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HomeMy WebLinkAbout4.01 Draft Minutes 09-30-1996 '" ' . .: . SPECIAL MEETING - September 30. 1996 A special meeting of the Dublin City Council was held on Monday, September 30, 1996, in the Regional Meeting Room of the Dublin Civic Center. The meeting was held jointly with the Parks & Community Services Commission, the Heritage Center Advisory Committee and the Dublin Historical Preservation Association. The meeting was called to order at 5:02 p.m., by Mayor Houston. ............................+....................,......, ROLL CALL PRESENT: City Council - Councilmembers Barnes, Burton, Howard, Moffatt and Mayor Houston. Parks & Community Services Commission- Commissioners Chapman, Cramer, Fasulkey, Jones, Kamau and Wong-Gillmore. Heritage Center Advisory Committee - Committeemembers Acuff, Hyde, Johnson and Stager. Dublin Historical Preservation Association - Boardmembers Chew, Gahl, Johnson, Kohnen, McCormick, Miller, Powers, Rockwell, Roe, Shreeve and Leopold-Vonheeder. ABSENT: Heritage Center Advisory Committee - Committeemember J. Lockhart Dublin Historical Preservation Association - Boardmembers Hensley, S. Lockhart, Murphy, Roberts and Woy. ............................+"'......................... PLEDGE OF ALLEGIANCE Mayor Houston led the Council, Staff and those present in the pledge of allegiance to the flag. ......,........,..w..,.':'+'..'m...................., FUTURE DIRECTION AND POLICIES RELATED TO THE OPERATION OF THE DUBLIN HERITAGE CENTER (295-10) Parks and Community Services Director Lowart stated that in June of 1991 the City Council received a proposal from the Dublin Historical Preservation Association (DHPA) for formation of a study group to consider how the history and culture of Dublin could best be promoted. This request resulted in the formation of the Heritage Committee. In December of 1991, the Heritage Committee recommended to the City Council that the City acquire the Heritage Center. Acquisition of the Pioneer Dublin Cemetery, the Old St. Raymond's Church and the Murray Schoolhouse was completed in October of 1993. The City Council then appointed a Heritage Task Force who 'eIn" COUNCIL MINUTES VOLUME. 15 SPECIAL MEETING Sep'ten:J.ber 30, ~99G PAGE 460 ITEM No.ll -t:' \/ recommended to the City Council that the Heritage Center be renovated, that a pa'li- time Heritage Center Director be employed, and that a Heritage Committee be established. These recommendations were adopted by the City Council in April 1994. Ms. Lowart reported that the Heritage Center is maintained and operated by the City .~ and a part-time Director, under the supervision of the Parks and Community Services Director, oversees the use of the Center. The Heritage Center Advisory Committee is an advisory body to the City Council, the Parks and Community Services Commission and to City Staff. During the first year of operation, there were many accomplishments which included a Grand Opening in October 1995, completion of the Renovation of the Center in November 1995, establishment of a Volunteer Program in the Spring of 1996, and opening of the Museum in the Schoolhouse in April 1996. In order to plan for the future, a brainstorming session was conducted on September 12, 1996 to determine how the Heritage Center could be used and to identify issues. There is strong interest in making the Heritage Center available for community activities, develop procedures and policies, and to develop the museum and site as a historic amenity. Mayor Houston stated that in order to get more interaction on these items, each topic should be taken one at a time. Use of Facilities for Community Activities 1. Should use of the meeting room at the Murrav Schoolhouse be lilnited to historical groutJs only or available to other community groutJs? .: em. Moffatt .asked about the areas available for use. Ms. Lowart replied that in the Schoolhouse there are two rooms, the museum and one meeting room. Cm. Moffatt asked if the meeting room could be used as a reception area? Ms. Lowart stated that it is small and could probably accommodate a maximum of 60 people. Cm. Moffatt stated he would like to see mixed use of the facility. He felt that DHPA is doing an excellent job with the museum and the work that is needed there. He felt that the City has a facility that is unique to the area and should have as many activities as can be accommodated. Tom McCormick, DHP A, stated he did not feel it would be a problem to use the room for mixed use and indicated that when DHPA meets there, they fill the room. He noted that the room has only electric heating which could get expensive during the Winter time. James Gahl, DHPA, stated even 60 people in the room is too many. ern" COUNCIL JlINUTES VOLUME 15 SPECIAL MEETING Sep'teD1ber 30, ~996 PAGE4G~ .