HomeMy WebLinkAbout1-25-2021 PCSC Special MeetingJanuary 25, 2021 Dublin Parks & Community Services Commission Agenda Page 1 of 3
SPECIAL MEETING
Monday, January 25, 2021, 7:00 PM
Zoom Communications, N/A
DUBLIN PARKS &
COMMUNITY SERVICES
COMMISSION
A G E N D A
• Agendas and Staff Reports are posted on the City’s Internet Website (www.dublin.ca.gov)
• A complete packet of information containing Staff Reports and exhibits relate to each item is available of public
review at least 72 hours prior to a Parks & Community Services Commission Meeting or, in the event that it is
delivered to Parks & Community Services Commission members less than 72 hours prior to a Parks &
Community Services Commission Meeting, as soon as it is so delivered.
Meeting Procedure During Coronavirus (COVID-19) Outbreak:
In keeping with the guidelines provided by the State of California and Alameda
County Department of Public Health regarding gatherings during the coronavirus
(COVID-19) outbreak, and recommendations to follow social distancing
procedures, the City of Dublin will adopt the following practices during
upcoming commission meetings:
• The Dublin Parks & Community Service Commission will hold the
meetings remotely via Zoom Video Communications.
• https://dublinca.zoom.us/j/85334590963?pwd=cUtwTjR2K2dxdTla
QSs5UWlJbnVzZz09
• Passcode: 67P9Cgru
• The meeting will begin at 7:00 p.m.
• Online speaker slips will be available at www.dublin.ca.gov, and the public
will be able to call in using a computer/or smart phone via a link which will
be provided following submission of a speaker slip. A telephonic option will
also be available.
• Once connected, the public speaker will be placed in an on-line waiting
room. While in the waiting room, the public speaker will hear the meeting
while they are connected and waiting to speak.
• When the agenda item upon which the individual would like to comment is
addressed, the speaker will be announced in the meeting when it is his/her
time to speak to the commission. The speaker will then be moved to the
meeting for comment.
1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
2. ORAL COMMUNICATIONS
2.1. Public Comment
At this time, the public is permitted to address the Parks & Community Services Commission on non-agendized
items. Please step to the podium and clearly state your name for the record. COMMENTS SHOULD NOT
EXCEED THREE (3) MINUTES. In accordance with State Law, no action or discussion may take place on
any item not appearing on the posted agenda. The Parks & Community Services Commission may respond to
statements made or questions asked, or may request Staff to report back at a future meeting concerning the
matter. Any member of the public may contact the Recording Secretary’s Office related to the proper procedure
to place an item on a future Parks & Community Services Commission agenda. The exceptions under which
January 25, 2021 Dublin Parks & Community Services Commission Agenda Page 2 of 3
the Parks & Community Services Commission MAY discuss and/or take action on items not appearing on the
agenda are contained in Government Code Section 54954.2(b)(1)(2)(3).
3. CONSENT CALENDAR
Consent Calendar items are typically non-controversial in nature and are considered for approval by the Parks &
Community Services Commission with one single action. Members of the audience, Staff or the Parks &
Community Services Commission who would like an item removed from the Consent Calendar for purposes of
public input may request the Chair to remove the item.
3.1. Approval of the December 21, 2020 Parks and Community Services Commission
Meeting Minutes
The Commission will consider approval of the minutes of the December 21, 2020
meeting of the Parks and Community Services Commission.
STAFF RECOMMENDATION:
Approve the minutes of the December 21, 2020 meeting of the Parks and Community
Services Commission.
3.2. December 2020 Parks and Community Services Department Monthly Report
The Commission will receive the Department Monthly Report on classes, activities,
and events conducted during the month of December 2020.
STAFF RECOMMENDATION:
Receive the report.
4. WRITTEN COMMUNICATION - NONE
5. PUBLIC HEARING - NONE
6. UNFINISHED BUSINESS - NONE
7. NEW BUSINESS
7.1. Election of Officers
The Commissioners shall elect a Chairperson and Vice Chairperson per the Bylaws
and Rules of Procedure for the Parks and Community Services Commission.
STAFF RECOMMENDATION:
Conduct elections for Chairperson and Vice Chairperson for a one-year term.
7.2. Committee Assignments
The Commissioners shall review current committee assignments and make changes as
deemed necessary.
