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HomeMy WebLinkAbout06-19-2012 c2 contract slo seahawk suse slo swim cntr-----------------------------Meeting Dat e June 19, 2012 Item Number C 2 counci lacenba RepoRRt C I T Y O F S A N L U I S O B I S P O FROM : Shelly Stanwyck, Parks and Recreation Directo r Prepared By :Ashley Lopez, Administrative Analys t Robin Perrin, Aquatics Superviso r SUBJECT :CONTRACT WITH THE SAN LUIS OBISPO SWIM CLUB, INC . FOR USE O F THE SAN LUIS OBISPO SWIM CENTER RECOMMENDATION As recommended by the Parks and Recreation Commission (PRC), authorize the Mayor to execut e a five-year contract with the San Luis Obispo Swim Club (Seahawks) for the use of the San Lui s Obispo Swim Center . DISCUSSION Backgroun d Since 1979, the year the San Luis Obispo (SLO) Swim Center was opened in Sinsheimer Park, th e City has had an agreement with the San Luis Obispo Swim Club (Seahawks) to operate a competitive swimming program at the SLO Swim Center . Parents and members of the Seahawk s were instrumental in the establishment of the SLO Swim Center which is home to the first 50-mete r pool (the Olympic standard) in the City . The SLO Swim Center served as the replacement for th e community's aged 25-yard public pool, Nuss Pool, formerly located on San Luis Drive at the Hig h School . In existence since 1955, when it was formed to provide a competitive outlet for children who ha d polio, the Seahawks operate year-round, rain or shine, with all practices and three swim meets a year (with hundreds of participants from out of the area attending) held at the SLO Swim Center . A s the City does not offer a competitive swim program of its own, the community benefits from th e Seahawks use of the SLO Swim Center by having access to a program that serves local citizens ' needs . The Seahawks provide coached workouts to all ages of competitive swimmers from four t o over 80 . There is a natural progression for many swimmers who go from recreational activities an d lessons to coached workouts with the Seahawks . The Seahawks also provide an outlet for hig h school students who swim during the school year at the SLO Swim Center and in the offseason wit h the Seahawks . Finally, many mature athletes enjoy the Seahawk's Masters program to stay fit . Given this long history, staff therefore recommends continued collaboration with the Seahawks . Agreemen t The proposed contract (Attachment 1) is for a term of five years with an option to renew for a n additional five years upon mutual consent of both parties . Given the upcoming retirement of th e Aquatics Supervisor, Robin Perrin, at the end of September 2012, the proposed contract include s very specific details about use of the SLO Swim Center in an effort to memorialize past practice s between the City and the Seahawks . The proposed contract is organized for easy reference and A includes the following sections : Term and Renewal, Schedule of Use, Fees, Swim Meets, Offic e Space, Telephone, Storage, Equipment, First Aid Supplies, Personnel, Supervision, Liabilit y Insurance, Expansion of Programs, Damage, Tax Exempt Status, Termination, Notices, an d Indemnity . Council members will note that the schedule of use is clearly defined including specifi c hours, the number of lanes that will be made available and the seasonal variance to both of thes e conditions . Paymen t As proposed in the contract the Seahawks will be invoiced quarterly for use fees and for offic e space rental . The total fees paid by the Seahawks in calendar year 2011 were $11,456 . Th e Seahawks will also pay $63 per hour for sanctioned swim meets at the pool . In 2011, the Seahawk s paid $4,131 .50 for three swim meets . All fees paid by the Seahawks, pursuant to the propose d contract, shall be adjusted yearly based on the Consumer Price Index for all urban consumers (CPI - U) and all cities average for the prior year . CONCURRENCE S The Parks and Recreation Commission reviewed, made some revisions and approved the propose d contract at the May 2, 2012 meeting (see Attachment 2 for Commission minutes). The draft agreement has also been reviewed and approved by the Seahawks' Coach and staff of the Public Works Department, who maintain the pools at the SLO Swim Center . FISCAL IMPAC T The City will realize a slight increase within revenue projections for the fiscal year as a result of th e proposed contract. In 2012-13 the proposed fees to be collected are $10,244 for use of the pool ; $1,548 for office space rent ; and approximately $4,500 for three swim meets . As previousl y mentioned, the amount of the use fee will automatically be adjusted on July 1 st of each subsequen t year by the percentage change in the U .S . Bureau of Labor Statistics Consumer Price Index for al l urban consumers (CPI-U), all cities average for the prior calendar year . ALTERNATIVE S 1.Annual Contract .The Council could decide to continue with an annual contract rather tha n a multi-year contract. This is not recommended because the City has desired a multi-yea r contract with the Seahawks in the past as it facilitates a stable and successful collaboratio n with the Club . 