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2000/07/17 Parks and Recreation Commission MinutesLY ''\ ROHNERT PARK PARKS AND RECREATION COMMISSION MINUTES July 17, 2000 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 Vice Chair Cohen presiding. ROLL CALL Present: (3) Commissioners Carlson, Stevens, and Tatman Absent: (1) Commissioner Griffin Late: (1) Commissioner Cohen Also present for the meeting was Recreation Director, Tim Barry, and Recreation Services Manager, Guy Miller. APPROVAL OF MINUTES Upon motion by Commissioner Tatman, and second by Commissioner Stevens, the minutes of the meeting of June 19, 2000 were unanimously approved as submitted. REQUESTS FOR COMMUNITY FUNDS Rolling Thunder Soccer Team Director Barry explained this application requesting community funds was dropped off, and in looking it over, he noted that the team does not meet the requirement that 75% of the team members must be residents of Rohnert Park. He left a message for Barry Comerford at the number on the application. Stephen Anderson, 1101 Copeland Creek Drive, spoke to the Commission and said he is a coach for the Rolling Thunder Soccer Team and has coached in the Rohnert Park Soccer League for over 10 years. He asked, since the team does not have 75% of their members living in Rohnert Park, if they could request a smaller donation. Chair Carlson explained there are guidelines that must be followed when requesting community funds and referred to requirement #4 on the back side of the application which states that a minimum of 75% of participants must live within the city limits of Rohnert Park. She said the Commission could not deviate from those directions. Director Barry informed Mr. Anderson that the team could appeal to the City Council if they wished. Babe Ruth Baseball Director Barry announced that two more Requests for Community Funds were received today from Babe Ruth Baseball, one for a 13 Year Old All Star Team and one from a 16-18 Year Old All Star Team, to attend post season play. He said the requests were not received in time to place on Page 1 .ON Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 tonight's agenda, but stated the Commission could add them as emergency items to consider tonight. He noted the League did not have a representative in the audience, but he had left a message for the league president that the requests would be discussed at tonight's meeting. Commissioner Tatman made a motion to add the requests for discussion tonight as emergency items. Commissioner Stevens seconded the motion. After discussion, the Commission determined that the two requests needed to be added as separate items. Commissioner Tatman then made a motion to add the Request for Community Funds from the Babe Ruth 13 Year Old All Star Team. After a second by Commissioner Stevens, the motion was unanimously approved. Commissioner Tatman made a motion to add the Request for Community Funds from the Babe Ruth 16-18 Year Old All Star Team which was seconded by Commissioner Stevens and unanimously approved. Commissioner Stevens asked if all leagues are notified of the availability of community funds, and Director Barry said he announced it at the annual field use meeting and he also did a press release recently regarding the availability of funds. Commissioner Stevens asked how much funding is available, and Director Barry replied $3,500 since the City is just beginning a new fiscal year. Commissioner Stevens made a motion to accept the request from the 13 Year Old All Star Team for the $500 they are requesting. The motion died for lack of a second. Commissioner Tatman explained he is familiar with the leagues, and he knows how their system works. He said he does not feel they need the full amount of money because if lodging is needed, it is provided by the host city, which in this case is Antioch. The only housing required would be for parents. He explained this is an ongoing tournament that has been going on for thirty years and teams can continue on to the next level. At each level the state provides funding to move on. Commissioner Stevens asked if this is something the league could budget for, and Commissioner Tatman said they could, but they never know which teams may be continuing on through the play-offs. Commissioner Stevens wondered if the league has money set aside for this year. Commissioner Tatman explained he wants to support the group, but he thinks that giving them the full amount is not a good precedent to set. Page 2 r a Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 Commissioner Tatman made a motion to recommend giving $250 in Community Funds to the 13 Year Old All Star Team. The motion was seconded by Commissioner Stevens and unanimously approved. Commissioner Stevens made a motion to request $250 in Community Funds be approved for the 16-18 Year Old All Star Team. The motion was seconded by Commissioner Tatman and unanimously approved. Commissioner Stevens requested the Director Barry research this to find out if the leagues do budget for post season play. UNSCHEDULED PUBLIC APPEARANCES Marion Ackerman Chair Carlson welcomed Marion Ackerman, representing the Senior Advisory Commission, and asked if she had anything to discuss. Ms. Ackerman replied not this month, but she may have something at the Commission's next meeting. OLD BUSINESS Robert's Lake e problems that have been observed with model Boating Director Barry recapped th ,.