STAFF RECOMMENDATION:
Review current committee assignments and make changes and/or appointments to the
various Committees as deemed necessary.
8. OTHER BUSINESS
Brief information only reports from the commission and/or Staff, including committee reports and reports by
the commission related to meetings attended at City expense (AB1234).
9. ADJOURNMENT
This AGENDA is posted in accordance with Government Code Section 54954.2(a)
January 25, 2021 Dublin Parks & Community Services Commission Agenda Page 3 of 3
If requested, pursuant to Government Code Section 54953.2, this agenda shall be made available in appropriate
alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of
1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make
a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833-
6650 at least 72 hours in advance of the meeting.
Mission
The City of Dublin promotes and supports a high quality of life, ensures a safe and secure environment, foster s new
opportunities, provides equity across all programs, and champions a culture of diversity and inclusion.
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: January 25, 2021
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Approval of the December 21, 2020 Parks and Community Services
Commission Meeting Minutes
Prepared by: Jennifer Li Marzi, Senior Office Assistant
EXECUTIVE SUMMARY:
The Commission will consider approval of the minutes of the December 21, 2020
meeting of the Parks and Community Services Commission.
STAFF RECOMMENDATION:
Approve the minutes of the December 21, 2020 meeting of the Parks and Community
Services Commission.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The Parks and Community Services Commission will consider approval of the minutes
of the December 21, 2020 meeting.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Minutes from the December 21, 2020 Parks and Community Services Commission
Meeting
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PARKS & COMMUNITY SERVICES COMMISSION MINUTES
Monday, December 21, 2020
Parks & Community Services Commission December 21, 2020
Regular Meeting P a g e | 1
A Regular Meeting of the Dublin Parks & Community Services Commission was held on
Monday, December 21, 2020, via Zoom Communications. The meeting was called to
order at 7:00 PM., by Commission Chair Matthew Giller.
1. Call to Order and Pledge of Allegiance
Attendee Name Title Status
Matthew Giller Commission Chair Present
Kristin Speck Vice-Chairperson Present
Joseph Washington Commissioner Present
Sameer Hakim Commissioner Present
Michelle Smith McDonald Commissioner Present
Trishala Jain Student Representative Present
Vimal Pannala Alternate Commissioner Arrived at 7:07 pm
2. Oral Communications
2.1. Public Comment
None.
3. Consent Calendar
3.1. October 19, 2020 Parks and Community Services Commission Meeting
Minutes
3.2. October 2020 Parks and Community Services Department Monthly Report
3.3. Cricket Batting Cage Facility Rental Policy Update
Item pulled for discussion by Commissioner Smith McDonald.
3.4. Dublin Library Quarterly Report: April - June
3.5. November 2020 Parks and Community Services Department Monthly Report
3.6. Youth Mini Grant Funding Recommendations
Item pulled for discussion by Vice-Chair Speck.
The Commission voted to approve the Consent Calendar.
3.1.a
Packet Pg. 5 Attachment: 1. Minutes from the December 21, 2020 Parks and Community Services Commission Meeting (PCSC December 21, 2020 Meeting
Parks & Community Services Commission December 21, 2020
Regular Meeting P a g e | 2
RESULT: APPROVED [UNANIMOUS]
MOVED BY: Sameer Hakim, Commissioner
SECOND: Michelle Smith McDonald, Commissioner
AYES: Giller, Smith McDonald, Washington, Hakim, Speck, Jain
4. Written Communication
None.
5. Public Hearing
None.
6. Unfinished Business
6.1. Residential Holiday Home Decorating Program
Tyler Phillips, Recreation Supervisor, presented the specifics of the item as
outlined in the Staff Report.
The Commission discussed the winners of multiple categories, including: Best
Use of Lights, Best Lawn Display, Best Holiday Theme, Best Overall, Best
Apartment/Condo and Best Neighborhood.
The Commission reached a consensus on each category, as follows:
Best Use of Lights: Entry Q
Best Lawn Display: Entry F
Best Holiday Theme: Entry O
Best Overall: Entry V
Best Apartment/Condo: Entry P
Best Neighborhood: Entry K
7. New Business
None.
8. Other Business
Commissioners gave updates on various projects.
9. Adjournment
Being no further business, the meeting was adjourned by Chair Giller at 7:53 PM.
