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2004/09/20 Parks and Recreation Commission Agenda Packet CITY OF ROHNERT PARK PARKS & RECREATION COMMISSION Monday, September 20, 2004 7:30 p.m. Rohnert Park City Offices 6750 Commerce Boulevard AGENDA 7:30 I. Call to Order II. Pledge of Allegiance III. Roll Call:: Bird U.4 Butler C'Carlson IZGriffin E Rogers L"Stevens IV. Approval of Minutes August 16, 2004 Commission Meeting V. Report on the Posting of the Meeting Agenda VI. Unscheduled Public Appearances/Public Comment (Please fill out a Speaker Card prior to speaking) VII. Scheduled Public Appearance A. Bonnie Black, Best Friends Canine Club 7:45 VIII. Old Business A. Community Center Truss Repair(update) B. Community Center Floor Renovation(update) C. Purchase of new cardio exercise equipment for Sports &Fitness Center(update) D. Review of Dog Park Plans (discussion) E. Review of Youth Soccer Development Grant(discussion) IX. New Business A. Adopt-A-Park Program(discussion and recommendation) B. Commission Vacancy(report) 8:30 X. Staff Reports A. Department Highlights—August B. Quarterly Reports—April 1-June 30, 2004 Page 1 City of Rohnert Park Parks and Recreation Commission Agenda—September 20, 2004 XI. Commission Committee Reports A. Aquatics B. Bicycle C. Budget D. Children and Families E. Dog Park F. Golf Course G. Park Master Plan H. Park Watch/Adopt-A-Park I. Senior Center J. Skate Park K. Sports &Fitness Center L. Volunteer Program M. Youth Sports XII. Matters From/For Commissioners Adjournment to a regular meeting scheduled on Monday, October 18, 2004, 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 Director'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 ..,OIINERT PARK 62 ECREATION`` DEPARTMENT CALIFORN1P CITY OF ROHNERT PARK ADOPT-A-PARK PROGRAM ::::•:•:•:•:•:•:::•:::::::::: cket Updated 9/04 r\ 0.pNMERT PARE CITY OF ROHNERT PARK EN OEPARTMNT ADOPT-A-PARK PROGRAM CwiTroaMTa POLICIES Civic groups,individuals,and businesses may apply to adopt a park in the City of Rohnert Park. A minimum one-year commitment is required,except in the first year of participation when all new contracts will be written through December 31 of that year. When a contract expires,if acceptable to both parties,the adopting organization may renew the commitment for an additional year. Requests to adopt specific parks are processed on a first-come,first-serve basis. If more than one organization simultaneously requests the same park,a lottery will be held to select which organization will adopt that park. The Recreation Services Manager will make the final determination as to whether a group can participate and make final park assignments. When children participate,the Adopter will have emergency contact information accessible at the site. There must also be one adult supervisor for every five children. The adopting organization may elect to clear the designated park on a quarterly,bi-monthly,or monthly basis. Certain parks may require a monthly or bi-monthly commitment. The adopting organization may elect to include maintenance(such as weeding or painting),or beautification(such as planting flower beds)as part of their Adopt-a-Park commitment. A representative from the adopting organization must contact the Department of Recreation at 707-588-3456(Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m.)at least 24 hours prior to the cleanup, so arrangements can be made to pickup debris. The adopting organization may keep any proceeds derived from recycling materials cleared from the park during cleanup. Participation in the Adopt-a-Park program can be hazardous. Each volunteer is required to sign an Adopt-a-Park Volunteer Agreement form before participating in the program. A parent or guardian's signature is required for children under the age of eighteen. When children participate,the Adopter must have emergency contact information accessible at the site.. At the time an organization adopts a park,the City of Rohnert Park will provide the following to each participating organization. Please call the Department of Recreation at 707-588-3456 to request bags and/or gloves at least 24 hours prior to the clean-up. Pick-up of these items will be at 600 Enterprise Drive at the Public Works Corporation Yard office. • Signage identifying the adopting organization • Trash bags • Gloves(participants may supply their own gloves if they prefer) • Safety information All participants are required to read the safety information and conduct themselves in a safe ,,.N manner at all times while participating in the program. In addition,each participant is required to wear gloves while clearing the park. AONXERT PARA "."N ��-- CITY OF ROHNERT PARK E` MEN DEPARTMENT ADOPT-A-PARK PROGRAM CALIFORN�� APPLICATION ORGANIZATION(As it is to appear on sign) (up to 20 characters per line—one or two lines) GROUP CONTACT PERSON TITLE OR POSITION PHONE NUMBER(Day) (Evening) MAILING ADDRESS ESTIMATED NUMBER OF PARTICIPANTS PREFERRED ADOPTION LOCATION(Name of Park) TENTATIVE STARTING DATE ANNUAL NUMBER OF WORK DAYS(Six,Twelve or Twenty-four) ANTICIPATED WORK DAY STATEMENT OF AGREEMENT As representative of this organization,I have read and agree to abide by the policies, regulations and safety recommendations as put forth by the City of Rohnert Park in regard to the Adopt-a-Park program. I understand that this is an application for the Adopt-a-Park program and that a Recreation Department representative will contact me to finalize an agreement. In addition,I understand that the Land Management Director will make the final determination as to whether a group can participate and the final park assignment. SIGNATURE DATE 'FOR OFFICE HSE ONLY Assigned Park. Dates of Adoption: Promp r'1 Organization(As it will appear on the sign) Line One LineT % New Signs: Date Ordered Date Installed 0.pNN[{T P1tf CITY OF ROIINERT PARK ADOPT-A-PARK PROGRAM CtLIFOIN\ ADOPT-A-PARK AGREEMENT THIS AGREEMENT is made and entered into this [DATE OF AGREEMENT]by and between THE CITY OF ROHNERT PARK,CALIFORNIA,a municipal corporation(City)and [NAME OF ORGANIZATION] (Adopter). WITNESSETH: WHEREAS,the City recognizes the need and benefits of clean,litter-free parks; and WHEREAS,the City has established an Adopt-a-Park program(the Program)to enable individuals,civic groups and businesses to help keep our community litter-free;and WHEREAS,the Adopter desires to adopt a park by agreeing to provide volunteer support for the removal of litter from [NAME OF PARK] Park;and WHEREAS,the Adopter desires to provide volunteer support for some maintenance activities(such as planting,weeding,or painting);and WHEREAS,the adopter is aware that the nature of the work to be performed is hazardous,particularly due to the presence of traffic on adopted roadways, and the potential for encountering snakes,insects,and other animals,noxious weeds, hazardous debris,and unexpected holes and ditches. NOW,THEREFORE,the parties agree to the following: 1. The City recognizes[NAME OF ORGANIZATION] as the Adopter for[NAME OF PARK]Park(the Park)for a period commencing on[DATE AGREEMENT BEGINS],2005 and ending on [DATE AGREEMENT EXPIRES],2005. At the end of the year,this agreement shall terminate. However,if acceptable to both parties,the Adopter may renew this agreement for an additional year. If a renewal occurs,the adopter must abide by all policies in place at the time of the renewal period. 2. The adopter accepts responsibility for clearing litter and debris from the Park. Pickups will be scheduled by the Adopter every [PICKUPS SCHEDULED EVERY] month(s),weather permitting,during the adoption period. 3. If the Adopter has also volunteered to provide support for maintenance activities within the Park,the Adopter will communicate with the City contact person (listed below)at least one week prior to the scheduled cleanup so that appropriate steps can be taken to arrange the project(s). The contact person is Brad Rosachi, Public Works Supervisor and can be reached at 707-588-3300 Monday through Friday between the hours of 8:00 a.m. and 4:30 p.m. 4. The Adopter will notify the City contact person at least 24 hours prior to the cleanup so arrangements can be made to pickup debris. 5. The Adopter may keep any proceeds derived from recycling materials cleared from the park during cleanup. 6. The Adopter has read the City's Adopt-A-Park Program Policies, Safety Recommendations,and Volunteer Agreement(a release of liability) and will provide the information to each volunteer prior to participation in the program. The Adopter and its volunteers agree to abide by these policies,regulations,and safety recommendations. 