Loading...
2007/12/17 Parks and Recreation Commission Minutes ROHNERT PARK PARKS AND RECREATION COMMISSION MINUTES December 17, 2007 The Rohnert Park Parks and Recreation Commission met this date at 6:30 p.m. for a regular meeting at the Rohnert Park city offices, 6750 Commerce Boulevard, Rohnert Park. The meeting was called to order at 6:30 p.m. with Chair Black presiding. Roll Call Present: (4) Commissioners Armerding, Bird, Black, and Griffin Absent: (1) Commissioner Aronis Also present for all or part of the meeting was Recreation Services Manager, Guy Miller. Approval of Minutes—Upon motion by Commissioner Griffin and second by Commissioner Armerding, the minutes for the meeting of November 19th were unanimously approved as submitted. Unscheduled Public Appearances—None Scheduled Public Appearances -None Annual California and Pacific Southwest Recreation and Park Training Conference— Manager Miller gave some background of the conference and explained that money had been budgeted for at least one commissioner to attend. The conference will be held in Long Beach February 26-29. Commissioners Griffin and Armerding both said they were interested in attending. Manager Miller offered to look into the possibility of finding a way for both commissioners being able to attend. The Commission's consensus was to try to be able to send both commissioners, and Manager Miller said he would work with them to see if something can be worked out. Youth Field Use Fees—Manager Miller referred to his memos dated November 12 and December 12 regarding Youth Sport League Field Use Fees. (Copies of both memos are attached to the original copy of these minutes.) He reviewed the current fees and the proposed fees and explained that the city would like to recover the costs of lighting the fields as much as possible. Staff believes that this new fee proposal will get closer to the actual cost of lighting the fields. He recommended running the new fee structure through a test period of a year to see how the fees will work. He explained that the leagues will try to be more accurate in their requested field reservations and only reserve the fields for actual uses and not do blanket reservations. He stated that the groups were notified last year of this proposal, and some leagues have already restructured their fees in anticipation of the change in fee structure. Commissioner Armerding asked about charging only the hourly rate and why can't the leagues pay for their actual field use. Manager Miller explained the reasons for the recommended the new fee structure and how staff came up with this proposal. He said it favors the groups because they will be getting the benefit of the new structure and after many staff discussions this process will be the easiest to manage. Page 1 of 6 Rohnert Park Parks and Recreation Commission Minutes—December 2007 Commissioner Griffin asked about the Pee Wee Baseball League and whether they would be paying any fees now? Manager Miller confirmed they wouldn't be paying fees since the league doesn't use lighted fields. He advised that this is a very small amount. Commissioner Griffin asked about the leagues being more economical in their-field reservations and whether it's reflected in staff's chart. Manager Miller replied that it's not reflected. Commissioner Bird said he believes this new fee structure is a giant leap forward from what has been done in the past, and it is a good move in the right area. Commissioner Armerding said he would rather have a true user fee rather than a hybrid system. Manager Miller said the current system makes it very difficult to determine actual light costs and this is the best plan he could come up with. Chair Black said she agrees this is a good move forward but would like to see a day use fee, even if it's just a$1 for a half day. Manager Miller said he did the calculations and based on the current fees, the leagues are paying 12-cents per hour. Discussion followed regarding whether there should be a penalty for making reservations for times when leagues are not using the fields or just charging a day use fee. Manager Miller explained he had to take into consideration staff time, which could be very consuming. Chair Black asked about extending this fee to other facilities such as tennis courts, and Manager Miller advised tennis court fees will be done at a later time. Commissioner Griffin made a motion to approve the new fee structure and move it on to the next phase. Manager Miller explained before the proposed use fees can be approved, a public hearing needs to be scheduled to get comments from the groups affected by the new fee structure. Commissioner Armerding seconded the motion. The Commission discussed whether they wanted to make any changes. Commissioner Griffin restated his motion which is to approve the field use fees recommended by Manager Miller and move it onto the next phase. Discussion followed on adding a day use fee in addition to the hourly fee. Manager Miller said he had no problem with that,but he wasn't sure if the department's software