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HomeMy WebLinkAbout02-14-2005 Approved PCSC Minutes • CITY OF DUBLIN PARKS AND COMMUNITY SERVICES 'COMMISSION- MINUTES OF:FEBRUARY 14,2005 Chairperson Flores called the meeting of the Parks and Community Services Commission to order at 7:00 p.m. at the Dublin Civic Center,Dublin, California. Pledge of Allegiance Chairperson Flores led the Pledge of Allegiance. Roll Call Commissioners Present: Flores, Guarienti, Cain,Muetterties,Jones and Smith Commissioners Absent: None Oral Communications Cm. Cain stated that at the last Senior Center Advisory Committee meeting,they decided to schedule the Stepping ' Out for Seniors event for Saturday, May 14th. They will be asking the Mayor to lead the parade. The Committee also reviewed goals and objectives for the upcoming fiscal year. Approval of Minutes—January 10, 2005 ON A MOTION BY CM. JONES, SECONDED BY CM.CAIN AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF JANUARY 10,2005,AS PRESENTED. Written Communications-None Public Hearing-None Unfinished Business New Business 8.1 Dolan Park Play Equipment Proposals Parks & Facilities Development Coordinator Rosemary Alex explained that in Fiscal Year 2000/01 the City completed an audit of all of the existing play areas within the City parks. The report evaluated the conformance of the City's play structures with current safety and accessibility guidelines. Based on the conditions found at each facility,it was determined that the play equipment at Dolan Park was in need of replacement. The 2004/05 Capital Improvement Program includes funds for the replacement of play equipment at Dolan Park. • In January 2005, Staff distributed a Request for Proposals for Dolan Park play equipment replacement. Proposals were received from California Sports and Recreation, Playgrounds by Design, David O'Keefe and Kompan. Alex reviewed the proposals for the Commission and pointed out the amount and variety of play equipment in each proposal as well as the proposed costs provided by each vendor. Staff estimates that the installation portion of the project will be $31,000 which leaves $39,000.00 available for play equipment. Given that all of the equipment proposals exceed $39,000, it is recommended that the Commission select the preferred vendor and then Staff will work with the vendor to reduce the number of play components to fit within the budget. Chairperson Flores and Cm. Smith indicated that they do not like the Kompan or the Playgrounds by Design set- ups. Cm. Guarienti stated that he did not see the swing layout on any of the design layouts provided. Alex advised that the large display boards posted on the wall include the swing layouts. Cm. Guarienti said he liked the table format of the proposal and felt Rosemary had done a good job. Cm.Muetterties asked what site specifications were given to the vendors. Alex advised that she asked each vendor to propose two play areas, one area for 2-5 year olds and one area for 5-12 year olds. Vendors were also asked to Minutes-February 14, 2005 Page2of6 include two proposals one proposal with swings and one proposal without swings. California Sports &Recreation and Playgrounds by Design did not provide a separate proposal without swing elements. Chairperson Flores asked how big the holes were in the tubular elements. Alex advised safety requirements generally allow for either a hole 0-4 inches in size or holes 9 inches or larger. The holes in the tube structures are for security purposes. They allow you to see into the tubes so people cannot hide in them. Chairperson Flores asked if some of the tube slides on the California Sports and Recreation proposal could be opened up as it gets really hot in there in the summer time. Alex felt this could be done and might even bring the equipment price into the$39,000 range we need. Cm. Cain asked if we had worked with any of these vendors in the past. Alex advised that California Sports & Recreation provided the equipment at Kolb Park and we are going to be installing some of the play elements from Kompan at Emerald Glen. David O'Keefe has provided different equipment to the City in the past. Cm. Cain asked if the colors of the equipment could be changed. Alex advised that the Commission could select different colors. For proposal purposes, she had each vendor use only red,blue and yellow so the Commission would not be swayed one way or another based on the color of the equipment. Chairperson Flores asked if the rock-climbing wall could be moved away from the play equipment. She is worried that children will try to jump from the play equipment to the rock-climbing wall, which would be very dangerous. Alex stated she could get the vendor to provide an alternate site spacing layout moving the rock-climbing wall away from the play equipment. ON A MOTION BY CM. GUARIENTI, SECONDED BY CM. JONES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO ACCEPT THE CALIFORNIA SPORTS & RECREATION PLAYGROUND EQUIPMENT PROPOSAL FOR DOLAN PARK WITH THE UNDERSTANDING THAT THE VENDOR WILL PROVIDE OPEN AIR SLIDES(INSTEAD OF TUBULAR)AND REORIENT THE ROCK-CLIMBING WALL AWAY FROM THE PLAY EQUIPMENT. 