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2015/10/07 Parks and Recreation Commission Minutes (3)PARKS AND RECREATION COMMISSION OF THE CITY OF ROHNERT PARK SPECIAL MEETING MINUTES W'ednesday October 7, 2015 The Parks and Recreation Commission of the City of Rohnert Park met this date at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, for a special meeting to commence at 6:00pm. Call to order The meeting was called to order by Chair Bird at 6:00 p.m Item 1. Roll Call: Present: Chair Bird, Vice Chair Griffrn, Commissioners Black, Borr, Canterbury Absent: None Staff Present: Mitch Austin, Community Services Manager Mary Grace Pawson, Director of Development Services Tom Kelley, General Services Supervisor Kimberly Roberts, Part-Time Administrative Assistant Item2. Pledge of Allegiance: The Pledge of Allegiance was led by Chair Bird Item 3. Acknowledgment of Meeting Agenda Posting: Manager Austin acknowledged posting of the special meeting agenda in the required public places per Brown Act requirements. Item 4. Public Comment: None. Item 5. Approval of Minutes: Action: Moved/Second (Griffin/Canterbury) to approve the meeting minutes for Park Audit Tour Special Meeting 6125115, Park Audit Tour Special Meeting 7l2lll5, Parks and Recreations Commission Special Meeting 7130115, and Parks and Recreation Commission Special Meeting 8l5ll5. Motion caried by the following 5-0-0 vote: AYES: Griffin, Bird, Black, Boff, Canterbury NOS: None, ABSENT: None Item 6. Vast Oak, Phase 1, Recommendation to City Engineer on Final Map: ^. Staff Report Director of Development Services Mary Grace Pawson presented an information PowerPoint presentation regarding the final step of the Vast Oak Park. The Vast Oak Park will include a baseball field, a shaded picnic area, atot lot, restroom features and landscaping. The landscaping and restroom features will conform to the maintenance needs of the Public Works and Community Services departments and the restrooms will meet the new safety standard that the City is in the process of developing for park restrooms. Under the City Subdivision Ordinance, the City Engineer is looking for recommendation from the Parks and Recreation Commission regarding the need for the specific improvements proposed, the compatibility of the specific improvements proposed with existing city improvements, and the conformance with any applicable parks and recreation commission standards. The next step in the process is for Development Services staff to confirm all conditions of the Tentative Map have been satisfied and to request Council to approve Final Map. The Commission's recommendation will be included in the staff report for Final Map approval. Director Pawson acknowledged that the process and the outcome is not what the Parks and Recreation Commission hoped for and she encouraged the Commission to use this recommendation to state on the record what they would like to see the next time a park is brought before the Commission. An example would be, "Yes, new development need parks, but the Commission would prefer to have seen the improvements more closely align with the Parks and Recreation Master Plan." b. Review and Approval Commissioner Borr asked if the recommendation cover the in lieu of fees. Director Pawson confirmed that in recommending the final approval of this park, the Commission would be recommending the reduced acreage and the credit for the improvement. Commissioner Borr requested clarification on if the in lieu of fees was decided during the Tentative Map Process. Director Pawson confirmed that it was during the Tentative Map Stage that the fees were decided upon. Commissioner Black requested more time to review and consider the information presented before them before making a recommendation. Director Pawson informed the Commission that the staff report for the Final Map approval by City Council is tentatively scheduled for Tuesday llll0lß.If it's the Commission's pleasure, they could meet again before IIll0l15 to decide on their recommendation, giving them some more time to think about it. Commissioner Canterbury shared that the feedback she's heard from people around town is the parks are all the same and it would be nice to have different amenities at different parks. Commissioner Griffin asked if there will oak trees planted in Vast Oak? Director Pawson confirmed that there will be some oak trees planted. They will be native Live Oak. Commissioner Griffrn suggested against using Live Oak since they are susceptible to sudden oak death syndrome. Valley Oak is a native species that isn't susceptible to that disease. Director Pawson informed the Commission that this particular development will be making maintenance annuity deposits to the City to help fund future maintenance. There will also be a Home Owners Association that will be responsible for maintenance in the development as well. Action: Moved/Second (Griffrn/Bon) to change the November meeting of the Parks and Recreation Commission to from Thursday November 19,2015 to Wednesday November 4, 2015 to discuss a formal recommendation to City Council regarding the Vast Oak Park. Motion carried by the following 5-0-0 vote: AYES: Griffin, Bird, Black, Boff, Canterbury NOS: None, ABSENT: None Item 7. Discuss Outcomes of Joint Meeting with City Council: ^. Park and Facility Master Plan Process for Review and Revision Manager Austin referenced the Joint Meeting that took place with City Council and the Parks and Recreation Commission. As noted in the Joint Meeting, there were some aspects to the Parks Master Plan that are outdated (such as the Stadium lands and Ladybug Pool). There is some clean-up and additions that need to be added to the Plan. The Commission also needs to revisit the list of recommendations. From a staff perspective, what would be helpful is to have a sub-committee that can work with staff to create a draft proposal to present to the Commission for review. Commissioner Borr asked if there is a formal approach to revising a plan like this. Manager Austin explained that the Commission would be revising and updating parts of the Plan, not doing a whole revision, which is a separate process. Commissioner Black and Chair Bird volunteered to be on the sub-committee. Action: