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HomeMy WebLinkAbout02-13-2012 Approved PCSC MinutesPARKS AND COMMUNITY SERVICES COMMISSION SPECIAL MEETING Minutes CITY OF DUBLIN February 13, 2012 The February 13, 2012 Special Meeting of the Parks & Community Services Commission was called to order at 7:01 p.m. at the Dublin Civic Center, Dublin, California, by Chair Elias. PLEDGE OF ALLEGIANCE Chair Elias led the Pledge of Allegiance. ROLL CALL Commissioners (Cm.) Present: Bafaiz, Boboc, Jones, Mack, Totaro, Elias Commissioner Absent: None ORAL COMMUNICATIONS 3.1 BRIEF INFORMATIONAL ONLY REPORTS FROM SENIOR CENTER AND YOUTH ADVISORY COMMITTEES Senior Center Advisory Committee Advisory Committee Chair Ms. Eddie Jo Mack reported that the Advisory Committee welcomed its two newest members Ms. Faye Guarienti and Ms. Diana Threlkeld. She further reported that the Advisory Committee elected its Chair and Vice Chair, received a report on the Senior Center activities and attendance during the 2011 fall quarter, and discussed upcoming events. Youth Advisory Committee Cm Bafaiz reported that the Advisory Committee discussed upcoming events. 3.2 PUBLIC COMMENTS Ms. Sheila Jessup-Schwarz, Dublin resident, spoke in favor of constructing a dog park for large dogs in eastern Dublin. APPROVAL OF MINUTES -January 9, 2012 On a motion by Cm. Boboc, seconded by Cm. Mack, and by a vote of 6-0-0, the Commission voted to approve the January 9, 2012 minutes as presented. WRITTEN COMMUNICATIONS -None PUBLIC HEARING -None UNFINISHED BUSINESS -None NEW BUSINESS 8.1 DRAFT SPORTS FIELD USE POLICY MODIFICATIONS Mr. Rich Jochner, Recreation Supervisor, presented the specifics of the item as outlined in the Staff Report. P&CSC Meeting Minutes -February 13, 2012 -Page 2 of 4 Cm. Boboc asked about the market average for field rental fees. Mr. Jochner pointed out the market average on the comparison chart displayed as part of the presentation. Cm. Boboc questioned why the City's fees were far below the market rate. Mr. Paul McCreary, Parks and Community Services Director, explained that the City has been lenient with sports field rental fee increases over the years. Cm. Boboc asked about the number of field rental applications that have to be expedited due to receiving the applications after the submission deadlines. Mr. Jochner stated that he does not have the exact number; however, there are a high percentage of applications that have to be expedited. Cm. Mack asked about the types of programs that could be considered in direct competition with existing Department programs. Mr. Jochner explained that the types of programs would be those that are to the same sport and offered at the same location as established City programs. Cm. Mack suggested that an additional stream of revenue could be obtained at sports tournaments by charging food vendors a fee for occupying space at the tournament locations. Mr. McCreary explained that with Department approval, that could be an option for sports groups to explore to help offset costs. Vice Chair Totaro asked about feedback received from DUSL regarding the proposed changes to the cancellation policy. Mr. McCreary stated that in its letter to Staff, DUSL stated that the proposed cancellation policy is too restrictive and costly. Cm. Jones asked for clarification regarding the proposed cancellation policy as it relates to rainy conditions. Mr. Jochner explained that in the event the field is not available due to rain or wet field conditions, a credit will be issued if the office is notified in writing within four business days after the scheduled date of use. Cm. Bafaiz asked for clarification on why the proposed change fee was changed from $15.00 to $5.00. Mr. Jochner stated that this was amended based on a request from DUSL. Chair Elias asked if the policy regarding equipment storage had changed, and Mr. Jochner said no. Hearing no further questions from the Commission for Staff, Chair Elias opened the floor to public comments. Mr. Todd Barnes, Fields Coordinator for Dublin United Soccer League (DUSL), commended Staff on its positive and two-way relationship with DUSL. He thanked the City for keeping fees low for youth sports organizations over the years. Mr. Barnes discussed how the group's budget for field rentals has almost doubled due to year-round use of the synthetic fields and field lighting costs. He stated that one advantage of the group is that it tries to provide a high level of service at the lowest possible costs. He stated that the proposed costs increases and cancellation restrictions could weaken this advantage. Mr. Barnes stated that a $15.00 change fee seems reasonable instead of the $5.00 proposed in the draft policy. In exchange he requested that the cancellation policy allow for 15 business days, rather than 30 days, before the scheduled date of use for cancellations with no penalties, as this would allow the organization to be more flexible in its programming and not waste money on unused rentals. He stated that he believes that the time slots released by the group are not during prime hours and are most likely not in demand by community members, but rather competing organizations from other communities. P&CSC Meeting Minutes -February 13, 2012 -Page 3 of 4 Mr. Barnes stated that the proposed