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1996/12/17 Parks and Recreation Commission MinutesROHNERT PARK PARKS AND RECREATION COMMISSION MINUTES December 17, 1996 The Rohnert Park Parks and Recreation Commission met this date at 7:30 p.m. for a regular meeting at the Rohnert Park city offices, 6750 Commerce Boulevard, Rohnert Park. The meeting was called to order at 7:30 p.m. with Chair Desmond presiding and leading the Pledge of Allegiance. ROLL CALL Present: (4) Commissioners Allred, Desmond, Griffin and Plaisted Absent: (1) Commissioner Stevens APPROVAL Also present for the entire meeting was Director of Recreation, James Pekkain. OF MINUTES Upon motion by Commissioner Griffin and second by Commissioner Allred, the minutes of November 18, 1996, were unanimously approved as submitted. BABE RUTH BAMBINO John Morrow, 7333 Carioca Court, Rohnert Park, Player -Agent for Rohnert Park Bambino Baseball League, referred the Commission to a letter from the league requesting trading use of the ball field at M Park for those at B Park. A copy of the letter is attached to the original copy of these minutes. '-` Mr. Morrow stated that there was one item not addressed in the letter, the concern - the league has of kids playing ball next to adults, as is the case at M Park, and the unsuitable language they might be exposed to. The league feels that B Park would be more of a family park for them and it would also make it easier to host a tournament since they would have the use of the two fields. He then reviewed the letter and the advantages of making the change. He stated he plays adult softball in Rohnert Park and feels that the B2 field is too small for adults and the short fences at the B 1 field are also a problem. The league would be able to upgrade the concession stand at B Park so it would be suitable for their use. Mr. Morrow also brought the Commission's attention to the letter from the league requesting permission to hold the Babe Ruth State Tournament for Bambino and 10 and unders scheduled for July 4-11. A copy of this letter is attached to the original copy of these minutes. He stated the change in parks would be a benefit in hosting this tournament. Commissioner Griffin asked if the league would be responsible for changing the infield at the B 1 field to sod. Mr. Morrow replied that the league had just resodded the infield at A Park and he did not think that would be a problem. Page - 1 Rohnert Park Parks and Recreation Commission Minutes December 17, 1996 Commissioner Griffin asked Director Pekkain if staff supported the League's request. The Director responded that he has not done an intensive report because he wanted to get the Commission's feelings on the change, and if they are agreeable, he will prepare a report for the Commission's January meeting of what would be involved to make the change. He said there could be a problem changing the infield at M Park for adult softball which would include changing the irrigation and cutting back the grass for the infield. Also, the fields at M Park are multi -use fields which could cause a problem regarding the soccer league's use of the fields. If the Commission makes a recommendation to make the change, then the matter would be referred to the City Council for their approval. Commissioner Allred asked if the changes would be for the upcoming year. The Director said because of the weather that work could not start until spring and he was not sure if the changes could be made at M Park in time for this upcoming season. If all were approved by the end of February, the changes may be able to be made in time. Commissioner Allred asked if the adult softball players were aware of the request. The Director responded that there is no longer a softball association, but there have been concerns about the short fence at B Park and some special rules have been made to allow for the fence. "1 Commissioner Plaisted said his major concern was that during the public hearings for the fields at M Park, both ball fields were going to be used by youth leagues, girls softball and Bambino Softball, and now with both fields being used by adults until 10:30 p.m., there could be a problem with the lights being on so late. Director Pekkain advised that adult leagues have played at M Park for at least two years and no complaints have been received. He did not feel that would be a problem. He stated this may be a positive change for B Park. If the commission wished, public hearings could be held for residents of both parks for_their input. Commissioner Griffin made a motion to support the Bambino Baseball League's endeavors to trade the ballfields at M and B Parks depending on the outcome of the report prepared by Recreation Department staff. Commissioner Plaisted seconded the motion which was unanimously approved. STATE TOURNAMENT Director Pekkain informed the Commission that the last Bambino state tournament in Rohnert Park was held approximately two years ago and no problems were incurred. Guidelines regarding the use of microphones and lights would have to be set up. The Director stated that staff supports the Rohnert Park league hosting the tournament. --IN Page - 2 Rohnert Park Parks and Recreation Commission Minutes December 17, 1996 After some discussion Commissioner Griffin made a motion to support the Rohnert Park Bambino Baseball League hosting the state tournament. The motion was seconded by Commissioner Allred and was unanimously approved. Director Pekkain informed Mr. Morrow that this will go to the City Council and the League will be notified of date. SPORTS CENTER EQUIPMENT