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HomeMy WebLinkAbout04-06-11 PRC Minutes1-1 Parks and Recreation Commission MINUTES Council Chambers 990 Palm Street San Luis Obispo, CA Wednesday, April 6, 2011, 5:30 p.m. CALL TO ORDER: Vice Chair Gary Havas called the meeting to order at 5:31 p.m. ROLL CALL: Commissioners: Gary Havas, Steve Davis, Ron Regier, David Hensinger, Kylie Hatch and Jeff Whitener ABSENT: Craig Kincaid STAFF: Director Shelly Stanwyck, Marti Reynolds, Todd Beights Public Comment None. 1. Oath of Office – Reynolds As deputized by City Clerk Elaina Cano, Marti Reynolds administered the Oath of Office to returning Commissioner Steve Davis. The Oath of Office will be administered to Chair Kincaid prior to the next Commission meeting. 2. Consideration of Minutes MOTION: (Havas/Whitener) Approve the March 2, 2011 minutes as submitted. Approved: 5 yes: 0 no: 2 absent (Kincaid, Hatch) 3. Volunteer of the Month - Havas It is with great appreciation that the Parks and Recreation Commission recognizes Cal Poly students Kallie Sandberg, Lisa Baird, Amanda Wilson, Heather Dichirico and Kendra Sears as the April Volunteer(s) of the Month. The young and the young-at-heart merged on February 14, 2011 during the 80s and Beyond Celebration at the Ludwick Community Center. Under the supervision of Parks and Recreation staff, these students from Cal Poly’s Recreation, Parks and Tourism Administration Department produced the event to celebrate people in their 80s and of the WWII era. The 80s and Beyond Celebration was the idea of Mr. Bob Dixon of Avila Beach. Mr. Dixon approached Cal Poly to find Parks and Recreation Commission Minutes April 6, 2011 Page 2 of 5 1-2 a group of students to help construct the event in honor of the history and wisdom of people 80 years and above. The students, with guidance from Recreation Supervisor Christine Wallace, received first hand event production experience by creating and mailing invitations, soliciting food and decor donations, seeking and securing entertainment and implementing the event from set up to clean up. The students did an excellent job of hosting a special afternoon of sweet treats and entertainment by the Pacific Horizons Chorus and Hawaiian dancers. The budget for the event was $0 and it was excellent to see how the group was able to find and utilize resources in making the event truly superb. Kallie, Lisa, Amanda, Heather and Kendra are all second year Recreation Administration students. All would like careers in some form of recreation or tourism after graduation. 4. Election of Chair and Vice Chair – Havas Nominations were taken for the positions of Chair and Vice Chair of the Parks and Recreation Commission for 2011. MOTION (Regier/Whitener): Re-elect Craig Kincaid as Chair of the Parks and Recreation Commission. Approved: 5 yes: 0 no: 2 absent (Kincaid, Hatch) MOTION (Regier/Whitener): Re-elect Gary Havas as Vice Chair of the Parks and Recreation Commission. Approved: 4 yes: 0 no: 1 abstained (Havas): 2 absent (Kincaid, Hatch) 5. Appointment to PRC Subcommittee Assignments – Havas Vice Chair Havas asked the Commissioners if they were interested in different subcommittees of the Parks and Recreation Commission than those on which they had been serving. The subcommittees and appointed meeting times were reviewed and appointments will remain as assigned as follows: Tree Committee – David Hensinger Golf Committee – Ron Regier Open Space – Gary Havas Joint Use Committee – Jeff Whitener Jack House Committee – Kylie Hatch Youth Sports Association – Steve Davis The Mayor’s Quarterly Advisory Body Meeting will continue to be attended by Chair Kincaid (Next meeting is April 14 at 11:30 a.m.) Parks and Recreation Commission Minutes April 6, 2011 Page 3 of 5 1-3 6. Annual Bylaw Review – Havas Director Stanwyck reminded Commissioners that when reviewing the bylaws it is not mandatory to make changes if it does not seem necessary. MOTION: (Whitener/Davis) Approve the By-laws as submitted. Approved: 5 yes: 0 no: 2 absent (Kincaid, Hatch) 7. Support for the DeAnza Trail (Railroad Safety Trail) – Havas (Kincaid) Vice Chair Havas gave the background on what was learned about this trail during the Commissioner Workshop in February at Hearst Castle. Commissioners discussed various means of support for parts of the trail corridor that fall within San Luis Obispo, as well as the possibility of assigning specific names to branches of the corridor. The Parks and Recreation Commission offered vocal support for signage of portions of the Railroad Safety Trail as part of the DeAnza Trail (at Damon Garcia for example). Commissioners directed staff to do further research and provide cost estimates for installation and maintenance. Director Stanwyck agreed to provide information on options at a future Commission meeting and offered that grant funding may also be a possibility. 