~, . .. .':: <:;eorgean Vonheeder-Leopold, DHPA, felt that mixed use of the facility is a good idea, however if the facility is opened to a lot of groups, staffing will be needed to open and close which will increase the cost to the City. Mayor Houston stated City staff will open and close the facilities which will be part of the program. Donna Miller, DHPA, stated it would be difficult to have a rotating exhibit in the museum and felt that the meeting room would be needed to do that. Also, accessibility to the restrooms would be awkward as the restrooms cannot be accessed without having to go outside or through the office or the museum. McCormick, DHPA, stated the vision of some of the members of DHPA is to make the Heritage Center an education center with its primary focus being to educate children of Dublin. He envisioned that the meeting room would serve as a classroom and that the artifacts of the museum would change every three to four months to correspond to the educational curriculum being taught. He also felt that a web site with the school district could be set up at the Heritage Center. Miller, DHPA, advised that she has a lot of donated pictures and maps, however is unable to display them due to the lack of space. She felt that the church should be for other activities and that the schoolhouse should be strictly a museum. McCormick, DHPA, agreed and felt that the church could easily be used for meeting space and maybe by theater groups. Advisory Committeemember Acuff stated she considers the old schoolhouse and museum to be a unit and felt that if the meeting room is used for group meetings, it limits what can be done with the building as a museum. She felt that the church could be programmed for use by other groups. Miller, DHPA, stated they had previously had a Christmas celebration with a rotating exhibit of toys, and it brought the community out to see the museum at the same time. Cm. Moffatt asked if display cases like those used at the Civic Center could be used to rotate the exhibits, and still be able to make the room available? Miller, DHPA, replied that it would be possible if there were secured cabinets. Cm. Moffatt indicated that he has talked to FCI which has a cabinet making shop, and that they may be able to make cabinets at no cost provided that the material is supplied by the City. Mayor Houston stated the facility is not big enough to use for activities if the museum is expanded. ern' COUNCIL MINUTES VOLUME. 15 SPECIAL MEETING Sep-teIXI..ber 30, ~996 PA..GE 462 Advisory Committeemember Acuff pointed out that very few people visited the museum last year. However, she believed that if there was additional advertising and the museum. exhibits were rotated and the collection was expanded, there would be more people coming on a regular basis. 2. Should continuous use of the lneetin~ rOOln at the Murrav Schoolhouse be allowed? . Mayor Houston felt that because of the size of the use room, use should be limited to historical groups. Cm. Burton felt that the meeting room should be used for historical and educational purposes. Mayor Houston stated if there was concurrence, the museum would be expanded into the meeting room and the meeting room would not be used as a rental facility. Cm. Moffatt stated by doing this, this would make the museum completely dependent on the City. He asked DHPA if the museum is going to be open once, twice or three times a week? McCormick, DHPA, replied that this would be up to the City. Mayor Houston stated this was one of the issues that would be discussed. Cm. Moffatt voiced concern about the cost to the City for maintenance of the inside of the building particularly if no revenue will be generated with rentals. . Cmsnr. Fasulkey questioned whether there was enough artifacts to make use of a second room? Miller, DHPA, indicated that space is needed to properly display maps and photos. 