball), went on excursions and enjoyed swim days. Of the four sessions offered Sessions I and III filled with 20 participants and Sessions II and IV were well attended 15 and 17 respectively. Special Events The Water Carnival was held at the Dublin Swim Center and over 400 people attended. Activities included a dunk tank,the wet-n-wild zone with a slip-n-slide, carnival games, bubble art, a tropical tattoo parlor, a live band and a barbecue. A non-profit group contacted with the City to provide the barbecue. Games conducted in the pool included inner-tube relays, greased watermelon relay, a poker chip hunt, and a splash contest. To add to the festivities a 20-foot inflatable submarine rented for the day floated in the pool along with inner tubes and beach balls. The City-Wide Flea Market was conducted on Saturday, July 13, at the Dublin Sports Grounds from 8:00 A.M. to 2:00 P.M. Eighteen dollars procured a 20' x 20' space. Approximately 200 shoppers were admitted free of charge to peruse items offered by the 54 participating vendors. Senior Center Summer 1996 at the Senior Center highlighted several special events. The annual Center Garage Sale, held on Saturday, June 8, was again a great fund raiser and a source of costumes for the Mystery Theater. Author Kata Lekich led a group in a discussion of her book, The Polluted Pond: The Myth About Aging followed by a gourmet luncheon prepared in the Center's kitchen by staff and volunteers. The Center's eighth birthday celebrated on July 12 and featured the theme,Pieces of Eight. The event was well attended and the highlight of the summer. August featured a bus trip to San Francisco to visit Underwater World. The Resource Fair scheduled for August 24 was canceled; funds granted for the event by Sandia Laboratories will be used for individual workshops throughout the year featuring agencies that provide similar services. Leisure Enrichment Classes Leisure Enrichment Classes drew 387 participants. Popular children's classes included the Terrific Twos Summer Mini-Camp, children's dance classes, Bumper Bowling and the Kid's Summer Art Camps. Popular classes for adults included the dog obedience classes, the Line Dance class and especially the Ballroom and Social Dance class which reached its 40 participants maximum. Summer participation decreased by 6% over the Spring Quarter and registered a 2%decline over Summer 1995. • MINUTES-NOVEMBER 18, 1996 PAGE FIVE Aquatic Program Report- Summer 1996 The Dublin Swim Center opened for its Summer season on June 1, 1996 for recreational swimming, lap swimming, private pool rentals, Junior Lifeguard training, and swim team practice. The Swim Center was also open for other programs including learn-to-swim lessons, family nights, aquatic day camp, water aerobics, adult swim lessons,teen pool bashes, and synchronized swimming. Over 1,000 people visit the Swim Center on a daily basis. Recreational Swimming Attendance at recreational swimming this summer was 23,903, which is a 5% increase over the attendance last year. This increase could be attributed to the introduction of water park style inner-tubes at the pool, available to guests at the pool at no extra charge.Average daily attendance at recreational swimming was 254. Learn-To-Swim Program Over 1,380 children participated in swimming lessons this summer. Registration for the learn-to-swim program dropped by 28% this year. This is primarily attributed to a lack of certified Water Safety Instructors in the Tri- Valley area. Fitness Program The Dublin Swim Center offered two fitness programs for adults which included lap swimming and water aerobics. Participation in the water exercise program increased by thirteen people, or 4%. Lap swimming continues to decline in popularity with only 77 people attending the entire summer, which is down by 36%. Staff is investigating ways to increase attendance during lap swimming hours, one which is to expand the available hours. Junior Aquatic Water Safety(JAWS) Volunteer Program Each summer teens are employed on a volunteer basis to assist in the swim lesson and recreational swimming programs. Nineteen (19) teens participated in the JAWS program this year. All training materials and volunteer uniforms were provided for by a grant from the Northern California Grant Makers. The grant also provided funding for the volunteers to compete in the Northern California Junior Lifeguard Games where they placed fourth in the overall competition. The teens in the JAWS program volunteered a total of 998 hours at the Swim Center. Green Gators Swim Team The Dublin Green Gators participate in the Tri-Valley Swim League which consists of seven other teams from Dublin,Pleasanton and San Ramon. The Dublin Green Gators roster grew to 118 this summer,the largest the team has ever been. A"Parents Committee"handles team fund-raising to offer many extra incentives to the swimmers, as well as coordinates parent volunteers to work at the meets. Aquatic Day Camp Enrollment in this program has been on the decline the past two years, with only 33 children participating this summer. Staff will investigate offering a different type of aquatic camp next summer to increase interest in the program. Synchronized Swimming Lessons Staff had anticipated these classes would be popular following the American Synchronized Swimming Team's gold medal performance at the past two Olympics. Unfortunately only one of the classes filled,with the maximum of eight students. Birthday Party Program This program continues to grow each year, with 354 participants this summer, which was a 26% increase over the previous season. MINUTES-NOVEMBER 18, 1996 PAGE SIX Other Business Brief INFORMATIONAL ONLY Reports from Parks&Community Services Commissioners and/or Staff Commissioner Fasulkey stated that he did not attend the sports liaison meeting, and is not sure that the meeting took placed as scheduled. Director Lowart stated that she will check on the date and distribution methods for the agenda. Commissioner Wong-Gillmore stated that she met Patsy Rankin the new Senior Center Coordinator, and she seems to be very enthusiastic. Chairman Chapman reported that he had a run-in with the janitor at Wells Middle School,regarding his parking on the new driveway. There were no signs indicating that parking was not permitted, so he parked there. The janitor called the police. Chairman Chapman stated that Mayor Houston indicated to him that he will schedule a special meeting or attend one of the scheduled meetings to discuss the direction of the Parks and Community Services Commission: Chairman Chapman asked if the Teen Task Force still exists? Director Lowart stated that the Task Force in concept still exists but it is her understanding that interest has declined. Director Lowart reported on the following: • The Christmas Tree Lighting is scheduled for Monday,December 2 at 6:30 p.m. • The Breakfast With Santa is scheduled for Saturday, December 14 with the first seating at 9:00 a.m. and the second at 10:30 a.m. • The Winter brochure was delivered to the Post Office on November 15. • Several leagues of the Youth Basketball League are full with waiting lists. Due the lack of gym space, additional children can not be accommodated. • The Valley High School Gym has not gone out to bid yet. • Nine(9)bids were received for the Mape Park Renovation, and all were over budget. It was the City Councils decision to eliminate the proposed bridge. Work is anticipated to start within the next 10 days. • Dougherty Hills restoration project has incurred problems due to the rain. • Carpet has been installed at the schoolhouse at the Heritage Center. • . The Senior Center Thanksgiving.Luncheon is scheduled for Tuesday,November 26 at 11:30am. Adjournment Being no further business,the meeting was adjourned at 8:10 p.m. Respectfully submitted, Char J.Young Administrative Secretary -11"Le VE'A 1._�Jl1 AILL 0 ;irAR..