2.Modify the Contract as Proposed .The Council could decide to alter terms of the contract . Staff members believe that the contract as presented represents a fair negotiation an d includes a very specific representation of the use by the Seahawks . 3.Requests for Proposals .The Council could decide to put out a request for proposals for a competitive swim program . Staff does not recommend that given the long standing an d successful collaboration between the City and the Seahawks . Further staff is not aware o f another competitive swim program which is in need of a "home ." C2-2 ATTACHMENT S 1.SLO Swim Center Use Agreement between the City of San Luis Obispo and the San Lui s Obispo Swim Club, Inc . 2.Draft Minutes of the May 2, 2012 Parks and Recreation Commission Meeting Attachment 1 AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISP O AND THE SAN LUIS OBISPO SWIM CLUB, INC . FO R USE OF SLO SWIM CENTER IN SINSHEIMER PAR K THIS AGREEMENT,made and entered into this 1st day of July, 2012, by an d between the CITY OF SAN LUIS OBISPO, a municipal corporation (hereinafter "City") and the SAN LUIS OBISPO SWIM CLUB, INC ., also known as the SAN LUIS OBISP O SEAHAWKS, an educational, non-profit, tax-exempt corporation headquartered in th e City of San Luis Obispo (hereinafter, "Club"). WITNESSETH : WHEREAS,the City is the owner and operator of the SLO Swim Center located i n Sinsheimer Park (hereinafter "Pool"); and WHEREAS,the Club has operated as a local swim club in the City of San Luis Obisp o since 1955 providing competitive swimming opportunities to thousands of swimmers . WHEREAS,the City desires that all residents of San Luis Obispo with interests in an y manner of aquatic activities, including competitive swimming, have the opportunity t o make use of Pool ; an d WHEREAS,Club makes available aquatic training and competitive experience as well as other aquatic activities to all members of the community and has indicated its desire t o continue to make the Pool its home facility ; NOW, THEREFORE,in consideration of the mutual promises, agreements, covenant s and conditions herein set forth, City and Club hereby mutually agree and covenant a s follows : 1 .TERM AND RENEWAL A.The term of this agreement shall be five (5) years, to commence on July 1, 201 2 and expire on June 30, 2017 . B.Upon expiration of the term of this agreement, the parties shall meet and confe r regarding subsequent extension of this agreement . Upon mutual consent of the parties to terms and conditions, this agreement shall be renewable for a n additional period of five years . C2-4 Attachment 1 Seahawks SLO Swim Center Agreement -2012 page2 2 .SCHEDULE OF USE City hereby grants to Club the use of Pool for club use for the days and hours listed . Us e outside contractual times may be determined by agreement between Club and Poo l management . A . September through May : Monday through Frida y (1) 6:00 - 7:30 am ("long course" pool set up for 50 meters) a)In the pool before 6 am will not be guaranteed by contract . b)Three lanes will be designated in contract for the Club, subject t o discussion as needed . c)Additional lane space might be available for the Club or the Pool, upo n discussions between the two parties, when lane use exceeds 10 swimmer s per lane . (2) 12:00 -1 :30 pm ("short course" pool set up for 25 yards) a)Three lanes available, 11 :30 am -1 :30 pm in the deep end. b)An additional one or two lanes might be available if space permits due t o fewer swimmers participating in lap swim . (3)4:00 –7:00 pm (short course) a)The number of lanes available will range from two or three to as many a s nine, depending on other uses in the pool and the time of year and the tim e of day . b)During High School water polo season, shallow end space is typicall y available for Club use between 3 :30 and 5 :00 pm . If polo practice continues past 5 :30 pm, up to three lanes may be available for Club use i n the shallow end until polo is finished . On game dates, practice may hav e to be canceled, hours adjusted, or use developed based on having onl y three lanes available after 5 :00 pm. c)During High School swimming and diving season, lanes available to Clu b will be decided upon by discussion between Pool management, Clu b Coach, and High School Coach . Club could anticipate three lanes (fiv e preferred) from 4 :00 to 5 :30 pm, and up to nine lanes after 5 :30 pm . On meet dates, use may have to be canceled, hours adjusted, or work out s developed based on having only a couple of lanes available after 5 :30 pm . d)During the May swim lesson program, lane space availability will b e decided upon by discussion between Club Coach and Pool management . Club could anticipate up to eight lanes in the middle of the pool betwee n 4 :00 and 5 :30 pm, leaving the shallowest and deepest portions of the pool , as well as the diving boards, available to conduct lessons . B . September through May : Saturday s (1) 8 :00 – 10:00 am (long course) C2-5 Attachment 1 Seahawks SLOSwim Center Agreement -2012 page 3 a) Other activities such as in-service trainings and testing may also b e scheduled occasionally during this time period . C . June through August : Monday through Frida y (I)6:00 — 8 :00 am (long course) b) In the pool before 6am will not be guaranteed