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HomeMy WebLinkAbout05-02-12 PRC Minutes1-1 Parks and Recreation Commission MINUTES Council Hearing Room 990 Palm Street San Luis Obispo, CA 93401 Wednesday, May 2, 2012, 5:30 p.m. CALL TO ORDER: Chair Craig Kincaid called the meeting to order at 5:30 p.m. ROLL CALL: Commissioners: Craig Kincaid, David Hensinger, Ron Regier, Jeff Whitener, Susan Updegrove, Steve Davis and Michael Parolini ABSENT: STAFF: Shelly Stanwyck, Marti Reynolds, James Bremer, Rich Ogden, Robin Perrin, and Brigitte Elke Public Comment None. 1. Consideration of Minutes MOTION: (Davis/Whitener) Approve the April 4, 2012 minutes as amended. Approved: 7 yes: 0 no: 0 absent: 2. Volunteer of the Month - Kincaid It is with great appreciation that the Parks and Recreation Commission recognize the outstanding volunteers for the month of May. Chair Craig Kincaid honored outgoing Shared Use of Recreational Facilities (SURF) Members 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, David Robbins, Russell Miller and Arnie Silacci. The SURF Committee was absorbed by the PRC in April after 45 years of service since its formation in 1967 as the Advisory Review Board on Joint Recreation Use of School District Property. Since then it underwent three other changes in title; in 1981 it became the Advisory Committee on Joint Recreation Use of School District Property, in 2005 the Advisory Committee on Joint Use of Recreation Facilities and finally in 2011 the SURF Committee. Parks and Recreation Commission Minutes – May 2, 2012 Page 2 of 6 1-2 3. Election of Chair and Vice Chair Nominations were taken for the positions of Chair and Vice Chair of the Parks and Recreation 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 Recreation Commission. Approved: 6 yes: 0 no: 1 abstained (Kincaid) 4. Appointment to PRC Subcommittee Assignments – Kincaid Chair Davis 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 were assigned as follows: Tree Committee – David Hensinger Golf Committee – Ron Regier Open Space – Craig Kincaid Bicycle Committee – Ron Regier Joint Use Committee – Dissolved Jack House Committee – Susan Updegrove Youth Sports Association – Michael Parolini Damon Garcia Sports Fields – Jeff Whitener 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 no 5. Presentation: Overview of the City of San Luis Obispo’s Tourism and Community Promotions Program and Discussion of Support Opportunities for the PRC – Elke Principal Administrative Analyst Brigitte Elke presented Commissioners with PowerPoint and information on the Tourism and Community Promotions Program. Parks and Recreation Commission Minutes – May 2, 2012 Page 3 of 6 1-3 Elke has a background in the tourism industry and has been involved in the program since its inception six to seven years ago. The program is supported by the general fund as Community Promotions and 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 Tourism Business Improvement District (TBID). As examples of the programs various involvements, Elke gave Commissioners a handout on the upcoming Vintage Show and SLO Happenings pamphlet and commented on the success of the recent SLO Marathon. Elke went on to discuss internal marketing done by the PCC such as events, activities, beautification and visitor services. She discerned the 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 also 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 projects 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 the 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 and promotional programs as well as grants in aid and streamlining and collaborating marketing efforts with the other groups involved. Commissioners Hensinger and Parolini discussed the airport and signage plans from that entrance point into town. Commissioner Parolini inquired about website promotions and discussed attracting more teams to tournaments and visitors to parks and open space areas. Elke mentioned adding the Activity Guide to the site. Stanwyck reminded Commissioners that the guide has been downsized but with a longer shelf life and is already on the web and fully interactive. Elke discussed plans to include more search engine 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 received 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 explained 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 visit the area. 6. Update: SLO Triathlon 2012 – Adopt a Water Station/Area - Ogden Recreation Supervisor Rich Ogden presented Commissioners with information on volunteering for the Parks and Recreation Commission Minutes – May 2, 2012 Page 4 of 6 1-4 triathlon. Registration began Saturday, April 28. Of the 1,000 spots available, 590 registrations have been received, 80 of which are teams which brings the number up around 700. There were 200 teams 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 the 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 not 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 recruit more volunteers. 7. Proposed Seahawks Contract – Perrin 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 for swim meets. The Seahawks are an important revenue component as they pay approximately $15,000 annually. Given Robin’s upcoming retirement, minor changes were made to the contract to insure past and current practices were documented correctly. Commissioners discussed the possibilities of other uses of the pool and Perrin explained that with the 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 local children with polio. Commissioners further discussed and clarified priorities for city, school and group use as well as the hours of operation. Corrections to the contract were then noted as follows: Commissioner Parolini asked for clarification on Section 2A to add what the programs are for and noted changes to Section 3 (CPI as opposed to 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 of 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 of