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HomeMy WebLinkAbout11-21-2005 Approved PCSC MinutesCITY OFDUBLIN PARKS AND COMMUNITYSER VICES COMMISSION MINUTES OF. NOVEMBER 21, 2005 The November 21, 2005 meeting of the Parks and Community Services Commission was called to order at 7:03p.m. at the Dublin Civic Center, Dublin, California, by Chair Flores. Pledge ofAlleziance Chair Flores led the Pledge of Allegiance. Roll Call Commissioners Present: Cain, Guarienti, Jones, Flores, Muetterties and Hart Oral Communications Senior Center Advisory Committee Advisory Committee Member Al Edge reported that Committee Member Louis Batiza will be resigning from the Committee. At the last meeting the members decided that the location for the Senior Center Advisory Committee would continue to be the Chambers at the Civic Center. The Committee is attempting to identify programs for men and some of the suggestions included darts, ping-pong and volleyball. They also discussed off -site programs such as bocce ball or bowling. The Committee discussed the proposed Facility Use Policy for the Senior Center and unanimously supported Staff s recommendations as presented. The Committee did feel that consideration should be given to offering senior's a 25% discount. The Breakfast with Santa is scheduled at the Senior Center on Saturday, December 17 with a seating at 8:30am and 10:00am. Youth Advisory Committee Brianna Hart reported that the Committee discussed the facilities going into Camp Parks and preferred the plan with a mixture of things. Approval of Minutes Cm. Cain referred to Page 4, 1" Paragraph, stating that he made reference to first class restaurants around the lake, such as P.F. Chang's and Hayward Fishery, similar to the Epcot in Orlando. Chair Flores pointed out that there is reference to specialty restaurants near the bottom of the paragraph. She asked if his addition was to change "or a lake" to "around the lake". Cm. Cain replied, yes. Cm. Guarienti referred to Page 3, Paragraph 8, second to last sentence, change "to development" to "to develop". ON MOTION BY CMM, MUETTER TIES, SECONDED BY CM. GUARIENTI AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE MINUTES OF OCTOBER 17, 2005 AS CORRECTED. Written Communications -None Public Hearing - None Unfinished Business - None New Business 8.1 Senior Center Facility Use Policy Parks and Community Services Manager Paul McCreary presented the staff report on the Senior Center Facility Use Policy. The primary purpose of the Dublin Senior Center is to provide programs, classes, services and events for seniors but when it is not being utilized for senior programs, other community classes and programs will be held at the Senior Center. A Draft Senior Center Facility Use Policy has been developed based on the standard policies established for other City facilities. Staff is proposing modifications to ensure the facility remains functional for senior programs, while maximizing the revenue potential from private rentals. McCreary reviewed the Draft Policy with the Commission. Minutes.— November 21, 2005 Page 2 of 6 Classification and Priority of Users The classifications are used to assign priorities for making reservations and to determine the fees to be charged. Dublin residents and non-profit groups would be permitted to make reservations up to one year in advance of the rental date. Reservations by non-residents and other groups could be made nine months in advance. Reservations for commercial uses could be made six months in advance. Available Rental Hours Staff is recommending limiting private rentals to Friday evenings, Saturdays and Sundays. The facility would be available for rental from 5:00-10:00PM on Fridays and 8:OOAM-10:00PM on Saturdays and Sundays. A minimum rental period of six -hours on Saturdays and four -hours on Fridays is recommended. General Rental Rules Rental rules have been developed to protect the Senior Center from damage and ensure it is kept in suitable condition for senior programs and services. Some regulations include measures to protect the wood floor and carpets from damage; no rice, birdseed, confetti; etc. may be thrown inside or outside the facility, no amplified sound equipment will be permitted outside the facility and some additional requirements for youth -focused events. Use of Catering Kitchen The Senior Center Catering Kitchen is a full restaurant kitchen licensed by the County. Staff is proposing several requirements for use of the kitchen to ensure it is kept in suitable condition and used in a safe manner. Rental applicants will be required to use a caterer on the City's Approved List of Caterers. An exception will be made for Dublin non- profit groups. These groups would be allowed to use the kitchen as long as they participate in a kitchen orientation