by contract . c) Three lanes will be designated in contract, subject to discussion as needed . d) Pool space may be available between 8 :00 am and 9 :00 am, long course — three days/week contingent upon Maintenance needs . (2)10:00 - 11 :30 am (short course) a)Four lanes will be made available (wide lane in the middle of the poo l counts as one lane) for Club to conduct practice . (3)12 :00 - 1 :30pm (short course) b)Three lanes available in the deep end, excluding the very last lane which i s reserved for aqua joggers . c)An additional one or two lanes might be available if space permits . (4)4:00 —7:00 pm (short course) a)Seven lanes will be made available (wide lane in the middle of the poo l counts as one lane) for Club to conduct practice from 4 :00 to 5 :30 pm . b)From 5 :30 to 7 :00 pm Club has use of the deep end of the pool no t including the wide lane in the middle . D.June through August : Saturda y (1)8 :00 — 10:00am (long course) a) Other activities such as in-service trainings and testing may also b e scheduled occasionally during this time period . E.Circumstances, such as equipment failure, power outages, and meet usage by th e high school, could arise necessitating canceling of any of the contractual times . As much notice as possible will be provided to permit notification to swimmers . In the event the pool is closed for an extended period of time (more than a coupl e of days), adjustments to the quarterly fee may be considered by agreement of both parties . F.As indicated, hours of use are not exclusive and the Club may share Pool wit h other users and/or programs as scheduled by the Pool management . 3 . FEE S Club agrees to pay the City use fees as follows : Attachment 1 Seahawks SLO Swim Center Agreement -2012 page 4 A.A quarterly invoice will be mailed to Club from the City Finance Department . $ 2561 .00 for 1 St quarter – July, August, Septembe r $ 2561 .00 for 2nd quarter - October, November, Decembe r $ 2561 .00 for 3rd quarter – January, February, Marc h $ 2561 .00 for 4 th quarter – April, May, Jun e B.Club will be billed quarterly for use of office space at Pool . This amount wil l equal $ 129 .00 per month.See section S . C.If Club and City agree that Club may use the Pool at times in addition to thos e set out above, the use fee for the additional time shall be determined by Clu b and Pool management . D.The amount of the use fee will automatically be adjusted on July 1 of eac h subsequent year by the percentage change in the U .S . Bureau of Labo r Statistics Consumer Price Index for all urban consumers (CPI-U), all citie s average for the prior calendar year . 4 . SWIM MEETS A.City hereby further grants Club use of Pool to host certain swim meets . Swi m meet dates must be submitted to the SLO Swim Center Supervisor a minimum o f forty-five (45) days prior to the date . Club shall generally have exclusive use o f pool and pool facilities for scheduled, approved swim meets . Club agrees that n o swim meet set-up or participant warm-up will be allowed prior to the startin g times arranged and that all swim meet participants and spectators will remai n outside the confines of the SLO Swim Center until such starting time . B.City agrees to provide the additional custodial supplies required during a swi m meet for example toilet paper . C.Club agrees to leave entire facility in a clean, safe condition at the culmination o f each swim meet . D.In consideration for the pool time and services during swim meets, Club agrees t o pay City according to the following schedule of rates : E.Sanctioned Swim Meets (Scheduled in accordance with Section 4 ) (1)$63 .00 per hour – inclusive of Pool staff (2) to assist with meet functions i n accordance with meet guidelines . Saturday swim meet use between 8 :00 and 10 :00 am is billed at the current lifeguard hourly rate/lifeguard scheduled. The per hour meet rate applies for all other hours . (2)Sanctioned Dual, Intersquad meets, Clinics or time trials (Scheduled i n accordance with Section 2 and when not occurring during regular hours for Attachment 1 Seahawks SLO Swim Center Agreement -2012 page 5 Club use): To be determined on a case by case basis between Club and Poo l management . (3) The Annual San Luis Obispo Firecracker Swim Meet (hosted by the Clu b around the 4th of July each year) use may begin at 11 :30 am on Friday.A loss of revenue will be included in the meet fees for noon lap and Recreational Swimming on Friday . The loss of revenue will be based on recent average o f Friday daily attendance . F . City agrees to grant Club the concession rights during meets mentioned above . Club agrees to inform participants of the City of San Luis Obispo's Special Even t Vendor Policy which establishes the collection of fees for each vendor wh o participates in a special event in the City without a City business license (those who have a City business license are exempt). Vendors shall pay 10% of gros s generated at the special event to the City . Sponsor is responsible for collectio n and submitting to the Parks and Recreation Department within 30 days of th e event . All applicable forms will be provided to the Club by the Pool Managemen t prior to each swim meet where vendors are present . 