8.2 Modifications of Sports Field Use Policy Rental Fees Parks & Community Services Manager Paul McCreary advised that in October 2002, the City Council approved revisions to the Sports Field Use Policy. In addition to general policy revisions related to user group classifications, security deposit, cancellation policy and insurance limits,rental fees for use of the fields were also revised. This was the first revision to the Sport Field Rental Fees since 1993. In March 2003, after receiving a request from Little League to rescind the fee increase, the City Council referred the matter of fee increases back to the Parks and Community Services Commission for consideration. As a result, the Commission voted to recommend to the City Council that the hourly rental fee for Public Agencies, Dublin Sports League Organizations, Dublin Chamber of Commerce and Dublin Charitable and Social Welfare Organizations (Groups 2, 3, 4 and 5 under the Policy) be maintained at the current rate and that the hourly rental fee for Individuals, Non-Resident Groups and Commercial Users (Groups 6 and 7 under the policy) be increased on July 1, 2003 as previously approved by the City Council. Further, the Commission recommended that the Sports Field Use Policy be reviewed again in two years. In June 2003, the Council concurred with the Commission's recommendation. McCreary presented an analysis of Sports Field Rental Fees and the recommend increases that would be effective July 1, 2005. This would only affect rental applications received after June 30, which should give local sports organizations ample time to prepare for the additional costs next season. The proposed fee increase was presented to the Youth Sports Liaison Committee in January. Those in attendance were given the opportunity to ask questions and provide feedback. No comments or questions were made regarding the fee increases. Minutes—February 14,2005 Page 3 of 6 Chairperson Flores asked if a representative from Dublin Little League was in attendance at the last Youth Sports Liaison Committee meeting. McCreary answered that there was a representative from Dublin Little League, Dublin United Soccer League,Tri Valley Youth Football CYO, and Cm. Jones. Cm. Jones asked McCreary why the lighting fees for soccer are twice as much as the lighting fees softball. McCreary advised that it takes twice as much light to light a soccer field as it does a softball field. Chairperson Flores asked how the City of Pleasanton could afford to waive their fees. McCreary believes that although non-profit organizations in Pleasanton don't have to pay field rental fees, they do have to pay the salary of the field maintenance and prep staff, during their season of play. Chairperson Flores asked if it has been over a decade since the last fee increase. McCreary confirmed that the last sports field fee increase was in 1993. ON A MOTION BY CM. CAIN, SECONDED BY CM SMITH, THE COMMISSION VOTED UNIANIMOUSLY TO APPROVE THE PROPOSED SPORTS FIELD USE.POLICY AND FEE INCREASE EFFECTIVE JULY 1,2005. 8.3 Parks& Community Services Goals and Objectives Parks&Community Services Director Diane Lowart advised that the City Council has scheduled the Annual Goals and Objectives Study Session for Monday, April 4, 2005 at 6:00 p.m. As has been done in past years, the Parks and Community Services Commission has been asked to provide input on the preliminary Goals and Objectives for Parks and Community Services. Lowart indicated that during Fiscal Year 2004-2005 the City Council adopted a Ten Year Strategic Plan, which identified six strategies that the City should pursue during the next ten years. The Strategic Plan included strategic goals for each of the six strategies. The adopted 2004-2005 Goals and Objectives included 16 objectives that were assigned to Parks and Community Services. Eleven of the objectives accomplish one or more of the strategic goals. The remaining objectives accomplish Departmental or operational goals. Of the 16 objectives, 10 objectives were given a high priority and six objectives were given a medium priority. Since the adoption of the Goals and Objectives Program, two additional objectives were initiated by the City Council. She called the Commissions attention to two status reports that were included in the Agenda Statement. Lowart advised that staff has prepared a preliminary list of 2005-2006 objectives for Parks and Community Services. Five new objectives have been identified for 2005-2006. The remaining eleven objectives have been carried over from the previous year. Of the 16 objectives, eight relate back to the Strategic Goals. Cm. Jones stated that he did not see anything about the dog park on this year's list. Lowart advised that Dougherty Hills Open Space has been identified as