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HomeMy WebLinkAbout01-13-1997 Approved P&CSC Minutes ............ ......... :> : <><:>:.:.:::>:::>::>:::>:::::»»><:><:»:»:>:»>:»»:>:»: A�tXC' ... .X�..�`+lJ! ►�'Lt .X�`�'.�'�.. .G`��.Cc�,1l�1'...XS�X�U!1�>< > > ':'::> <>::`>}<? >'">:>«```�'�` • INUTE 'OF` .T. ARY 3 9 7' The January 13, 1997 meeting of the Parks and Community Services Commission was called to order at 6:02 p.m. at the Dublin Civic Center,Dublin,California, by Chairman Chapman. Pledge of Allegiance Pledge of Allegiance was led by Chairman Chapman. Roll Call Commissioners Present: Chapman,Cobb-Adams, Wong-Gillmore, Cramer, Swalwell and Kamau Oral Communications Special Recognition of Bob Fasulkey and Steve Jones for their service on the Commission Chairman Chapman presented Steve Jones with a plaque in appreciation for his dedicated service on the Parks and Community Services Commission from January 1990 through December 1996, and a plaque to Bob Fasulkey for his dedicated service to the Commission from February 1996-December 1996. He congratulated both on their service and wished them luck in their future ventures. Administration of Oath of Office to newly appointed Commissioners by City Clerk City Clerk Kay Keck administered the Oath of Office to newly appointed Parks & Community Services Commissioners Cindy Cobb-Adams and Eric Swalwell. She reported that the Council will be conducting a reception to honor the outgoing Commissioners and Committeemembers at their meeting of February 4, 1997. The meeting will be called to order at 6:30 p.m. and adjourned for the reception and reconvened at approximately 7:00-7:15 p.m. Chairman Chapman adjourned the meeting at 6:11p.m. for refreshments. The meeting was reconvened at 6:25 p.m. Approval of Minutes THE MINUTES OF DECEMBER 16, 1996 WERE APPROVED AS SUBMITTED. Written Communications Presentation from Randy Cahn. Board Member. California Association of Park and Recreation Commissioners and Board Members Director Lowart reported that Mr. Calm has basketball practice tonight and will be here at approximately 6:40 p.m. Public Hearing-None Unfinished Business-None Commissioner Kamau announced that she will be leaving the meeting early tonight, to leave for Washington D.C. to attend the Presidents Inauguration with a group from Dublin High School. New Business Election of Officers Chairman Chapman tabled this item for the February 10, 1997 meeting. Committee Appointments Director Lowart reported that there are a number of City committees and task forces that require representation of a member of the Parks and Community Services Commission. In accordance with the Bylaws, the Chairman will appoint committee and chairpersons of committees as necessary. She briefly summarized the various committees and tasks forces as well as the current representatives and alternates. • °�• MINUTES-JANUARY 13, 1997 PAGE TWO Representatives and alternates to the committees and task forces were appointed as follows: East Bay Regional Park District Liaison Committee (1) Heritage Center Advisory Committee (1) Representative: George Cramer Representative: Cindy Cobb-Adams Alternate: Marjorie Wong-Gillmore Alternate: Jeff Chapman Senior Center Advisory Committee (1) Student Rep Selection Committee (3) Representative: Marjorie Wong-Gillmore Representatives: Wanjiku Kamau,Marjorie Alternate: Eric Swalwell Wong-Gillmore, and George Cramer Teen Task Force (2) Youth Sports Liaison Committee (2) Representatives: Jeff Chapman and Wanjiku Kamau Representatives: George Cramer and Alternate: Cindy Cobb-Adams Eric Swalwell Alternate: Jeff Chapman Parks&Community Services Department Goals and Objectives Director Lowart reported that on February 25, 1997 the City Council will conduct a Goals and Objectives Study. Session to review the progress made on 1996 goals and objectives and to develop goals and objectives for 1997. Staff has prepared a year-end status report for the 1996 Parks and Community Services Department goals and objectives. Of the 17 objectives assigned to the department, nine have been completed, two are anticipated to be completed in February(prior to the City Council Goals and Objectives Study Session), and six will be carried over to 1997. She briefly summarized the 1997 Preliminary Goals and Objectives for the Commission. Discussion Commissioner Wong-Gillmore asked if there are additional fields at Dublin Elementary over and beyond what Jean Howland presented? Director Lowart replied,no. Commissioner Wong-Gillmore asked if the gymnasium has been put off because of the technology project at Wells? Director Lowart replied, yes. Staff was given permission to put the project out to bid last week, and it is anticipated that they will break ground in March 1997 and be available for use in Fall 1998. Commissioner Cramer stated that he would like to add the expansion of the Youth Programs to the Goals and Objectives, as a high priority. He indicated that he has received complaints from residents regarding the limited size of the youth programs available in the Afterschool,Fun-in-the-Sun,and Youth Basketball Programs. Director Lowart stated that opening up Dublin Elementary will take off the burden at Nielsen School for the Afterschool Program. The problem with the Youth Basketball Program is just a matter of space. Commissioner Wong-Gillmore stated that with the West development, wouldn't this place a higher demand at Nielsen? Director Lowart replied that there will be adequate space with both Nielsen and Dublin Elementary