5 .OFFICE SPACE A.City will make available to Club, on a space available basis, office space t o conduct Club business . The space determined for this use will be mutually agree d to by Director of Parks and Recreation and Club representative . Club wil l compensate City $129 .00 per month for this office area, billed quarterly by th e City Finance Department, together with billing for Pool use fees . The Club offic e space shall be maintained by Club staff, in a manner acceptable to the City . B.Should the area determined as Club office become necessary for City operations , this Section (5) may be terminated, upon thirty (30) days advance notice, and have no affect on the remainder of this agreement . 6. TELEPHONE Club agrees to furnish, for its own use, a minimum of one (1) telephone ; this telephone to be installed in Club office space and in a location mutually agreed to by Director of Parks and Recreation and Club representative . Telephone shall be listed in local director y under Club's full name . All costs associated with telephone will be borne by Club . 7 .STORAG E City hereby grants the Club the right, with no liability to the City for loss or. damage, t o store at Pool such aquatic equipment that is associated with the Club's program . Th e storage thereof shall not interfere with normal City operations of other aquatic programs , impede access to any part of the facility, or create a safety hazard . Storage area shall b e approved by Pool management . Attachment 1 Seahawks SLO Swim Center Agreement -2012 page 6 EQUIPMEN T Club agrees to furnish, for its own use, any and all aquatic equipment it deems necessary to conduct a safe training and competitive program . Such property, including fixture s that are not an integral part of Pool, shall remain the property of the Club and shall not b e used by any other group without permission first being granted by the Club . Any equipment provided by the Club to the City on a permanent basis shall be covered b y separate agreements . If equipment used by both City and Club is in need of replacement , the Club will be asked if it can assist with financial participation but will not be require d to do so . 9 . FIRST AID SUPPLIE S Club agrees to maintain at all times, during Club's use of Pool, an adequate supply o f first aid materials, including cold pack supplies,to meet the needs of both the workout program and any swim meet activity/event . The availability of Club's first aid supplie s shall be known by all coaches and Club users . This is not inclusive of materials neede d to clean up a potential hazardous material spill . 10 . PERSONNE L A.Club shall furnish any and all personnel necessary to conduct its aquatic workout s and swim meets . At least one coach must be on deck for the duration of all Clu b workouts . Coaching staff shall remain at the facility until all Club users have left , including times when City staff is also present . City staff shall not be responsibl e for Club users still in the facility at the conclusion of the workout or meet . B.Club coaching staff shall remain current in all certifications required by Stat e agencies and U.S .A . Swimming (or other affiliation). Club is responsible fo r providing copies of current certificates for all coaching staff to Pool Supervisor . C.If coaching staff is not present for a scheduled event, the Club practice will be canceled and Club members at the facility will be asked to wait outside . Club i s required to inform Pool Supervisor of any changes in regular workout/practic e schedules . D.Any person that is responsible for a Club aquatic activity must be a paid o r volunteer employee sanctioned by the Club Board of Directors . A list of such sanctioned personnel will be provided to City and kept updated quarterly. Club shall also maintain a current phone list of sanctioned personnel and provide a copy to the City . 11 . SUPERVISION C2-9 Attachment 1 Seahawks SLO Swim Center Agreement -2012 page 7 A.Club agrees to accept responsibility for supervision of Club users at all times i n accordance with the U .S .A . Swimming Insurance Summary . B.This supervision is inclusive to all parts of the facility (lobby, locker rooms, deck , pool and multi-purpose room). This supervision begins when Club user enters th e facility and ends when Club user leaves the facility . Club users are expected to follow reasonable standards of behavior at all times when using any part of th e facility (lobby, locker rooms, deck, pool and multi-purpose room). Coaching staff is solely responsible for monitoring Club users at all times . The multi-purpos e room shall not be utilized by any Club member unless under constant supervision by a Sanctioned Coach or Volunteer . C.Coaching staff is responsible for performing a thorough walk through and chec k of the facility before leaving after each shift . The purpose is to make sure al l members have left, all belongings are retrieved, and the facility is left clean an d safe . This is required even at times when other City staff are present and/or Cit y programs are still in progress . D.Coaching staff are responsible for securing the facility at times when no othe r users or staff is present . No