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HomeMy WebLinkAbout05-15-2000 Approved P&CSC Minutes • CITY 11F tIUBlIN f . jam.. � � PARKS AND CONAIUNII`Y SERVICES COMMISSION INUTES OF` MA Y15 2000M The May 15, 2000 meeting of the Parks and Community Services Commission was called to order at 7:02p.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,Wong-Gillmore and Munoz Commissioners Absent: Cobb-Adams Oral Communications-None Approval of Minutes Cm. Wong-Gillmore indicated that her name is misspelled throughout the minutes as "Wong-Gillman". In addition on Page 5, Paragraph 1, she was referring to the San Ramon Skateboard Park regarding possible surveillance there. ON A MOTION BY CM. CHAPMAN, SECONDED BY CM. CRAMER AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF APRIL 24, 2000 AS CORRECTED. Written Communications-None Public Hearing-None Unfinished Business Evaluation of 2000 St.Patrick's Day Festival Paul McCreary, Recreation Supervisor, briefly summarized the activities conducted during the 17t Annual St. Patrick's Day Festival held the weekend of March 18-19, 2000. The Green and White Gala sponsored by the Dublin Sister City Association was held on Friday, March 17 at the Monarch Hotel with over 90 in attendance. The Community Pancake Breakfast sponsored by the Alameda County Firefighters was conducted on Saturday, March 18 at Firehouse #16 on Donohue Drive serving over 900 breakfasts. The Annual St.Patrick's Day Parade sponsored by the Dublin Lions Club was held on Saturday, March 18 with 86 entries. For the second year the City sponsored the Shamrock 5K Fun Run and Walk. The event was held on Sunday,March 19,and there were 857 runners entered the event. The St. Patrick's Day Festival was held on March 18 & 19 from 10am-5pm. There were 125 art and craft vendors, 8 commercial vendors, 14 sponsor booths, 13 food vendors, 7 children attractions, and 12 non-profit organizations. Local service organizations provided over 400 volunteer hours. It is estimated that there were 50,000 people who attended the festival over the two days. McCreary indicated that the City Council has determined that the event will be held the weekend of St. Patrick's Day on March 17-18, 2001. He asked that the Parks & Community Services Commission appoint a representative(s)to serve on the St.Patrick's Day Liaison Committee. Cm.Wong-Gillmore asked if any discussion was held regarding the grandstand location and a better sound system. It seems that people did not know where the grandstand was. McCreary stated he would add this to his notes to include in the publicity next year. Cm. Wong-Gillmore stated that last year the Commission discussed having a band competition in the parade. McCreary stated that letters were mailed to all the high schools in the valley offering a stipend, but none responded. MINUTES—MAY 15,.2000 PAGE TWO Lowart indicated that in order to accommodate band competitions in a parade, certain modifications would have to be made meet the lengths and distances required for the bands to perform. This would require the Lions Club to re-evaluate their parade setup. Cm. Munoz stated that the Dublin High Band was scheduled for two Spring competitions this year. The band normally competes in May and has a full schedule year-round. He indicated that he would like to see more bands in the parade. Cm. Swalwell stated that at one of the liaison meetings, Bill Burnham indicated that the Lions felt there were plenty-of bands in the parade. McCreary stated that usually around St. Patrick's Day weekend there are a limited number of Celtic or Irish bands available. There were three this year,which is more than there has been in the past Cm. Swalwell asked if Burnham had suggested cars or flatbed trucks for the children in the parade. McCreary stated that from his notes,Burnham suggested flatbed trucks be used and that only a few children be selected from each group to participate in the parade. Cm. Chapman stated that Burnham expressed concern to Dublin Little League at the last board meeting, about the size of their groups in the parade. He suggested that they consider putting children on flatbed trucks. The League voiced concern regarding liability. The league was directed to think about how they can downsize their groups. Chapman voiced concern regarding how the league would be able to decide who participates and who does out. Many parents and family members would not attend the parade, if their child were not in it. As the announcer for the event,he strongly recommended that the TV cameraman be elevated to eliminate people inadvertently passing in front of the camera. It would also be important that the cameraman and grandstand be in the same location, as many groups did not know where to stop