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HomeMy WebLinkAbout11-20-2000 Approved P&CSC Minutes ITY OF DIBLIN PARILSAND COMMUNITYSERVICES COMMISSION sL, 1YIXNUT`ES OF NQ 4 MBER 20` D 0 The November 20, 2000 meeting of the Parks and Community Services Commission was called to order at 7:01p.m. at the Dublin Civic Center,Dublin, California,by Chairperson Swalwell. Pledge of Allegiance Pledge of Allegiance was led by Chairperson Swalwell. Roll Call Commissioners Present: Swalwell, Cramer, Chapman, and Wong-Gillmore Commissioners Absent: Cobb-Adams and Marcoux Oral Communications Approval of Minutes ON A MOTION BY CM. WONG-GILLMORE, SECONDED BY CM. CRAMER AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF OCTOBER 16, 2000 AS PRESENTED. • Written Communications-None Public Hearing-None Unfinished Business-None New Business 8.1 Wells Middle School Noon time Program Recreation Coordinator Lange reported that the Parks and Community Services Department Teen Program has conducted Noon Time Programs at Wells Middle School,two days a week, for the past several years. The program has averaged over 100 teens per day. In October of 2000, Wells Middle School Principal Wayland Sheppard approached the City about partnering to create a Noon Time Program that could operate five days a week. In order to provide the program five days per week, Wells Middle School would supply the necessary funding for the remaining three days per week,and the Parks and Community Services Department in consultation with Principal Sheppard would design the program. Cm. Wong-Gillmore stated that in the past the school organized the lunch time activities and asked if they are not doing it anymore. Lange replied,no as they no longer have the resources to do it. Cm. Chapman asked if the school still have personnel on the playgrounds monitoring the program. Lange replied, yes. 8.2 2000 Holiday Special Events Recreation Supervisor McCreary reported that Staff is in the final stages of preparing for the City's holiday events and programs and presented a summary of the activities that will be held during the holiday season. 17th Annual Holiday Tree Lighting Ceremony - McCreary reported that the City will conduct the traditional Tree Lighting Ceremony in the Civic Center courtyard on Thursday,November 30, emceed by the Mayor Guy Houston. Admission to the event is one non-perishable food item for donation to a local food bank. The Dublin Chamber of Commerce will present the Mayor with the `2000 Mayor's Ornament' for his service this past year. Following the lighting of the community tree there will be performances by soloist Michelle Buckhout, the Wells Middle School Jazz Band, Wells Middle School Choir, and a community sing-along. Santa will pay a special visit handing out candy canes provided by KKIQ. MINUTES—NOVEMBER 20,2000 PAGE TWO Breakfast With Santa - McCreary reported that the City partnered with the Dublin Irish Guard Band Boosters to host the annual Breakfast with Santa at the Shannon Community Center. The event will be held on Saturday, December 9, 2000, with seatings available at 9:00am and 10:30am. The Boosters will cook and serve a breakfast consisting of pancakes, sausage, fruit,milk,juice and coffee. Children will have the opportunity to visit with Santa and have a Polaroid photo taken for $2.00. Each child attending the event will receive a picture frame ornament. Pre-registration is required. Letters from Santa — McCreary reported that the City sponsors Letters from Santa on an annual basis. Parents, friends or relatives simply complete an application form that provides Santa with specific information about the recipient. Children will receive a personalized letter from Santa on special stationary before Christmas. Requests will be accepted at the Civic Center beginning November 30 and must be received by December 15 to ensure mailing before Christmas. 8.3 2000 Pasta Festival Evaluation McCreary reported that the 2000 Dublin Pasta Festival was held the weekend of Saturday, October 7 and Sunday October 8. The Festival was located on Amador Valley Boulevard between Regional Street and Donohue Drive, and featured art and craft vendors, commercial vendors, restaurant vendors, two stages of entertainment and children's attractions. McCreary indicated that the Festival did not meet the expectations of Staff or those of the producer. Attendance was lower than in previous years and participation by vendors was also down. He summarized the components of the event for the Commission. McCreary explained that at the next meeting of the City Council, the Council will be evaluating the Pasta Festival and considering the City's continued sponsorship of the Festival, as well as the preferred method of producing the Festival and the location. It will be Staffs recommendation to the City Council, that City Staff takeover the management, overall planning and operation of the Pasta Festival, contracting only for specialty services. Staff believes that this would allow the City to plan an event that better meets the needs of the community and ensures that the City is successful in attracting quality artists and necessary sponsors. Cm. Chapman asked if the promoter acknowledged the shortcomings of this years event, and agrees that a change is in order. McCreary stated that the promoter feels that they did not have an adequate amount of time to plan the event. In as much that Good Times Productions withdrew from the event in March and that the contract was awarded to Eckerstrom Productions in May, could have hindered their show schedule. Cm. Chapman stated that given the short notice by Good Times, didn't Staff foresee potential problems with this years event as a result of the late start with Eckerstrom Productions. McCreary stated that it was a concern, but it turned out to be more of a problem than anticipated. Lowart stated that all three of the promoters interviewed acknowledged that there was a short time frame but they assured Staff that they could