individuals shall be left un-supervised at the facility . Coaching staff is responsible for securing all entrances and exits and restrooms . Coaching staff may be responsible for activating the alarm . E.All coaching staff will be provided training specific to the SLO Swim Center b y an individual from the Club designated by the Club Board of Directors . This training will occur upon initial hiring and be conducted thereafter on an annua l basis . This training will include, but not be limited to : storage of lane lines , space availability for each shift, operation and use of pool covers, alarm activatio n and deactivation, user supervision, use of multi-purpose room, location o f equipment, location of first aid supplies, and securing facility . F.All coaching staff will be provided an Emergency Procedure orientatio n conducted by an individual designated by the Pool Supervisor . 12 .LIABILITY INSURANC E A . Club shall furnish to City evidence of current policy of comprehensive genera l liability insurance in an amount not less than $1,000,000 which shall name th e City as additional insured for those periods of time that Club is conducting it s program at the SLO Swim Center . C2-10 Attachment 1 Seahawks SLO Swim Center Agreement -2012 page 8 B.Such insurance shall insure such performance by the Club of the indemnit y provision of Section 18 but shall not limit the liability of the Club to the state d amount of the insurance . C.The evidence of insurance shall contain an endorsement that the insurance i s primary coverage and will not be terminated or altered by the insurer except on 3 0 days written notice to City. 13 : EXPANSION OF PROGRAM S Club retains the right to expand its program to meet the needs of the community a s outlined in its corporate articles and bylaws . Any expansion of programs will not change use time or rental rates as described herein except as provided for in Section 2 of thi s agreement . 14.DAMAGE Club shall be responsible for damage to the pool, restrooms, and any City owne d equipment, excepting normal wear and tear, if the damage occurs during the time Club i s using Pool and the damage arises out of and is in connection with Club's members use o f the Pool . 15.TAX EXEMPT STATU S Club shall notify the City if its tax-exempt and non-profit status should change . 16.TERMINATIO N Either party may terminate this agreement without the other party's consent by giving si x months written notice . 17.NOTICE S Notices under this agreement shall be sent by certified mail, return receipt requested , postage prepaid, addressed as follows : CITY : Director of Parks and Recreatio n City of San Luis Obisp o 1341 Nipomo St. San Luis Obispo, CA 9340 1 CLUB :San Luis Obispo Swim Club, Inc . Head Coach P .O . Box 14 2 San Luis Obispo, CA 93406 Attachment 1 Seahawks SLO Swim Center Agreement -2012 page 9 18 . INDEMNITY Club agrees to defend, indemnify, protect and hold City and its agents, officers, an d employees harmless from and against any and all claims asserted or liability establishe d for damages or injuries to any person or property, including injury to Club's employees , volunteers, and participants, arising out of Club's use or occupancy of the SLO Swi m Center, and all expenses of investigating and defending against same . However, Club's duty to indemnify and hold harmless shall not include any claims or liability arising fro m the established sole negligence or willful misconduct of the City . IN WITNESS WHEREOF,the parties hereto have executed this agreement on the da y and year first above written . CITY OF SAN LUIS OBISPO SAN LUIS OBISPO SWIM CLUB, INC . by : by : Mayor Jan Howell Marx Name Title ATTEST : City Clerk APPROVED AS TO FORM : Christine Dietrick, City Attorney C2-12 Attachment 2 Parks and Recreation Commissio n DRAFT MINUTE S Council Hearing Roo m 990 Palm Stree t San Luis Obispo, CA 9340 1 Wednesday, May 2, 2012, 5 :30 p .m . CALL TO ORDER:Chair Craig Kincaid called the meeting to order at 5 :30 p .m . Commissioners : Craig Kincaid, David Hensinger, Ron Regier, Jeff Whitener, Susan Updegrove, Steve Davis and Michael Parolin i Shelly Stanwyck, Marti Reynolds, James Bremer, Rich Ogden, Robin Perrin , and Brigitte Elke Public Commen t None. 1.Consideration of Minute s MOTION:(Davis/Whitener)Approve the April 4, 2012 minutes as amended . Approved : 7 yes : 0 no : 0 absent : 2.Volunteer of the Month - Kincai d It is with great appreciation that the Parks and Recreation Commission recognize the outstandin g volunteers for the month of May . Chair Craig Kincaid honored outgoing Shared Use of Recreational Facilities (SURF) Member s Michael Parolini and Jeff Whitener and staff liaisons (former and present) Linda Fitzgerald and James Bremer with commemorative plaques . Also recognized but not in attendance were Jesse Bilsten, Davi d Robbins, Russell Miller and Arnie Silacci . The SURF Committee was absorbed by the PRC in April after 45 years of service since its formation i n 1967 as the Advisory Review Board on Joint Recreation Use of School District Property .Since then i t underwent three other changes in title ; in 1981 it became the Advisory Committee on Joint Recreatio n Use of School District Property, in 2005 the Advisory Committee on Joint Use of Recreation Facilitie s and finally in 2011 the SURF Committee . 