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HomeMy WebLinkAbout02-21-2012 c4 re org surf prccounci lj acenaa aepoat Meeting Date2/21/201 2 Item NumberC4 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 :James Bremer, Recreation Supervisor - Facilitie s SUBJECT :CONSOLIDATION AND REORGANIZATION OF THE SHARED USE O F RECREATIONAL FACILITIES (SURF) COMMITTEE WITH THE PARKS AN D RECREATION COMMISSION (PRC ) RECOMMENDATIO N 1 . Repeal Ordinance 906 (1981 Series), which established and defined the duties of the Join t Recreational Use of School District Property Committee (now known as the Shared Use o f Recreational Facilities Committee or SURF), thereby eliminating the Committee . 2 . As recommended by the Parks and Recreation Commission and the Shared Use o f Recreational Facilities Committee : a.Consolidate and reorganize the Parks and Recreation Commission and SURF int o one advisory body known as the Parks and Recreation Commission . b.Upon a vacancy on the Parks and Recreation Commission, consider appointing a former Shared Use of Recreational Facilities Committee member first to th e Commission . 3 . Approve the attached amended and restated bylaws for the Parks and Recreatio n Commission reflecting this consolidation of duties, to become effective upon the effectiv e date of the repeal of Ordinance 906 (1981 Series). DISCUSSIO N The Shared Use Committee of Recreational Facility Committee (formerly the JUC) Histor y The School District and the City have shared facilities since 1952 . In 1964, the San Luis Unifie d School District (SLCUSD) requested the City of San Luis Obispo create the Advisory Committe e on Joint Use of Recreational Property (JUC now referred to as the Shared Use of Recreationa l Facilities Committee, SURF). The primary function of the JUC was to address topics at Sinsheime r Park . The reason being is that the land at Sinsheimer Park is owned by the SLCUSD, while th e buildings, fixtures, and other park improvements are owned and maintained by the City . During its initial 30 years, in addition to focusing on topics of concern at Sinsheimer Park, the JU C also took on a community wide focus . It coordinated with local youth groups, the SLCUSD, an d the City to improve jointly used school sites in addition to Sinsheimer Park . In the 1990s the JU C became the allocating body for City grants for local sports tournaments and facility improvements . During 2004-05, the JUC had a general fund budget for facility improvements grants of $34,000 , and $17,000 in grants to promote local tournaments . As the City's financial situation has change d significantly, at present there are no grants for the Shared Use Committee to allocate . Also, the Youth Sports Association has become a centralized location for local sports groups to coordinat e activities including use of all local sites . Consolidation and Reorganization of PRC and SURF Page 2 In 2002 the City and SLCUSD staff cooperatively developed a Joint Use Agreement . The Joint Use Agreement was developed to consolidate the various agreements that covered the operation o f different facilities and uses into one master agreement . The original agreement ran for five years , and has been extended for additional years, on an annual basis . The agreement covers the Schoo l District's use of City facilities, and the City's use of School District facilities . It does not apply t o the use of facilities by other organizations in the community . The Joint Use Agreement with the School Distric t The Joint Use Agreement between the City and School District covers the following facilities : 1.Athletic Fields .Bishop's Peak/Teach, Hawthorne, Los Ranchos, Pacheco, and C .L . Smith elementary schools, Taylor Field, Laguna Middle School, and Silvera Field . 2.Gymnasiums .Hawthorne, Los Ranchos, Sinsheimer, C .L. Smith, Pacheco, Taylor, Lagun a Middle School, and the San Luis Obispo High School Small Gym . 3.Childcare Rooms .At all elementary schools within the City limits . 