and training, and abide by all Alameda County Health Department requirements. Rooms Available for Rental The areas at the Senior Center available for rental would include the Ballroom, Pre -Function Area, Lounge, Game Room, Meeting Room and Catering Kitchen. In order to rent any of the rooms, an applicant must first rent the Ballroom which includes use of the Lobby and Pre -Function areas. Event Cleanup and Facility Maintenance Facility users will be required to pay a $500 security deposit to pay for any damages or additional cleaning required. In addition Staff proposes charging a Carpet Cleaning Fee for use of the rooms with carpeting. This will mitigate the impacts that large social gatherings could have on the carpet and keep them in like new condition. Rental Fees Staff conducted a thorough market survey of the policies and rental fees of twelve other rental facilities in the Tri-Valley area. The survey results were used to determine a base rate of $135 per hour for rental of the Ballroom by individuals or private groups that are Dublin residents. The rates for the remaining rooms were calculated based on the percentage of the capacity compared to the Ballroom. The Senior Center Advisory Committee reviewed the draft policy on November 3 and recommends that a 25% discount should be given to residents who are 55 years and older. Commission Input Cm. Cain clarified that renters would not be able to rent just the game room or other areas, unless they rent the Ballroom. McCreary replied that is correct. Cm. Guarienti stated that in reviewing the rental fees by group, it looks like Groups 2 - Public Agencies and Group 3 - Chamber of Commerce would not incur hourly fees. McCreary stated that both Group 2 - Public Agencies and Group 3 - Chamber of Commerce would incur the same hourly fees as listed under Group 4 — Charitable, Social Welfare and Sport League Organizations. KmAtes. — November 21, 2005 Page 3 of 6 Cm. Guarienti asked if there are adequate facilities at the Civic Center and at the Library to accommodate a Chamber mixer since the ballroom would likely be too large. McCreary stated that both the Regional Meeting Room at the Civic Center and the Library Community Room would be able to accommodate up to 75 people for such an event. Cm. Cain asked if the doors to the computer and arts & crafts rooms could be locked. McCreary replied that there are no locks on the doors at this time. An additional Building Attendant would be scheduled to help provide additional building security if needed. Chair Flores asked if the caterers who use the kitchen must be located in the City of Dublin and if we already have an existing caterers list. McCreary stated that anyone can come into the City and purchase a license to do business here. We do not have an existing caterers list. An application and cover letter will be mailed to local business licensed caterers to inform them that the Dublin Senior Center is available for rental. Cm. Guarienti asked what the total fees would be if someone rented all of the rooms for a wedding. McCreary stated that at the resident rate of $135 per hour, it would be approximately $1,000 at the 4 hour minimum for a Friday rental and about $1200 at the 6 hour minimum for a Saturday rental. Cm. Jones asked if there will be a class for the non -profits to learn how to use the kitchen equipment. McCreary stated that the training will be done by the Senior Center Recreation Technician, who is in charge of the kitchen at the Senior Center. Caterers will be scheduled for a one-time training and non-profit groups should schedule their representatives in advance to the rental date. Cm. Guarienti indicated that he would be in favor of supporting the discount once the senior age for the discount was determined. Parks and Community Services Director Diane Lowart asked for clarification on how the senior discount might work. For example would the discount apply to a senior citizen renting the facility for their granddaughters wedding or a senior citizen renting the facility for a senior event? Cm. Guarienti replied for a senior event. Cm. Jones stated that it would be hard to enforce and can foresee the policy being abused. McCreary stated that Staff looked at the other cities in the valley and none of them offer a senior discount. ON A MOTION BY CM. JONES SECONDED BY CM. GUARIENTI AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO APPROVE THE SENIOR CENTER FACILITY POLICYAS PRESENTED. 