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HomeMy WebLinkAbout01-12-1998 Approved P&CSC Minutes aro The January 12, 1998 meeting 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 Cramer. . Pledge of Allegiance Pledge of Allegiance was led by Chairman Cramer. Roll Call Commissioners Present: Chapman,Wong-Gillmore,Cramer, Swalwell and Schmidt Commissioners Absent: Cobb-Adams Oral Communications-None Approval of Minutes Commissioner Chapman made a correction to Page 6, Paragraph 3. Delete Volleyball Coach and replace with Basketball Coach and delete the following two sentences. The minutes of December 15, 1997 were approved as corrected. Written Communications-None • Public Hearing-None Unfinished Business • Youth Advisory Committee Bylaws and Rules of Procedure Director Lowart reported that at the January 6, 1998 meeting of the Dublin City Council, the Council appointed representatives to the newly formed Youth Advisory Committee. The formation of the committee was pursuant to the recommendations of the Parks and Community Services Commission which were accepted by the City Council on October 21, 1997. The purpose of the Youth Advisory Committee is to provide input on youth services and programming to the Parks and Community Services Commission, the City Council and to City Staff. The Youth Advisory Committee shall be composed of eleven (11) youth members and four(4) non-voting adult members (or advisors). In addition, a representative from the Parks and Community Services Commission serves as a non-voting member of the Committee. As with other City Committees and Commissions, it is necessary to have established rules and operating procedures. Staff has prepared proposed Bylaws and Rules of Procedure for the Youth Advisory Committee,which are patterned after the bylaws for the Heritage Center and Senior Center Advisory Committees. The Youth Advisory committee will be reviewing the bylaws at their first meeting scheduled for January 13. Chairman Cramer asked if there were changes requested by the Youth Advisory Committee, what will happen then? Director Lowart replied,that the bylaws will be returned to the Commission for review. Commissioner Chapman asked if the Chamber has appointed a representative or responded? Director Lowart, replied no. However Staff will continue to follow-up with the Chamber. IT WAS MOVED BY COMMISSIONER WONG-GILLMORE AND SECONDED BY COMMISSIONER CHAPMAN TO APPROVE THE BYLAWS AND RULES OF PROCEDURE OF THE YOUTH ADVISORY COMMITTEE AS SUBMITTED. STAFF IS DIRECTED TO SUBMIT TO THE CITY COUNCIL FOR ADOPTION. (UNANIMOUS) New Business Team Building Workshop with City Council Director Lowart reported that as part of the City's 1997 Goals and Objectives Program,the City Council identified the need to conduct Team Building Workshops with the City's Advisory Commissions/Committees. The Team • MINUTES-JANUARY 12, 1998 PAGE TWO Building Workshops will be held at the Dublin Civic Center on Saturday, February 21, 1998 from 8:30 a.m. -2:00 p.m. The Council will meet with the Planning Commission, Parks & Community Services Commission, Dublin Fine Arts Foundation, Heritage Center Advisory Committee and the Senior Center Advisory Committee. Staff recommends that the Commission identify topics related to the areas of parks, recreation and community services for inclusion into the agenda. After discussion,the Commission concurred that they would like to add the following topics to the Team Building Workshop agenda; 1) What expectations does the Council have for the Commission and what is their role in regards to the Senior Center Advisory Committee, Heritage Center Advisory Committee and the Youth Advisory Committee; and 2) Interim use of Civic Center excess property for a skateboard park and lighted outdoor basketball court. Heritage Fall Festival Director Lowart reported that the second annual Heritage Fall Festival was held on Saturday, September 27, 1997, from 10:00 a.m.to 3:00 p.m. The event was preceded by a Pet Parade which was well received. The museum was open for tours and Dublin Fine Arts Foundation sponsored an exhibit of photographs by local photographer Lydonna Walker in the museum's small room. The event was purposely expanded into the parking lot of the Dublin Square Shopping Center to attract more attention and bring the merchants in. Instead, it took away from the focus from the Heritage Center. Staff and the Heritage Center Advisory Committee have been talking about staying away from the shopping center and concentrating on using the Heritage Center location only. Even though there was a lot more publicity this year, Staff was disappointed with the turnout of approximately 500. Surveys and evaluation forms were distributed to the Heritage Advisory Committee and to Staff. The Advisory Committee conducted an evaluation session and concluded that the event is young and needs time to mature. Commissioner Chapman asked if there is any question in the Heritage Center Advisory Committee and Bonnie's mind that maybe we should consider not conducting this event? Director Lowart stated that the Committee wants to continue to conduct this event. He felt that this event is a perfect issue for the Committee to bring to the Commission for discussion. Many of the Commissioners attended this event and have their own perspective of what worked and what didn't. Commissioner Wong-Gillmore stated that the petting zoo and pony rides were a great success. She suggested perhaps