could accommodate both a use fee and an hourly fee.No other discussion followed. The motion was approved by a 3-1 vote: Ayes—Commissioners Armerding, Griffin and Bird No—Commissioner Black Absent—Commissioner Aronis Dog Monitor Program—Manager Miller explained the concept of the program to get public input and get volunteers to help monitor the dog parks. He reported he and Chair Black met with Public Safety about a week ago, and they were very receptive to the program and discussed the difference between rules and laws. They would like to help train the Page 2 of 6 Rohnert Park Parks and Recreation Commission Minutes—December 2007 volunteers and will send a community service officer to help with the training once the volunteers have been recruited. Chair Black pointed out some of the issues that started this proposal a couple years ago and stated that this is a way to make the parks a little safer. She is very excited about getting the program launched and get input from the public. Commissioner Bird asked when the program will be put into action, and Chair Black said after the first of the year. She said she hopes to be doing some recruiting in the next couple of months so that the program would be in place by spring. Manager Miller said the city already has a volunteer policy, and these volunteers will be processed the same as other city volunteers. Discussion followed on making changes in the Dog Monitor manual including contact information. Commissioner Armerding suggested several changes and referred to some corrections that needed to be made. He asked about the Animal Care Center of Sonoma County referred to in the manual. He said he feels it is inappropriate to endorse a single private business or any specific veterinary service since there are so many in the area. He asked whether all vets should be listed with a notation of which ones are open 24 hours, and the Commission agreed this could be done. Commissioner Armerding said he objects to some of the cartoons and doesn't think they are appropriate. Manager Miller advised that the cartoons have already been posted at the dog park and have been for quite awhile. After discussion Commissioner Armerding requested that his objection be withdrawn. Commissioner Armerding made a motion to approve the manual with the corrections discussed. Manager Griffin seconded the motion which was unanimously approved. Cal Ripken/Babe Ruth Baseball League Field Maintenance Agreement—Manager Miller advised that this item relates to the fee discussion discussed earlier and the landscape program he will be discussing later. He stated that some groups have a track record of maintaining the fields that they use better than the city is able to do with its current staff reductions. This contract legitimizes what the Cal Ripken/Babe Ruth Baseball League has already been doing and outlines the procedure the league will follow. He stated that the agreement has already been run by the city attorney, and it will allow the city to remove these fields from the city's landscaping contract. The league is aware of the agreement and has agreed to it. Representatives have said they may be able to do even more than is outlined in the contract. Commissioner Griffin asked if there is a benefit to the league so that if they maintain the fields, will they be able to determine when the fields are open or closed. Manager Miller explained that this was already done last year because the league is able to make that determination easier than city staff because they have more manpower to get fields ready for play and inspect the fields for playability. This worked out very well, and the league has done a great job with maintaining the fields. Page 3 of 6 Rohnert Park Parks and Recreation Commission Minutes—December 2007 Commissioner Armerding asked if there was something in the document that requires the league to allow other people to use the field. Manager Miller pointed out the items in the contract that pertain to this. Commissioner Armerding referred to the problems that the dog club has had at the Golis Park baseball field and whether the league will be able to control outside uses. Discussion followed. Manager Miller said he feels that other groups' use of the fields is covered in the contract. Chair Black asked what the leagues are getting from the contract. Manager Miller responded that they are gaining control of the fields, and they are happy with that. Commissioner Griffin made a motion to approve the Cal Ripken and Babe Ruth Field Maintenance Agreement. The motion was seconded by Bird and unanimously approved. Landscape Maintenance Contract—Manager Miller explained that in January the landscape maintenance contract was put back out to bid since work is currently being done on a month-to-month basis. The two bids that came in were much higher than was budgeted so both were rejected. The contract has been re-engineered and some changes made. Some areas were eliminated, and the contract was split into two—north and south. The areas that were eliminated, such as medians, will