Schools. Commissioner Cramer stated that we have a lot of high priorities that should not be. He questioned the high priority of coordinating the batting cages,when the cages are a done deal. In addition, why rate securing funding for a fee program as a medium,when this item has been a goal for several years without any progress. Chairman Chapman stated that the Iron Horse Trail and Valley High School Gym will become high priorities once they hit the table,just by their very nature. If we downgrade some of the highs to mediums then we can also downgrade some of the mediums to lows. Director Lowart asked Commissioner Cramer if he is adding a goal to expand the Youth Sports Program or the Fun-in-the Sun Program, or both? Commissioner Cramer replied, both. Director Lowart recommended that each z • MINUTES-JANUARY 13, 1997 PAGE THREE one be a separate goal, as they are two different budget areas. Commissioner Cramer requested to add the expansion of the Youth Sports Program as goal#14 and expansion of the Fun-in-the-Sun Program as goal#15. Commissioner Cobb-Adams felt that the Adult Sports Program has also been waning in recent years. Chairman Chapman stated that it is his understanding that we have not encouraged a lot of additional teams in the Adult Sports Program because of the lack of space. Director Lowart stated that expansion of the Youth Basketball Program would entail giving CYO virtually no priority in school facilities. However it has always been the City's desire to try to work with other programs and to give equal opportunity. Commissioner Wong-Gillmore asked do we have to maintain a high priority for those groups who have already started coordinating facility improvements(i.e.Dublin United Soccer and Dublin Little League)? Director Lowart stated that her initial response was medium, but since the Council previously viewed it as a high priority, Staff has rated it high as well. Commissioner Cramer asked what can we as Commissioners do to get some type of action going for the Iron Horse Trail? Director Lowart stated that community response would be very important. City funding is not available and the City Engineer is actively seeking funds from Transportation Grants. Audience Input Randy Calm,Dublin Resident, stated that San Ramon is on-line with their portion of the Iron Horse Trail, and were proactive in seeking funding to complete it. The City of Dublin has not moved forward. The only regional trails we have are the ones that go from the Hayward Fishery up to Alcosta, and the Camp Parks Trail. Also the improvements on Dublin Boulevard did not include a bike lane. He indicated that he would like to see the Iron Horse Trail as a high priority. Mr. Calm voiced concern regarding the scheduling of recreation programs in the gym during the time that youth basketball is scheduled for practice. Also, first aid kits were not available for volunteer youth basketball coaches at the time equipment was scheduled for pick up. He felt that this was totally inexcusable. The Commission prioritized the goals and directed Staff to present them to the City Council at the Goals and Objectives Study Session scheduled for February 25, 1997. Commissioner Kamau left the meeting at 6:35 p.m. Written Communications Director Lowart stated that correspondence has been received from Randy Calm requesting the opportunity to make a presentation to the Parks and Community Services Commission about the California Association of Park and Recreation Commissioners and Board Members. Randy Calm stated that he was elected as a State Boardmember in 1994, when he was a Commissioner on the Parks and Community Services Commission. Terms are for three years and therefore his term will expire this year. Meetings are held three times year, of which the elected Boardmember must attend at least two, one at the State Convention. Boardmembers receive a professional newsletter and information on educational seminars. There are currently four vacancies on the Board, and those elected will gain a wealth of knowledge that would benefit Dublin. The California Association of Park and Recreation Commissioners and Boardmembers also know where the funding is and the right contacts. Mr. Calm indicated that if any of the Commissioners want additional information,he will be more than happy to talk to them individually. MINUTES-JANUARY 13, 1997 PAGE FOUR Agreement Between City and District Regarding Use of Facilities Director Lowart stated that one of the 1996 goals adopted by the City Council and given a high priority was to "update the Agreement between the City and the Dublin Unified School District regarding use of facilities". In order to implement this goal, City Staff has met with representatives from the School District to discuss potential revisions to the Agreement and the Agreement has been reviewed and discussed at meetings of the City/District Liaison Committee. Chairman Chapman stated that it is now 7:35 p.m. He asked if this item could tabled for the February 10 meeting? Director Lowart replied yes, however Staff would like to get it off the goals list. If the Commission wishes to table it for their February 10 meeting, it can be placed on the agenda for the February 18 City Council meeting. Commissioner Wong-Gillmore stated that this item is,a high priority. She indicated that she has a lot of concerns and questions on this item. Chairman Chapman stated that if it is the Commissions desire to discuss this item this evening,then it should be discussed. Discussion: Commissioner