to perform. The TV camera was hooked up for power to an adjacent business. The landlord started an argument indicating that he did not give permission for hookup to his electricity. McCreary stated that Jim Burt of AT&T Cable Services does the filming of the St. Patrick's Parade. He suggested inviting Burt to attend the St. Patrick's Day Liaison Committee meeting prior to the event next year, to become familiarized with the event process. Cm. Munoz stated that even though he was not able to attend the festival, he received a lot of positive feedback about the festival,particularly from the Middle School parents. Cm. Chapman volunteered to serve as a representative on the St. Patrick's Day Liaison Committee. Cm. Wong- Gillmore volunteered as an alternate. McCreary stated that there will be four meetings of the committee: in August to begin initial planning; in November; two weeks prior to the event for final logistics; and once after the event for evaluation. Cm. Chapman asked if the site for the festival this year was perceived as being a good thing. McCreary replied, yes. New Business Agreement Between City of Dublin and Dublin Unified School District Regarding Use of Facilities Diane Lowart reported that one of the high priority objectives of the City Council is to "Update Use Agreement with Dublin Unified School District to maintain District Fields/Playgrounds and use of School Facilities".The City of Dublin and the Dublin Unified School District entered into an Agreement Regarding Use of Facilities in September 1989. In September of 1990 the City assumed the responsibility for scheduling the use of joint-use facilities. In addition to updating the agreement relating to use and scheduling of District and City facilities, the Council also wants to pursue City maintenance of District fields and playgrounds. The details on how or when this might be implemented have not yet been worked out with the District. The Commission's focus in updating the Agreement is mainly in the area of use and scheduling of facilities. Lowart pointed out that updating the Use Agreement will be contingent on the School District responding in a timely manner. This item has been a priority for the City many years, but the School District has not viewed it this way. There has been an initial meeting conducted and it seems the School District is willing to move on with the update. MINUTES—MAY 15, 2000 PAGE THREE Cm. Wong-Gillmore reported that last Saturday there was a uniformed team on the softball field at Dublin High School. Her son who plays on the school league indicated to her that the fields were left a mess. She asked who is allowing them to use the school fields. Recreation Supervisor Michelle Wierschem pointed out that the School District has been providing the City with an updated calendar every two months. As the calendar changes on a. daily basis, permits received are faxed to Bob Krieder for his review and approval. Krieder meets with the contacts on the permits for extensive use(adult baseball)to go over field maintenance issues,etc. Cm.Wong-Gillmore asked what are the benefits to the School District and to the City. If there is not an even trade off,then maybe the School District should be doing the scheduling themselves. Lowart stated that one of the main benefits is to the community. They need only come to one facility to schedule use. Prior to the agreement, applicants had to go to each individual school to apply for a permit. The benefit to the School District is that they do not have to be as heavily involved in the scheduling process. She pointed out that the School District does not get as much reciprocal use as the community does. Cm. Wong-Gillmore asked if the City under the new agreement will assume total maintenance. Lowart stated that the City Council has indicated an interest in investigating the possibility of assuming maintenance of District fields and playgrounds. Current school maintenance personnel are union, therefore there are issues regarding the City coming in and taking over maintenance. There is also discussion of the City providing funds to the School District. At this point,the matter is at the City Council Liaison Committee level. Cm. Wong-Gillmore indicated concern regarding whether we will be able to get a total buy-in from all the schools and the School District on the agreement. Cm. Chapman stated that perhaps the School District does not have an incentive to make this agreement a high priority. They probably feel that they do not have as much to gain as the City. Lowart pointed out that the School District is very supportive of the agreement. There is no intent from the administration to do away with it. • Revising the agreement may not be a priority to the School