do the job. Cm. Wong-Gillmore asked if the City has to assume payment of the $13,000 deficit, or is some absorbed by the promoter. Lowart stated that promoter receives a set management fee and percentage of the profits. Since there is no profit,the promoter would only receive a management fee. The City would therefore absorb any loss. Cm. Wong-Gillmore expressed concern that the event is a great undertaking and asked whether Staff really wants to take on this event themselves. She felt that the Pasta Festival is a dying event and that maybe a new venue is needed. Lowart stated that given the amount of time that it has taken Staff to oversee the production companies, she believes that with the addition of part-time staff to assist,the City could do a better job. Cm. Cramer stated that the City has the St. Patrick's Day Celebration and questioned whether we really need two festivals. Lowart stated that one of the goals of the City Council and Downtown Task Force was to introduce a second festival in the downtown area. It has been difficult, as the downtown businesses don't support it. However when the survey for the Heritage Cultural Arts Commission was completed, it showed that festivals were rated as a high priority. MINUTES—NOVEMBER 20, 2000 PAGE THREE Cm. Swalwell asked if there has been any thought to conducting the event in Eastern Dublin, perhaps at Emerald Glen Park. Lowart stated that eventually Emerald Glen Park would be a terrific venue for a festival. However at this time,it may be too premature and parking would be a problem. Cm. Wong-Gillmore stated that the Pasta Festival has no fanfare. We need to focus on something that would make the community want to attend. Cm. Cramer stated that we need to get the kids involved in the event. If we do,the parents will come. Cm. Chapman stated that nothing is a sure thing. He felt that perhaps the City should take a year off from doing the Pasta Festival, come back the next year with some tremendous changes and make sure it is heavily promoted. He indicated that even though he is confident that Staff can do the event, it still may not be a successful event. Cm. Cramer stated that when the St. Patrick's Celebration is scheduled, his family generally plans to be in town to attend. However if there was a Pasta Festival next year, he would not give a second thought about going somewhere else and doing something else. Lowart stated that if it were the consensus of the Commission that the event needs to be relooked at, then Staff would pass that on to the Council. Cm. Swalwell felt that a year off from the event would give Staff time to really re-evaluate the event and come up ways to make the event a success the next time around. Cm. Cramer stated that we are looking at an event that is only ten months down the road, an event that has a pretty bad track record. A year off would give Staff time to plan reorganize and move forward in a good strong timely fashion. Cm. Chapman stated that during the time off, Staff might determine that a Pasta Festival just is not the way to go. Perhaps a whole new festival plan may be needed. It was the consensus of the Commission that Staff re-look at the Pasta Festival and that it not be pursued next year. However, if it were the Council's desire to move forward with the Pasta Festival again, the Commission would recommend that it be done in-house,by City Staff. Other Business Brief INFORMATIONAL ONLY Reports from Parks & Community Services Commissioners and/or Staff Cm. Chapman reported that he attended the St. Patrick's Liaison Committee meeting the previous week. The Dublin Sister City Association intends to have the Green and White Gala at the Old Dublin Corral. The Pancake Breakfast is a go, the parade route and festival location would will remain the same. The Dublin Library may or may not have a book sale next year. The Float Building Workshop was cancelled due to no interest. Dublin Little League has secured a dealership to provide 2-4 flatbed gated trucks to use in the parade, thereby reducing the number of walkers in the parade. The league has talked about downsizing the leagues participation to eliminate the monotony of seeing so many kids marching in the parade. The Liaison Committee will meet again in three months. Cm. Swalwell stated that he met Robert Beasley who oversees the Afterschool Recreation Program. He indicated that he is a very personable young man,and it was good to see that Staff is on-site during the program. Lowart stated that Staff is striving to keep a presence in the office with the secretaries and principals so that Staff can address any problems that may arise with the program. Director Lowart reported on the following: The East Bay Regional Park District is conducting a workshop on Proposition 12 & 13 that were passed by the voters and includes grant money for parks. If any of the Commissioners have a desire to attend,please RSVP. MINUTES—NOVEMBER 20,2000 PAGE FOUR Two of the Parks and Community Service Commissioners (Swalwell and Cobb-Adams), three of the Heritage and Cultural Arts Commissioners, and three of the Senior Advisory Committeemembers, terms will end in December. The application period will open soon and ads will be in the local newspapers. Applications can be obtained from the City Clerks office. People who are current incumbents may reapply as well as new people. AThe Afterschool at Dougherty Elementary started today with 20 children registered. Cm. Chapman asked how we could get some East Dublin participation on the Parks and Community Services Commission. Lowart stated that the call for resident participation on the Freeway Art Committee has shown interest from Eastern Dublin residents. In addition, when there was a call for membership on the Heritage and Cultural Arts Commission,there was interest from Eastern Dublin as well. Adjournment Being no further business,the meeting was adjourned at 8:17p.m. Respectfully submitted, . Char J. Young / , Administrative Secretary APPROVED: Chairman