4.Throop Park. 5.Sinsheimer Park .Pool, Stadium, Stockton Field, Tennis Courts (all reviewed for priorit y of use by the Shared Use Committee). The Joint Use Agreement stipulates that both agencies (City and School District) shall be secon d priority users of the other's facilities covered by the agreement . In consideration of the donation o f land, the School District does not pay for the use of any portion of Sinsheimer Park . Additionally, the City pays the cost of utilities, maintenance, clean up, and repair, for its use of School Distric t facilities . Shared Use Committee Membership Struggles and Reduced Purpose Due to Budget Cut s During the late 2000s, the SURF struggled to maintain seven members as required in its Bylaws . This has remained a challenge to the present . In 2008, a Committee Member recommended th e consolidation of the JUC with the Parks and Recreation Commission . A staff report at the tim e identified that the City Clerk conducts a review of all advisory bodies every five years . The staff report recommended at that time that a review of the JUC be conducted by the City Clerk's offic e during the 2012 advisory body review . In addition to the challenge of maintaining committee members, the budget reduction in 200 8 impacted the grant program coordinated by the SURF . Starting in 2008 funding for Facility and Tournament Grants was decreased . The budget reductions have continued to the present such tha t grant funding is no longer available . Consolidation and Reorganization of PRC and SURF Page 3 Discussion of Committee s November 2, 2011 PRC Meeting At its November 2, 2011 meeting, members of the Parks and Recreation Commission (PRC ) brought up the topic of discussing the continued need for a separate SURF . Staff noted this input and agendized a discussion for the December 7, 2011 PRC meeting . December 7,2011 PRC Meeting . Staff provided a memorandum as background information . Members discussed the ongoing nee d for two committees and/or a possible change to how the SURF's mission is met in the future . Al l members of the SURF attended that meeting and participated in the discussion as well . January 4, 2012 PRC Meeting Following a discussion by PRC members regarding assumption of SURF duties by the PRC an d maintaining institutional knowledge from the SURF, SURF member Michael Parolini spoke in favo r of the combination . He spoke in support of keeping institutional knowledge available by encouragin g SURF Committee members to apply as vacancies occur on the PRC . The PRC made a recommendation to the Council that the PRC assume the duties of the JUC/SUR F Committee and amend the bylaws and mission of the PRC to include those of the JUC/SURF . It i s also recommended that the City Council give former JUC/SURF members priority over ne w applications for appointment to the PRC as vacancies occur (6-0-1, Regier Absent). January 24, 2012 JUC/SURF Meeting At its January 24, 2012 meeting the JUC/SURF committee unanimously concurred with the PRC's recommendation to Council that the PRC and the JUC/SURF combine into one advisory body wit h the bylaws of the PRC amended to reflect its broader purpose . (Attachment 2 JUC/SURF Meetin g Minutes). CONCURRENCE S The current joint agreement between the City and the School District, February 19, 2008, does no t require a joint use committee . School District staff has been informed of this change in practice an d concur with it . City staff will notify the District's facilities manager of all PRC meetings whic h might have a joint use item . FISCAL IMPACT There is no fiscal impact as a result of this change, other than a possible savings of staff time due t o increased efficiencies . ALTERNATIVE S Council could determine to keep the committee structure as it presently is configured . Staff does not recommend this option due to the difficulties over several years in getting a quorum to serve o n the SURF . Consolidation and Reorganization of PRC and SURF Page 4 ATTACHMENT S 1.January 4, 2012 Draft PRC Meeting Minute s 2.January 24, 2012, Draft JUC/SURF Meeting Minute s 3.Proposed Amended and Restated Bylaws for the PRC 4.Ordinance Repealing Ordinance Number 906 (1981 Series ) document3 Attachment 1 Parks and Recreation Commission MINUTE S Council Chamber s 990 Palm Stree t San Luis Obispo, CA 9340 1 Wednesday, January 4, 2012, 5 :30 p .m . CALL TO ORDER : Chair Craig Kincaid called the meeting to order at 5 :30 p.m . ROLL CALL :Commissioners: Gary Havas, Steve Davis, David Hensinger, Jeff Whitener an d Susan Updegrov e SURF Committee Members Present :David Robbins and Michael Parolin i Ron Regier Director Shelly Stanwyck, Rich Ogden, James Bremer, Marti Reynolds and Neil Havlik Public Commen t None . 1.Consideration of Minute s MOTION:(Havas/Whitener)Approve the December 7, 2011 minutes as submitted . Approved : 5 yes : 0 no: 2 absent (Regier, Davis ) [Commissioner Davis arrived after Item 1 .] 2.Volunteer of the Month - Kincai d There was no volunteer of the month for January . 