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HomeMy WebLinkAbout10-01-14 PRC MinutesParks and Recreation Commission Meeting Minutes Council Chambers 990 Palm Street San Luis Obispo, CA 93401 Wednesday, October 1, 2014, 5:30 p.m. CALL TO ORDER: Chair Davis called the meeting to order at 5:32 p.m. ROLL CALL: Chair Steve Davis, Vice Chair Jeff Whitener and Commissioners Ryan Baker, Craig Kincaid, Michael Parolini, Ron Regier and Susan Updegrove ABSENT: Commissioner Baker, Commissioner Regier COUNCIL: None STAFF: Shelly Stanwyck, Melissa Mudgett, Dave Setterlund, Todd Bunte, Matt Nowlen Public Comment No public comment 1. Consideration of Minutes Commissioner Updegrove recommended grammatical corrections on pages 1 -2 and 1 -6. MOTION: (Updegrove /Parolini) Approve the Minutes of September 3, 2014 as amended Approved: 5 yes: 0 no: 2 absent 2. Memoranda for Commission Review ( Stanwyck) Director Stanwyck provided the Commission an update on two projects via written reports; Meadow Park Lighting Replacement Capital Improvement Project and the proposed Community Garden donation at Laguna Lake Golf Course. a. Meadow Park Lighting Replacement i. Commissioner Parolini indicated his concern with maintenance issues of the "standard" specification and "apron" design of the lighting. ii. Staff Mudgett confirmed that the project does not include an upgrade to LED lighting at this time. The project will replace the eight (8) pathway lights and five (5) lighting standards (poles) for the volleyball, basketball and horseshoe activity areas, Addenda will be added for two additional "standard" pathway lighting for the parking lot should there be available funding. b. Proposed Community Garden donation at Laguna Lake Golf Course i. Staff provided the Commission with the status of public outreach efforts and water research provided by staff. Commissioner Updegrove asked about grant eligibility period. Donor (Victoria Carranza, One Cool Earth) responded that the grant period had been extended. An additional public outreach workshop is scheduled for October 23`d. Donor continues to work with City Utilities and Water District for permitting options. 3. Update for Laguna Lake Golf Course Operational Review ( Stanwyck) Director Stanwyck provided a summary of workshops to date and the operational review process. In response to the workshop feedback, the draft Request for Proposal (RFP) has been updated to acknowledge the First Tee Agreement, vendor equipment purchase requirement, formal maintenance plan and added coordination with current staff if a contract is to be considered. Director Stanwyck highlighted that the property Title report indicated only 2.29 acres of the golf course were restricted to active recreational uses. The City has met with the employee union regarding the review process. Overall there is a high community satisfaction with the golf course operations. A summary of questions and comments from public has been provided to the Commission. There will be another Golf Stakeholders Community Workshop on Tuesday, October 14`x'. Staff will continue to analyze data for Council consideration and plan to update the Commission in November. Commission Comment Commissioner Updegrove asked how the survey will get to the user groups. Director Stanwyck responded that the survey will be available on -line as well as paper copies at golf course. Commissioner Kincaid thanked Todd Bunte, Golf Course Supervisor, for his great work at the golf course over the years. Commissioner Parolini said he attended a workshop and reiterated the high overall community satisfaction of the golf course. He supported the need to analyze all the options when gathering information and daylight opportunities for efficiencies or creative ideas for course management. He encouraged the Commissioners to attend workshop on the 14`x' to hear public comment. No changes to the draft RFP were recommended by the Commission at this time. All documents related to the operational review are linked and available via the City website. Public Input Carolyn Smith expressed she felt the golf course has been unfairly targeted for lease or sale over the past decade. She recalled when a previous private owner held the course in poor condition and felt that contracting out services would provide the same results with reductions in the level of maintenance. Ms. Smith does not recommend outsourcing golf course operations. Sylvia Drucker spoke to the Commission about the First Tee program for youth learning life skills, etiquette and manners through the teaching of golf. She urged the City to charge all users, such as individual tennis court users, as additional ways to generate revenues. Ms. Drucker expressed that City parks are a valuable asset to this community. She urged the Commission to listen to the public speaking. " P4 4. Review and Approve San Luis Obispo Senior Center Community Partnership Agreement (Setterlund) Presentation by Dave Setterlund on the proposed Senior Center Partnership Agreement. Discussions began in August 2013 as staff and Senior Center Board attempted to