either be handled in-house or will be contracted out on a space-by-space basis. This took out about 1/3 of the contract. Controls will also be put in place including a mowing schedule. If the schedule isn't followed, there will be a plan in place to fine the landscape maintenance company. The contract is being handled by the city's engineering department,but Manager Miller said he wanted keep the Commission informed. He advised the revised contracts should go out to bid in the next couple of months. Schedule of January and February 2008 Meetings—Chair Black pointed out that the next two commission meetings will fall on city holidays, and staff is recommending that the meetings be rescheduled to January 28 and February 25 respectively. Discussion followed. Commissioner Griffin made a motion to move both meetings as proposed. Commissioner Bird seconded the motion which was unanimously approved. Committee Reports: Golf Course Committee—Neither Commissioner Griffin or Commissioner Bird were able to attend the last Golf Course Committee meeting. Manager Miller reported he received a copy of a memo that states new upper base rates were established for day use at the golf course. Park Sponsorship/Adopt-a-Park Committee—Commissioner Bird said the committee members feel it is necessary to wait until they receive the final PROS report before proceeding. Year-end reports from Committee Chairs—Chair Black requested that they go quickly through each committee and report the changes made in the past year. She gave brief report on the Dog Park Committee. Commissioner Griffin reported the Park Audit was finished. He Page 4 of 6 Rohnert Park Parks and Recreation Commission Minutes—December 2007 stated they may want to look at it again to see what has been done. Chair Black recommended looking at the parks again this summer. She stated she has already seen some recent improvements. Chair Black quickly referred to the other committees—Park Development, Park Sponsorships, Golf Course and PROS. There was no report on the Bicycle Committee, and Commissioner Griffin gave a brief report on the Creeks Committee. Commissioner Aronis wasn't present to report on the Senior Citizens Committee. Commissioner Armerding reported the Skate Park Committee is waiting for the Park Master Plan from the PROS Committee. Matters to/from Commissioners: 2008 Goals—Commissioner Griffin requested that each commissioner look at 2008 goals for the next meeting. Decommissioning Facilities—Chair Black asked that discussion of recommendations and rules be placed on the agenda for any time a park or a specific facility at a park, such as a tennis court,has to be decommissioned. She said she would like to have a plan in place before this ever comes up, and she would like to know what the process would be. The Chair asked if the Commission would be willing to discuss this. Manager Miller said to his knowledge the Parks and Recreation Commission has never been involved in this type of decision. Commissioner Griffin asked if they could be involved and Manager Miller agreed that they could. Chair Black said this may come up in the next few years because she feels some changes may be made during that time, and it is important to have a plan in place. Discussion followed on whether this should be worked into the Park Master Plan. Manager Miller recommended waiting until they receive the draft of the Plan, and if this isn't addressed,they could add it then. He said this may need to be included in the city's General Plan which is being updated now so he can follow up with city staff. Activity Guide—Chair Black pointed out that the activity guide's new facelift and remarked that it looks great. Manager Miller passed out copies of the guide for all to see. He explained the city has entered into an agreement with the Community Voice so they are now printing the guide. The Voice is also soliciting ads, and the city gets a portion of that which helps offset the cost of adding the glossy cover. He stated the Voice will be adding a recreation column that will be published once a month in the newspaper. Park Improvements—Manager Miller reported he is meeting regularly with Tom Kelley from Public Works. He's responsible for maintenance in the parks, and they are working closely to make park improvements. He referred to improvements made at Golis Park, Magnolia Park, and several park bathrooms that have been painted. He reported that they will also be getting toilet paper put in the park restrooms. Electronic Fund Transfers—Commissioner Griffin asked about EFT's for Sports Center memberships. Manager Miller said staff is still working on that with the software Page 5 of 6 Rohnert Park Parks and Recreation Commission Minutes—December 2007 consultant. The program probably won't be implemented until spring because staff has to be trained, and they need to make sure that all memberships are secure. ADJOURNMENT—There being no further business before the commission, the meeting adjourned at 8:12 pm. - Chair Black Guy • er, 'recreation Services Manager Secretary Page6of6