3.Recommendation to Council Regarding Duties of the Shared Use of Recreational Facilitie s (SURF) Committee be Assumed by the Parks and Recreation Commission (Craig Kincaid , Chair - 30 minutes ) Director Stanwyck reviewed the staff report with Commissioners and explained background o n recommendation that SURF duties be assumed by the PRC, as well as reasoning for addin g recommendation that former members of the SURF Committee would be given priority consideratio n for upcoming vacancies on the Parks and Recreation Commission (PRC). Following a recommendation by the PRC, explained the next step will be for the SURF Committee to meet an d ABSENT : STAFF : Attachment 1 Parks and Recreation Commission Minutes — January 4, 201 2 Page 2 of 6 affirm the recommendation . A Council Agenda Report regarding the PRC and JUC/SURF's recommendations will then go to Council in February or March 2012 . The same recommendation wil l likely have to go to the School District for confirmation (staff is researching this). Recreation Supervisor James Bremer discussed potentially reducing school district liaison staffing needs by requesting attendance only when meeting requires their consideration, much like the biannua l PRC meeting attendance by the City's Parks Maintenance Supervisor . Commissioners entered into discussion and inquired about upcoming expiring PRC member terms an d the timeliness of merging the committees soon to fill vacancies . Chair Kincaid requested incorporating the words "notify the School District" into the language of th e amended PRC Bylaws . The Chair then opened the floor to public comment . Michael Parolini, San Luis Obispo .As a current member of the SURF Committee, summarize d thoughts and spoke in favor of keeping institutional knowledge available by encouraging Committe e members apply as vacancies occur in PRC . MOTION:(Havas/Updegrove)Recommend the PRC and the JUC/SURF Committee consolidat e and reorganize into one committee effective March 1, 2012 and that the bylaws of the PRC b e amended to include the JUC/SURF . Also recommend that City Council consider giving forme r JUC/SURF members priority over new applications for appointment to the PRC as vacancies occur . Approved : 6 yes : 0 no : 1 absent (Regier ) 4.Subcommittee Appointment : Susan Updegrove to the Jack House Committe e Chair Kincaid asked for a recommendation to appoint Susan Updegrove as PRC liaison to the Jac k House Committee . MOTION:(Havas/Hensinger)Recommend Susan Updegrove be appointed to the Jack Hous e Subcommittee . Approved : 6 yes : 0 no : 1 absent (Regier ) 5.Natural Resources Report : Reservoir Canyon Conservation and Open Space Plan an d Upcoming Easements and Acquisitions (Neil Havlik, Natural Resources Manager ) Natural Resources Manager Neil Havlik gave a PowerPoint on 2011 accomplishments for the Natura l Resources Protection Program and expectations for 2012 . Commissioners were also given a summar y list. Among the many accomplishments are the completion of the Calle Joaquin Agricultural Reserv e Master Plan, an update to the Irish Hills Natural Reserve Conservation Plan, four grant applications fo r enhancements at Froom Creek, Irish Hills and Prefumo Creek, completion of open space dedication at South Hills, and installation of a new bridge on the Bob Jones Trail . Included in the goals an d 1-2 C4-6 Attachment 1 Parks and Recreation Commission Minutes – January 4, 201 2 Page 3 of 6 expectations for 2012 are the completion of the open space acquisition at Reservoir Canyon and it s conservation plan, Righetti Hill conservation easements, a development agreement with Chevron , completion of a donor agreement with the Central Coast Agriculture Network (CCAN) and th e complete update of the Laguna Lake Management Pla n Havlik entered into discussion with Commissioners and went into further detail on more project s including the Goldtree Tract, Righetti Hill, Reservoir Canyon, and Johnson Ranch . Commissioner s agreed they were impressed by the achievements made in regards to open space in the natura l resources program . 6.Staff Report on Adult and Youth Sports - Ogde n Recreation Supervisor Rich Ogden gave Commissioners a handout to accompany his overview of th e Youth and Adult Sports division programs . Youth programs discussed included high school an d middle school basketball, volleyball, teen coed cross country and track and futsal . Of the adult programs highlighted such as Frisbee, soccer, 3-on-3 basketball and the SLO Triathlon, the mos t changes this year were to the adult softball program . Three different seasons of softball can be enjoye d with approximately 80-90 teams each season meaning roughly 800-1000 participants . A new inexpensive web-based program for scheduling and team communication has been used with grea t success . Due to budget constraints, scorekeepers were discontinued in Fall 2011 along with limitin g issuance of new balls to only one per night per field and using volunteers as umpires . Commissioners went into further discussion with Rich Ogden on softball, soccer, adult Frisbee, th e SLO Triathlon and the potential for adding a Lacrosse program . 