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HomeMy WebLinkAbout12-07-1998 Approved P&CSC Minutes CITY OF DUBLIN PARKS AND COMMUNITY SERVICES COMMISSION x4 MINUTES OF: DECEMBER 7;1998 . The December 7, 1998 meeting of the Parks and Community Services Commission was called to order at 7:34p.m. at the Dublin Civic Center,Dublin, California,by Chairman Cramer. Pledge of Allegiance Pledge of Allegiance was led by Chairman Cramer. Roll Call Commissioners Present: Chapman, Cobb-Adams,Wong-Gillmore, Cramer, Swalwell and Gill Oral Communications Anthony Totaro, Director of YellowDino (a child safety program), handed out information to the Commission describing the program he would like to offer to the elementary schools in Dublin. He stated that the program is designed to teach personal safety to children from Kindergarten through 3rd grade and how to handle situations around strangers. Mr. Totaro indicated that he has worked with Dublin United Soccer League and Sheri Beetz at Frederiksen School and that Shamrock Ford is a sponsor of the program. He stated that with the financial constraints that the schools are under now, he would like the City to consider sponsoring this program for the Dublin elementary schools. The cost is about$5-$7 per child. Commissioner Swalwell thanked the Commission for permitting Mr. Totaro to give a presentation this evening. He felt that the City is responsible for all the children in our community. Commissioner Wong-Gillmore asked if it would be possible to offer as a program? Director Lowart stated that the City currently provides funds to the Dublin Substance Abuse Council,the P.E.P.Program and to Dublin Partners in Education. These funds are distributed based on a formal request from the District as part of the budget process. A similar process would need to be followed for the YellowDino.program. Approval of Minutes-None Written Communications-None Public Hearing-None Unfinished Business-None New Business Facility Use Policy and Fee Schedule for Community Gymnasium at Valley High School Director Lowart reported that in October of 1997 the City of Dublin and the Dublin Unified School District entered into an agreement regarding joint funding of a community use gymnasium at Valley High School. Under the terms of the agreement, the District will construct the gym and pay 100% of the total cost of constructing the gym. The City will reimburse the District for part of the cost of construction of the gym estimated to be $1,004,016 or 34.3% of the cost of construction. She reported that construction of the Gymnasium is nearing completion and it is anticipated that the gym will be available for use in January of 1999. As the City is responsible for scheduling use of the gym for City and community use, it is necessary to have a Facility Use Policy and Fee Schedule. Lowart reviewed the Draft Facility Use Policy and Fee Schedule for the Commission and noted that they were patterned after other City use policies and fee schedules. Commissioner Chapman asked if the District has given the City a list of their uses for the first year. MINUTES—DECEMBER 7, 1998 PAGE TWO Director Lowart stated that she met with the District and they are in the process of determining the dates that will be needed. It is anticipated that types of uses will include practices, NCS games, back to school nights and assemblies. Commissioner Cobb-Adams asked how the number of uses for the District was determined. Lowart indicated that it was an administrative decision. The gym was built for community use, with school use being secondary. The number of uses could be reviewed at a later date. Commissioner Wong-Gillmore asked should the District want to change a date that is booked by another user, will they told that it is not available or can they bump a scheduled use. She felt that it is important not to have coaches sitting outside with dropped off kids. Director Lowart replied that it would have to be a mutually agreed upon and a highly unusual circumstance to permit them to bump a scheduled use. Commissioner Swalwell pointed out that the freshmen have practices as early as 6:00 a.m. yet the hours of use for the District are from 8:00 a.m. — 3:00 p.m. Director Lowart stated that the District could access the gym earlier if needed. Chairman Cramer voiced concern regarding the District's commitment to abide to the agreement. Director Lowart stated that Staff feels the School District has a very strong commitment to the agreement as written. Commissioner Chapman inquired about the seating capacity of the gym. Director Lowart indicated that it is about 400. Commissioner Swalwell asked if there was an alarm system. Director Lowart indicated that she was uncertain and will check with the District. Commissioner Wong-Gillmore asked if the gym could be used for District sponsored band activities. Director Lowart indicated it could. Commissioner Wong-Gillmore asked what would happen if the agreement was terminated. Director Lowart stated that the District would have to pay the City's investment back. Commissioner Wong-Gillmore inquired if a waiting list would be kept just in case of cancellations. Director Lowart stated that waiting lists are not maintained for any other rental facilities. Commissioner Wong-Gillmore • felt that the policy should be amended to permit an interest list to be maintained to allow another user to book the facility in case of a cancellation. ON A MOTION BY CM. COBB-ADAMS, SECONDED BY CM. WONG-GILLMORE AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE DRAFT FACILITY USE POLICY AND FEE SCHEDULE FOR THE COMMUNITY GYM. Dedication of Community Gymnasium at Valley High School Director Lowart outlined potential ideas for the dedication of the Community Gymnasium at Valley High School which could include: Presentation of Colors, Welcome and Opening Remarks by Mayor and Board President; Recognition of Special Guests, Unveiling of Plaque, and Ribbon Cutting. Potential activities could include: Basketball Challenge Game between City and District, Basketball Shooting Challenge, Exhibition Game featuring a professional team such as the San Jose Lasers or a local school team, Appearance by Warriors Mascot, "Mock" pep rally to be led by school cheerleaders, Dribble or Free Throw Contest for Community, Prize Giveaways, Facility Tours and Refreshments MINUTES—DECEMBER 7, 1998 PAGE THREE Commissioner Chapman suggested that the dedication be combined with a DHS Girls Basketball Game. He indicated that the ceremonies could be held between the JV and Varsity Games and that there would then be a guaranteed audience for the dedication. Potential dates were February 12 (Mt. Diablo) or January 26 (Freedom). He also stated that he may be able to get Bob Fitzgerald,Tim Roye,J. Carlton or Jim Barnett to be announcers. Commissioner Chapman asked how duplication of gym keys can be prevented and if the Commission will have an opportunity to see the gym before it opens? Director Lowart stated that only Valley and City staff will have keys. She indicated that she will check to see if a tour could be arranged. Other Business Brief INFORMATIONAL ONLY Reports from Parks & Community Services Commissioners and/or Staff Commissioner Cobb-Adams stated that she attended the Heritage Scarecrow Contest and won the raffle ticket prize, a small stuffed scarecrow. Commissioner Wong-Gillmore stated that she attended the Tree Lighting Ceremony at the Civic Center. It was very crowded and she believed that it was the largest attendance ever for this event. Commissioner Gill reported that the Youth Advisory Committee is still working on getting signups for the upcoming overnight ski trip. Director Lowart reported on the following items: or. Breakfast with Santa will be conducted on Saturday,December 12 with seatings at 9:00 and 10:30am. + There have been some Staff changes. Stephanie Mein has resigned. Michelle Wierschem has been promoted to Recreation Supervisor and will be relocated to Shannon Center. Two new Recreation Coordinators have been hired. Sean Lange will be responsible for Teens and Playgrounds and Rich Jochner will be responsible for Youth. and Adult Sports. Paul McCreary will be relocated to the Civic Center and be responsible for Special Events and Aquatics. Recruitment for a Recreation Specialist will be done after the holidays. Adjournment Being no further business,the meeting was adjourned at 9:10pm. Respectfully submitted, Char J. Young Administrative Secretary / 4 APPROVED: Chairman