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2006/02/27 Parks and Recreation Commission Agenda Packet CITY OF ROHNERT PARK PARKS & RECREATION COMMISSION Monday, February 27, 2006 7:30 p.m. Rohnert Park City Offices 6750 Commerce Boulevard AGENDA 7:30 I. Call to Order II. Pledge of Allegiance III. Introduction of New Commissioner—Fred Coleman, M.A. A. Oath of Office IV. Roll Call: Bird El/Black L 'Butler El/Coleman ElGriffin 'Hansen Ca Stevens V. Approval of Minutes January 23, 2006 Commission Meeting VI. Report on the Posting of the Meeting Agenda VII. Unscheduled Public Appearances/Public Comment (Please fill out a Speaker Card prior to speaking) VIII. Old Business A. Status of Playground Renovations B. Park Audit C. Recreation Department Sponsorship Program D. Report on Internet Registration Program E. Community Garden Update IX. New Business A. SE Specific Plan Area Neighborhood Park—Ken Blackman, Redwood Equities [final approval] B. Field Use Fee Proposal X. Staff Reports A. Department Highlights—January 2006 XI. Commission Committee Reports Page 1 City of Rohnert Park Parks and Recreation Commission Agenda—February 27, 2006 A. PROS Committee B. Youth Sports Committee C. Golf Course Oversight Committee XII. Matters From/For Commissioners Adjournment to a meeting scheduled on Monday, March 20, 2006, in City Council Chambers at the Rohnert Park City Hall, 6750 Commerce Boulevard, at 7:30 p.m. DISABLED ACCOMMODATION: If you have a disability which requires an interpreter or other person to assist you while attending this Parks &Recreation Commission meeting, please contact the Recreation Department at (707) 588-3456 at least 72 hours prior to the meeting to ensure arrangements for accommodation. Please make sure the Recreation Services Manager's office is notified as soon as possible if you have a visual impairment that requires the meeting materials to be produced in another format. Page 2 3' ASP -JA_ i4.A L<NA"S RAI 'G' STREET �CDIi�IAY �aRK�IA" NOR -Tin 0 30 50 100 A N E i G H B O2- H 0 0 D PARK- Undesign Group LANDWAMARCE Cnuc MM -f kll I'LAWRMU Offnt#— ,fag FAX ?3-14G n. X. !* ji SE\CH iE\CH City of Rohnert Park Recreation Department PROPOSED ATHLETIC FIELD USE FEES Goals of new fees: 1. To recover a portion of the$28,000 yearly cost for lighting the ball fields. 2. To control the night use of the ball fields and reduce the use of lights. 3. To continue to subsidize local youth non-profit groups while assessing higher fees for non-resident and for-profit groups. 4. To obtain accurate usage statistics for the ball fields,as opposed to blanket reservations. Classification I--City initiated or conducted activities.City–sponsored sport league fees are listed separately. Softball,Baseball or Soccer Fields--No Lights No Charge Softball,Baseball or Soccer Fields--With Lights No Charge Reservation Deposit No Charge Classification II—Rohnert Park based local community/non-profit youth sports organizations.Must be 51%Rohnert Park Residents.(Rates do not include tournaments or special events.See Classification III for tournament fees.)Per player fees are required for each season played in a calendar year.A season represents any period where registration is taken. Softball,Baseball,or Soccer Fields--No Lights Ages 5-8:$1.00 per player Ages 9-18:$4.00 per player Softball,Baseball,or Soccer Fields--With Lights $10.00/hour* _ Reservation Deposit No Charge Key Deposit $25.00 Classification III—Rohnert Park based local community/non-profit adult sports organizations,private residents or resident groups.Must be 51%Rohnert Park Residents. (Rates do not include tournaments or special events.See Classification 1V for tournament fees.) Softball,Baseball,or Soccer Fields--No Lights $10.00/hour Softball,Baseball,or Soccer Field--With Lights $15.00/hour Daily Fee$150.00 Cancellation Fee 32 or More Days Prior to Event No Charge 7 to 31 Days Prior 50%of applicable usage fees Less than 7 days prior 100%of applicable usage fees Reservation Deposit ..50%of applicable fee Key Deposit $25.00 Classification IV—Non-residents and non-affiliated teams;sports camps,travel or club teams,and other community sports organizations that to not qualify under Classifications II or III;tournaments and special athletic events. Softball,Baseball,or Soccer Fields--No Lights $20.00/hour Softball,Baseball,or Soccer Fields--With Lights $30.00/hour Daily Fee$200.00 Cancellation Fee 32 or More Days Prior to Event. No Charge 7 to 31 Days Prior 50%of applicable usage fees Less than 7 days prior 100%of applicable usage fees Reservation Deposit 50%of applicable fee Key Deposit $25.00 2006 Field Fee Proposal ver 3 Classification V—Commercial businesses,for-profit organizations,leagues,for-profit tournaments and special events. Softball,Baseball,or Soccer Fields--No Lights $25.00/hour Softball,Baseball,or Soccer Fields--With Lights $30.00/hour Daily Fee$200.00 Cancellation Fee 32 or More Days Prior to Event No Charge 7 to 31 Days Prior 50%of applicable usage fees Less than 7 days prior 100%of applicable usage fees Reservation Deposit 50%of applicable fee Key Deposit $25.00 Light Fee Schedule:Lights fees will be charged for all fields after 6:00pm. Insurance Requirements:All groups of greater than 24 participants or organized leagues must provide the City with a certificate of General Liability Insurance in the amount of$1,000,000 and name the City of Rohnert Park as an additional