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HomeMy WebLinkAbout10-14-1986 Approved PCSC Minutes CITY OF DUBLIN PARK AND RECREATION COMMISSION MEETING DATE: October 14 , 1986 The October 14 , 1986 meeting of the Park and Recreation Commission was called to order at 7 : 30pm at the Shannon Community Center, Dublin, California, by Chairperson George Zika. Roll Call Present: Commissioners, Zika, Hernandez, Donnell, Hudak and Schmitt Oral Communications - None Approval of Minutes It was moved by Commissioner Hernandez and seconded by Commissioner Schmitt to approve the minutes of September 9 , 1986 as submitted. (UNANIMOUS) Written Communications - None Teen Center At the September 9 , 1986 meeting of the Park and Recreation Commission, Comissioner Hudak was granted permission to research whether teens would be interested in the idea of a teen club. Commissioner Hudak reported that he presented the proposed teen program to the Dublin High School Student Council, and that it was well received. Kirsten Litske, Representative of the Student Council, met with their Legislative Council, who also indicated that they would be interested. The Commission discussed possible sites as well as the costs associated with a teen club. It was determined that a subcommittee be established to pursue the idea further. Commissioners Hudak and Schmitt volunteered. Diane Lowart, Recreation Director, suggested involving interested parents as well as teens . Commissioner Hudak indicated that he would get in touch with parents . A meeting date will be determined after tonights meeting. Afterschool Playground Program Recreation Director, Diane Lowart updated the Commission on the status of the Playground Program at Nielsen School. The Murray School District Board approved staffs request for an additional portable classroom at Nielsen with the understanding that the rental and janitorial costs would be shared with the City. The City' s portion of these costs is anticipated to be $400 per month. Qualified leaders were found to staff the program which began September 29, 1986. There are currently "61" children registered. MINUTES - October 14 , 1986 Page Two Senior Citizens Center Update The City of Dublin and the Murray School District have reached an agreement for the City' s use of the Fallon School Multi-Use Room for the proposed Senior Citizen' s Center. The City offered to enter into a 10-year lease with M.S.D. The Board of Trustees and the City Council aproved the concept of a lease and directed staff to draw up a Lease Agreement for their approval. This has been done and will be on the M.S .D . Boards October 20, 1986 agenda, and the City Council ' s October 27 , 1986 agenda. Staff will recommend that the Council approve the architectural firm of Grossman, Stoller and Associates to oversee the renovation of the Fallon School Multi-Use Room. Recruitment will begin shortly for a Recreation Coordinator to serve as the Senior Center Director. It is estimated that the facility may be ready for occupation by early 1987 . 2nd Annual Children ' s Halloween Party Lori De Rego, Recreation Supervisor, presented the information on the 2nd Annual Children' s Halloween Party to the Commission. The special event will be held at Shannon Center from 3 : 00-5 : OOp.m. on October 31, for preschool through grade 6 children. Activites will include a Halloween cartoon movie, Halloween crafts to include making trick-or-treat bags donated by Safeway, and a ghost and witch craft for preschool children. There will be Halloween games geared for all ages and the party will end with a costume parade . The children will win tickets at each game which in turn can be exchanged for prizes . The Commission is invited to attend this fun and festive event. Cityhood Birthday Party February 1, 1987 marks the five year anniversary of the City' s incorporation. Staff and the Special Events Committee have suggested the possibility of having a birthday celebration to commemorate this event. Diane Lowart, Recreation Director, presented the Commission with several suggestions for the celebration. She recommended that if the Commission determined that the celebration is a good idea, that the Commission submit their ideas, approach the City Council with the idea and appoint two Commissioners for a steering committee. Commissioner Zika stated that he liked the idea of a week long celebration, and suggested having a dance one night. He was not however in favor of having volunteer recognition or a celebrity roast as activities . Commissioner Hudak referred to item #4 - City Slide Show, and suggested contacting Virginia Bennett for the slides of Dublin' s past. It was moved by Commissioner Schmitt and seconded by Commissioner Hernandez to direct Diane Lowart, Recreation Director, to approach the City Council with the idea and appoint Commissioner' s Zika and Hernandez to serve on the steering committee. (UNANIMOUS) MINUTES - October 14 , 1986 Page Three Winter Schedule of Classes and Programs The Winter brochure is scheduled to be mailed to Dublin residents on December 26 . The brochure will contain information on Department sponsored activities for the months of January, February and March. At this time, staff is investigating ideas for classes and programs to be included in this brochure. Input from the Commission is requested at this time. Commissioner Schmitt requested to have trips to Monterey Aquarium offered again. Diane stated that two trips have been scheduled but both were cancelled due to low enrollment. Annual Contractors - Shannon Community Center The City of Dublin assumed the management of the Shannon Community Center in July of 1984 . Prior to that time, the Center was managed by the San Ramon Valley Community Center. Any rentals booked by SRVCC prior to this time were honored by the City. Included in these rentals were private and on-going rentals . The on-going rentals, or annual contractors, are community groups who use the Center on a weekly, bi-weekly or monthly basis for club meetings . The fees charged were set by SRVCC and to date have not been changed. There are currently seven groups who use the Center on an on-going basis. In April of 1986, a new Facility Use Policy was approved by the Park and Recreation Commission and adopted by the City Council. Although community groups are encouraged to use the Center, it is not available for meetings or activities on a regular continuing basis. Therefore, by allowing the aforementioned groups to utilize the Center on an on-going basis, we are in effect violating our new policy. Additionally, the groups must provide us with a Certificate of Liability Insurance naming the City as the additional insured which was not previously required under SRVCC. Staff has outlined the following options for Commission consideration: 1) Exempt these groups from the new policy, as they were using the Center prior to the time that the policy was adopted. 