7.Monthly Report : Increasing Play at Damon Garcia Sports Fields – Davis and Whitene r Commissioner Davis reported that the fields are doing well and that practice is being encouraged fo r Friday nights. Commissioner Whitener added that the positive feedback from the field condition s survey helped Public Works to realize the condition of the field is not as important to the user as th e availability, thus giving maintenance more direction and relieving some of the pressure fo r perfection while increasing public use . Commissioner Davis added the survey, which is evaluate d every two months by Administrative Analyst Sheridan Bohlken, indicated 70-80% of the users fee l conditions are fine . Director Stanwyck indicated use permits have increased 13%. Chair Kincai d thanked Commissioners Davis and Whitener for their efforts on the matter . 8.Director's Report –Stanwyc k Director Shelly Stanwyck briefed the Commissioners on the following projects : •Banner Permit Applications for the entire year were received this morning at the Parks an d Recreation Office . •Staff met recently on the hazards of the Jack House gazebo . A temporary solution from th e Chief Building Official, Tim Girvin, is to incorporate steel ties (painted white) and includ e permanent replacement with the next CIP request. 1-3 C4-7 Attachment 1 Parks and Recreation Commission Minutes — January 4, 201 2 Page 4 of 6 •Recent evidence of drug on the Jack House grounds, an area open to the public, has cause d the need for increased ranger and police patrol s •Meadow Park play equipment is open after having passed inspectio n •Director Stanwyck confirmed Commissioners desire to hold a PRC meeting at Meadow Par k again in the next month or s o 9. Committee Report s Commissioners provided the following reports : Tree Committee — Hensinger Joint Use Committee — Whitene r Youth Sports Association - Davis Jack House Committee — Kincai d Open Space — Havas Golf — Regie r Bicycle Committee — Hava s Commissioner Hensinger had no report on the Tree Committee . Commissioner Davis reported there was no recent meeting of the Youth Sports Association (YSA). Commissioner Havas had nothing further to add regarding Open Space . Commissioner Havas had no report on the Bicycle Advisory Committee . Commissioner Whitener reported there was no recent meeting of the Shared Use of Recreational Facilities Committee . There was no December meeting of the Jack House Committee however Chair Kincaid reported th e Victorian Christmas tours did very well with over 300 people visiting the house . Commissioner Regier was not on hand to report on the Golf Course however Director Stanwyc k indicated revenue was up 22% and rounds up 19%. With the Achievement House runnin g concessions now, there is no revenue from food sales which makes the increase in revenue eve n more impressive . 10.Communications None . 11.Adjourned The meeting adjourned at 7 :01 p .m. to the February 1, 2012, meeting of the Parks & Recreatio n Commission to be located in the Council Chambers . Approved by the Parks and Recreation Commission on Martha M .S . Reynolds, Supervising Administrative Assistant 1-4 C4-8 Attachment 2 Advisory Committee on Shared Use of Recreational Facilitie s DRAFT MINUTE S City/County Library 995 Palm Stree t Tuesday, January 24, 2012 12 :00 p .m . CALL TO ORDER : Chair Jesse Bilsten called the meeting to order at 12 :00 p .m . ROLL CALL :Committee Members Jesse Bilsten, David Robbins, Michael Parolini an d Jeff Whitene r ABSENT : COUNCIL : STAFF: City of San Luis Obispo : James Bremer, Recreation Supervisor; Rebecc a Cox, Program Specialist ; Arnie Silacci, SLCUSD Building & Grounds Superviso r 1.Public Comment (items not on the agenda ) None . 