insured. • Class will calculate fees automatically. Version III standardized light fee start times to eliminate the need to change fees twice per year. • How will we administer the light fees?Do we rely on the groups to self police the use of the lights since they may have keys, or do we issue keys on a nightly basis from the Sports Center?Regular youth sport users will be given light keys. Their light fees will be calculated from their actual schedules at the end of the season. Occasional users will be issued a key from the Sports Center. *The annual bookings for the use of lights for Cal Ripken is 2100 hours and for Babe Ruth is 1800 hours. This would result in light fees of close to $20,000 for each group. However, these groups actually use the lights for all they time that they reserve. See below. Per 2005 schedule: Cal Ripken: actually averages 22 hours of light time per week for and eight week season for a total of 176 hours of lights. They booked 2125 light hours. Babe Ruth: Spring League: unknown Fall League uses 62 hours of lights. Girls Softball: Midget uses 6 hours of lights for Spring league Rookie uses 25 hours of lights for Spring league Minor uses 20 hours of lights for Spring league Soccer: Most of RPSL only plays only August-November and only during the day. The major light use for soccer is the Division 3 & 1 teams. Effective this year(May)RPSL no longer has any Division 1 teams. They all belong to Sonoma County Alliance which is a combination of players from several cities. They have told me that only have 27 RP residents. 2006 Field Fee Proposal ver 3 INTEROFFICE MEMO wontpot To: Steve Donley, City Manager Cc: Dan Schwarz, Assistant City Manager • Parks and Recreation Commission Subject: Recreation Department Monthly Highlights: November&December 05 From: Guy Miller, Recreation Services Manager Date: February 24, 2006 ADMINISTRATION • We spent the month feverously working on our internet registration program. The program is going"live" on March 10 and many changes were necessary to prepare for the implementation. We had to completely change our swim lesson registration process to allow on-line registration of all sessions. Additionally, many of our classes had to be set up differently and descriptions changed in our Class registration program and Activity Guide. This has created a lot of preliminary work for us, but hopefully it will be worthwhile. • The PROS Committee has developed an extensive Needs Assessment Survey. The survey is now available on-line and accessed through the city's website. This survey will be used in conjunction with stakeholder interviews and community workshops to gather public input to determine the future needs of recreational facilities and programs in Rohnert Park. As of this writing we had received 315 responses. The committee is very happy with this number. Additional marketing material will be sent out each month in an attempt to keep the survey active. • The playground renovation project is in the bidding phase. Preliminary plans are complete and were approved by the Parks and Recreation Commission in November and City Council in January. We are currently trying to determine the best way to bid and award the project. • Much to the disappointment of the users, the Roberts Lake Dog Park had to be closed during the very rainy month of January. The ground became very muddy and the entrance areas became hazardous. The park was re-opened once it began to dry out,but may need to be closed again if we have additional heavy rains. • The Annual Field Use Meeting was held in January. The athletic fields are allocated to the various groups at this meeting. This is always a daunting task and gets more difficult each year. There is great competition among the groups for field space, and new groups desiring fields each year. Several new groups have requested fields this year including lacrosse and rugby groups. This puts further strain on the fields, especially in the wet weather. We also schedule all the elementary school fields and MSMS fields. SENIOR CENTER January is usually a quiet month due to the fact that we are getting ready for the Super Bowl Party, however.... • We have reached the end of our travel season. Our Casino Trips profit was$2,414.82. Our Day Trips profit was$1,172.00,and our 2005 Cruise profited$800.00. The total profit from all our trips was... $4,386.82. • This month was the first Casino trip for this season, and it was to Shodakai. We had 45 passengers(5 comps).Profit... $268.60. • Martha's Day Trips will begin in March. She does not plan trips in January or February because of the cold weather. She has been working on some great trips. We look forward to offering them to our seniors. • This year our excursion is to Puerto Vallarta. The trip is planned for November1-8, 2006. Our destination will be to the 5-star(all inclusive)Hotel RIU Jalisco. We had a presentation on this trip in January. We had a good crowd attend; four folks signed up on the spot. Since then,we have had numerous sign ups. At present we have 35 folks going. We will have a nice mix of ages traveling with us! At present the center has made $1,750.00. • Our Computer classes began with a bang. We have two volunteers teachers;both with impressive resumes for computer instruction. We have had a good response to our classes. We are charging$10.00 per hour. • Two seminars were featured this month. The first was `Learning to