1-1 .C2-1 3 ROLL CALL : ABSENT : STAFF : Attachment 2 Parks and Recreation Commission Minutes — May 2, 201 2 Page 2 of 6 3.Election of Chair and Vice Chai r Nominations were taken for the positions of Chair and Vice Chair of the Parks and Recreatio n Commission for 2012 . MOTION (Kincaid/Whitener):Elect Steve Davis as Chair of the Parks and Recreation Commission . Approved : 6 yes : 0 no : 1 abstained (Davis ) MOTION (Davis/Updegrove):Elect Craig Kincaid as Vice Chair of the Parks and Recreatio n Commission . Approved : 6 yes : 0 no : 1 abstained (Kincaid ) 4.Appointment to PRC Subcommittee Assignments — Kincai d Chair Davis asked the Commissioners if they were interested in different subcommittees of the Park s and Recreation Commission than those on which they had been serving . The subcommittees and appointed meeting times were reviewed and appointments were assigned as follows : Tree Committee — David Hensinger Golf Committee — Ron Regie r Open Space — Craig Kincai d Bicycle Committee — Ron Regie r Joint Use Committee — Dissolved Jack House Committee — Susan Updegrove Youth Sports Association — Michael Parolini Damon Garcia Sports Fields — Jeff Whitene r The Mayor's Quarterly Advisory Body Meeting will continue to be attended by the Chair (Davis). MOTION (Kincaid/Regier):Approve assignments as listed . Approved : 7 yes : 0 n o 5.Presentation : Overview of the City of San Luis Obispo's Tourism and Communit y Promotions Program and Discussion of Support Opportunities for the PRC — Elk e Principal Administrative Analyst Brigitte Elke presented Commissioners with PowerPoint an d information on the Tourism and Community Promotions Program . 1-2 C2-14 Attachment 2 Parks and Recreation Commission Minutes – May 2, 201 2 Page 3 of 6 Elke has a background in the tourism industry and has been involved in the program since its inceptio n six to seven years ago . The program is supported by the general fund as Community Promotions an d City advisory body for the program is the Promotional Coordinating Committee (PCC). Elke explained that next year an estimated $1 million is forecast to be raised as part of the Touris m Business Improvement District (TBID). As examples of the programs various involvements, Elke gav e Commissioners a handout on the upcoming Vintage Show and SLO Happenings pamphlet an d commented on the success of the recent SLO Marathon . Elke went on to discuss internal marketin g done by the PCC such as events, activities, beautification and visitor services . She discerned th e difference between external and internal marketing as being that one program brings people here and the other makes this a great place to live . The Concierge Program and Chamber of Commerce are als o involved in the Community Promotions Program. Elke also listed the involvement of promotional websites such as www .sanluisobispovacations .com and www.shareslo .com .Current PCC project s include visitor services/directional signage (which the PCC took over funding for from a CIP program). New signage plans will concentrate on entry points to the City to more obviously direct visitors to th e downtown area, wineries, the railroad station and other points of interest . $100k is budgeted with completion aimed for October 2012 . The PCC is also working on events marketing support an d promotional programs as well as grants in aid and streamlining and collaborating marketing efforts with the other groups involved . Commissioners Hensmger and Parolini discussed the airport and signage plans from that entrance poin t into town. Commissioner Parolini inquired about website promotions and discussed attracting more teams t o tournaments and visitors to parks and open space areas . Elke mentioned adding the Activity Guide t o the site . Stanwyck reminded Commissioners that the guide has been downsized but with a longer shel f life and is already on the web and fully interactive . Elke discussed plans to include more search engin e choices such as `family vacation' or `girls' getaway'. Commissioner Whitener inquired about Cal Poly partnership and Elke discussed association with athletics and team recruitments hosted locally. Commissioner Kincaid mentioned Smithsonian article listing 10 best towns in America and receive d clarification that SLO was not listed because the population is greater than 25,000 . Also discussed qualifiers for Rand McNally and USA Today inclusion . Commissioner Davis inquired about how the TBID determines audience selection and Elke explaine d the contract companies involved that drive the marketing campaign and that special events are a growing marketing component for the City, targeting younger couples and female groups for example . She also showed an example of promotional videos on the website focusing on bringing people to visi t the area . 