District because they do not necessarily hear about some of the problems that the City has with implementation of the agreement. Wierschem added that recently the School District contacted Staff to schedule a meeting to discuss scheduling procedures, billing, and maintenance issues. The School District seems to be the coming to the table a little more than in the past. Cm. Cramer stated that he is not very enthusiastic. He has been sitting on the Commission for six years now, and every year there is talk about the same issues but nothing ever changes. The one area that there continually seems to have problems with is the high school. If the agreement is to be rewritten, he suggested to exclude the high school and let them do their own scheduling. He questioned why the City Council wants to take over maintenance. Lowart stated that if the City takes over maintenance,the fields can be maintained in a better fashion and allow the School District to use their limited resources in another way. It is not uncommon for a City to do maintenance of school facilities. Cm. Chapman stated that over the years it seems most of the concerns have been scheduling oriented. He asked what are the main issues of concern from the City's perspective that need to be discussed. Wierschem stated, that over the course of five years that she has been handling the permits, she has seen a tremendous improvement. Over the years a better understanding of each others needs has been developed and in turn have developed a better working relationship. She indicated that she does not know of anything specifically that could be included in the agreement that would improve the relationship more. Cm. Chapman stated that perhaps all we need to do is take the 1989 Joint Use Agreement and put some 2000 language to it and propose it to the Council. Wierschem stated that Cm. Cramer's suggestion to possibly have the high school assume their own scheduling might be something to consider. The City is truly a middleman in the process at this time. She hesitates to handle permits requesting facility use at the high school,and in most cases refer them to see Bob Krieder. y•, MINUTES—MAY 15, 2000 PAGE FOUR Cm. Chapman stated that the only reason he would hesitate to back Cm. Cramer's suggestion, is because Bob Krieder is going to be retiring soon. In addition, if the City is out of the loop in scheduling the high school facilities and the same user submits a permit for a facility under the City's control,there will be no way to know if there were issues with the use that the City should be aware of. Cm. Munoz asked who maintains the fields at the high school. Lowart stated that they are maintained by the School District. The City initially maintained the football field following the renovation but it was determined that it would be best if the District maintained the field themselves. Cm. Munoz asked if the Swim Team use lifeguards when they use the pool. Lowart replied yes. Lowart stated that once all the issues are identified, Staff will develop a draft-revised agreement for the Commissions review. Youth Advisory Committee Bylaws and Rules of Agreement Sean Lange, Recreation Coordinator, reported that the Youth Advisory Committee was formally appointed in 1998. As part of the appointment, the current Bylaws and Rules of Procedure were adopted. Now that the Youth Advisory Committee is in its third year of operation it has become apparent that the Bylaws should be examined and reviewed. He stated that at the April 6, 2000 meeting of the Youth Advisory Committee, the Youth Advisory Committee voted to submit the revised Bylaws and Rules of Procedure to the Parks & Community Services for conceptual approval. He briefly summarized the proposed revisions to the Bylaws and Rules of Procedures regarding Committee Composition,Term Limits,Absences, Officers, Subcommittees:/and General Responsibilities. The Commission voiced concern regarding deleting the 2/3 attendance requirement under General Responsibilities, and the number of absences acceptable for consecutive meetings and during the term. After discussion, the Commission concurred to accept the revisions as proposed to Term Limits, Officers, Subcommittees, and General Responsibilities. However the Commission agreed that the revision to Absences should be amended to read; "2 consecutive meetings or 3 meetings during the Term without permission". _ CM. CRAMER MOVED THAT WITH EXCEPTION OF ABSENCES/SECTION C, THE REVISIONS TO THE YOUTH ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE AS PROPOSED BE APPROVED. THE COMMISSION RECOMMENDS THAT ABSENCES/SECTION C BE AMENDED TO • READ "ABSENT FROM 2 CONSECUTIVE MEETINGS OR 3 MEETINGS DURING THE TERM': Motion died due to lack of a second. Cm. Cramer