3. Should continuous use of Old St. Ravmond's Church be allowed? Ms. Lowart stated Staff had received calls from church groups who would like to utilize Old St. Raymond's for weekly church services. Mayor Houston stated that a fee survey needs to be done in order to determine what kind of revenue can be generated. He indicated that his brother recently married and spent $400 on a church. He felt that if a group wanted to rent the church on a continuous basis, they would have to pay the same fees that would be charged to an individual who wanted to use the church for a wedding. McCormick, DHP A, stated that weddings at the Church would create additional revenue not only to the City but to businesses in the City since wedding parties would need to go somewhere after the ceremony for a reception. cIn" COUNCIL MINUTES VOLUME 15 SPECIAL MEETING Sep"teD1ber 30, ~99G PAGE 463 .. .' e: .: Bill Chew, DHPA, suggested that a specific block of time could be set aside for church services and the remainder of the time could be used for weddings, etc. Cmsnr. Fasulkey stated Camp Parks has had a long history of groups using their base chapel. Cm. Barnes felt that the history of Old St. Raymond's Church will be destroyed if it was rented out to a church for regular church services. She felt that the wedding idea sounds great and stated that it costs $200 to get married at st. Raymond's Church. Mayor Houston advised that he knows of a church similar to Old St. Raymond's in St. Helena which is rented our for $400 and felt that Old St. Raymond's may be able to be rented out 2-3 times a day. Cmsnr. Wong-Gillmore agreed with em. Barnes, and felt that historical preservation is very important. If the church is rented out continuously for church services, it will take away from the aura of the facility. She stated that she would like to see use on a one time basis only. Floyd Shreeve, DHPA, felt it was important to bear in mind that the Heritage Center is a cultural center and not a money producing center. Any money that can be generated to offset expenses has to be within the flavor of the center. Advisory Committeemember Acuff agreed with Shreeve and indicated that the church could be used by string quartets or theater groups, in addition to weddings. Cm. Moffatt felt that it would be a good idea to have string quartets, small plays, and also a variety of religious activities. Mayor Houston stated it appeared that the consensus was that Old. St. Raymond's Church will not be available for continuous use. 4. Should keys to the facilities be issued to users or should City Staff be resvonsible for ovenin:z and closing facilities? Mayor Houston stated that City staff should open and close the facility. McCormick, DHP A, stated that a lot of facilities issue keys, however there are other ways that do work. Also, keys can be made that cannot be duplicated and only one person could be authorized to duplicate the keys. Advisory Committeemember Johnson stated that non-profit groups are going to want to hold monthly meetings at the Heritage Center since meeting rooms are at a Crn" COUNCIL MINUTES VOLUME. 15 SPECIAL MEETING Sep"teD.'1.ber 30, ~996 PAGE 464 premium. She suggested that a $100 key deposit be instituted and that the key be issued to one member of the grou p. Mayor Houston stated that it is not an issue of the keys coming back, as much as it is the keys that don't come back. . Cm. Moffatt stated that the City has Staff 24 hours a day that can open and close facilities. Cmsnr. Wong-Gillmore stated that the Dublin San Ramon Services District allows a key to be picked up before the night of the meeting, and requires that it be returned the next day. If a key deposit was required, it would deter a lot of the groups from not returning the key. Mayor Houston stated that there is not a key out there that cannot be duplicated. Gahl, DHPA,Jelt that there is more at risk than just giving out a key and since Staff is available to open and close, keys should not be issued. Cm. Barnes questioned whether the facility has an alarm and stated that she thinks that it is easier to have City Staff open and close. Cmsnr. Chapman stated that in addition to duplicating keys, keys could be lost. He felt that the City should be responsible for opening and closing. Cm. Burton felt that the City should open and close. If problems arise, the situation . can be reviewed. . .' 