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HomeMy WebLinkAbout10-03-07 PRC Minutes1-1 Parks and Recreation Commission MINUTES Council Chambers, 990 Palm Street San Luis Obispo, CA Wednesday, October 3, 2007, 7:00 p.m. CALL TO ORDER: Chair Lemieux called the meeting to order at 7:00 p.m. ROLL CALL: Chair Jill Lemieux, Vice Chair Bob Wolf, Commissioners: Rick May, Craig Kincaid, David Hensinger, Don Dollar and Kylie Hatch ABSENT: STAFF: Director Betsy Kiser, Bridget Fraser, Casey Paterson, Todd Beights and Marti Reynolds CONSIDERATION OF MINUTES: The minutes from September 5, 2007 were approved as submitted. 1. Public Comment None. 2. Volunteer of the Month None. 3. French Park Playground Equipment Replacement – Fraser Engineer Bridget Fraser of the Public Works Department presented the Commissioners with a PowerPoint presentation detailing replacement of the French Park Playground equipment. The equipment currently in use is from 1989. Layouts of the new choices within the budget were passed out to the Commissioners. The August 8th public meeting invitations were sent to 400 families of which approximately 10 families attended. There was no clear preference as to style of new equipment. Staff chose the traditional structure and added two more swings; the capacity for use being approximately 50 children. Seating will be oriented to the west to capture sunset views. Commissioners discussed the project with Ms. Fraser who clarified questions on maintenance and informed them that there were not many of this fairly new type of equipment installed yet and therefore not many use reports available. Ms. Fraser also clarified that neither concrete pads for benches nor the benches themselves were part of the budget. Commemorative bench program utilization was then discussed as well as surface types. Todd Beights, Parks Maintenance Supervisor, indicated that strong prevailing wind on the site has replaced sand and raised turf and is therefore concerned wood surfaces might migrate as well. MOTION: (Hatch/Wolf) Approve proposed improvements to the play equipment at the French Park Playground and forward the recommendation as is to the City Council. Approved: 7 Yes: 0 No: 0 Absent Parks and Recreation Commission – Minutes October 3, 2007 Page 2 of 5 1-2 4. Selection of PRC Member for San Luis Obispo Baseball Stadium RFP Review Director Kiser updated the Commissioners on the City Council’s October 2, 2007 review of the 2008 SLO Stadium Uses. Council approved all 6 recommendations and slightly changed No.1. Council took public comment from representatives of the SLO Blues as well as received a letter supporting the proposal and recommendations from the SLO Rattlers. Director Kiser reviewed the criteria established for the Request for Proposals (RFP) for the 2008 SLO Stadium use by semi-pro baseball teams and reviewed the timeline process. The Review committee is to meet next week and develop a rating system for evaluating proposals and responses to criteria. Commissioners pondered the SLO Blues willingness to comply with the rules and asked if there was anything we could create that reviews their conduct. Kiser stated Recommendation No. 2 of the RFP criteria was designed for that purpose. Issues that were not complied with in the past would now be conditions of a new benchmark. Chair Lemieux recommended language be added to No. 2 to the effect that conduct in 2008 may influence the contract in 2009 (until moves to a 3 to 5 year process). Director Kiser added that we will ask the teams to measure their compliance with the terms of any agreement. Commissioner May offered that the enormous challenges of last year had much to do with the makeup of personnel running the program within the SLO Blues. Changes in management made a clear difference the last few weeks of the season. Chair Lemieux feels that if more teams have the opportunity to apply, it will behoove the previous organization to perform to higher standards. Commissioners then discussed their concerns with how the teams propose to resolve conflicts in the future, a mechanism they can abide with that is acceptable, elaborating on what “conflict” is in terms of scheduling, concessions and shared equipment. It was noted that each team commented on financial liability and the Commission discussed that perhaps a statement of ability to perform for the entire season is needed, i.e., obligated time agreement where if team withdraws before the season is over, said team is still responsible for user’s fee. Discussed that as a safety net contract or “cancellation policy”, this may be possible in an agreement but not in the proposal. Also discussed by Commissioners was the possibility of requesting teams to submit a business plan and a budget. Chair Lemieux reminded to consider the role of the City is to manage the facility, not the teams. Director Kiser added that request might be relevant if the goal was obtaining the highest dollar. Short discussion followed on other municipalities with single bonded teams. Regarding question of fence banner space by Commissioner Kincaid, Director Kiser explained that permission was needed from all other stadium users for banners to remain up every night. The SLO Rattlers use an electronic portable sign, therefore banner removal is not an issue between the semi- professional teams. Director Kiser clarified that it is the team’s business as to if there should be an additional mechanism for sharing advertising, as there is for concessions. Regarding the RFP Criteria: Commissioner Hatch suggested 3e) “signage and banner”also note advertising. Chair Lemieux added 3c) “spectator management plan” state security or safety plan. Parks and Recreation Commission – Minutes October 3, 2007 Page 3 of 5 1-3 Chair Wolf then suggested 3c) read “spectator management and security plan.” Director Kiser indicated this was part of 3d) parking last year. All agreed on changing the wording in 3c) to “security and safety plan.” The proposal review committee to meet October 12, 2007, the tight timeline is in