Moved/Second (Bon/Canterbury) to form a sub-committee, members to be appointed by the Chairman, to review, revise, and update the Parks Master Plan. Motion carried by the following 5-0-0 vote: AYES: Griffin, Bird, Black, Borr, Canterbury NOS: None, ABSENT: None b. Revision of Development Review Ordinances for Parks Manager Austin updated the Commission that Jeff Beiswenger, Planner III, is working on updating the City ordinances and assures the Commission that the draft will be brought before the Commission for review of the proposed changes. c. Ideas for Enhanced Communication with City Council Manager Austin shared that one of the suggestions from Council was to have a liaison from the Parks and Recreation Commission attend the City Council meetings when relevant topics are discussed. Staff will work with and support the liaison prior to Council meetings. Commissioner Borr expressed concern with the liaison speaking during the Public Comment section of City Council meetings since Public Comments are only allotted three minutes of talk time. If there is a complicated item, three minutes might not be enough time to fully weigh in on the topic. Manager Austin will confirm with the City Clerk to see if the liaison would be allotted longer than three minutes of talk time. Commission Borr asked if another member of the Commission were present at the meeting if they could speak on the topic as well. Manager Austin explained that it's a courtesy to the Council that if someone is going to speak on behalf of the Commission that it's one person. Commissioners are welcome to speak as a citizen if they clarify that they are on a Commission but are speaking as a citizen. Commissioner Canterbury suggested a yearly informal workshop meeting with Council to discuss ideas. Chair Bird will be the liaison to City Council. Item 8. Park Tour Schedule: ^. Discussion completion of Park Tours and compilation of information Supervisor Kelley came forward and gave the Commissioners and update on improvements made at various City parks. Manager Austin would like to restart the Park Audit Tours. The Commission decided to schedule the next Park Audit Tour for Thursday October 22,2015 starting at 4:00pm and meeting at Golis Park. Item 9. Grant Opportunity for Par Course: ^. Discuss location possibilities if grant is received Manager Austin shared that EcoMedia is exploring the possibility of giving a graît for a par course. Manager Austin wanted to ask the Commission for recommendations on park locations for the potential course. One suggestion is a loop between Goldridge and Golis, or at Sunrise. Suggestions from the Commissions Colegio Vista, Magnolia, and Sunrise parks. Consensus amongst the Commission would be for the course to be in a cerúralized location. Item 1.0. Facility Improvement Project Updates: ^. Benicia Pool Supervisor Kelley informed the Commission that the Benicia Pool renovation is nearing completion. b. Locker Room at Sports Center Manager Austin reported that he attended a preconstruction meeting with the contractor earlier today and the locker room renovation is set to start the week of October 19, 2015. Portable showers were acquired and will be available for members. c. Magnolia Tennis Court Manager Austin shared an update of the resurfacing Magnolia Tennis Courts. The project will happen in two stages. The first step is to remove the fencing, nets, do the over lay and stripe it, then replace the fencing and nets. The second step will occur in the spring when the weather is better, and that's when the top coalsealant will be applied. d. Honeybee Pool Improvements Supervisor Kelley shared that staff is looking into replacing the filter, heater, the starting blocks, and what it would take to reopen the wading pool. Commissioner Black suggested replacing the mirrors in the changing rooms at the pool or other small improvements to help make the area appear nicer. Item 11. Review 2015 Agenda Plan: The Commission reviewed the 2015 Agenda Plan. Manager Austin suggested moving the Parks Master Plan to December (from October). Manager Austin would like the agenda retreat to occur in January 2016. Commissioner Black referenced an agenda item from the proposed September agenda: Lydia Park Split Rail Fencing. She wanted to check-in and see if this should be moved to an upcoming month. Manager Kelley explained that it's an agenda item that can be brought forward to the Commission in the future; the group that assists with maintaining LydiaPark wants to build a fence to help walkers from a nearby path stay in designated walk areas and deter them from walking across the plot. Item 12. Matters tolfrom Commissioners: Commissioner Borr shared that he had an opportunity to meet with City Manager Jenkins to discuss questions that came up during the joint meeting about the use of fees and the recognition of fees. Commissioner Black wanted to follow-up on the group interested in creating a community garden at Goldrige. Manager Austin shared that the project has hit a standstill due to the drought and water regulations. Commissioner Canterbury appreciated the joint meeting with City Council and would like to see more meetings happen like that in the future. Vice Chair Griffin shared that he recently attended the Bicycle Advisory Committee meeting. It has been renamed the Bicycle and Pedestrian Committee meeting, and they are discussing having a joint meeting with Cotati and Public Safety. Vice Chair Griffin had a request for Supervisor Kelley on behalf of the Bicycle and Pedestrian Advisory Committee. The path between Cairo Court and the park needs some maintenance attention. Chair Bird asked for follow-up on the intersection where an accident occurred recently, right across from Sunrise Park. Supervisor Kelley isn't aware of the particular, but he does know Public Safety is looking into it. Vice Chair Griffrn heard from the Bicycle and Pedestrian Advisory Committee that there will be in-ground lighting installed for safety. Manager Austin reported that Community Services has hired three new staff members. Adjournment- There being no further business, Chair Bird adjourned the special meeting of the Parks and Mike Bird, Chair at7:38 p.m. Kimberly Roberts, Recording Secretary