5. Should fees be char~ed for use of the meetin~ rooms at the Murrav Schoolhouse and the chavel at Old St. Ravmond's Church? If so. should there be anv pvuvs that lire exemvt from the fees? Ms. Lowart stated that we currently charge fees for use of City facilities. The only time that fees are not charged is when a Dublin based group with 51 % Dublin residency uses the faci~ity during business hours. If it is an evening or weekend use which requires Staff to be scheduled, a fee is charged. Chew, DHPA, pointed out that DHPA has a hard time coming up with the 51% residency requirement. Since they donated the building without any restrictions he felt that they should be given consideration for free access for monthly meetings. Mayor Houston questioned whether the Clampers still need to use the schoolhouse and was told that they have outgrown the facility and currently meet at the Dublin Corral. CITY eOUNCIL MINUTES VOLUME 15 SPECIAL MEETING Sep'te~ber 30, ~99G PAGE 465 . e. .:' e: Mayor Houston felt that in the sense of history and fairness, DHPA should be exempt from fees, however everyone else should pay. Cm. Howard pointed out that anyone can come to a City Council meeting and request an exception. Cmsnr. Wong-Gillmore stated that she realizes that DHPA has donated the building, however there are maintenance costs associated with facility use. There are many youth groups and organizations that do have to pay for facility use. A number of groups have done things to improve City facilities, yet they still have to pay. She felt that everyone should be treated fairly and that perhaps DHPA could be given credit for their donation, however, at some point in time they should have to start paying just like everyone else does. Mayor Houston pointed out that Dublin Little League pays fees for use of the Dublin Sports Grounds, and has done some facility improvements for which they receive a credit towards field use fees. He felt DHPA has been doing a lot for this facility over the years and that the credits could easily be absorbed. He indicated that a cost analysis is needed prior to determining how the fees should be credited. Cmsnr. Jones pointed out that DHPA will continue to do things for the facility. Ms. Lowart clarified that the meeting room in the Murray Schoolhouse will not be available for rental except for monthly meetings of DHPA. Mayor Houston questioned whether DHPA could meet in the church as opposed to the schoolhouse and McCormick, DHPA, indicated that either facility was acceptable. They would, however, prefer to continue meeting in the schoolhouse until such time that the room is not available due to an expansion of the museum or the education program. Cmsnr. Cramer felt that an exception should be made for DHPA. 6. Should alcoholic beverages be allowed at the Herita:ze Center? Ms. Lowart stated that alcohol is permitted at the Shannon and Civic Centers, but not at the Senior Center as it is on school district property. Cm. Moffatt questioned the insurance and permit requirements for alcohol. Ms. Lowart indicated that insurance is required for facility use regardless of whether alcohol is served and a liquor permit is only required if alcohol is sold. CITY COUNCIL M.INUTES VOLUME 15 SPECIAL MEETING Sep1:em.ber 30, ::1..996 PAGE 46G 7. Other Mayor Houston asked if there were other items related to facility use that should be discussed. . Cm. Moffatt asked whether permits were going to be issued for use of the grounds at the Heritage Center. Ms. Lowart stated that the City does not currently reserve parks except for the ball fields at the Dublin Sports Grounds because of the Staff time that is associated with reservations. Park use is now done on a first-come first-serve basis. Develop a Museum and Site Ms. Lowart stated that the museum is a high priority with DHPA and community members. Currently the City schedules museum volunteers and has set the museum hours with the approval of the Heritage Advisory Committee. The artifacts in the museum are either owned or on loan to DHPA. Staff believes that there should be one entity with complete control over the use of the museum as well as the artifacts. Mayor Houston stated that it is important to have a catalog of the artifacts in the museum because the City would be liable if something should disappear. He indicated that the City should have a copy of the museum inventory. McCormick, DHPA, indicated that they have records on everything that is in the . museum and questioned why the City would need a copy of the museum inventory. Mayor Houston reiterated that because the items are in a City facility, it is important that the City be provided with a record in the event that there is something stolen or damaged. Cm. Barnes echoed the Mayor and -felt that the City needs records and that it is very important that the City have an absolute inventory of everything there. Advisory Committeemember Acuff stated that she would like to see the City make a formal request to DHPA for a long term loan of those artifacts to the City so that the City has control of the artifacts. Cm. Burton disagreed as the artifacts were donated to DHPA. He felt that DHPA was best qualified to operate the museum and that they should be given a key to the