the location for a large dog park. This project has been added to the CIP for 05/06. Cm. Cain asked why we separated Objective #5 & 6 and, why did we not combine#10 & 12. Lowart advised that they are separate because if#5 does not happen, then Objective #6 cannot happen either. Objective#10 & 12 are different in that Objective #10 requires the Commission to come up with research for a unique passive park and Objective#12 asks the Commission to identify potential sites for a passive park. Cm. Muetterties asked if a community garden was to be included in the Camp Parks Master Plan. Lowart believes a community garden may be listed as an alternate feature at Camp Parks. Cm. Cain asked why Fallon Sports Park was not on the list. Lowart indicated that the Master Plan will be completed this Fiscal Year and at this time construction is not estimated to begin in the immediate future. Lowart asked each Commissioner to assign a priority ranking,by vote,to each objective. Minutes—.February 14,2005 Page 4 of 6 Objective#1; Complete construction of new Senior Center and prepare operation of new facility. By unanimous vote,the Commission agreed to rank Objective#1 as a"high priority". Objective#2; Coordinate grand opening of Senior Center to the public. By unanimous vote,the Commission agreed to rank Objective#2 as a"high priority". Objective #3; Undertake development of design and construction documents for new Community Center at Shannon Park By unanimous vote,the Commission agreed to rank Objective#3 as a"high priority" Objective#4; Undertake development of design and construction documents for new Recreation Center/Aquatic Center Complex at Emerald Glen Park By unanimous vote,the Commission agreed to rank Objective#4 as a"high priority". Objective #5; Work with EBRPD to complete negotiations for land acquisition in the western hills for an Open Space Area. By unanimous vote,the Commission agreed to rank Objective#5 as a"high priority". Objective#6;Identify and secure sources of funding for land acquisition in the western hills for an Open Space Area. By majority vote,the Commission agreed to rank Objective#6 as a"high priority". Objective#7;Expand after school programs to new Fallon Middle School. By unanimous vote,the Commission agreed to rank Objective#7 as a"high priority". - • Objective #8; Develop and implement a teen website to promote activities services and program for Dublin teens. Chairperson Flores asked if the teen website would include email notifications to students about upcoming events. McCreary advised if funding is approved for this Objective, the City will ask the Youth Advisory Committee to decide what components to have on the website. By unanimous vote, the Commission agreed to rank Objective#8 as a"high priority". Objective #9; Work with EBRPD and the City of Pleasanton to conduct a preliminary engineering study and identify funding sources to facilitate the connection of Alamo Creek Trail under 1-580 to Pleasanton trails. By unanimous vote,the Commission agreed to rank Objective#9 as a"high priority". • Objective #10; Conduct research of various unique passive park/recreation facilities and identify preferred components and site requirements. By unanimous vote,the Commission agreed to rank Objective#10 as a"high priority". • Objective #11; Develop and implement a marketing program to introduce new residents to the programs and services offered by the Parks& Community Services Department By unanimous vote,the Commission agreed to rank Objective#11 as a"high priority". Objective#12; Closely monitor development projects Citywide to identify potential sites for unique passive park/recreation facility. By unanimous vote,the Commission agreed to rank Objective#12 as a"medium priority". Objective #13; Upon completion of land acquisition in the western hills, complete an Open Space Master Plan and appropriate CEQA documents. By unanimous vote,the Commission agreed to rank Objective#13 as a"medium priority". • Minutes—February 14, 2005 Page 5 of 6 Objective#14;Assess potential for joint projects/facility improvements at Dublin High School. By majority vote,the Commission agreed to rank Objective#14 as a"medium priority". Objective#1S;Explore opportunities for a community garden By majority vote,the Commission agreed to rank Objective#15 as a"low priority". Objective #16; Develop plan for replacement of existing marquee at Shannon Community Center with an electronic Marquee. Lowart indicated that this Objective will be included with the planning of the new Community Center at Shannon Park. By unanimous vote,the Commission agreed to delete Objective#16. Lowart asked the Commission if they wanted to make any changes to the priority listing by staff of the 2005/2006 Preliminary Goal&Objectives. Cm. Guarienti stated that Objective #5 & 6 should be moved to position #9 & 10 and move Objectives #9 to position#5. Move Objective#7 to#6, Objective#8 becomes Objective#7; Objective#11 becomes