7. The Adopter agrees that it will be responsible for any of its volunteers or members performing the work and will defend,indemnify,and hold the City harmless from and against any and all liability,claims,and demands on account of any injury or loss that a volunteer might incur when engaged in the work or in any other way related to the work performed under the Adopt-a-Park program. The Adopter will obtain the signature of each volunteer on the Volunteer Agreement form prior to the individual's participation in the Adopt-a-Park program. A parent or guardian's signature is required for children under the age of eighteen. 8. When children under the age of sixteen participate in the program,there must be one adult supervisor for every five children. When children participate,the Adopter will have emergency contact information accessible at the site. 9. The City recognizes [NAME OF ORGANIZATION] as the Adopter and will install signage identifying the organization specified above. The organization's name will appear on the sign as follows: (Up to 20 characters per line—one or two lines) [SIGN LINE 1] [SIGN LINE 2] 10. The City of Rohnert Park will provide the following to each participating organization: • Trash bags • Disposable gloves • Safety information 11. In the event that either party fails to perform its duties in accordance with the terms herof,the sole remedy for the non-defaulting party is the termination of this contract and neither party shall have a cause of action against the party in breach herof,whether for damages,specific performance or quantum meruit. 12. This agreement is not-assignable. 13. The contact person for the City is Guy Miller and can be reached at 707-588-3456. 14. The contact person for the Adopter is [CONTACT PERSON] and can be reached at [ADOPTERS PHONE NUMBER]. THE CITY OF ROHNERT PARK,CALIFORNIA By: Program Coordinator A Fi'hST: Title ADOPTER: Organization: [NAME OF ORGANIZATION] Address: [ORGANIZATION'S ADDRESS] Representative: (please print) Signature: Title: [TITLE OR POSITION] voxn BRT p44. CITY OF ROHNERT PARK EEDEPARTM ENT ADOPT-A-PARK PROGRAM CALI!ORNI' VOLUNTEER AGREEMENT I,undersigned,hereby represent that I have volunteered to participate in the Adopt-a-Park program during the year [YEAR] and have read the safety recommendations associated with the program. I acknowledge and am aware that participation in this program has inherent risks and hazards. I understand that it is my responsibility to be aware of my physical condition and will refrain from doing any physical activities beyond my capabilities. I agree to defend,indemnify and hold harmless the City,and its officers and its employees, and hereby release the same, from and against any and all liability,claims,demands and expenses, including court costs and reasonable attorney fees, on account of any property damage,bodily injury, sickness,damage, or other loss of any kind whatsoever,which arise out of or are in any manner connected with the work to be performed under the Adopt-a-Park program,if such injury,loss,or damage is caused in whole or in part by,or is claimed to be caused in whole or in part by,the act,omission,or other fault of myself or of any other volunteer participating in the Adopt-a-Park program. THIS FORM MUST BE TURNED INTO THE CITY CONTACT PERSON AT LEAST 3 DAYS PRIOR TO STARTING THE FIRST CLEANUP. ADDITIONAL SHEETS MUST ALSO BE TURNED IN IF VOLUNTEERS ARE ADDED AFTER FIRST CLEANUP. NAME ADDRESS SIGNATURE PARENT'S SIGNATURE (if applicable) 0.pXNERT rAAr CITY OF ROHNERT PARK 7tEt➢EAT�DN ADOPT-A-PARK PROGRAM DEPARTMENT CALIFOEX'R VOLUNTEER AGREEMENT Minor Participants I,the undersigned,hereby represent that my child(ren)has/have volunteered to participate in the Adopt-a-Park program during the year[YEAR]. I have read the safety recommendations associated with the program and have discussed them with my child(ren). I acknowledge and am aware that participation in this program has inherent risks and hazards. I understand that it is my child(ren)'s responsibility to be aware of his or her physical condition and refrain from doing any physical activities beyond his or her capabilities. I agree to defend,indemnify and hold harmless the City,and its officers and its employees, and hereby release the same,from and against any and all liability,claims,demands