minimize the impacts with transitions in staff and volunteers. Staff recognized that this has been a great opportunity to formalize and recognize roles, maintain institutional knowledge, minimize risk through use of waivers and indemnity language. The draft Partnership Agreement is result of a lot of hard work. Staff and Senior Center representatives are hoping to take it to Council with Commission recommendation to adopt. Melissa Mudgett, Recreation Manager, highlighted the roles of the Senior Board and what they have provided to the community through their volunteer efforts. MOTION. (Parolini /Updegrove). Motion to recommend to Council to approve SLO Senior Center Partnership Agreement. Approved: 5 yes: 0 no: 2 absent 5. Discuss Advisory Body Goals 2015 -17 (Davis) Director Stanwyck provided an overview of the City's Goal setting process. This is an opportunity for the Commission to hear from public, discuss and recommend to Council the Commissions' Advisory Body Goals. In November, all Advisory Body Goals are due and there will be opportunities to review all Goals for commonality. Director Stanwyck reminded the Commission that the Community Forum in January 2015 will be for public input about City goals. Director Stanwyck reviewed the 2012 Parks and Recreation Commission Adopted Goals. Public Comment Scott Cleere asked for clarification of the 2012 Adopted Goals. He was glad to continue discussion with the Commission about the need for lit tennis court facilities. He recommended the Commission consider lit tennis courts as an Advisory Body Goal. Colin Jones, San Luis Obispo resident and active tennis player, recommended the Commission consider adding lit tennis courts at Sinshiemer Park or SLO High School as an Advisory Body Goal. He added that he will be in attendance at Community Forum. Chris Gilbert, a professor at Cuesta College and part of the men's doubles tennis group Wednesday nights, was in support of lit tennis courts at Sinshiemer Park. He noted that the City has a total of eight tennis courts which are not lit. He noted that other lit courts, such as Cal Poly, Cuesta College and Country Club, are not available to community members for recreational use. He indicated that other City facilities have lighting for soccer, basketball, volleyball, softball, and horseshoes but not for tennis. He acknowledged the community concern with light pollution which he indicated is not a concern with modern lighting fixtures and automatic shut -off times. Tim Hooks, SLO resident for 20 years and tennis advocate, noted that every tennis court in Santa Maria is lit. He mentioned tennis programs in Reno, Salinas and Oxnard that have a "membership fee" of the tennis courts. He indicated he wouldn't mind paying a membership for lit courts. GyT Y (]� Cie Vicente Del Rio, SLO resident 14 years, expressed gratitude for a wonderful, well- managed City. He recommended the Commission place lit tennis courts as an Advisory Body Goals. He supports paying for the court lights (such as coin operated). Mr. Del Rio said his tennis advocacy group is working on development of an internet survey to get better data on the lighting needs. He was interested in working with the Parks & Recreation Department on this matter. He will be attending the Community Forum in January. Don Green spoke to the recently adopted Laguna Lake Conservation Plan. He asked the Commission about mechanisms in place to monitor the progress of the plan, where information will be reported and creation of an advisory board (such as with Damon Garcia Sports Complex). Rob Davidson spoke in regards to the Laguna Lake Conservation Plan and the current state of disrepair of the park itself. He expressed the need for a vision about active recreational uses of the park to make it more usable. He asked the Commission to place the Laguna Lake and park on the Advisory Body Goals. Mr. Davidson also supported lit tennis courts at the Laguna Lake Park. Commission Comments Vice Chair Whitener asked if tennis users have increased. Public member, Scott Cleere responded that an informal observation would indicate tennis courts are filled often with wait times. The majority of morning users are ages 40 -60 years with after school use being a steady flow of students. This year, 50 tried out for SLO High School girls' tennis. Director Stanwyck indicated the challenge with tennis courts is that they are having peak uses during the day; between the hours of 8:OOa.m. through noon and after school. Per the School District Joint Use Agreement, the San Luis Obispo High School has the priority rights to practice at Sinsheimer during season. This year, Mission College Prep is currently leasing and paying for four tennis courts from 4:OOp.m. until 6:OOp.m. There has been a significant loss of public tennis courts in the City (12) since the 1980's. Commissioner Kincaid asked about funding for lights and a "key system" with membership fee (similar to Arroyo Grande) to allow access to lights and limit vandalism. Commissioner Parolini was not in support of building new facilities without a lighting