2.Consideration of Minute s Motion :(Parolini/Bilsten) Approve the November 1, 2011 minutes as submitted Approved- 4 Yes : 0 No: 0 Absent 3.Discussion of the assumption of duties of the Advisory Committee on Shared Use o f Recreational Facilities by the Parks and Recreation Commission . Action : Review and discuss the Parks and Recreation recommendation to council . Create an d forward a Committee recommendation to Council stating the Committee thoughts and options o n the assumption of duties . Committee Member Parolini stated his recommendation to have staff create a report fo r recommendation . Bremer advised Committee on the Parks and Recreation Commission recommendation - "Recommend that the PRC assume the duties of the JUC/SURF Committee and amend th e bylaws and mission of the PRC to include those of the JUC/SURF . Also recommend that the City Council consider giving former JUC/SURF member priority over new applications fo r appointment to the PRC as vacancies occur ." Attachment 2 Committee Members unanimously expressed the difficulty meet quorum . Motion :(Parolini/Robbins) Concur with the recommendation made by the PRC and direct staff to include SURF concurrence the final report to Council . Approved- 4 Yes : 0 No : 0 Absen t 4.Review of the 2012 Work Program . Action : Review the 2011 Work Program and determine the Work Program goals for 2012 . Committee Member Whitener stated his recommendation to transfer program goals to PRC . Staff advised for committee to review program goals and submit to staff to compile . Chair Bilsten tabled topic and directed staff to e-mail past Work Programs to committe e members for review . Committee members will e-mail their ideas to staff and staff will compile a consolidated list for review at the next regular meeting . 5.Staff Reports Recreation Supervisor Bremer updated committee on standing baseball permits issued . Staff requested a list of major accomplishments to be submitted by February 9 th 2012 for the Clerk's office . 6.Additional Item s None . ADJOURNMEN T Meeting adjourned at 12 .36 p .m . to the next meeting on February 28, 2012 at 12 :00 p .m . at the Ludwick Community Center . Attachment 3 City of San Luis Obispo Restated Parks &Recreation Commission Bylaws 201 2 PURPOSE The Parks & Recreation Commission is a body of citizens appointed to advise the City's Parks & Recreation Department and the City Council on the development and operation of recreatio n programs and parks, and on the implementation of the Parks and Recreation Element of the City's General Plan . It also provides recommendations to the City Council and San Luis Obispo Coasta l Unified School District Board of Trustees regarding those facilities which have been mutuall y designated as joint use facilities ; and for the operation of recreational facilities, priority for use o f the facilities, and development of new recreation facilities at Sinsheimer Park . II .MEMBERSHIP A.The Parks and Recreation Commission shall consist of 7 members . B.Members are appointed by the City Council for a term of four years . Members ar e eligible for reappointment for an additional four year term . Members are subject to a term limit of consecutive eight years . III MEETING S A.Regular meetings of the Parks & Recreation Commission shall be held on the first Wednesda y of each month at 5 :30 p .m., except for the month of July when the Commission wil l participate in an annual tour of the City's parks and facilities . B.Meetings will be held in the City Council Chambers, 990 Palm Street . In the event tha t the Parks & Recreation Commission chooses to hold all or any portion of a regula r meeting other than at City Hall, then the place of such meeting shall be posted at least 7 2 hours in advance at the Parks & Recreation Department office, 1341 Nipomo and on th e bulletin board located at the entrance to the City Council Chambers prior to th e established meeting time . IV ELECTION OF OFFICER S A.In April of each year, the Parks & Recreation Commission shall select a Chair and Vice Chai r from among its members to serve a one year term . B.Commissioners shall serve as Chair or Vice Chair at the discretion of the Commission . C.The Chair shall preside at all meetings of the Parks & Recreation Commission . The Vice Chair will act as the Chair in the absence of the Chair or in case of the inability of the Chair to act . D.In the event that the Chair and Vice Chair are unavailable to attend to their duties, th e assembled members shall determine a Temporary Chair . E.No person shall serve as Chair or Vice Chair for more than three consecutive terms . V.CONDUCT OF MEETING S All meetings will be conducted in accordance with City practices, customs, and policies.Robert's Rules of Order, Newly Revised shall be utilized as a guide in the conduct of meetings . VI.QUORU M Four members of the Parks & Recreation Commission shall constitute a quorum for the purpose s of conducting business . Attachment 3 VII . VOTIN G A.Except as otherwise provided in the San Luis Obispo Municipal Code and state law, n o resolution, motion or other action shall be passed or become effective without receiving