and expenses, including court costs and reasonable attorney fees, on account of any property damage,bodily injury, sickness,damage, or other loss of any kind whatsoever,which arise out of or are in any manner connected with the work to be performed under the Adopt-a-Park program,if such injury,loss,or damage is cause in whole or in part by,or is claimed to be caused in whole or in part by,the act,omission, or other fault of my children or of any other volunteer participating in the Adopt-a-Park program. THIS FORM MUST BE TURNED INTO THE CITY CONTACT PERSON AT LEAST 3 DAYS PRIOR TO STARTING THE FIRST CLEANUP. ADDITIONAL SHEETS MUST ALSO BE TURNED IN IF VOLUNTEERS ARE ADDED AFTER FIRST CLEANUP. 1.)NAME OF CHILD ADDRESS 2.)NAME OF CHILD ADDRESS 3.)NAME OF CHILD ADDRESS CONTACT IN CASE OF EMERGENCY PHONE NUMBER DOCTOR PHONE NUMBER PARENT SIGNATURE PHONE NUMBER DATE ,...., 4:2 ,:_,I i. F ,\ ri d Z c, ia i il.'CI Q .,i ti /1111\I? a (ft ) 2 P...� �„ ; alok . 0 4 1g( O al ct 11110 O •1..1 O g( r:) gLi a) WIZ rit d- i•; M A '' tt)O � ' P4 �� pp o0 4 � to O 1..z 4:11 O 4*, 1:10 ......, • •...4 .stmo o C) =0) TZ PIIIM1 *111111 7i0 gilli Wq '42 r 1 INTEROFFICE MEMO a°"7"04. To: Carl Leivo, City Manager 's � Cc: Parks and Recreation Commission Subject: Monthly Report: August 2004 From: Guy Miller, Recreation Services Manager Date: Sept 15, 2004 ADMINISTRATION • A meeting was held with the Park and Recreation Commission Youth Sports Committee and local youth sports organizations to discuss possible projects to nominate for the 2002 Youth Soccer Facilities Grant. This grant is part of the California Clean Water, Clean Air, Safe Neighborhood Parks and Coastal Protection Act of 2002. This competitive grant offers funding for the development of new youth soccer,baseball, softball, and basketball recreation opportunities. The committee and participants decided a joint project with the CRPUSD to develop an all-weather"SportsTurf'field at Mountain Shadows Middle School would be a viable project to nominate. It was felt that a partnership between the school district and city would make for a stronger application. Additionally, the project would benefit several other community sports organizations such as Cal Ripken Baseball, Pop Warner Football and Rohnert Park Youth Soccer who would be included in the partnership by providing volunteer services. The School District is being contacted with this concept and more information will be forthcoming. • Preliminary plans have been developed for the Robert's Lake Dog Park. The Commission chose a more suitable location directly adjacent to the proposed site. The new site is located on the west side of the fence, north of the lake, and extends to the north property line. A draft plan was prepared by the Engineering Department and presented to the Commission. Cost estimates will be presented in the near future. Bonnie Black, a representative of the Best Friends Canine Club is sitting on the committee as an advisor. • An Adopt-A-Park Program was presented to the Commission for discussion. This program invites residents, organizations, and business to adopt a park or green space for monthly maintenance. Initially,the emphasis will be on regular litter removal at the parks that are not currently cleaned on a daily basis. The program may be expanded to include graffiti removal and small beautification projects in the future. Details will be forthcoming. CALLINAN SPORTS & FITNESS CENTER • We sold 211 memberships in August 2004 (total $13.157). Last year during the same time period we sold 250 memberships (total $14.168). We are$475 behind the year to date total. • We purchased 10 Star Trac Treadmills, 4 Star Trac Recumbent Bikes,4 Star Trac Upright Bikes and 4 Star Trac Natural Runners. All pieces come equipped with a fan—members reported that they really like that feature. We are working on --� marketing the new equipment. • Fall Softball started with 21 teams. We play at Sunrise Park on Tuesday, Thursday and Friday. Both Basketball and Volleyball Leagues were cancelled due to minimal interest. • We have lost several good employees due to conflicting school schedules and better paying jobs. We hired 4 new attendants (including the hard to fill 11:00 am —4:00 p.m. shift. All new employees will start training the week of September 13. SENIOR CENTER • Forty-four seniors went to Shodaki Indian Casino. Profit...