Objective#8. Cm. Jones would like#11 moved up too, as he feels it very important to get community information to new Dublin residents as quickly as possible. By unanimous vote,the Commission agreed to rank the 2005/2006 Preliminary Goals&Objectives as follows: Number Objective Priority #1 Complete construction of new Senior Center and prepare for operation of new High facility #2 Coordinate grand opening of Senior Center to the public High #3 Undertake development of design and construction documents for new Community High Center at Shannon Park #4 Undertake development of design and construction for new Recreation High Center/Aquatic Center Complex at Emerald Glen Park #5 Work with EBRPD and the City of Pleasanton to conduct a preliminary engineering High study and identify funding sources to facilitate the connection of Alamo Creek Trail under I-580 to Pleasanton trails. #6 Expand after school programs to new Fallon Middle School High #7 Develop and implement a teen website to promote activities services and programs High for Dublin teens #8 Develop and implement a marketing program to introduce new residents to the new High programs and services offered by the Parks&Community Services Department #9 Work with EBRPD to complete negotiations for land acquisition in western hills for High Open Space Area _ #10 Identify and secure sources of funding for land acquisition in the western hills for an High Open Space Area #11 Conduct research on various unique passive park/recreation facilities and identify High preferred components and site requirements #12 Closely monitor development projects Citywide to identify potential sites for a Medium unique passive park/recreation facility. #13 Upon completion of land acquisition in the western hills, complete an Open Space Medium Master Plan and appropriate CEQA documents #14 Assess potential for joint projects/facility improvements at Dublin High School Medium #15 Explore opportunities for a community garden Low Minutes—February 14, 2005 Page 6 of 6 Lowart advised the Commission that a Council/Commission Workshop for Saturday, February 26, 2005. The purpose of the workshop is to provide the Commission with an opportunity to the discuss Goals and Objectives under their purview and the reason for their respective Goals and Objectives rankings with the Council. The Council will take no action until the City Council Goals and Objectives Study Session. Other Business Brief INFORMATIONAL ONLY Reports from Parks & Community Services Commissioners and/or Staff Cm. Guarienti stated that the Trail Trekkers would be participating in this year's St. Patrick's Day Parade. Cm. Guarienti also stated that he recently picked up a brochure entitled Alameda Creek Water Shed Program,which has a nice map of all the water features in the area. Unfortunately,the City of Dublin is not listed on the back with the list of"credits". Cm. Jones stated that the Youth Sports Liaison meeting was very well attended. Cm. Jones asked if the Parks Commission was going to participate in the parade. Lowart advised that in the past, it hasn't worked out well, with the various schedules,to try and coordinate participation in the parade among the many commissioners. Cm. Jones also stated that Dublin Little League would be sponsoring a Challenger Baseball tournament for disabled youth over Memorial Day weekend. Cm. Jones feels Dublin should really help out to make sure this event is a real success for everyone. On June 4th the Lion's Club will be sponsoring Ride for the Blind, a 110-mile motorcycle ride. Cm. Muetterties stated that she has a Harley Motorcycle for sale and would be willing to let someone use it for the Ride for the Blind,if needed. Chairperson Flores asked if City Council decided on a poster design for St. Patrick's Day and is it going to look like the back of the spring activity guide. Lowart stated that it would look similar but not exactly like the back cover of the spring activity guide. Lowart advised that the water play area at Emerald Glen has been closed since Labor Day for repairs due to the surface delaminating from the bottom, causing a safety hazard. The surfacing is no longer under warranty and the estimate to repair is approximately $30,000, which the City Council has approved through the general fund. The water play area should be open by spring. Lowart advised that we have awarded the bid to have the play equipment at Shannon Park installed. This project will be complete by summer. McCreary advised that the Swim Center is now open for Dublin High School Programs. The Eggstravaganza has been moved to Emerald Glen Park this year, instead of Shannon. McCreary also stated that the Commissioners should have received an email confirming their participation in this year's CPRS conference. Adjournment Being no further business,the meeting was adjourned at 8:45 p.m. Respectfully submitted, arztV.A.A.) Christie Marks Senior Office Assistant APPROVED: �t .2A1A;'• /,A /. Amid .� Chairp- son