� boaters at Robert's Lake. He said he visited the lake five times since the commission's last meeting and he never did observe anyone running model boats. Commissioner Stevens asked if the boaters use the whole lake, and the Director said he thinks the boaters do like to use the whole lake. Commissioner Stevens said that perhaps the birds injured were older since usually they would be able to get out of the way of the boats. Director Barry said the city wants to be proactive in protecting the wildlife. Commissioner Tatman asked if it is possible to change the guidelines so boaters would stop by the Sports Center or Community Center to get some kind of permit. That way the City would know who is operating the boats and have some kind of record of their use. The Director said this is a possibility although he is not sure how it would be enforced by Public Safety. The Commission discussed if boaters are allowed at any lakes in Santa Rosa. COHEN ARRIVES At approximately 7:52 p.m., Commissioner Cohen arrived at the meeting. Robert's Lake — ere is one lake in Santa Rosa that allows Continued Director Barry responded th model boats. Page 3 Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 Commissioner Cohen said he went to the lake four times and didn't see any boaters. He said he talked to some people at the park who told him they have seen boaters using the dock area. Director Barry said he talked to one boater who didn't think the lake was big enough to section off for boats. Director Barry said his suggestion would be to limit boaters to three hours on a weekend day, i.e., three hours on a Sunday morning. This way the birds would have the lake to themselves most of the week, and then see what happens. Commissioner Cohen said hours are posted at the lake already. He said the problem with limiting model boat use to morning hours is that is when the fishermen like to fish. The Director said boats are very noisy to operate and they need to think about the passive use of the park. Commissioner Cohen suggested mentioning limiting the hours for model boats on Street Beat to see if we get any feedback. Director Barry said he has heard from two people regarding injuries to birds. Commissioner Tatman suggested just keeping the Sunday hours of use and eliminating the Monday through Friday use. Discussion followed. Commissioner Tatman made a motion that the hours be changed for power model boat use to Sunday only from 11 a.m. to 5 p.m. Commissioner Cohen seconded the motion which was unanimously approved. Capital Projects Budget Update Director Barry referred to the supplemental handout the Commission received which included Vice Chair Cohen's memo to the City Council regarding revised capital budget items. A copy of the memo is attached to the original copy of these minutes. The Director advised the City Council has not discussed capital projects in their budget discussions yet so he asked that this item be tabled until after the City Council discusses these items. The Commission concurred. Playground Dedications The Director referred the Commission to the schedule for upcoming dedications of the new playground equipment at Burton Ave. Mini Park, Civic Center Mini Park, Alicia Park and Benicia Park. He reviewed the schedule and informed the Commission over $178,000 in equipment was installed this year to renovate some of the older playground equipment. Commissioner Stevens asked what was done with the old equipment, and the Director replied that Tim Danesi, President of the Historical Society, wanted to save some of the equipment if there was a place to store it. He said some of the equipment from Alicia Park might have been saved. Page 4 Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 The Director also mentioned there is a tentative date of August I & to celebrate the ground breaking for the new M Park pool. He advised that they have already started digging. NEW BUSINESS Sports & Fitness Center Proposal Director Barry recapped the Commission's previous discussion on this item and advised staff is asking for help on a developing a policy to reduce problems that occur during open gym at the Sports & Fitness Center. He referred the Commission to Recreation Services Manager, Guy Miller's memo of July I& which he said he endorses. A copy of the memo is attached to the original copy of these minutes. The Director reviewed the three proposals in Manager Miller's memo and advised staff recommends proposal #3. Director Barry mentioned changes that would be made in membership if proposal #3 is adopted. He said staff is trying to make the center a more family friendly atmosphere and the problem seems to be with the drop -in basketball players. Staff feels most of the problems are from non-residents who drop in to play basketball. The Director asked Manager Miller if he had anything to add. Manager Miller reported this has been an ongoing problem for the past 12 years. It has gotten to the point where it has affected staff because they are afraid of some of these people. He said he believes the Sports & Fitness Center is the only facility that allows drop -in basketball and thinks that has made the problem worse. He said a change would cause some ramifications because there are some people who drop in three to four times a week to play drop -in basketball and volleyball. He advised the Center makes about $30,000 a year on drop -in players. He said if the new proposal is implemented, the worst case scenario would be that no one would come, but he thinks there may be a resurgence of members who would come back to play. He advised he has agonized over this problem for a long time but thinks it is time to