building. Vonheeder-Leopold, DHPA, stated that approximately 90% of the artifacts are on loan to DHPA and not owned by DHPA. cIn" COUNCIL MINUTES VOLUME 15 SPECIAL MEETING Sep'teD1.ber 30, 199& PAGE 467 . . .: .,,:, Shreeve, DHPA, stated that DHPA has connections with other historical groups and people within the area keep coming to DHPA to donate items. He felt that DHPA should operate the museum. Gary Johnson, DHPA, stated it was his understanding that the City is looking at a relationship with DHPA, but that he has not heard anything about that in the comments made. He felt that by giving DHPA a key to the schoolhouse and that by allowing them to operate the museum, the City would be saying that they value the relationship. McCormick, DHPA, stated he is here to advocate a partnership and that it is not relevant who owns the artifacts. DHPA is proposing an education center to teach children about their culture and where they came from, all the values that create a stable and better community. Mayor Houston stated that the operation of the museum will remain unchanged. The City will determine the museum hours and staff the museum. The artifacts that are on display will be controlled by DHPA but they are to provide the City with an inventory list which must be done in a professional manner. McCormick, DHPA, stated that DHPA does not have a problem with continuing with the existing relationship. Cmsnr. Chapman questioned why the Parks and Community Services Commission was invited to the meeting. He went on to say that the Commission is supposed to oversee the Heritage Center but that they are not being incorporated into the decision making process. Mayor Houston stated his perspective is that this is a unique relationship. There is a role for Parks and Community Services, which he does not want to exclude. However, he did not feel that the issue could be addressed at this time. Cmsnr. Fasulkey stated that the Parks and Community Services Commission can do a lot to move the processes along, and would like to work with the Heritage Center Advisory Committee and DHP A. Cm. Moffatt stated that it was his understanding that when this originally developed with the Historical Society, they would be under the Parks and Community Services Commission. He felt that in the future, the Heritage Center Advisory Committee will go through the Commission and then to the City Council. Cmsnr. Chapman stated that this will only happen if they are advised to do so. Crn' COUNCIL MINUTES VOLUME 15 SPECIAL MEETING Sep-te:D'1.ber 30, 1996 PAGE 4G8 Mayor Houston stated that the purpose tonight is to have everyone here. Perhaps future meetings can be structured differently. In talking about the School District, they should in fact probably be here too. Mr. McCormick has indicated that he has had some informal discussions with the Superintendent, and there is interest at the School District level to put together educational programs. .' Cm. Barnes felt that the Heritage Center Advisory Committee should be going through the Parks and Community Services Commission first. Mayor Houston asked if Staff had a preference on how to operate the museum? Ms. Lowart stated if the museum is to expand, it should be under the control of the City. During the time that the museum has been under the control of DHPA, the museum has remained relatively unchanged. However, if the museum is going to be under control of the City, the City needs to have control of the artifacts in the museum. At this time, Staff has been told by DHPA not to move anything. This makes it difficult to try to make the expansion happen. McCormick, DHPA, stated that all Staff needs to do is ask. Advisory Committeemember Acuff stated that DHPA does not have the resources to manage and operate the museum in the way a museum needs to be operated. It is not the ownership of the artifacts that is important, it is the control. The Director of the Heritage Center has to be able to plan with the Advisory Committee what programs are going to be held in the museum and on what schedule. She indicated that she sees . DHPA as a friends of the museum organization, supporting and aiding the planning of . .,',' the museum functions. She also sees DHPA as a larger organization, as it has interests other than just this museum, unless it has decided to devote all its interests and energies to the museum. Ms. Acuff stated that she would like to see a sub-committee of DHPA become the foundation that supports and is involved with the museum. However, the City should have control over the museum itself. Mayor Houston agreed with