downsizing the event and focusing on events for children. Commissioner Chapman stated that when he visited the Mayflower, the people were dressed in the garb of the times and no matter what you asked them,they only spoke from the prospective of the times. He felt that if we had actors or people familiar with the way things were in different periods of history in Dublin, we could have an ongoing skit throughout the day. He suggested involving the history classes at the schools, and maybe the teachers would be willing to give the students extra credit for participating. Commissioner Wong-Gillmore suggested getting Rick Robinson,Jr. of the Dublin Theatre Company involved. Committee Appointments Director Lowart reported that there are a number of City committees and task forces that require the representation of a member of the Parks and Community Services Commission. As per the Bylaws and Rules of Procedure for the Commission, the Chairman"appoints committee and chairpersons of committees as necessary". She briefly summarized the committees and the dates and times each meets for the Commission. With regard to the Heritage Center, Senior Center and Youth Advisory Committees,Director Lowart reminded the Commission that Commissioner Chapman has suggested that the Committee be asked to appoint a representative to report to the Commission instead of having a Commission liaison to each Committee. If it is the desire of the Commission to pursue this suggestion, Staff would recommend that each Committee be asked for • MINUTES-JANUARY 12, 1998 PAGE THREE input before a final decision is made. She also noted that the Bylaws and Rules of Procedure for each of the Committee states that a member of the Parks and Community Services Commission shall serve as a non-voting member of the Committee. The Commission requested that letters be sent to the Committees to obtain their input. Representatives and alternates to the committees and task forces were appointed as follows: Heritage Center Advisory Committee(1) Current Representative: Cindy Cobb Adams Alternate: Jeff Chapman Chairman Cramer stated that even though Commissioner Cobb-Adams is absent this evening, he was sure that she would want to continue on this committee. Commissioner Chapman agreed and that if she could not continue as the representative,he would switch with her. Senior Center Advisory Committee(1) Current Representative: Marjorie Wong-Gillmore Alternate: Eric Swalwell Commissioner Wong-Gillmore stated that she would have to withdraw as representative. She indicated that she would like to discuss switching with Commissioner Cobb-Adams for the Heritage Center Advisory Committee. Chairman Cramer suggested that we hold off on the selection of representatives for the Heritage Center and Senior Center Advisory Committees, until Commissioner Wong-Gillmore and Cobb-Adams have an opportunity to discuss. Youth Advisory Committee(1) Representative: Justin Schmidt Alternate: Eric Swalwell Student Representative Selection Committee(3) Representatives: Marjorie Wong-Gillmore, Justin Schmidt and Eric Swalwell East Bay Regional Park District Liaison Committee(1) Representative:Marjorie Wong-Gillmore Alternate: George Cramer Youth Sports Liaison Committee(2) Representatives: George Cramer, Eric Swalwell Alternate: Jeff Chapman City Park Task Force(1) Representative: George Cramer;Alternate: Jeff Chapman Staff recommended that the representatives to this Task Force not change. Library Planning Task Force(1) Representative: Cindy Cobb Adams Alternate: Justin Schmidt Other Business Brief INFORMATIONAL ONLY Reports from Parks& Community Services Commissioners and/or Staff Commissioner Schmidt stated that he is looking forward to the Youth Advisory Committee meeting tomorrow. He asked if the Commission would want him to encourage members to attend Commission meetings? Commissioner Chapman stated that the Commission would certainly welcome members of the Youth Advisory Committee to attend Commission meetings and give a five minute presentation. Chairman Cramer stated that he would like the MINUTES-JANUARY 12,1998 ' PAGE FOUR Youth Advisory Committee to know of the Commissions support and that we are willing to help them in anyway we can. Commissioner Wong-Gillmore felt that it would be great if the Committee could come up with something for the youth to do during the Summer. Commissioner Wong-Gillmore stated that the City Park Task Force meetings have been very exciting and is anxious to look at some of the projects. Chairman Cramer felt that Staff and the City Park Task Force are doing an excellent job. The meeting last Thursday was exciting. Those in attendance visited the various stations and reviewed the models. He indicated that he was surprised to see the 6-8 skateboarders in attendance and felt that they had some good questions. He felt that people seemed to be surprised with the 10 year timeline for the project. Director Lowart reported that the City Park Task Force has proposed that the Parks and Community Services Commission host their next meeting on February 26. An architect will be present and the public will be welcome to attend. Commissioner Wong-Gillmore stated that she will be unable to attend the next scheduled Senior Center Advisory Meeting. Commission Swalwell stated that he would attend. Adjournment Being no further business,the meeting was adjourned at 8:50 p.m. Respectfully submitted, 1111r- Char J.Young Administrative Secretary APP; a D: I Chairm.