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HomeMy WebLinkAbout10-21-1996 Approved P&CSC Minutes ..........::.:.....:.:.........:..:.:.:.::.:,..:::.:...:.::.... :...::..:.......:.........:.............................:.::::. ...................................................................................... The October 21, 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,Cramer,Fasulkey and Kamau Oral Communications-None Approval of Minutes-September 16, 1996 The minutes of September 16, 1996 were accepted as written. Written Communications-None Public Hearing-None Unfinished Business-None Chairman Chapman stated that due to a work commitment he would be required to leave by 7:40 p.m. New Business Dublin Elementary School Sports Field/Park Development Director Lowart reported that the Dublin Unified School District has contacted the City regarding a potential joint project for the renovation of the Dublin Elementary School fields. The District plans to reopen the school in the fall of 1997 and is in the process of preparing plans and specifications for the renovation of the classrooms. Director Lowart reviewed the colored rendering of the field renovation project and indicated that the project could be divided into two phases. Phase 1 would include the development of a children's play area which would be used by the school children during regular school hours and be available to the public after school, on weekends and during the summer. It would also include a large turf area which could be used as a practice soccer field. The preliminary cost estimate for Phase 1 is $347,325. Phase 2 would include the development of the remainder of the site, which is the large grassy areas that borders the freeway. This area could accommodate two 60-foot baseball diamonds and a full size soccer field. These fields would be available for public use for activities such as Little League, soccer and/or football. The preliminary cost estimate for Phase 2 is $526,885. Director Lowart indicated that this project was the second priority of the Community Facilities Task Force. The design concept and cost estimate were reviewed by the City/District Liaison Committee who directed Staff to present the design concept to the Parks and Community Services Commission and the local sports groups in order to obtain input. The Committee will be meeting again on October 29, 1996 to discuss the feasibility of the project in greater detail. Chairman Chapman asked where the cost estimates came from? Jeanne Howland,Dublin Schools, replied that the cost estimates are from Singer&Hodges Landscape Architects,who have done work with both the District and the City. She identified two additional options for the project which entailed importing 10" of top soil on the sports field and putting in a sub-drain system. These options would increase the cost of the project. • MINUTES-OCTOBER 21, 1996 PAGE TWO Director Lowart reported that the sub-drain system is similar to what was done at Dublin High School. The infields as shown would have imported soil and would not be at a depth of 10". Commissioner Wong-Gillmore asked would this soil be solid enough so that it would not blow away? Director Lowart stated that if it were maintained properly, it would be fine. Commissioner Wong-Gillmore asked who would maintain the fields? Director Lowart replied that it could be part of an agreement that the City and School District would work out. In previous projects, there have been agreements where the City maintained certain improvements and other agreements where the maintenance was turned totally over to the School District. Chairman Chapman asked for clarification on the issue of financing. Ms.Howland stated that the District has funds to construct Phase I of the project which would serve the immediate needs of the students anticipated for Dublin Elementary. At this time the District does not have the funds for Phase II and does not anticipate that this area will be needed to serve the immediate needs of the students. Chairman Chapman asked whether there were any benefits in doing both phases simultaneously in terms of cost? Ms. Howland stated that she believes there are some positive advantages, particularly in the cost of the site grading. Director Lowart stated that if we did it as one project instead of splitting it into phases, there would be savings on an economy scale. The grading is a big issue, and if the entire site is graded all at once, it would save some money. Chairman Chapman asked what the City's role in the project would be? Director Lowart stated that the City is being asked to contribute funds towards Phase II of the project. The School District would have no reason for school purposes to upgrade the fields to the level that is needed for community use. The details regarding the amount of funding would be worked out by the governing bodies, however it is necessary to determine whether or not this project is a high enough priority to commit the types of funds that would be needed. Commissioner Fasulkey asked how funding of this project would affect some of the other projects? Director Lowart stated that there is currently about $335,000 in Park Dedication Funds anticipated over the next five years which have not been earmarked for a particular project. These funds could be used towards the Dublin Elementary project,however,there would be no funds available to renovate the Dublin Sports