withdrew the motion. Cm. Wong-Gillmore recommended that there be two separate motions. One to address each revision separately, and the second to address only item#5 General Responsibilities in regards to"absences". ON A MOTION BY CM. CRAMER, SECONDED BY CM. WONG-GILLMORE, THE COMMISSION ACCEPTED THE REVISIONS TO THE YOUTH ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE AS PROPOSED AS FOLLOWS; 1)COMMITTEE COMPOSITION, 2)TERM LIMITS, 3)ELECTION AND TERM OF OFFICERS, 4)SUBCOMITTEES, AND 5)GENERAL RESPONSIBILITIES ITEM 4. THE REVISION AS PROPOSED TO GENERAL RESPONSIBILITIES REGARDING ABSENCES IS NOT ACCEPTED. THE COMMISSION RECOMMENDS THAT IT BE AMENDED TO READ, `IS ABSENT FROM 2 CONSECUTIVE MEETINGS OR 3 MEETINGS DURING THE TERM WITHOUT PERMISSION': VOTE: 3—AYE/2 NAY Cm. Munoz questioned the omission of the revision to part two of General Responsibilities regarding the two- thirds attendance at activities and sponsored activities. Cm. Cramer indicated that by Cm. Wong-Gillmore's recommendation, this item will be voted on separately. He requested that there be a recall of the vote, as it seems some members of the Commission were not clear on the motion. MINUTES—MAY 15, 2000 PAGE FIVE • Cm. Swalwell called for a re-vote. UNANIMOUS. ON A MOTION BY CM. CRAMER, SECONDED BY CM. MUNOZ, THE COMMISSION ACCEPTED THE REVISION AS PROPOSED BY THE YOUTH ADVISORY COMMITTEE TO GENERAL RESPONSIBILITIES/PART 2, "COMMITTEE MEMBERS ARE EXPECTED TO ATTEND ALL REGULAR MEETINGS AND SUBCOMMITTEE MEETINGS AS ASSIGNED". VOTE: AYE—4/NAY-1 3rd Annual Dub Town Jam Sean Lange,Recreation Coordinator,reported that the City of Dublin's Youth Advisory Committee will be hosting their third annual teen event, "The Dub Town Jam" on Friday, May 19, 2000. The event will take place in the outdoor plaza at the City of Dublin's Civic Center, 100 Civic Plaza from 6-8pm. This year's event will feature interactive attractions including Kareoke singing and games, dancing, and a Bungie Run. The Committee plans to offer free hot dogs and chips to the first 200 teens in attendance at the event. The event is free and is open to Tri- Valley teens. Staff has secured sponsorships from Tower Records, McDonalds,Dublin Police Services and Dublin Earl Anthony's Bowl. Staff has coordinated the event with the schools to make sure that there will be no conflicts with other school activities. Cm. Wong-Gillmore asked where the activities will be conducted. Lange replied that the stage for the DJ and Kareoke will be located in front of the fountain, the bungie run will be on the hill area, and Tower Record give- aways will be on the ground area. Cm.Wong-Gillmore asked if they need help. Lange replied that the Leo Club will be assisting with this event this year. He invited all the Commissioners to attend. Other Business Brief INFORMATIONAL ONLY Reports from Parks & Community Services Commissioners and/or Staff' Cm. Wong-Gillmore reported that she attended the Tri-Valley Commissioners Dinner, which was conducted at the • Pleasanton Senior Center. Many of the Commissioners are very excited about opening the new skateboard park at Emerald Glen Park, particularly the City of Pleasanton. They hope that it will take some of the heat off of their park. She found it interesting that many of the other Commissions have alternates, and felt that it may be something that should be considered. She asked that it be placed on a future agenda for discussion. Lowart asked other than Pleasanton, what other cities have alternates. Cm. Wong-Gillmore replied, San Ramon and Alamo. Cm. Cramer reminded the Commission of the Senior Advisory Committee meeting scheduled for Thursday, May 18 at 10am. Cm. Munoz reported that he has heard a lot of good comments about the R.A.F.T. program. Lange stated that he has received a few calls from parents who are very excited about the program. Cm. Chapman reported that he will be attending the Youth Liaison Committee meeting scheduled this Thursday, May 18. Cm. Swalwell stated he agrees with Cm.Wong-Gillmore that alternates for the Commission should be looked into. Lowart stated that she will get a copy of the bylaws from those cities that currently have alternates and review. Director Lowart reported on the following: 4 recruitment for Student Representative is underway. The deadline for applications is Friday,May 26. Interested applicants should complete and return applications to the Civic Center. The final punch list items for Emerald Glen Park is underway. It does not appear that the park will be available to the public before the end of June. MINUTES—MAY 15, 2000 PAGE SIX Adjournment Being no further business,the meeting was adjourned at 9:10p.m. Respectfully submitted, Char J.Young • Administrative Secreta / / APPROVED: . Chaff f n