8.2 Evaluation of 2005 Day on the Glen Festival Recreation Coordinator Lorri Polon reported that the 2005 "Day on the Glen" was held on Saturday, September 17 and Sunday, September 18, 2005. Attendance was approximately 10,000 for both days, an increase from the previous year. She briefly summarized the various components of the festival including the festival layout and components, entertainment, skateboard competition, volleyball tournament, tennis championship, parking and transportation, festival vendors, advertising and festival sponsors, Minutes, — November 21, 2005 Page 4 of 6 She related to the Commission that Staff feels that the Day on the Glen should focus on families with more hands-on activities for the children, the addition of a discovery/science area, a 2-day skateboard competition, a teen stage featuring youth bands and a 3 on 3 basketball tournament for teens, adults and seniors. Polon recommends selecting a permanent weekend for the festival which would earmark the event each year. The dates recommended for future festival are September 16 & 17, 2006, September 15 & 16, 2007, September 20 & 21, 2008 (leap year), September 19 & 20, 2009 and September 18 & 19, 2010. Commission Input Cm. Cain asked who the Jobs Daughters are. Polon stated that they are a non-profit organization made up of mothers and daughters. They volunteer and assist with many of the City's special events. Cm. Cain asked if there had ever been a big band on the main stage as this may draw more attendance. Polon stated that a variety of entertainment was offered this year but no big band. Cm. Guarienti stated that he has listened to the music and observed the crowds and noted people in the playground area listening to the music, but their main focus was watching their children. The bird show was a good draw and the walking man with his dog was fabulous and drew a very large crowd. He felt that it is going to be a challenge to plan the layout for next year's event. The expansion of the skateboard competition is a good idea and will be an event that will continue to grow. He concurs with the dates recommended for this event for 2006-2010. Cm. Jones stated that he is glad to see that participation in the skateboard competition is increasing each year. He felt that we should only have one stage of entertainment. He attended the festival both days this year and felt the music is just a lot of noise in the background but that the walking entertainment is great because it gets the kids involved. He would be very interested in what Staff does with the Discovery/Science activity next year as he felt that this would have a really good draw and keep families at the event longer. Polon stated Staff has gotten a lot of ideas from the Afterschool Enrichment Program which brings in live animals such as pythons and sloth's. The groups are available and Staff hopes to incorporate this type of hands-on in the Discover/Science activity next year. Cm. Jones stated that the 3 on 3 basketball for teens and adults could be big. Cm. Muetterties stated that she seems to always be out of town when the Day on the Glen is scheduled. She asked if the S.P.C.A. and Animal Shelter participate at the festival. Polon replied that the S.P.C.A. and Animal Shelter have participated for the last three years at the Day on the Glen and St. Patrick's Festival. They have a booth and bring animals for adoption. Chair Flores stated that she parked around Tassajara and Dublin Boulevard and walked in from the playground heading towards the arts and craft booths but once her children saw the carnival area she had to bypass the arts and crafts. That may be one of the reasons why the arts and craft vendors did not do well. Cm. Cain stated that it seems that there is more participation from East Dublin than West Dublin. As more on -site parking becomes available at Emerald Glen Park, more people will be coming from both parts of town. Cm. Guarienti stated that he took the shuttle this year just to try it out and it worked really well for those people who did not want to walk. The Commission concurred with the dates as recommended by Staff for the Day on the Glen for the next five years, from 2006-2010. Minutes.— November 21, 2005 Rage 5 of 6 8.3 2006 St. Patrick's Day Poster Artwork Lorri reported that plans are currently underway for the St. Patrick's Day Festival. Staff is asking the Commission tonight to recommend the preferred artwork for the event poster and advertising. She reviewed the poster art with the Commission. Option 1 includes an Irish woman playing the harp in a colorful spring setting with a secondary visual of a child performing an Irish dance. Option 2 depicts a harpist and a child performing an Irish dance, as well as promoting the pancake breakfast in three overlapping clovers. The final option is for the Commission to consider utilizing the poster layout from last year and updating all four photographs. Cm. Muetterties stated that Options 1 and 2 do absolutely nothing for her. She likes the concept of pictures from previous years and doing the poster that depicts what the event is all about. Chair Flores stated that