Grounds. Commissioner Wong-Gillmore asked for clarification on the timeline for the project and, in particular, when the fields would be completed and available for use? Director Lowart replied that if both phases were done at once, the fields may be available as early as the Fall. Ms. Howland clarified that Spring of 1998 would probably be more realistic. Commissioner Wong-Gillmore asked what times the fields would be available for use. Director Lowart replied that they would be available after regular school hours. Commissioner Cramer questions whether fees would be charged for use? Director Lowart replied that at this point she does not anticipate that it would be any different than any other school facilities. Commissioner Wong-Gillmore asked if the District plans to make changes to the fee schedules? Ms. Howland stated that the School District is in the process of reviewing their fees, however they do not have any budget problems that would require fees to be charged. MINUTES-OCTOBER 21, 1996 PAGE THREE Commissioner Wong-Gillmore asked if bathroom facilities are included in this project? Director Lowart replied no, but it was discussed if one of the bathrooms in the school complex could be opened and made available after hours. Chairman Chapman asked the whether there was any input from the audience on the field design? James Maderas, South Valley Youth Football, asked if the $525,000 preliminary cost for Phase 2, is inclusive of lights? Director Lowart replied no. Mr. Maderas indicated that they would use most of the field area in Phase 1 and little of Phase 2,however when the time changes and it starts getting dark,they would need lights. Commissioner Wong-Gillmore asked if there was any thought given to installing lights? Director Lowart stated that lights were not included and that because of the proximity of the homes to the fields, she would not recommend lighting the fields. Commissioner Jones stated that there were previously lights on the field but that they were removed when the lights were installed at the Sports Grounds. James Maderas, South Valley Youth Football, stated that they would like to return to the High School which would solve their problem. They used to always practice at Dublin High and then they went to Valley Christian, and then to the Dublin Sports Grounds. Commissioner Wong-Gillmore asked if it would be worthwhile to look into checking to see if the electrical conduit for the old lights was still is usable? Commissioner Jones stated that it will probably not be up to code and have to be redone. Director Lowart stated that the electrical would not be the bulk of the expense, it would be the light standards and the ongoing cost of operating the lights. Chairman Chapman asked Ms. Howland if any thought has been given to installing lights? Ms. Howland replied no, not for school use. Commissioner Chapman stated that he remembers that at the Task Force meetings, lights being brought up,but cannot remember what kind of priority they were given. Commissioner Jones stated that as a community, if we are going to put lights anywhere,we should do it at the high school or at the sports grounds. Margaret Garlock,Dublin Little League,stated that when it was discussed at the Task force meeting, it was to light additional fields at the sports grounds,particularly field#4, so that schedules could be extended. James Maderas stated that South Valley Youth Football would prefer using a lighted field at the high school instead of at the sports grounds. Commissioner Jones stated that lights at the high school would have to be approved by the Office of the State Architect,which was one of the hang-ups for the lights for the stadium. Commissioner Fasulkey asked for clarification on the cost estimate regarding the drainage improvements. Director Lowart stated that there will be some regrading and drainage under this scenario, but no state of the art drainage. Commissioner Fasulkey asked Dublin Little League whether these fields would be used by the League? Margaret Garlock stated the fields would be used for games and practices during the time that the Sports Grounds was closed for renovation. After the Sports Grounds is renovated,they would probably use them for practice fields. • MINUTES-OCTOBER 21, 1996 PAGE FOUR Chairman Chapman left the meeting at 7:42 p.m. and turned the meeting over to Vice-Chairperson Wong- Gillmore. Commissioner Cramer stated that the Soccer President is at a school meeting tonight, however has indicated that they would like to see more fields available. Commissioner Jones stated that if we can get these fields done, we would have two more soccer fields. There are three fields at the high school, two at Frederiksen and one more at Wells, which does not include what they are putting in at Camp Parks. He felt that we need to get this project done first and when money is available,begin the sports grounds renovation. There will be enough fields available, even though the games will be at different locations. Commissioner Wong-Gillmore asked Mr. Maderas if they have looked into some kind of grant funding or maybe portable lighting? Mr. Maderas stated that South Valley had planned on staying at the high school and had not looked into funding. Commissioner Wong-Gillmore suggested that perhaps they can work with one of the lighting companies,but there would have to be neighborhood consent for the lights. Mr. Maderas stated that they were forced