Live with Diabetes" and the second"Sound Advice"subject,better hearing can have a positive effect on your life and relationships. Both were well attended and had good reviews from the seniors. FACILITIES • Construction problems prevented us from re-opening Burton Ave Recreation Center on schedule. A broken sewer pipe was discovered after construction was complete and the floor of the men's restroom had to be excavated to make repairs. The repairs are now complete and the building is open once again. • The Community Center continues to experience flooding in the inner hallways— those that surround the courtyard. This ongoing problem is further exacerbated by the windows now leaking on the east side, creating drips, puddles and damage to the finish on the interior woodwork. CALLINAN SPORTS & FITNESS CENTER • We collected $1,471 less in January 06 than in January 05 ($37,349 in 06 versus $38,820 in 05). The family and individual annual memberships specials are down by a total of 9 memberships or $3,220. We will make a greater effort to promote the annual membership specials. • The year to date numbers is looking good. Last year to date (7/1/04 through 1/31/05) our totals were $113,933. This year to date (7/1/05 through 1/31/06 the totals are $115,779. This is an increase of $1,846. Hopefully this trend will continue the next few months. • We are gearing up for the new softball season. Around 200 mailers have been mailed to individuals and team managers. New staff will be added soon to work as scorekeepers. We are planning to use Sunrise Park and 2 fields at Magnolia Park. Basketball and Volleyball Leagues are also planned in the near future. • We are in the process of obtaining bids for the replacement of the weight equipment at the Sports Center. $75,000 has been allocated to replace the 20+ year-old equipment with more modern, and safer equipment. AQUATICS • Honeybee Pool is open for daily lap swims and weekend Public Swim. The pool will remain open through the winter to accommodate the Piranha Swim Team, RCHS Swim Team, lap swim, and SCUBA classes. There are concerns about the anticipated increases in the cost of natural gas this winter. As the end of January, the heating costs are approximately 30%higher than the same time last year. • We have begun the recruitment process for our summer aquatic staff. Rohnert Park's five pools require the largest pool staff in the county. Over eighty lifeguards and instructors are hired and trained each year. CITY OF ROHNERT PARK RARKS,RECREATION,AND OPEN SPACE COMMITTEE REGULAR MEETING WEDNESDAY FEBRUARY 1,2006 7:00 PM COMMUNITY CENTER MINU[ES 1. Call to Order-The meeting was called to order by Chair Blanquie at 7:00 pm. Committee Members Present: Aronis,Adams,Bird,Blanquie,Hansen,Peterson,Black, Sanders Committee Members Absent: Danesi (ex), Stafford(ex) Staff Present: Recreation Services Manager Guy Miller 2. Old Business a. Spanish Translation of Survey: The Committee discussed the desire to have a Spanish version of the survey posted on the web and in hard-copy. The consensus was that this is necessary to reach the large Spanish speaking population of park users. Manager Miller expressed concerns that they city has in using bilingual city staff members to do written translations.He said some cities have used inaccurate translations in the past and the City Manager had concerns. The Committee decided to solicit the services of a US Government Approved Civil Service Translator and set a cap of$250 for the translation. B. Black will try to fmd a translator who qualifies. b. Multiple Survey Submissions: Manager Miller reported that ZapSurvey reports show the actual IP addresses from the participant's computers,even if they all access the survey from a common link from the City's webpage. This will flag anyone who submits multiple surveys from a single PC. This information will prevent an individual from slanting the survey results with multiple submittals. c. Implementation Strategy of Needs Assessment Survey: The Committee reviewed the marketing plan submitted by Manager Miller at the previous meeting. The various duties were delegated and additional ideas addressed. Manger Miller will add the logo to the City's website, S. Adams will make hardcopy of survey and sent it to Miller,D. Blanquie will draft a letter to the editor,the Committee will rotate writing letters to the editor every two weeks, S. Adams will create a display ad for the City Page in the Voice,G.Miller will try to take a photo of the Mayor taking the survey and a statement of support. G. Miller and S. Adams will have some banners made. A$700 budget established for this. C. Peterson will post the banners when ready. S. Adams and G. Miller will make posters and flyers. The entire committee will be notified when the flyers and banners are ready and distribute them. 3. New Business a. None. 4. Matters from the Committee: a. None 5. Future Agenda Items: a. None 6. Next Meeting: The date of the next meeting is March 1,2006 7. Adjournment: The meeting was adjourned at 8:30 pm. Respectfully submitted Guy iller Recreation Services Manager GM/s ....., Oath of Office STATE OF CALIFORNIA ss: County of Sonoma FOR THE OFFICE OF PARKS AND RECREATION COMMISSIONER I, Fred Coleman, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. red Coleman, M.A. Subscribed and sworn to before me this 27th day of February, 2006 Guy iller, Recreation Services Manager