3.1.a
Packet Pg. 6 Attachment: 1. Minutes from the December 21, 2020 Parks and Community Services Commission Meeting (PCSC December 21, 2020 Meeting
Parks & Community Services Commission December 21, 2020
Regular Meeting P a g e | 3
Minutes prepared by Jennifer Li Marzi, Recording Secretary.
____________________________________
Matthew Giller, Chair
Parks and Community Services Commission
ATTEST:
________________________________________
Jennifer Li Marzi
Recording Secretary
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Packet Pg. 7 Attachment: 1. Minutes from the December 21, 2020 Parks and Community Services Commission Meeting (PCSC December 21, 2020 Meeting
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: January 25, 2021
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
December 2020 Parks and Community Services Department Monthly
Report
Prepared by: Robert Stone, Office Assistant II
EXECUTIVE SUMMARY:
The Commission will receive the Department Monthly Report on classes, activities, and
events conducted during the month of December 2020.
STAFF RECOMMENDATION:
Receive the report.
FINANCIAL IMPACT:
None.
DESCRIPTION:
In accordance with guidance from County and State officials to prevent the spread of
COVID-19, the City closed facilities and cancelled many programs and activities
beginning March 17, 2020. Activities and programs scheduled during the Fall and
Winter seasons are tentative as the City adapts to this fluid situation.
The following is a summary of the classes, activities, and events conducted by the
Parks and Community Services Department in the month of December.
Administrative
Review and revision of the Parks and Recreation Master Plan Update draft document
continues. Staff is working on the document and anticipates the draft plan will be
presented to the Parks and Community Services Commission within the upcoming
months.
Agreements for contract classes were completed with a total of 14 instructors and 15
new classes including virtual programming.
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An updated Independent Contract Instructor Manual was finalized for the contract class
program. The manual features the current requirements to be an independent
contractor and contains relevant information pertaining to participants, registration, and
department policies that an instructor can reference .
Park Maintenance and Projects
The Pioneer Cemetery improvements project at Heritage Park and Museums has
completed 50% of construction documents.
Recreation
Outdoor non-contacts sports continued for the month of December. New sessions of
Cheerleading and Tumbling began with a combined total of eight participants. Aqua
Aerobics continued with a combined total of 12 participants.
On November 9, 2020, preschool Session II began and will continue through February
11, 2021. On December 14, 2020, youth performed holiday songs on video to send to
parents in lieu of the in-person holiday performance. Participants ended the week
before the holiday break with a pajama / movie day.
Registration numbers thus far are as follows:
2020-2021 PRESCHOOL PROGRAM SESSION II
Shannon 3-year-olds (Monday/Wednesday/Friday) 9:00 - 11:30am 6
Shannon 3-year-olds (Tuesday/Thursday) 9:00 - 11:30am 5
Shannon 4-year-olds (Monday/Wednesday/Friday) 9:00 - 12:00pm 11
Dublin Elementary 4-year-olds (Monday - Thursday) 9:00 - 12:00pm 5
Total Enrollment 27
The L.I.V.E. ‘n’ Rec program (Learning in a Virtual Environment) continues to provide
support for working parents as children, kindergarten through fifth grade, navigate
distance learning in groups of no more than 14 at several City facilities . Participants are
also enjoying daily themed arts and crafts, games, and social interaction with their
peers.
L.I.V.E. ‘n’ Rec
(Learning in a Virtual
Environment)
SESSION I
8/17 – 9/4
SESSION II
9/6 – 9/25
SESSION III
9/28 – 10/16
SESSION IV
10/19 – 11/6
SESSION V
11/9 – 11/25
SESSION VI
11/30 – 12/18
Shannon Center 24 25 23 27 32 28
Kinder Rec n/a n/a 7 8 8 7
Heritage Park 9 5 n/a n/a n/a n/a
Dublin Library 11 11 17 12 n/a n/a
Wave 13 15 17 18 13 10
TOTAL PARTICIPANTS 57 56 64 65 53 45
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Per the current County Shelter-in-Place Order, the City continues to allow the permitted
use of athletics fields and batting cages to youth sports organizations for practices.
Organizations are permitted to utilize these facilities while limiting their participation
numbers to 14 youth plus two adults/coaches. Currently, 14 user groups have been
approved for soccer, rugby, baseball/softball, and cricket. On December 16, 2020, grass
fields were closed for renovations and will re-open on February 28, 2021. Fallon Sports
Park synthetic soccer fields and the Emerald Glen Park Cricket Cage facility will remain
open for reservation during this time.