Director Pekkain advised that the city has purchased fourteen pieces of equipment for the Sports Center weight room. The equipment is valued at approximately $25,000 and was purchased for less than $5,000 from Hub's Nautilus which was going out of business. YOUTH SPORTS - BABE RUTH BOARD MEETING Memberships of former Hub members were also honored at the Sports Center through the end of November. The memo from Recreation Supervisor, Guy Miller, regarding the purchase is attached to the original copy of these minutes. Commissioner Griffin asked if there is still enough room for wheelchairs to maneuver and the Director said there is. Commissioner Griffin informed the Commission that he and Commissioner Plaisted had met with the Babe Ruth Baseball League Board, and the Board members had answered all the Commission's questions. Commissioner Plaisted asked about the financial reporting form that the youth leagues currently submit to the Commission at the end of each year and asked if there might be a better format or if the report should be prepared by a certified accountant. Chair Desmond explained it could cost any where from $200 to $500 if the leagues hired a bookkeeper or accountant. She suggested using the current form and including a bank statement or reconciliation. Commissioner Plaisted reported the league still had a couple of items they were going to clarify, but no more meeting dates are planned. The league will be providing copies of their minutes and the new bylaws. Commissioner Plaisted said they did discuss elections of board members and use of out-of-town board members since there had been some questions. SENIOR CENTER Chair Desmond reported the Senior Center dances have been very successful and had made money. BICYCLE COMMITTEE Chair Desmond gave an update on the Bicycle Committee and some TDA funds. The city is in the process of setting priorities of what they would like to have and is also making some changes to the bicycle code. Page - 3 Rohnert Park Parks and Recreation Commission Minutes December 17, 1996 SKATE PARK Chair Desmond reported she has an appointment to meet with Vern Avila of Avila Enterprises to see what the cost would be to develop the type skate park the committee has suggested. Some discussion followed. AUTOMATIC DOOR PRIORITIES Commissioner Griffin reported that the committee studying programs for persons with disabilities, including Council representatives Jim Reilly and Linda Spiro, had met to set the priorities for city facilities being equipped with automatic doors. The following list was developed: City Hall, Public Safety, Senior Center, Community Center, Senior Center, Southwest Blvd. building, Northern Station, Performing Arts Center, Burton Avenue Recreation Center, Animal Shelter, and City Hall Annex. The cost is around $50,000 for all of the doors including the interior doors. The committee deemed the interior doors were not necessary and the city is going back to the contractor for a revised bid. MEMORIAL PLAQUE GUIDELINES Director Pekkain reviewed the guidelines suggested by the committee for placing memorial plaques in city parks. A copy of the guidelines is attached to the original copy of these minutes. Discussion followed on requiring residents to reside in Rohnert Park for at least five years, and Director Pekkain clarified the reason for not putting plaques on new or old trees. Commissioner Allred asked about benches since installation of wooden benches had been a concern expressed at the last Commission meeting. The Director read the suggested guideline which states it must be a durable bench. Following discussion, Commissioner Allred made a motion to forward the suggested guidelines to the City Council for their approval. The motion was seconded by Commissioner Griffin and unanimously approved. REPORTS FROM THE DIRECTOR OF RECREATION Monthly Reports Director Pekkain pointed out the increase in single memberships at the Sports Center from November 1995 to 1996 which worked out to approximately 25.9%. Staff is hoping it will continue to increase. Commissioner Allred asked about special education's use of the Sports Center. The Director said they are no longer using the facility. The Director also pointed out some highlights on the Community Center and Senior Center's monthly reports. Some discussion followed. Commissioner Plaisted asked if the Senior Advisory Council is provided statistics on the Senior Center, including a profit and loss report. The Director stated the Sports Center is Page - 4 100,14, Rohnert Park Parks and Recreation Commission Minutes December 17, 1996 the Recreation Department's only facility which utilizes a profit and loss report, but the Commission is provided with other statistics. Sports Center Profit and Loss Report Director Pekkain reviewed the report and pointed out the increase over the previous year and said that staff feels the new weight equipment can be paid off by the end of next year. Commissioner Plaisted asked if the room was as impacted as the old weight room. The Director responded the new weight room can probably handle at least three times more people than the room previous used. Roberts Lake Memorial Grove Director Pekkain referred the Commissioner to the City Manager's memo regarding the Commission studying setting aside a memorial grove or area at Roberts Lake Park to be designated specifically for memorials. A copy of the memo is attached to the original copy of these minutes. After discussion, the Commission felt they needed more clarification on who the memorial would be for. Commissioner Griffin asked about forming a