try this idea. Commissioner Stevens asked about having people drop off their driver's licenses when coming to open gym. Manager Miller said this would not solve the problem of people wandering all over the building and not everyone brings their driver's license. Commissioner Cohen asked if a basketball only membership were added, could the card system differentiate between the two memberships. Manager Miller said yes. Commissioner Cohen also asked about using alarms in the building. Manager Miller responded he did not think this Page 55 Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 would be work since they don't close the doors inside the Center. Because the weight room does not have windows, they leave the doors open to make the room look as inviting as possible. Commissioner Cohen asked if rules are already posted. Manager Miller responded yes, there are rules, but due to the nature to the game and the large number of people playing, they are very difficult to control. Commissioner Cohen asked about a card entry system at the beginning of the hallway. Manager Miller said that because of the design of the building, this would not be practical. He said there are too many doors in the facility to implement a card system. The Commission discussed open gym, whether it is offered at other gyms and why it was started in the first place. Commissioner Tatman asked what is wrong with having open gym and letting people go anywhere in the building. Manager Miller replied it causes problems because drop -in participants pay less than those with memberships. Commissioner Tatman said he thinks there may be problems with limiting open gym to members only since the idea is to have a place for residents to come even if they cannot afford a membership. The Commission discussed how to make the facility affordable for all residents and the attractiveness for non-residents .� as well as those who live in Rohnert Park. The Commission discussed reducing the proposed fee to $5 or $6 for non- residents and $5 for residents. Director Barry said the challenge is to get the membership information on file along with a photo. Discussion followed on the heavy use of basketball players on the city's outdoor courts. Director Barry reminded the Commission this is a discussion item tonight with the anticipation that if the Commission wants to make a change that a public hearing can be scheduled which would be advertised at the Sports and Fitness Center. Manager Miller said the biggest problems occur in the winter during the rainy season. He said he would like to put something in writing to let people know this is being considered, and he may do a questionnaire to see how many people would consider joining if this proposal was adopted. The Commission discussed notification of residents and whether information could be included in the city's utility bills. Manager Miller said he felt the best way to notify people is to let the people who play know and they will get the word out. Manager Miller said if this is adopted and it causes a big influx in membership, he would like to see the membership rate lowered. He would also like to look at the possibility of using electronic fund transfer with a Page 6 IIIN I_I*N Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 two tiered rate, offering a lower rate for those who do the electronic fund transfer. Manager Miller said knowing the people who this would affect, he does not think they would not come to a public hearing so he recommended, in addition to a hearing, that they do some type of questionnaire that would go to those affected. The Commission discussed whether the Commission should have a public hearing at the August meeting to discussion option #3 as a possible change the City would like to adopt. Manager Miller said many of the drop -in players come 10-12 times a month and being a member would actually save them money especially in the summer when they offer a $20 per month membership special. P.A.L. Teen Center Director Barry referred the Commission to the memo from Recreation Services Manager, John Hartnett, regarding the suggested name for the new teen center being planned for the P.A.L. building. A copy of the memo is attached to the original copy of these minutes. Director Barry advised the group of teens who have been working with City staff came up with the name, "The Vision," early on and they all loved it. Commissioner Stevens asked what kind of activities would be held at the Center and Director Barry replied in addition to dropping in, there would be some dances and other types of activities as well. Commissioner Stevens asked about the square footage of the building and whether the equipment from the Community Center Games Room will be moved to the new center. Director Barry replied that the Department's summer camps use the Community Center Games every day. He advised no transfer of equipment has been discussed. He said there will be a karaoke machine and a TV as well as other equipment. He advised this center is for high school age teens and the Benicia Center is being designed as a center for middle school age youth. Commissioner Cohen asked about the possibility of doing a contest at the high school to make them aware of the new center. The Director said that this probably was not done because they thought the building would be open sooner than it will. He said this is a name that was brought forward by the teens who are active in the planning process. Commissioner Tatman made a motion to accept the name, "The Vision," that the