The following chart provides sports field reservation hours for the month of December:
Facility Rental Location Monthly Reservations
Dublin Sports Grounds Fields 74.25 Hours
Fallon Sports Park Fields 469.5 Hours
Emerald Glen Park Fields 31 Hours
Cricket Cages 76 Hours
Total Hours 650.75 Hours
The Wave
The Wave was closed for the holiday break from December 21, 2020 through January
3, 2021.
On December 17, 2020, the Fall session for swim lessons concluded with 28
participants. Swim instructors focused on stroke refinement for freestyle, backstroke,
butterfly, and breaststroke. An aquatic camp was offered for the Junior Green Gators
program. Camps ran Monday-Thursday in the afternoons and Saturdays and Sundays
all day. On December 13, 2020, the Junior Green Gators concluded a bridge camp that
kept swimmers in the water practicing skills from Thanksgiving until the holiday break
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The Fitness/Lap Swimming program includes lap swimming and water walking for
participants ages 14 and older.
December 2019
Fitness Swim Numbers
December 2020
Fitness Swim Numbers
298 741
Senior Center
While the Senior Center was closed in accordance with the County Shelter-in-Place
Order, it continued to offer lunch service, online classes, and meeting space for
Alameda County Public Agencies.
Program Nov Dec
Programs/activities attendance, via
enrollment, drop-ins, and online classes
29 15
Lunches Served 2,473 2,808
On December 3, 2020, Staff presented the Dublin Senior Center Annual Report to the
Dublin Senior Center Advisory Committee. The presentation covered information,
statistics and pictures of programs, special events, activities, visitors, volunt eer efforts,
and facility rentals that took place at the Dublin Senior Center in 2020.
On December 4, 2020, the American Red Cross held a Blood Drive at the Senior
Center. Modifications were made for social distancing and proper sanitation to comply
with the County Shelter-in-Place Order.
On December 17, 2020, Staff distributed swag bags to 175 seniors at the "Holiday
Resources" Swag Bag Drive-Thru for Dublin's 50-and-over crowd. The bag contained
informational flyers and pamphlets with tips on how to stay healthy during the winter
months plus fun swag including hot chocolate and a mug for seniors donated by Kaiser.
On December 17, 2020, Seniors received special messages of hope and comfort from
high school students from around the East Bay including:
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• National Leadership and Volunteer Program, Cal High School students in San
Ramon
• Donate Essentials, Dublin High
• Cubs scouts in Dublin, Pack 546
• Carelp, high school student group from Cupertino
• HappyArt, high school group from Pleasanton
• Card4Kindness, Dublin High students
On December 22, 2020, 155 seniors received hand-made charm keychains by Chelsia
Kwon/Love Buddies during lunch service.
The Department’s Virtual Recreation Center Senior page includes activities and
resources for seniors to enjoy during the County Shelter-in-Place Order. These include
links to comedy, opera, fitness workouts, chair aerobics, dancing lessons, and
meditation.
In December, the following additional content was added or provided to seniors:
• Movements for the Mind - performances by teens from different high schools
around the East Bay
• Music for Seniors- performances by Amador Valley High students
• Musical performance on the Chinese zither by Dublin Senior Center volunteer,
Serena
• New videos from Melody Minstrels ukulele group and chair aerobics.
• Online classes flyer
• Zoom Social for Seniors flyer
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• Three activity packets, with brain games, word searches, coloring pages, and
other activities for seniors
Special Events
On Saturday, December 5, 2020, the Parks and Community Services Department held
a Santa Drive-thru Meet and Greet event in the Civic Center parking lot. Staff and
community partners decorated the Civic Center parking lot to create a festive holiday
atmosphere. Attendees drove through the parking lot to view the lights and attractions.
The conclusion of their tour was a physically distanced visit and photo with Santa Claus.
The event sold out with 200 cars in attendance and $1,225 was collected in sponsorship
fees. All children in attendance were given a sealed treat bag which included a craft and
cookie donated by BJ’s Restaurant and Brewhouse. All guidelines set forth by the
County Shelter-in-Place Order were followed to ensure the safety of attendees and City
Staff.