$192.40 • Our Hot Dog Friday was scheduled on August 20th. We again, sold Hot Dogs, soda,water, chips and brownies. Profit...$68.00 • We took 2 buses and 13 seniors to the Oakland Museum. The group had a private tour of the History Gallery. After the tour the seniors lunched at the museum restaurant Profit...$25.00 • The Center is pleased to announce, that on the third Tuesday of the month we will use our Sunshine Bus to transport our seniors to the Library. The monthly Library Run will be offered from 1:00p.m. -4:00p.m. We will charge$1.00 for the round trip service. The first month we had five sign ups. ..� • Over the last two months, we collected$420.00 in donations. Those donations will be used to help offset the costs of our Variety Show that is scheduled for Saturday,November 6, 2006. YOUTH AND TEEN PROGRAM • Summer is over, and our summer camp staff and participants should be very proud and tired! There were a total of 656 registered campers in our 5 camps during the 11 weeks of summer vacation. This number is much lower than previous summers, and we cancelled 2 sessions of Sports Camp because of lack of enrollment. Those that did attend our camps had a great time engaging in a variety of activities, which included swimming, sports, games, arts &crafts,movies, cooking and field trips. • We'd like to thank Jim and Manfred at Public Works for keeping our vans up and running for us. The Teen and All Around the Town Camps used all 5 vans for their local excursions, and for the final two weeks of camps we used the vans to transport campers to B pool. At times we borrowed a van from the Senior Center, and we also traded our"cargo van"to the Animal Shelter in exchange for their passenger van. This allowed us to transport the campers without having to lease vehicles or rent busses, saving us a great deal of expense. (Thank you Vicki & Mickey!) • As summer ends, so school begins. This year we are providing an after school program at Ladybug Recreation Building, serving those students who attend LaFiesta Elementary. We currently have 19 children attending, and we are still receiving phone calls from parents looking for after school care for their children. CONTRACT CLASSES • We have added some new classes/instructors to our department. The Fall/Winter Brochure lists over 60 classes,which add up to over 240 sessions of sports, crafts, dance, fitness, photography, and more. We continue to receive calls from potential instructors, and hope to have even more recreational opportunities for our customers in the next brochure. ARTS & CRAFT FAIRE • Applications were mailed out in August to over 90 vendors. To date 16 applications have been received and accepted. The letter to vendors included the information that the Faire may be moved to the Sports &Fitness Center if the Community Center M/U floor replacement is not completed in time. 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Employee 4 $210 5 $285 : 15 $960 20 $1,410 Personal Training Pass 6 $1,500 0 $0 19 $4,500 0 $0 PUNCH PASSES 5 Visits 46 $990 41 $900 '; 226 $4,810 231 $5,007 10 Visits 61 $2,268 143 $3,493 341 $12,740 453 $17,254 MEMBERSHIP TOTAL $63,937 $66,542 $268,232 $277,979 RESIDENT CARDS 129 $1,935 277 $4,155 548 $8,217 849 $12,327 DAY PASS 481 $2,886 870 $5,220 :_ 2541 $15,246 3998 $23,988 SPECIAL NEEDS PASS 345 $345 225 $225 1027 $1,027 680 $680 CHILDCARE 60 $90 10 $15 175 $262 78 $117 City of Rohnert Park 9/16/2004 CALLINAN SPORTS AND FITNESS CENTER QUARTERLY REPORT g','?` -' 41' It5L1R1' :QUART Units ' Units 0, 0 SCAL''YEAR- O A `. Sold Sales. Sold Sales Units Prior Prior � Units Prior Prior Sold Sales Year Year Sold Sales Year Year INDOOR PLAYGROUND 50 $84 47 $81 220 $382 152 $275 PRO SHOP SALES $2,116 $2,373 $7,543 $6,984 No of No of Rentals Revenue Rentals Revenue No of Prior Prior No of Prior Prior RENTALS Rentals Revenue Year Year' Rentals Revenue Year Year Main Gym 4 $2,100 3 $1,180;;',:; 12 $9,262 16 $10,276 Activity Room 4 $810 5 $1,290 11 $6,100 15 $7,601 Childcare Room 1 $0 3 $288 3 $900 7 $1,524 Lawn Area 2 $100 0 $0 2 $100 3 $146 RENTAL TOTAL 11 $3,010 11 $2,758 28 $16,362 41 $19,547 ATTENDANCE Current QTR QTR last year FYTD FYTD Last year Scanned Members 23394 23751 94361 94118 f ,u I t City of Rohnert Park 9/16/2004