8. Park Tour 2011 – Stanwyck Director Stanwyck explained the premise of the annual Park Tour for the three advisory bodies within the Parks and Recreation Department. The four-hour tour, which is held in lieu of a regular meeting, generally includes a mix of open space, trails, parks and public art sites that are new, renovated or have proposed future projects. Potential June dates for the tour were discussed. Either June 22 or June 23 was tentatively agreed upon; date will be confirmed after consulting with the other two advisory bodies. Commissioners indicated continued preference for an afternoon tour followed by a BBQ dinner at the Laguna Lake Golf Course. Commissioners then reviewed sites selected on previous tours and shared interests in additional areas. These areas include:  Open Space – Froom Creek Trail (new part)  Laguna Lake Play equipment  Laguna Lake Golf Course Concessioner  Mountain Bike Skills Park - top of elevator trail Stenner Creek  Damon Garcia Sports Fields  Allen K. Settle Trail  Throop Park  RR Safety Trail  Johnson Ranch Trail Slide Area  Public Art – Prado  Lighted Tennis Courts at School District Parks and Recreation Commission Minutes April 6, 2011 Page 4 of 5 1-4 Once finalized, the tour program will be developed and information distributed to members of the Parks and Recreation Commission, the Joint Use of Recreational Facilities Committee and the Jack House Committee. The Commissioners added that for future alternate meeting locations they would be interested in the Senior Center and the Aquatics Center. 9. Featured Division Staff Report: Parks Maintenance – Todd Beights, Parks Maintenance Supervisor Parks Maintenance Supervisor Todd Beights gave an overview of Damon Garcia field maintenance and operations to the Commissioners. Currently, through a joint work effort of Parks and Recreation and Public Works, data is being gathered including hours of use, maintenance hours, and weather impacts to determine baseline usage. A summer 2011 objective at the site is to plant Bermuda grass sod in a cut-out section as a test plot for study. Considerations such as number of seasons that would be needed to establish a durable stand of Bermuda grass if done by seeding and condition after the winter season were explained. Beights informed that this experiment was based on Council’s direction for increased play at the site. Commissioners inquired about the commitment to more maintenance if test patch is successful and the future impacts and use of Bermuda grass in a large scale. Beights explained the potential need to kill off and reseed the existing grass. Commissioners inquired about other local fields and communications with those maintenance personnel. Beights added that, with budget and staffing limitations, his staff consists of one full-time dedicated employee and two part-time temporary employees at this facility. Public Comment: Tim Townley, Central Coast Soccer, San Luis Obispo. Stated his opinion of the field conditions and would like to see a way to go back to a rotation system, such as shutting the A Field, which he feels to be in poor condition, rather than have everything shut over three months. Feels it would be less of an income drain to close one field at a time. He added that soccer users aren’t particular about field appearance. Supervisor Beights agreed that, if adopted, a lower standard could increase play, but finding a middle ground is needed. Once the crown of the plant is damaged then time is lost in regaining condition. Added that Cal Poly uses many different varieties with the goal being just to keep it green. The Damon Garcia fields were planted by design in an attempt to use products tolerant to sodium and recycled water. Commissioner Whitener shared that Cuesta College has been successfully over-seeding with rye for 15 years. Parks and Recreation Commission Minutes April 6, 2011 Page 5 of 5 1-5 Commissioners inquired about expected increase in playing time possible. Beights informed data is still being gathered from the reservation program and a future meeting is planned. Director Stanwyck added that the Department’s Administrative Analyst is in the process of looking through all records for permits in the last year and working with Parks Maintenance staff to determine hours per day of maintenance both for regular use or when fields are down due to rain; considering times it is being held and not used. Concrete information will be developed on how much play the fields are actually getting. Factoring in maintenance closure in summer and lost time due to weather, it may prove that other longer term solutions are needed Commissioners entered into discussion about past reports on turf. Commissioner Whitener recommended Cuesta’s method of over seeding with a slit seeder. Supervisor Beights confirmed the City is in possession of a slit seeder and three aerifiers and assured close communication with the Cuesta parks maintenance supervisor regarding techniques. Added this method does not ensure grass would be durable enough to withstand the type of play that occurs with our fields. Beights invited the Commissioners to watch over seeding at a third subtest plot. Director Stanwyck discussed the draft project plan for increasing play at Damon Garcia Sports Fields. She confirmed Commissioners wishes are:  To add multiple test sites for Bermuda sod and overseed  Purse field rotation as a maintenance tool  Adopt a lower standard of turf maintenance that is supported by the users  Hold a meeting with local turf maintenance experts  Have two PRC liaisons for this effort (Davis and Whitener). The subject of Laguna Lake Park was then entered into and Supervisor Beights gave an explanation of a New Times article regarding ground squirrel damage. He explained the rodent problems include killing the roots of the commemorative trees in the memorial grove. Integrated pest management best practices involve use of a non-poisonous and natural gas product called the ‘Rodinator’ which creates a concussion when ignited that destroys burrowing tunnel systems. Parks maintenance has a call list so that nearby schools and police are notified before this technique is used as it can create a loud noise. Wet weather adds a sort of soil-silencer buffer. Currently using GPS technology to enter blast points and thereby document efficacy. 