2 ) Advise the groups of the new policy and determine a timeline for their relocation. 3 ) Determine if the groups meet the eligibility requirements under Community Groups, and if so, allow them to use the Center on a month to month basis, space available. Regardless of the option chosen, our insurance carrier has notified us that any user group must supply the City with a Certificate of Liability Insurance MINUTES - October 14, 1986 Page Four There was extensive' discussion about the groups use of the building, the different classifications and the insurance issue. Commissioner Zika indicated a concern about the liability or potential liability to the City due to these groups continued usage of the building without insurance coverage. It was moved by Commissioner Hudak and seconded by Commissioner Donnell that a letter be sent to the three senior groups and the Women' s Club indicating that we had received a notice from our insurance carrier that they (the groups) must have insurance, but that they may petition the City Council to be a City sponsored group in order that they would be covered by the City' s overall liability contract. If this occurred, the building would be available to them at no cost. (UNANIMOUS) It was moved by Commissioner Hudak and seconded by Commissioner Hernandez that letters be written to the Valley Spokesman, the German Shepherd Dog Club and Job' s Daughters indicating the requirement for insurance and that if they can meet the residency requirements under the Facility Use Policy and provide us with a certificate of insurance, then we would be glad to have them use the building. Discussion: Commissioner Schmitt indicated that this addresses the insurance problem, but not the issue of continuous usage of the building. We need to notify them of this clause in the policy or waive the policy. Chairperson Zika called for the vote: IN FAVOR - 0 OPPOSED - 5 The motion failed to pass by a majority vote. It was moved by Commissioner Schmitt and seconded by Commissioner Hudak that we notify the remaining users that they are in violation of our present facility use policy and that we would kindly request that they find a new place to meet. Discussion: Commissioner Hudak stated that it is not the groups fault that they are in violation. It is the Commission' s fault for allowing them to continue to use the facility. Commissioner Schmitt agreed, however she felt they must be made aware that they are in violation of the current Facility Use Policy. She suggested giving these groups ninety ( 90 ) days to relocate. Commissioner Schmitt amended the motion to include, "if the groups are able to meet the requirements of the current Facility Use Policy, they would be able to use the facilities" . Chairperson Zika called for the vote: (UNANIMOUS) Commissioner Hudak indicated that this letter should be sent to all the groups . The seniors included, otherwise we are showing discrimination. It was moved by Commissioner Hudak and seconded by Commissioner Schmitt that every group be notified of the Facility Use Policy. AYES: Zika, Hudak, Schmitt, Donnell ABSTAIN: Hernandez 'MINUTES - October 14, 1986 Page Five Other Business Commissioner Schmitt asked if there will be anything done in regards to a art in public places in the new Civic Center? Also, is anything being done in regards to the insurance problem? Diane responded, that the there is a consultant for art in public places on the architect team. In addition, community meetings will be held to get citizen input. A schedule of these meeting will be available. Paul Rankin, Assistant to the City Manager, is the staff person in contact with our insurance pool ABAG (Association of Bay Area Government), and they are trying to address this problem at this time. Commissioner Hudak asked if there is anything further being done regarding the funding of non-profit groups for field use and fees? Also, there seems to be a concern about the schools and tennis courts, what would a group have to do to see about getting funds? Diane stated that the revised Filed Use Policy will be presented at the November meeting. Groups requesting funding should come before the Commission for a recommendation to take to the City Council. It is suggested that the group call in advance to be placed on the agenda. Dr. Zev Kahn, resident, voiced his concern regarding the parking problem at Dublin Sports Grounds. Dr. Kahn stated that he has brought this situation to the attention of the City Council. Staff investigated the possibililty of using the Valley H.S. parking lot. The school was agreeable as long as the group took the responsibility of opening, closing and provide liability insurance. Diane Lowart discussed this possibility with a soccer board member, who was to take this matter to a full board. It was his feeling that parking is no more of a problem this year than it has been in past years. He felt that the Soccer Board would not be in favor of accepting the responsibility of opening and closing the high school parking lot. Staff Reports The next Park and Recreation meeting date falls on Tuesday, November 11, which is Veteran's Day. The meeting was rescheduled for Thursday, November 6. Adjournment - Being no further business, the meeting was adjourned at 9:05p.m. Respectfully submitted, Char J. Young Recreation Secretary