she likes the live pictures because they give more energy about the festival than to see painted stills. Cm. Cain stated that Options 1 & 2 is whimsical and cute but just do not tell the story about the festival. Cm. Guarienti stated that in looking at the past posters used for the event, you can really see what the St. Patrick's Day Festival is all about. He likes the concept of the poster used last year and really thinks that it was a good step to show all the different activities of the event. The clover leaf is a good recognition graphic for the St. Patrick's Festival but thinks that the pictures should be larger and/or close-up shots. Cm. Cain suggested putting a white border around the clover to make it apparent that it is a clover. ON A MOTION BY CM. CAIN, SECONDED BY CHAIR FLORES AND BY UNANIMOUS VOTE, THE COMMISSION VOTED TO REPEAT LAST YEARS TYPE OF POSTER WITH THE SHAMROCK EMPHASIZED AND UPDATED PHOTOS TO REFLECT THE FESTIVITIES OF THE EVENT. Polon reported that there will be a St. Patrick's Day Liaison meeting for the community on Wednesday, November 30 in the Regional Room at 7:00p.m. Staff is attempting to get some feedback from the community. Other Business Brief INFORMATIONAL ONLYRgports from Parks & Community Services Commissioners and/or Staff Cm. Muetterties reported that she attended the grand opening of the Wicklow Apartments and thought that it was done very nicely. The facility is more than she expected. Everyone she spoke to commented very positively about the facility. Cm. Guarienti stated that he attended the Winter Concert entitled "Oak, Ashes and Thorn". It was excellent and the acoustics of the church still amaze him. The group commented to the crowd that they really appreciate the City supporting this type of music and providing that type of facility for them to perform. He complimented the City and sincerely thanked John on a great venue. Cm. Cain stated that Old St. Raymond's Church can only hold so many people so if there are more people interested in attending a concert than the church could hold, would you be able to have a second showing? Heritage and Cultural Arts Supervisor John Hartnett stated that the first two Winter Concerts drew about 70. The church will hold 100. The Gift of the Magi which is scheduled for December 3 might sell out. Staff can certainly look into a second showing for future concerts. Chair Flores stated that she attended the grand opening of the Wicklow Apartments. It was a great event. Staff Reports +Lowart reported that Emerald Glen Park Phase III is taking shape and she passed photos of the parks progress. It is anticipated that the project will be completed by the end of December and then go into the 90 day maintenance period. She pointed out that the soccer fields will remain fenced throughout spring beyond the 90 day period to make sure that Minutes, — November 21, 2005 Page 6 of 6 the turf is well established before opening it to the public. Since the soccer fields have a cricket overlay, the Field Use Policy will need to be revised to accommodate cricket use and look at timing of how the cricket rentals will affect the soccer rentals. +Lowart confirmed that there is one official vacancy on the Senior Center Advisory Committee and one unofficial vacancy (no resignation letter on file). *Lowart reported that the City Council conducted a Special Workshop to discuss funding for the Historic Park and the state-of-the-art Recreation and Aquatic Complex at Emerald Glen Park. The Council was presented with a variety of options including building what they could afford to looking at taking money out of the reserves, tax measures for the ballot, etc. The consensus of the Council is that they still want to go ahead with the acquisition of the entire Dublin Square Shopping Center for the Historic Park and acquiring the Green Store. They are not in favor of pursuing the Cultural Arts Center at that site. The consultant will be directed to come back with a revised plan. They would also like to pursue the Recreation and Aquatic Complex as proposed and will be commissioning a polling firm to see if people would be supportive of a tax increase to fund the unfunded portions of the Historic Park and Recreation and Aquatic Complex. The total combined shortfall between the Historic Park and the Recreation and Aquatic Center is about $26-32 million. If the community is not supportive, we will look at phasing both projects. Cm. Cain inquired as to the status of the Shannon Community Center. Lowart stated that is moving along according to schedule and Staff anticipates to bring some options for the building layout to the Commission at their next meeting. Adiournment Being no further business, the meeting was adjourned at 8:15p.m. Respectfully submitted, Char J. Young (f Administrative Technician