group has recommended. Commissioner Stevens seconded the motion which was unanimously approved. Page 7 ,-*N i-11� Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 STAFF REPORTS Monthly Reports Director Barry reported he has made arrangements to include an insert in the City's September utility bills about dog etiquette, which may coincide with the opening of the Dog Park. He said a study was done to determine the boundaries of the golf course which he found go through the middle of the proposed Dog Park. He said he is in the middle of setting up a meeting with the golf course manager and the City Manager to see if the boundary can be changed to be the fence at the golf course. He stated the City Manager wanted to wait and see how much was allocated for this project by the City Council. The Director advised the money has now been allocated and he will proceed with the meeting. Commissioner Stevens asked about some of the Summer Special statistics on the Sports & Fitness Center monthly report. After some discussion, Manager Miller said he would have to question the figures shown on the report and stated they have had some difficulty completing the report due to use of the new software and recording data. He said he will look at the report to make sure the figures are accurate. The Commission also discussed problems with stains on the carpet, and Manager Miller said he is working with the janitorial service to get them cleaned. Chair Carlson asked if it would be possible to add a year-to-date column on the Sports and Fitness Center report. Manager Miller said first, he would like to see what kind of reports he can run using the new software. Once the Center gets up and running using only the new software, the look of the report will change. Monthly Highlights Commissioner Cohen asked about the item mentioned in the June Monthly Highlights report regarding information researched to establish a skate park. Director Barry responded the City Council had asked for additional information which he has been researching. He said the City Council does have an interest in a skate park even though they do have a lot of projects to look at using the bond money. Commissioner Cohen asked about aquatics staff, and Director Barry replied it was a difficult year finding staff and the City did hire some 15 I/2 year olds. The Commission discussed starting wages and whether aquatics staff from the county could be used since Spring Lake is closed. Manager Miller advised the City had hired 80 lifeguards and the county lifeguards are still working even though Spring Lake is closed. He said the City will need to hire 100 aquatics staff next year because of the opening of M Pool. "~ Page 8 -,IN 11*N Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 r Training Workshop The Commission discussed the California Association of Park and Recreation Commissioners and Board Members Training Workshop behind held Saturday, August 19, in Vacaville. Director Barry asked that if anyone wants to attend, to let him know. A copy of the flier is attached to the original copy of these minutes. COMMISSION COMMITTEE REPORTS Senior Center Chair Carlson reported the next Senior Advisory Commission meeting is July 20 and she is planning to attend. Director Barry also reported the new sign design for the Senior Center -was approved by the City Council. The Director also informed the Commission that he had included the results of the Senior Center Survey in their packet as requested. A copy of the results is attached to the original copy of these minutes. MATTERS FROM/FOR COMMISSIONERS M Park Commissioner Stevens asked about the problems with the water fountain by the tennis courts at the M Park. Director Barry said the city is aware of the problem, and after the new pool is built, a new water line will be installed which should alleviate the problem. Sports & Fitness Center Weight Room Commissioner Stevens asked about use of the weight room at the Sports and Fitness Center by 14 year olds. He said it would be helpful for them to be able to use the weight room since the schools' weight rooms are not available until after school starts. He asked if private clubs have a minimum age limit and Manager Miller replied most private clubs do. Director Barry said it might be possible to set a time when an extra staff person could be available, but staff will talk about this possibility. Director Barry said it could even be set up as a class. Dog Signs Commissioner Cohen said he has been observing more dogs on leashes, but he would like to see signs on the paths with some kind of graphic that would make them more noticeable. He said he has been asking people if they notice the signs and at least half the people said they haven't noticed them. Climbing Rock Commissioner Stevens said he noticed a climbing rock at Howarth Park in Santa Rosa. Director Barry said the company had contacted him some time ago, but city staff was concerned about problems with graffiti and wanted to wait to see if it would be a problem. The Director said it is coated with some kind of anti graffiti material. Commissioner Stevens said it looked like people were having a good time on it. Page 9 Rohnert Park Parks and Recreation Commission Minutes July 17, 2000 ADJOURNMENT There being no further business before the Commission, the meeting was adjourned at 9:17 p.m. by Chair Carlson to a regular meeting on Monday, August 21, 2000, at 7:30 p.m. in the City Council chambers at City Hall, 6750 Commerce Boulevard. Chairman Secretary Recreation Director 11 Page 10