Ms. Acuff. He felt that the Director needs to have some latitude to do the programs. If the Director has to go to the Advisory Committee and then to Parks and Community Services Commission for their blessing, and also has to ask permission to move something, the program will never go anywhere. McCormick, DHP A, stated he had no argument with anything that Ms. Acuff said and again emphasized the development of an educational program that will teach people about the history of their heritage. Mayor Houston asked if it was agreed that the Heritage Center Director would be given the latitude to make decisions and run the program. Cmsnr. Jones voiced his agreement. ern' COUNCIL MINUTES VOLUME. 15 SPECIAL MEETING Sep'teD.'J..ber 30, 1996 PAGE 469 . Ms. Lowart reminded the group that the Heritage Center Director is only budgeted for 20 hours a week. She also indicated that she didn't believe that Ms. Acuff's vision and Mr. McCormick's vision are the same. e, Advisory Committeemember Acuff stated that their visions are complimentary. Heritage Center Director Leonard stated that Ms. Acuff is talking about apples and Mr. McCormick is talking about bananas. This issue of space and where to do the programs needs to be resolved. If the facility stays where it is right now, it will remain static. She indicated that she does not feel that she can touch the items that are in the building now, as they are not hers to touch. If she has to ask permission every time to move an item, she will never get a program going. Cmsnr. Cramer stated that the problem seems to be one of control. He indicated that as a Commissioner of the Parks and Community Services Commission, he is willing to make a commitment, if DHPA will make a similar commitment to the Heritage Center Director. McCormick, DHP A, stated that he will make a commitment, however what he wants to hear is that everyone wants an educational program. Cmsnr. Jones stated he believed everyone present was saying that. ..... .' McCormick, DHP A, stated that instead of dealing with an Advisory Committee that has to go to a Commission before it can get to the City Council, a committee of decision makers should be established to develop the education program. Ms. Lowart stated if everyone is in agreement that the development of an education program is a high priority then it should be taken back to the Advisory Committee to review the proposal submitted by DHPA and determine how it is going to happen. Cm. Barnes agreed that the Advisory Committee is where the program should be developed. She also indicated that the program should deal with the whole community and not just kids. She felt that the Advisory Committee should be going through the Parks and Community Services Commission first and then to the City Council. Mayor Houston stated that it did not seem that there was consensus on the operation of the museum and proposed that the operation remain unchanged for about 3-4 months and during that time period, 1) the Advisory Committee determine a potential solution to the space problem, 2) DHPA provide the City with a catalog of the museum inventory, and 3) City Staff make formal contact with the Dublin Unified School District regarding development of an education program. e~ cIn" COUNCIL MINUTES VOLUME 15 SPECIAL MEETING Sep'teD1ber 30, 1996 PAGE 470 Cmsnr. Fasulkey felt that the development of a use policy for the church so that it could be open for weddings was also important. McCormick, DHPA, agreed and felt that reservations should be accepted now. City Manager Ambrose stated that funds have been included in the budget for . development of a Master Plan for the Heritage Center and suggested that through the Master Plan process the storage issue could be addressed. Cm. Moffatt stated his understanding was that DHP A will refer their ideas to the Heritage Advisory Committee, who in turn will refer them to the Parks and Community Services Commission. Also that any plans made will be funded by the City, provided that funds are available. Advisory Committeemember Acuff agreed with em. Moffatt. Mayor Houston reiterated that everyone can talk to each other, but it still needs to go through the process. ...............'..."""".'....'.."".+""..".' ADJOURNMENT 11.1 There being no further business to come before the Council, the meeting was adjourned at 7:27p.m. .".. - "+...'..........' .' Minutes prepared by Char J. Young, Administrative Secretary, Parks & Community Services Department. Mayor A TIEST: City Clerk ern" eOUNCIL MINUTES VOLUME. 15 SPECIAL MEETING Sep'teD1ber 30, 1996 PAGE 4'71 ., ",- _.- ,.:."-.