Wong-Gillmore stated that we are currently beholding to the School District. A policy is needed to guarantee the nights reserved without being canceled at the last minute. The School District needs to give the City some leeway. She pointed out that some schools have their own pet activities, such as Murray School, with their adult basketball group. This use takes facility space away from the youth groups. She felt that a joint meeting should be scheduled with the School District. Chairman Chapman stated that we need to change the locks on the schools and issue keys to only those people who should have them. Coaches have been given carte blanche for use of school facilities for a long time. He indicated that he is very frustrated with the whole issue and its just a continued exercise of futility. It is not going to mean anything if both sides don't agree on how to implement the intricacies of the agreement. Commissioner Cobb-Adams stated that the schools are for educational purposes. She agreed that the School District needs to have more foresight in their scheduling, however there are some last minute scheduling which is out of their hands. She suggested that Staff perhaps consider attending a PFC meeting at the Schools to discuss their concerns. She stated that she did not realize that there were such drastic problems. Obviously there was a lack of communication. Commissioner Swalwell stated that he didn't realize the problems with the schools, and had assumed that these issues had already been discussed with the superintendent. Commissioner Cramer agreed with Commissioner Cobb-Adams, the schools are for educational purposes and should have first priority. We have a new school board and superintendent now,which gives us the opportunity to open communications. Eric Swalwell asked if it would be possible for the Commission to meet with the board of trustees and athletic director? Commissioner Cramer suggested that this item be tabled until we receive direction from the Council. Director Lowart stated that she will notify the City Council that the Commission is not ready to move forward on this item and wishes to establish a new committee to look into this issue. Other Business Brief INFORMATIONAL ONLY Reports from Parks& Community Services Commissioners and/or Staff Commissioner Cobb-Adams reported that she has received a complaint from a resident, that the construction at Mape Park is starting as early as 8:00 a.m. She asked if there is a City ordinance regulating the time construction can start? Director Lowart stated that she will look into the matter. MINUTES-JANUARY 13, 1997 PAGE FIVE Commissioner Cramer asked would the City fund any portion of the cost associated with CAPRCBM? Director Lowart stated that she will have to check, as it is not budgeted for right now. The City will fund the annual convention,providing that it does not fall on the same weekend of the St.Patrick's Celebration. Commissioner Wong-Gilimore reported that she received a call requesting use of the sports fields for a TOC Tournament. She told them that the fields were closed for maintenance and not available. However, the following weekend there was a group using the fields. She asked if an exception had been made for them to use the fields? Director Lowart stated that typically there are no exceptions to the policy. However the City began to allow an exception to Dublin Little League to use the fields for two weekends for tryouts. Dublin United Soccer League then asked to schedule their tournaments. Requests are looked at on a case by case basis and whether the use would impact maintenance. The individual who handles the field scheduling felt that since an exception had been granted for Little League,that an exception should also be granted for Dublin Soccer. Commissioner Eric Swalwell stated that the board members volunteered Dublin to sponsor the Association Cup for the under 14 year old girls for January 4& 5. As President of the league this year,this is something that he wishes they had not done,as when they used the fields in November after the rains, the fields were ruined. Commissioner Wong-Gillmore stated that she read in the paper that the Schaefer Ranch Project was voted down by LAFCO and asked what the next step was.Director Lowart stated that the applicant is reevaluating the project. Chairman Chapman reported that he has asked Mayor Houston to attend the February 10 Commission meeting to discuss the Commissions role. He has agreed to attend providing he does not have any other commitments. Director Lowart reported on the following: • Construction at Mape Park has started. They have been on the job for five weeks and already have 20 rain days. It is anticipated that the project will be completed in mid April with a 90 day maintenance period and opened to the public in July. • There are currently two rentals on the books for use of Old St. Raymond's Church, with three more interested parties. Commissioner Cramer stated that he heard that the City plans a dedication for Mape Park either on Memorial Day or July 4. He asked if there is going to be a problem with scheduling the dedication due to the delay in construction?Director Lowart stated that she will be taking a report to the Council with the construction timeframe and recommending that the Council defer scheduling a date for the dedication at this time. Adjournment Being no further business,the meeting was adjourned at 8:35 p.m. Respectfully submitted, .�� 41 i Char J.Young, 4minis Secr4 AR I1p C irman j