6. Update : SLO Triathlon 2012 – Adopt a Water Station/Area - Ogde n Recreation Supervisor Rich Ogden presented Commissioners with information on volunteering for th e 1-3 C2-15 Attachment 2 Parks and Recreation Commission Minutes – May 2, 201 2 Page 4 of 6 triathlon . Registration began Saturday, April 28 . Of the 1,000 spots available, 590 registrations hav e been received, 80 of which are teams which brings the number up around 700 . There were 200 team s that participated last year ; club signups are becoming more popular . Ogden explained the need for a multitude of volunteers in order for the triathlon to run smoothly . Some group organizations such as th e Boy Scouts or local churches have assisted with aid and water stations and consider the experience a great team-builder . Director Stanwyck added that last year the Scouts rotated every two hours so as no t to overextend their volunteers . The current focus is on motivating first time users and bringing back a community component to the triathlon, not just a recreation component . Commissioners discussed plans to staff a water station for this year's triathlon . Interested Commissioners include Kincaid, Whitener, Parolini and Davis . Commissioner Davis hopes to recrui t more volunteers . 7.Proposed Seahawks Contract – Perri n Recreation Supervisor Robin Perrin presented information on the renewal for the Seahawks contract . The contract's last renewal was five years ago . Perrin explained monthly fees and rental of space fo r swim meets . The Seahawks are an important revenue component as they pay approximately $15,00 0 annually . Given Robin's upcoming retirement, minor changes were made to the contract to insure pas t and current practices were documented correctly . Commissioners discussed the possibilities of other uses of the pool and Perrin explained that with th e contract it is the Seahawks pool to use (as a club), although the high school uses as well . Gave background on the Seahawks inception since 1955 and their initial staff as an athletic venue for loca l children with polio . Commissioners further discussed and clarified priorities for city, school and group use as well as th e hours of operation . Corrections to the contract were then noted as follows : Commissioner Parolini asked for clarificatio n on Section 2A to add what the programs are for and noted changes to Section 3 (CPI as opposed t o CPR); Section 4B (define what supplies are provided); Section 4E(2) change from reference IV to IV , Section E(3) a more specific time reference than `recent attendance'; Section F reference policy 2 ; Section 5 office space 30-days advance notice, and Section 14 to have a more specific definition o f what is meant . MOTION: (Regier/Kincaid)Recommend Council approval of the Seahawks contract as amended . Approved : 7 yes : 0 no : 0 absent : 8.Confirmation of 2012 Park Tour and Cancellation of June 6 Meeting for Special Meeting o f June 27.Discussion of July and August Meetings – Stanwyc k Commissioners discussed morning and afternoon options for the annual Park Tour and agreed to Pla n B, the afternoon session . The June 27 tour will be held in place of the regular June 6 meeting and a Special Meeting announcement and brochure will follow . Cancellation of the regular PRC meeting July 1-4 C2-16 Attachment 2 . Parks and Recreation Commission Minutes - May 2, 201 2 Page 5 of 6 4 will be placed on the June 27 agenda as well as moving the August 1 meeting to August 15 . 9.Proposed Trail Naming : Neil Havlik Way – Froom Ranch – Stanwyc k Director Stanwyck presented Commissioners with a map of the path of trail along Froom Creek tha t connects to the Jeep Trail as the area under consideration for naming . It is requested the trail be name d Neil Havlik Way in honor of Natural Resources Manager Neil Havlik . Dr. Havlik, who is retiring i n June, has been the Natural Resources Manager for the City since 1994 and during that time establishe d and expanded the natural resources program . Due to Dr. Havlik's dedication and passion, thousands o f acres have been added to the City's greenbelt . Havlik is particularly fond of this trail and even helpe d to build a portion of it . Havlik has been a committed leader in environmental concerns and a well-like d and respected colleague and community member . His contributions also included authoring the recen t Wildflowers of San Luis Obispo book of which many species are found on the trail site including hi s favorite, the Mariposa Lily . Stanwyck pointed out that naming this trail in honor of Dr . Havlik is supported by the City's Namin g Policy, specifically Policy #1 which states that `naming of facilities may be made for individuals or groups who have made significant contributions or service to the City and its citizens ." Commissioners discussed and agreed Dr . Havlik's accomplishments toward preservation have bee n significant and that the trail will be popular particularly with the eventual network created by th e Filipini Connection. Commissioner Parolini stated for the record that he is opposed to the naming of facilities afte r municipal employees performing the duties of their positions, however ; he feels, because of wha t Havlik has done for this particular piece of land, it is appropriate in this case . MOTION:(Regier/Whitener)Recommend Council approve the piece of trail as outlined alon g Froom Creek be named Neil Havlik Way. Approved : 7 yes : 0 no : 0 absent : 10.Monthly Report : Increasing Play at Damon Garcia Sports Fields – Davis and