to leave the high school after the renovation. He indicated that if they could get some funding, perhaps they could put up some bigger spot lights at the school. Ms. Howland stated that there are lights on the woodshed which shine onto the practice field. Commissioner Jones asked if they could put up a couple of spot lights? Ms.Howland stated that they would give off quite a bit of light. Commissioner Fasulkey stated that maybe it would be worth investigating if it is only minimum background lighting and at a nominal fee. Commissioner Wong-Gillmore stated that as lighting is not included as part of the original project, it sounds like it would be a separate issue that possibly needs to be researched further. Commissioner Jones felt that it should be up to the individual groups to pursue. Commissioner Cramer did not feel that the school is coming here with the intent of turning the facility into another sports grounds. Commissioner Wong-Gillmore closed public input. She asked the Commission if they had any concerns regarding the design concept? Commissioner Fasulkey stated that considering the amount of space available, he felt the group did an excellent job with the design. Commissioner Cramer stated that he was pleased with the design. He reported that the President of the Soccer League called him and told him that the league is pleased with the design concept. Commissioner Kamau felt that the project should be pursued. Commissioner Jones stated that he likes the design,but would like the upgraded drainage system to make sure that the grounds dry up quickly. Commissioner Wong-Gillmore felt that we should put the process into motion. She recommended that the Commission move forward with the concept and include the upgraded drainage system. MINUTES-OCTOBER 21, 1996 PAGE FIVE Commissioner Fasulkey stated that he was not particularly in favor of the increased cost associated with the upgraded drainage system. Commissioner Cramer agreed. Director Lowart asked Dublin Little League, if in fact the sports grounds were renovated and these fields were constructed, DLL would not use them for anything other than practice? Margaret Garlock stated that if Dublin keeps growing,they would need to use them. Commissioner Jones asked Dublin Little League, how soon is it going to be before Little League splits up? Margaret Garlock replied that District 57 for the last two years has been requesting that she submit her proposal as to how she intends to split Dublin. She indicated that she will be submitting a proposal to split the Dublin Little League at Dougherty Road,however, she will ask that it be put off until the City expands further. Margie Wong-Gillmore stated that it appeared that there was consensus on the design but not on the upgraded drainage system. Commissioner Fasulkey stated that he was opposed to the upgraded drainage, as he did not believe that the facility would be used extensively and therefore would not be a good investment. He felt that the money should be used for the sports grounds renovation. Margie Wong-Gillmore stated that if funding should become available, the upgraded drainage system should be pursued. IT WAS MOVED BY COMMISSIONER FASULKEY AND SECONDED BY COMMISSIONER JONES TO ACCEPT THE DESIGN CONCEPT AS SUBMITTED. (UNANIMOUS) Other Business Brief INFORMATIONAL ONLY Reports from Parks& Community Services Commissioners and/or Staff Director Lowart reported that the new Senior Center Coordinator, Patsy Rankin, started last week. She has many years of experience. Staff will introduce Patsy to the Commission at a future meeting. Commissioner Cramer stated that he attended the Heritage Fall Days and that despite the cold weather,that it was fun. He indicated that he spoke to many of the vendors and their only complaint was the lack of advertising. The dinner dance was fun and the food very good. Commissioner Kamau stated that she was at the Heritage Fall Days in the morning and it was quite cool. She indicated that she visited the old schoolhouse and cemetery and found it very interesting. Commissioner Jones stated that he also attended the Heritage Fall Days and thinks that if we work on it, we can make this event grow. Commissioner Wong-Gillmore thanked everyone who attended the Senior Recognition Dinner and was sure that the seniors appreciated their attendance. At the last Senior Advisory Committee meeting, discussion included proposed senior workshops,and Bonnie's replacement. Commissioner Fasulkey stated that he has a lot of questions regarding the Iron Horse Trail, and has noticed the bridges that have recently been constructed. Director Lowart reported that she will bring maps and update the Commission at their next meeting. MINUTES- OCTOBER 21, 1996 PAGE SIX Commissioner Fasulkey stated he is concerned with the restoration of the hill at Dougherty Hills Park, and understands that it will be hydro-seeded. He asked if it would be possible to do a native planting such as the California Poppy? Director Lowart stated that she will look into the matter and report back. Commissioner Wong-Gillmore inquired as to the status of the Schaefer Ranch Project. Director Lowart stated that the City Council accepted the recommendation of the Commission, but indicated that the project is several years down the road. Adjournment Being no further business,the meeting was adjourned at 8:11 p.m. Respectfully submitted, Char J.Young Administrative Sec et ry APPR�. D: Cha((i1