10. Director’s Report – Shelly Stanwyck, Director Director Stanwyck gave the Director’s Report and briefed the Commission on the following projects: -Status of Request for Broad Street Garden Naming – Commissioners were given copy of memorandum given to Mr. Wilson. He is excited at the option to do a memorial bench or tree instead of a naming. Parks and Recreation Commission Minutes April 6, 2011 Page 6 of 5 1-6 -Draft Project Plan for Increased Play at Damon Garcia – Commissioners were given the draft project plan during Supervisor Beights’ presentation. -Department 2011-13 Budget and Reduction Options  Council Agenda Report for Strategic Direction ,Two Policy Issues that Affect Department  Recommends putting Golf as a Special Revenue Fund rather than Enterprise Fund  Asks to study the possibility of department efficiencies with the Recreation Manager position frozen and Natural Resources.  City Manager’s Office will present a budget overview at May meeting -Meadow Park Public Art Over 100 Applicants for Jury meets next week for round 1 (2-day jury). Private donations in memory of Syd Holcomb. -Johnson Ranch Trail. Work day this past Saturday: Lots of pavers laid in slide area; great clearing of the trail. -Allen K Settle trail dedication Friday, April 15 at 3:00 p.m. -Adult Softball – Our new sports specialist has started and has hit the ground running. He is coordinating our 80 softball teams. Many of who were anxiously awaiting dry weather... -Teen Track – Started on Monday. -Spring Break Camps – Registration begins in a week. -Easter Egg Hunt at the Jack House on Saturday, April 23 -Rec Swim at the Pool during spring break. Pool Party on Friday, April 29. 11. Committee Reports Commissioners provided the following reports:  Tree Committee – Hensinger  Joint Use Committee – Whitener  Youth Sports Association - Davis  Jack House Committee – Hatch  Open Space – Havas  Golf – Regier  Bicycle Committee – Havas Commissioner Hensinger reported on the most recent meeting of the Tree Committee March 28: Arbor Day on April 5, art from elementary schools, Matt Ritter to discuss new book at library April 7, April 9 Mitchell Park, April 23 Earth Day at El Chorro Park and April 30 cleanup at Memorial Park planned. Parks and Recreation Commission Minutes April 6, 2011 Page 7 of 5 1-7 Commissioner Davis reported there was no meeting of the Youth Sports Association; however the quarterly meeting is next week. Commissioner Havas shared information from Natural Resources Manager Neil Havlik regarding Open Space including: the Agricultural Area Master Plan was approved by Council March 15; Irish Hills Conservation Plan update – Mountainbrook Church appears ready to agree to trail license; recent storm damage to Froom Ranch trail and South Loop of Johnson Ranch – repairs underway; skills area at Stenner Springs – plan looks good, routes being flagged; Reservoir Canyon PG&E work and possible new Conservation Plan – trail from ridgeline to lower tower; Goldtree Tract – City Council to decide on April 5 whether to enter into negotiations. Commissioner Havas reported on the most recent meeting of the Bicycle Advisory Committee: reviewing transportation plan, more bike boulevards, May is bike month, Buy a Bike program. Commissioner Whitener reported on the most recent meeting of the Joint Use of Recreational Facilities Committee which included discussion of bylaws changes and consideration of name change for marketing effort, downsizing from 7 to 5 members, and changing to evening meeting time as well as folding into PRC to be reviewed during 2012 Clerk’s Office review. Next meeting is April 13 which will include opportunity to discuss playability of stadium with representatives of Blues, Rattlers and Men’s Baseball. Commissioner Hatch was not present to report on the Jack House Committee, but upcoming events were noted to include an Easter Egg Hunt as well as gazebo work. Commissioner Regier reported on the state of Laguna Lake Golf Course stating rounds and revenues are down 25% from last year. The Achievement House concession has opened for business as of April 4 and reactions to it are positive. Cal Poly spring golf underway and First Tee has begun. Greens will be punched and sanded April 13. The second newsletter was issued. 12. Communications None. 13. Adjourned The meeting adjourned at 7:10 p.m. to the May 4, 2011, regular meeting of the Parks & Recreation Commission to be located at the Council Hearing Room. Approved by the Parks and Recreation Commission on May 4, 2011. /Sgd/ ___________________________________________ Martha M.S. Reynolds, Supervising Administrative Assistant