committee to go look at the park to see what area may be suitable and to clarify the Commission's questions. Commissioners Allred and Griffin, committee members for memorial plaque guidelines, agreed to be on this committee. Director Pekkain said he will advise the City Manager that the committee has been set and will discuss the commission's questions with staff and will report back to the Commission and committee at their January meeting. Staff Planning Meeting Director Pekkain reported that recreation staff had held their annual planning meeting and set goals for the upcoming year and reviewed last year's goals. He said he will present the specific goals at next month's Commission meeting for their review. Calendars The Director passed out 1997 calendars which the recreation department had purchased through the California Park and Recreation Society prepared by the National Recreation and Park Association and have been passed out to city commission and council members and made available to the public. CPRS Conference Director Pekkain reminded the Commission that the California Parks and Recreation Conference is scheduled for March 13-16, 1997, in Sacramento. He asked if everyone planned to attend. Commission Reappointments The Commission discussed reappointments to the Commission which will be made by the City Council. The Director encouraged everyone who wished to be reappointed to get their paperwork submitted to the City Manager's office. Page - 5 Rohnert Park Parks and Recreation Commission Minutes December 17, 1996 Program Update The Director presented updates on the following programs: Free Friday, co-ed youth basketball program, and upcoming ski trips. Discussion followed on volunteers for the Free Friday program and use of the multi -use rooms for youth basketball January and February Meeting Dates Director Pekkain informed the Commission that the regularly scheduled meeting dates for their January and February commission meetings fall on holidays and asked if the Commission wished to meet the fourth Monday of those months as they have done in the past. Commission Griffin made a motion to change the January and February Commission meetings to the fourth Monday of the month. The motion was seconded by Commission Allred and unanimously approved. Recreation Coordinator Position Director Pekkain advised that the City has posted the job announcements for the Recreation Coordinator position that was formerly held by Jennifer Poncia. The deadline to apply is January 17. The position should be filled by February and the new coordinator will be introduced to the Commission at that time. MATTERS FROM COMMISSIONERS Benefit Awareness Strategy for Marketing Recreation Activities Commissioner Plaisted asked that this matter be tabled until he has something to report. Commissioner Desmond Commissioner Desmond announced she is not going to reapply for reappointment to the Commission and will be resigning. She stated she is interested in getting involved with coaching youth sports and thanked everyone for their support. Director Pekkain told her she will be missed and thanked her for all her hard work. Honeybee Park Chair Desmond reported she had looked at Honeybee Park and gotten comments from other mothers, and they all said that bees are a problem, especially in the summer, adjacent to the pool because of some tall shrubs which surround the ballfield and attract bees. She stated that the play equipment is not used as much as at the other parks because it is outdated and the slide gets too hot. She said there is a bucket swing for toddlers, but the play structure is not appropriate for younger children. She suggested replacing the bucket swing with one designed for older children. Page - 6 Rohnert Park Parks and Recreation Commission Minutes December 17, 1996 Director Pekkain said he will pass on her concerns to the Public Works Department. Use of Schools Commissioner Griffin asked if it would be possible to meet with the school district to see about getting use of the multi -use rooms. He said he knows that CYO basketball has had a problem getting use of facilities. Director Pekkain said the City is still working on a joint use agreement with the school district and hopes to have it wrapped up by the end of the school year. He said he knows the school district is charging for use of school facilities when a custodian must be on duty such as on Sundays. The Director suggested contacting Brad Treder from CYO basketball to see what kind of problems they are encountering with their school use. Commissioner Desmond Commissioner Griffin said he appreciated all the effort that Commissioner Desmond has put out and he enjoyed working with her. Ad Hoc Committee Members Commissioner Plaisted said he would like to see the Commission coming up with more names of people who would like to be ad hoc committee members. He requested that his item be placed on the Commission's January agenda. Skate Park Commissioner Plaisted said he had talked to someone about a skate park that was made out of steel with a skin that could be changed so it would not become obsolete. Commissioner Desmond said in talking to the kids they said they would like to have a flat surface with steps and rails. Happy Holidays Commissioner Allred wished everyone a Merry Christmas and prosperous New Year and wished Elizabeth Desmond good luck. ADJOURNMENT There being no further business, the meeting was adjourned at 8:45 p.m. to an adjourned meeting on Monday, January 27, at 7:30 p.m. to be held in the City Hall council chambers, 6750 Commerce Blvd. Chairman Secretary Page - 7