Whitene r Commissioner Davis reported there was no meeting regarding Damon Garcia Sports Field since th e last PRC meeting . Noted that the fields will be closed from May 15 through the first weekend i n August for maintenance . Will be looking to see how fast the grass bounces back . Will perform on e more email blast to users but general consensus by public seems to be that the users are happy wit h more play opportunities and are not so concerned with the quality of the tur f Commissioner Kincaid pondered the need for a Damon Garcia subcommittee and liaison an d Director Stanwyck expressed ease in setting up such a committee . Commissioner Whitener is slate d as liaison (see committee assignments). Commissioner Parolini noted that information in front should be same as on kiosk and mentione d 1-5 C2-17 Attachment 2 Parks and Recreation Commission Minutes — May 2, 201 2 Page 6 of 6 witnessing public disgruntlement over summer closure . 11 . Director's Report — Stanwyc k Director Shelly Stanwyck briefed the Commissioners on the following subjects : •May 10 Meghan Burger promotes from Youth Services Recreation Coordinator to be th e new Recreation Supervisor for Community Services . •Administrative Analyst position interviews are tomorrow . Six internal candidates for thi s position created in 2010 and originally filled by Sheridan Bohlken . •Spring Break Camps —Well attended and a lot fun had by all . •Easter Egg Hunt at the Jack House April 23 well attended with over 200 families and 400 0 eggs . •Rec Swim at the Pool during spring break went better than last year and great turnout at th e Pool Party April 29 . Of course the warmest day of Spring Break was Monday when th e kids were all back in school . •Registration for Summer Swim Lessons begins online on May 19 ; there are still opening s available for group lessons occurring in May . Registration is still available online in th e meantime at www.slocity.org/parksandrecreation for spring programs . •Teen Track — Meets this Saturday at the High School . 12 . Committee Reports Commissioners provided the following reports : Tree Committee — Hensinger Jack House Committee — Updegrov e Youth Sports Association — Davis (to be Parolini ) Open Space — (to be Kincaid) Golf — Regie r Bicycle Committee — (to be Regier) Damon-Garcia Sports Field - Whitene r Mayor's Quarterly — (Chair ) Commissioner Hensinger reported on the most recent meeting of the Tree Committee Monday . Twelve trees were decided on ; some were appealed . The meeting had the lowest quorum to dat e and there was discussion and interest around increasing the size of the Committee . Commissioner Davis reported on the executive board meeting of the Youth Sports Associatio n (YSA). Intend to vote on structure of Committee at the next meeting ; looking at different uses an d alternatives prior to budget cycle . There was no Open Space report . There was no attendance at the Bicycle Advisory Committee meeting . Discussed gettin g information for Commissioner Regier ; will communicate with Principal Transportation Planne r Peggy Mandeville . 1-6 C2-18 Attachment 2 Parks and Recreation Commission Minutes – May 2, 201 2 Page 7 of 6 Commissioner Updegrove reported there was no quorum for the most recent regular meeting of th e Jack House Committee which prompted a special meeting that was held April 25 to approv e funding for gazebo improvement and repair . Commissioner Regier reported on the Golf Course stating rounds and revenue were down in Apri l by 4 and 5 percent as compared to the previous year . Noted the 11 th Hole Grill was not in place yet last April which could account for the revenue being higher then . One Cool Earth and the Grizzly Academy planted trees along the creek to discourage erosion . Annual spring greens aeration an d sanding were done April 18 . The Achievement House had a fundraiser tournament on April 28 ; 5 5 golfers participated . Funds will offset costs to replace a bridge at their headquarters . Cal Poly Gol f Class is in week 4 out of a 10-week session . Commissioner Kincaid reported on the Mayor's Quarterly lunch and further discussed Prop 84 with Director Stanwyck . 13.Communication s Commissioner Regier reported on a luncheon for Economic Development attended last Thursday an d discussion revolving around helping the City create identity to attract head of household jobs to th e community (as visitors first). There was interest in one theme centering around the active and health y lifestyle as used by Parks and Recreation. Director Stanwyck will discuss further as opportunity fo r PRC to connect. Commissioner Kincaid noted the blog site for ex-Commissioner Havas' cross-country bicycle journey . Commissioner Parolini relayed witnessing a visitor's request and the potential need for a pocket par k map in the lobby of Parks and Recreation (which has already been requested of the GIS Department). 14.Adjourne d The meeting adjourned at 7 :41 p .m . to the June 27, 2012, Special Meeting of the Parks & Recreatio n Commission to be located at the Ludwick Community Center . Approved by the Parks and Recreation Commission on Martha M .S . Reynolds, Supervising Administrative Assistant 1-7 C2-19 Page intentionally lef t blank .