June 27. Discussion of July and August Meetings – Stanwyck Commissioners discussed morning and afternoon options for the annual Park Tour and agreed to Plan 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 Parks and Recreation Commission Minutes – May 2, 2012 Page 5 of 6 1-5 July 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 – Stanwyck Director Stanwyck presented Commissioners with a map of the path of trail along Froom Creek that connects to the Jeep Trail as the area under consideration for naming. It is requested the trail be named Neil Havlik Way in honor of Natural Resources Manager Neil Havlik. Dr. Havlik, who is retiring in June, has been the Natural Resources Manager for the City since 1994 and during that time established and expanded the natural resources program. Due to Dr. Havlik’s dedication and passion, thousands of acres have been added to the City’s greenbelt. Havlik is particularly fond of this trail and even helped to build a portion of it. Havlik has been a committed leader in environmental concerns and a well-liked and respected colleague and community member. His contributions also included authoring the recent Wildflowers of San Luis Obispo book of which many species are found on the trail site including his favorite, the Mariposa Lily. Stanwyck pointed out that naming this trail in honor of Dr. Havlik is supported by the City’s Naming 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 been significant and that the trail will be popular particularly with the eventual network created by the Filipini Connection. Commissioner Parolini stated for the record that he is opposed to the naming of facilities after municipal employees performing the duties of their positions, however; he feels, because of what 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 along 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 Whitener Commissioner Davis reported there was no meeting regarding Damon Garcia Sports Field since the last PRC meeting. Noted that the fields will be closed from May 15 through the first weekend in August for maintenance. Will be looking to see how fast the grass bounces back. Will perform one more email blast to users but general consensus by public seems to be that the users are happy with more play opportunities and are not so concerned with the quality of the turf. Commissioner Kincaid pondered the need for a Damon Garcia subcommittee and liaison and Director Stanwyck expressed ease in setting up such a committee. Commissioner Whitener is slated as liaison (see committee assignments). Commissioner Parolini noted that information in front should be same as on kiosk and mentioned Parks and Recreation Commission Minutes – May 2, 2012 Page 6 of 6 1-6 witnessing public disgruntlement over summer closure. 11. Director’s Report – Stanwyck Director Shelly Stanwyck briefed the Commissioners on the following subjects: May 10 Meghan Burger promotes from Youth Services Recreation Coordinator to be the new Recreation Supervisor for Community Services. Administrative Analyst position interviews are tomorrow. Six internal candidates for this 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 4000 eggs. Rec Swim at the Pool during spring break went better than last year and great turnout at the Pool Party April 29. Of course the warmest day of Spring Break was Monday when the kids were all back in school. Registration for Summer Swim Lessons begins online on May 19; there are still openings available for group lessons occurring in May. Registration is still available online in the 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 – Updegrove  Youth Sports Association – Davis (to be Parolini)  Open Space – (to be Kincaid)  Golf – Regier  Bicycle Committee – (to be Regier)  Damon-Garcia Sports Field - Whitener  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 date 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 Association (YSA). Intend to vote on structure of Committee at the next meeting; looking at different uses and alternatives prior to budget cycle. There was no Open Space report. There was no attendance at the Bicycle Advisory Committee meeting. Discussed getting information for Commissioner Regier; will communicate with Principal Transportation Planner Peggy Mandeville. Parks and Recreation Commission Minutes – May 2, 2012 Page 7 of 6 1-7 Commissioner Updegrove reported there was no quorum for the most recent regular meeting of the Jack House Committee which prompted a special meeting that was held April 25 to approve funding for gazebo improvement and repair. Commissioner Regier reported on the Golf Course stating rounds and revenue were down in April by 4 and 5 percent as compared to the previous year. Noted the 11th 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 and sanding were done April 18. The Achievement House had a fundraiser tournament on April 28; 55 golfers participated. Funds will offset costs to replace a bridge at their headquarters. Cal Poly Golf 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. Communications Commissioner Regier reported on a luncheon for Economic Development attended last Thursday and discussion revolving around helping the City create identity to attract head of household jobs to the community (as visitors first). There was interest in one theme centering around the active and healthy lifestyle as used by Parks and Recreation. Director Stanwyck will discuss further as opportunity for 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 park map in the lobby of Parks and Recreation (which has already been requested of the GIS Department). 14. Adjourned The meeting adjourned at 7:41 p.m. to the June 27, 2012, Special Meeting of the Parks & Recreation Commission to be located at the Ludwick Community Center. Approved by the Parks and Recreation Commission on August 15, 2012. /Sgd/ ________________________________________________ Martha M.S. Reynolds, Supervising Administrative Assistant