th e affirmative vote of at least a majority of the members present . B.Failure to receive such an affirmative vote shall result in failure or denial, as appropriate, o f the motion, resolution or other action . C.Except as allowed under the Political Reform Act of 1974, as amended, any membe r abstaining due to a declared conflict of interest shall not participate in the discussion of th e items or otherwise influence or attempt to influence in any manner the decision on the item . D.All members, when present, must vote except when abstaining due to a declared conflict of interest . E.Failure or refusal to vote when present — except for a declared conflict of interest — shall b e counted as an affirmative vote . VIII . PUBLIC RECORD S Records of all public hearings shall be made available to the public in the offices of the Parks & Recreation Department . IX . ATTENDANC E Any member of the Parks & Recreation Commission who fails, for any reason, to attend three (3 ) consecutive regular meetings or a total of six (6) regular meetings within any 12 month perio d shall be automatically considered for replacement by the City Council. The Chairperson of th e Parks & Recreation Commission shall inform the Council of such a situation, explaining an y special circumstances . X.COMMITTEE S A.A member of the Parks & Recreation Commission shall represent the Commission and si t as voting member on the following City advisory bodies : Jack House Committee and Tree Committee . B.Additional committee assignments shall be made as deemed necessary by the Chair. C.Committee assignments will be made in April of each year . XI . AMENDMENT S A.These bylaws may be recommended for amendment by the majority vote of the Commissio n members present at a regular meeting, provided that a quorum is present . Members shall receive the proposed amendments at least seven (7) days prior to the meeting in which th e amendment is proposed . B.Prior to May 1 in each odd numbered year, these bylaws shall be reviewed by th e Commission . Any proposed changes shall be submitted to the City Council for approval . I f no changes are proposed, a report of the review shall be submitted . Attachment 3 IN WITNESS THEREOF,we, the undersigned, being the Chair and Vice Chair of the Parks & Recreation Commission ; do certify that the Bylaws set forth above constitute the bylaws of the said commissio n adopted on , 2012. Date : Attest : Chair, Parks & Recreation Commission Vice Chair, Parks & Recreation Commission ATTACHMENT 4 ORDINANCE NO .****(2012 SERIES ) AN ORDINANCE OF THE CITY OF SAN LUIS OBISPO REPEALING ORDINANC E NUMBER 906 (1981 SERIES) TO CONSOLIDATING THE DUTIES OF THE PARK S AND RECREATION COMMISSION AND THE SHARED USE OF RECREATIO N FACILITIES COMMITTEE INTO ONE ADVISORY BODY REFERRED TO AS TH E PARKS AND RECREATION COMMISSION WHEREAS, the Council of the City of San Luis Obispo in 1981 enacted an ordinance , number 906, memorializing the establishment of a committee to advise the Council on matters o f recreational use of school district properties . WHEREAS,subsequent to the creation of that committee by ordinance the Counci l created another advisory body, the Parks and Recreation, with broader advisory duties to th e Council WHEREAS, the now named Shared Use of Recreational Facilities Committee ha s struggled over the past years with membership numbers and a narrower focus for its purpose . WHEREAS, the San Luis Obispo City Council desires to repeal the ordinance creatin g said shared use committee of recreational facilities so that the duties of that committee may b e consolidated and reorganized into the Parks and Recreation Commission . NOW, THEREFORE, BE IT ORDAINED by the Council of the City of San Lui s Obispo as follows : SECTION 1 . Ordinance Number 906 of the 1981 Series is hereby rescinded . SECTION 2 . Chapter 2 .52 of the San Luis Obispo Municipal Code (Joint Recreationa l Use of School District Property Committee) is hereby repealed . SECTION 3 . The duties of the Joint Recreational Use of School District Propert y Committee, as set forth in Ordinance 906 and Chapter 2 .52 of the Municipal Code, shal l hereafter be assigned to the Parks and Recreation Commission and may be modified by Counci l resolution . INTRODUCED on the day of February 2012 and FINALLY adopted by the Counci l fo the City of San Luis Obispo on the day of March 2012 on the following vote : AYES : NOES : ABESENT : Mayor Jan Howell Marx ATTACHMENT 4 ATTEST : Elaina Cano, City Clerk APPROVED AS TO FORM : /s/J .Christine Dietrick Christine Dietrick, City Attorney Page intentionally lef t blank .