consideration of the teams’ desire to move ahead. Director Kiser stated that the proposal review committee member selected should be impartial. Other subcommittee members are Doug Perrin, Director, Parks and Recreation, City of Arroyo Grande; Shelly Stanwyck, Assistant City Administrative Officer, City of San Luis Obispo; Jay Walter, Director, Public Works, City of San Luis Obispo; and Michael Parolini, Joint Use Committee. Commissioner Hensinger volunteered to be the primary Parks and Recreation Commission representative. Commissioner Hatch volunteered to serve as the alternate representative. MOTION: (May/Kincaid) Appoint Commissioner David Hensinger, and Commissioner Kylie Hatch as alternate, to sit on the proposal selection review committee for 2008 Stadium use. Approved 7 Yes: 0 No: 0 Absent 5. Staff Report Parks Maintenance Supervisor Todd Beights introduced himself to the Commissioners and briefed them on statistics of Parks Maintenance. Stated there are 30 parks in the City to maintain, not considering the “mini parks”, 180 acres of parkland, and 65 maintained by private contract. These facilities use 66 million gallons of water a year (as an example, the average household uses 90,000 gallons/year). Parks Maintenance budget is $2 million with two dozen employees. Supervisor Beights listed projects they have completed recently or are working on such as the Santa Rosa turf renovation, Laguna Lake Park entrance sign, Sinsheimer Stadium improvements (prisoners will be repainting as well as repairing the chain link fence), outfield drainage, Santa Rosa chain link fence, Damon Garcia turf enhancement (tractor-mounted sprayer purchased), Damon Garcia recycled water project (2 million gallons/month used in the summer months), and the Laguna Lake pontoon reharvesting boat (no algae blooms this year). Supervisor Beights stated they strive to keep all parks useful, appealing and safe. The Commissioners questioned Supervisor Beights on such topics as restroom replacement at Laguna Lake and dog park concerns, the use of the Rodenator™ at the SLO Stadium, and early replacement of play equipment at Santa Rosa (parts no longer available). 6. Director’s Report Director Kiser briefed the Commission on the following projects: Rani Shah hired as Recreation Supervisor for Children’s Services A new Recreation Coordinator position will be developed in the weeks ahead Annual Volunteer Barbecue a success Commissioners thanked for attendance at Advisory Body Training Parks and Recreation Commission – Minutes October 3, 2007 Page 4 of 5 1-4 California & Pacific Southwest Recreation & Park Training Conference, Long Beach, February 26-29, 2008 - funding for attendance by two Commissioners Recently distributed Neighborhood Services/Cal Poly packets included magnets with Parks and Recreation information Senior Center Community Meeting on the proposed parking lot October 11 at 5:30 p.m. Roller Hockey Rink Stakeholders meeting October 24 from 5:30-8:30pm at the Ludwick Ctr RRM Design Consultant for Skate Park - meeting in near future Jack House fencing agreement signed with Rotary in November MOU signed with Sierra Vista for their interim use of 17 spaces of Santa Rosa lot while their new parking structure is being built. ($75/space/month for 14 months beginning November 1. Revenue goes to the General Fund). Bocci Ball Court construction has started and should be completed in 3-4 weeks Commemorative Bench Program in full swing Eight Golf Carts have been ordered and should arrive in 3-4 weeks Request for Bids for the Irrigation System at the Golf Course have been released $5,800 for Hole #3 approved by Council October 2 The Beeson Piece public art is out – Foothill Bridge will be the next project 7. Committee Reports Commissioners provided the following reports:  Tree Committee – Kincaid  Joint Use Committee – May  Mayors Youth Task Force – no report  Jack House Committee – Wolf  Open Space – Dollar  Golf – Lemieux Commissioner Kincaid reported on the Tree Committee meeting. There is still a vacancy on the committee. Processed tree application to Architectural Review. Director Kiser is reviewing the responsibilities of the Mayor’s Youth Task Force (MYTF). Currently there have been too few and irregular meetings to warrant committee member attendance. The MYTF’s purpose is to release grants. Both Director Kiser and Chair Lemieux asked Commissioners if anyone would be interested in joining or switching. Commissioner Wolf then offered to switch from the Jack House Committee to the Mayor’s Youth Task Force. In the future Commissioner Hatch will attend the Jack House Committee meetings in lieu of Commissioner Wolf. Commissioner Dollar reported on Open Space. Neil Havlik, Natural Resources Biologist, will present Johnson Ranch Open Space to the Committee in December. Local land conservancy received another $350,000 this year for land at Camp SLO (Chumash Peak off Felsman Loop). New conservation easement will be announced in two weeks. Parks and Recreation Commission – Minutes October 3, 2007 Page 5 of 5 1-5 Commissioner May reported on the Joint Use Committee meeting. Committee member Parolini chosen as review committee member for the Request for Proposal. A grant was awarded to Men’s Senior Baseball. Commissioner Lemieux reported on the Jack House Committee meeting stating they are moving forward with new sign purchase. Need volunteers for December holiday decorations on the first Thursday in December. Commissioner Lemieux reported on the Golf Course. Major projects (Hole #3 and golf carts) already mentioned in Director’s report. Will start meeting with Todd the third Tuesday of each month. 8. Communications Commissioner Wolf confirmed 9 holes of Disc Golf is place now at Laguna Lake with no complaints. 9. Adjourned The meeting adjourned at 8:56 p.m. to the Parks & Recreation Commission Meeting on November 7, 2007, in the Council Hearing Room. Approved by the Parks and Recreation Commission on November 7, 2007. /S/ _________________________ Martha M.S. Reynolds Supervisory Administrative Assistant