fee increase for field lighting seems reasonable. He suggested immediate fee increases for other classification groups, particularly non-residents, to help offset or postpone fee increases for DUSL until after 2014. Mr. Barnes stated that he was not in favor of youth groups being charged commercial rates for sports camps programming due to the service sports camps provide to the community. In closing, Mr. Barnes reiterated his desire for costs to remain low and for leniency on the cancellation policy. Chair Elias asked about community demand for fields within two weeks of a requested date. Mr. McCreary stated that the demand for grass turf fields is much lower than the demand for synthetic turf fields. He stated that there is high demand for synthetic turf fields. Cm. Boboc asked about the loss of players from DUSL to other soccer leagues. Mr. Barnes opined that the primary reason is due to the higher competitive level of training offered by the other soccer leagues. Cm. Boboc stated that he is fine with the change fee being reduced from $15.00 to $5.00. He stated that, if possible, he would like for the frequency of rental permit changes to be tracked. Cm. Mack asked about communicating community interests in field rentals to DUSL in the event that DUSL is able to release reserved fields for community use. Mr. McCreary explained that Staff has done this in the past for cricket field requests as the only cricket field location is at Emerald Glen Park. Vice Chair Totaro disclosed that his child has been involved in DUSL for 13 years and that he has had previous conversations with Mr. Barnes and the DUSL Board. Vice Chair Totaro stated that he would prefer to have the $15.00 change fee remain and change the proposed cancellation policy from 30 days to 15 days. He stated that he is very happy with the proposed fees and the phased structure. He stated that he is in favor of significantly increasing the fees for Group Four for non-residents and Group Five for non-residents. He stated that he is also in favor of a policy that disallows non-resident sports organizations from holding tryouts on Dublin's sports fields. Cm. Jones stated that he is in favor of the proposed cancellation policy and change fee. He stated that leagues should be able to timely and responsibly manage field bookings in order to minimize league schedule changes and cancellation/change penalties. He stated that he agrees with increasing the fees for the non-resident classification for Group Five. Chair Elias spoke in favor of the fee structure as proposed. He stated that when spread out among the sports league teams, the fee increase seems minimal. He speculated whether a cancellation policy that allows 30 days for synthetic turf fields and 15 days for grass turf fields would be a fair compromise. On a suggestion by Chair Elias, the Commission agreed to vote on the proposed Sports Field Use Policy in sections. On a motion by Vice Chair Totaro, seconded by Cm. Mack, and by a vote of 6-0-0, the Commission voted to modify the Sports Field Use Policy cancellations and changes timeline from 30 calendar days to 15 business days prior to the rental date; and modify the administrative per booking fee from $5.00 to $15.00 per booking change. On a motion by Vice Chair Totaro, seconded by Cm. Jones, and by a vote of 6-0-0, the Commission voted to modify the non-resident fees for group four from $77.40 to $90.00 with the option for incremental P&CSC Meeting Minutes -February 13, 2012 -Page 4 of 4 increases over athree-year period; and group five from $144.00 to $250.00 with the option for incremental increases over athree-year period, effective July 1, 2012. Vice Chair Totaro made a motion to include in the policy that no tryouts by any youth sports organizations outside of Dublin be allowed to be held on any City of Dublin sports fields. Hearing no second, the motion failed. Vice Chair Totaro made a motion to include in the policy that no tryouts by any youth sports organizations outside of Dublin be allowed to be held at Fallon Sports Park. Hearing no second, the motion failed. Vice Chair Totaro made a motion to include in the policy that no tryouts by any youth soccer league organizations outside of Dublin be allowed to be held at any Dublin sports fields. Hearing no second, the motion failed. The Commission voted to recommend to the City Council the Draft Sports Field Use Policy, with the above-written modifications, as presented by Staff. OTHER BUSINESS 9.1 BRIEF INFORMATION ONLY REPORTS FROM PARKS & COMMUNITY SERVICES COMMISSIONERS AND/OR STAFF Cm. Jones informed Staff that the Heritage Park and Museums Cemetery is too dark at night. Vice Chair Totaro reported that he has had conversations with Mayor Sbranti regarding recognizing Mr. Andre Ward, Dublin resident, on his recent accomplishments in the sport of boxing. Cm. Mack reported that she attended the Poetry Slam event, the Storyteller event in honor of Black History Month, and apre-budget community meeting. Chair Elias suggested that Staff consider using the Heritage Park and Museums for fundraising events. Mr. McCreary provided program and project updates. ADJOURNMENT Being no further business, the meeting adjourned at 9:12 p.m. Res ectfully submitt d, Rhonda Franklin Administrative Aide APP VED: Chairperson