component. He recommended a Commissioner trip to observe the lighting situation in Arroyo Grande, Commissioner Parolini supported the Laguna Lake Park recreational uses as an Advisory Body Goals and support of the conservation plan elements as presented by the Natural Resources Department. Director Stanwyck updated the Commission on the implementation phases of the Conservation Plan; Years 1 -3; 4 tasks identified — install new signage, accessible paths, sediment basins, begin a dredging project should Council appropriate funding. Rob Davison, SLO resident, said he would like to see a start in dredging and permitting work. Chair Davis and Vice Chair Whitener recommend creation of an Advisory group and help to align goals for implementation of the Laguna Lake Park Open Space Conservation Plan (years 1 -3). The Commission recommended Mr. Hill attend the next meeting while Goals are being developed. Commissioner Parolini would like to see a focus on forming community partnership to increase sports programming; such as a joint use agreement with Cal Poly for use of the tennis courts. He would like Advisory Body Goals to include safety improvements for diamond sports and adult recreational activities. Commissioner Kincaid recommends lit tennis courts and the support of the Laguna Lake Park conservation implementation as Advisory Body Goals. Chair Davis encouraged the tennis group to attend Community Forum and Council Goal- Setting process. He expressed that sports fields should be treated as turf maintenance and not as parks and should be part of the adopted goal for "Neighborhood Wellness" as it is essential to have a safe place to recreate. Commissions' Goals should be in alignment with the LUCE in identifying future park facilities and needs for growth. Commissioner Updegrove said she would like to see maintenance budgeted in order to sustain facilities. She encouraged the continued interface with Public Works staff. She further supports senior recreational activities as an Advisory Body Goal. Director Stanwyck said she would use the Commission feedback to identify top priorities and bring back at next months' meeting. 6. Discuss Commission Retreat and Follow -up Materials ( Stanwyck) Director Stanwyck provided a summary from the Commissions' Retreat meeting and overview of identified top priorities. A summary of retreat topics is as follows; 1. Needs Assessment • Funding request for 2015 -17 • Identification of community user needs • Consultant to assist with community surveys and statistically valid survey. 2. Update of Parks and Recreation Element o Separation of policy and tasks 3. Facility Infrastructure in alignment with LUCE Chair Davis said he would identify various potential stake holders and meeting topics for each monthly meeting. Vice Chair Whitener said he would prefer the Commissions' Goals match the Element and supports the needs assessment to identify future tasks. 7. Director's Report ( Stanwyck) Director Stanwyck provided a brief update to the Commission. The SLO Swim Center parking lot reconstruction is completed and ready for use. The SESLOC Parking lot is ready for opening on October 17`x' with additional staffing and resources. There has been a bear sighting on Bishop's Peak. Educational opportunities are in progress by both Ranger and Police staff to educate users of ordinance prohibiting nighttime use. Our Department is currently recruiting for an Administrative Analyst. 8. Subcommittee Liaison Reports Tree Committee: Commissioner Baker was absent. No report. Natural Resources: Commissioner Kincaid will forward to the Commission an email from Natural Resources Manager, Bob Hill, regarding invasive plant species of Salt Cedar. Jack House: Commissioner Updegrove said the Jack House is currently reviewing its 2015 -17 goals. There was a Chamber Mixer event which brought over 100 people to tour the house. School District: Commissioner Parolini said the dogs and unauthorized use of school property remains an issue. Damon - Garcia: Commissioner Parolini said there will be a meeting with the Utilities Department on October 23rd to discuss potable and recycled water uses. Golf: Director Stanwyck said that Todd was flooding and sanding greens with potable water this week, the First Tee program has started and is well attended. Golf rounds are holding steady. Bicycle Committee: Commissioner Regier was absent. No report. Youth Sports: Chair Davis reported that they met with the School District Business Manager, Ryan Pinkerton, about extending the YSA contract. 9. Communications Director Stanwyck summarized the topics for the next meeting to include a discussion of Advisory Body Goals, continued discussion of the Laguna Lake Course Operational Review, review of Retreat follow -up and feedback and will solicit attendance of Natural Resources and Public Works staff at the next meeting. Adjourned at 7:54pm to the November 5, 2014 Regular Meeting in Council Chambers, 990 Palm Street, San Luis Obispo. Approved by the Parks and Recreation Commission on November 5, 2014. Melissa Mudgett, Parks and Re realioii partmem Manager