Upcoming Events
Event Date Location and Time
Coffee Hour for Seniors January 13, 2021 Online via Zoom, 10:00-11:00am
Imagine Playground Grand
Opening
TBD TBD
New Year Resource Swag
Bag Drive-Thru for Seniors
January 28, 2021 Dublin Senior Center, 12:30-1:15pm
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
None.
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: January 25, 2021
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Election of Officers
Prepared by: Jennifer Li Marzi, Senior Office Assistant
EXECUTIVE SUMMARY:
The Commissioners shall elect a Chairperson and Vice Chairperson per the Bylaws and
Rules of Procedure for the Parks and Community Services Commission.
STAFF RECOMMENDATION:
Conduct elections for Chairperson and Vice Chairperson for a one-year term.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The Parks and Community Services Commission elects a Chairperson and Vice
Chairperson on an annual basis, typically in January. The election of the officers, terms
of office, and duties are set forth in the Commission’s Bylaws and Rules of Procedure,
as follows:
OFFICERS
Section 1. Election and Term of Office. The Commission shall elect a
Chairperson at the first meeting in January of each year, or if a quorum is not present,
at the next meeting at which a quorum is present. The Chairperson and Vice
Chairperson shall serve until their successors are elected, or until their terms as
members of the Commission expire, whichever is first. The Commission shall, unless
no Commissioners meet criteria, elect Commissioners to the positions that have not
previously served in the position and have not declined the appointment, with the intent
that no one should serve in the position for no more than two consecutive years.
Alternates are not eligible to serve as Chairperson or Vice Chairperson.
Section 2. The Secretary to the Commission will be the City Manager or
his/her designee.
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Section 3. Vacancies. In case of any vacancy in the Office of the
Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the
first regular meeting after the occurrence of such vacancy. The person so elected shall
serve the balance of the term.
Section 4. Duties of Officers. The Chairperson performs the following duties:
(a) Presides at all meeting of the Commission.
(b) Appoints committee and chairpersons of committees as necessary.
(c) Signs correspondence on behalf of the Commission.
(d) Represents the Commission before the City Council.
(e) Performs other duties necessary or customary to the office.
In the event of the absence of the Chairperson or his/her ability to act, the Vice
Chairperson presides in the place of the Chairperson. In the event of the absence of or
the inability to act of both the Chairperson and Vice Chairperson, the remaining
members shall elect one of their members to act as temporary Chairperson.
Chairperson/Vice Chairperson 3-Year History
Position 2020 2019 2018
Chairperson Giller Smith McDonald Smith McDonald
Vice Chairperson Speck Giller Madigan
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
None.
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: January 25, 2021
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Committee Assignments
Prepared by: Rhonda Franklin, Management Analyst II
EXECUTIVE SUMMARY:
The Commissioners shall review current committee assignments and make changes as
deemed necessary.
STAFF RECOMMENDATION:
Review current committee assignments and make changes and/or appointments to the
various Committees as deemed necessary.
FINANCIAL IMPACT:
None.
DESCRIPTION:
There are three committees that require the representation of a member of the Parks
and Community Services Commission (Commission). As per the Bylaws and Rules of
Procedure for the Commission, the Commission or the Chairperson, upon direction of
the Commission, may appoint several of its members, but less than a quorum, to serve
on a Committee. A summary of the various committees and the current representatives
and alternates are shown below.
Senior Center Advisory Committee
An ongoing committee which advises the Commission, the City Council, and Staff on
matters pertaining to the operation of the Dublin Senior Center. The Commission
representative will serve as a liaison between the Advisory Committee and the
Commission. The Senior Center Advisory Committee meets the first Thursday of the
month at 9:30 AM.
• Representative: Cm. Speck
• Alternate: Cm. Hakim
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Youth Advisory Committee
The Youth Advisory Committee advises the Commission, the City Council,
and Staff on youth services and programming. The Commission representative will
serve as a liaison between the Advisory Committee and the Commission. The Youth
Advisory Committee meets the fourth Wednesday of the month at 7:00 PM.
• Representative: Cm. Jain
• Alternate: Vacant
Youth Sports Liaison Committee
An ongoing committee whose purpose is to maintain open lines of communication with
local youth sports groups. Meetings are typically held quarterly.
• Representative: Cm. Giller
• Alternate: Cm. Washington
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
None.
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