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HomeMy WebLinkAbout11-05-14 PRC MinutesParks and Recreation Commission }JJ Meeting Minutes Council Chambers 990 Palm Street San Luis Obispo, CA 93401 Wednesday, November 5, 2014, 5:30 p.m. CALL TO ORDER: Chair Davis called the meeting to order at 5:30 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: Susan Updegrove COUNCIL: John Ashbaugh STAFF: Shelly Stanwyck, Melissa Mudgett, Todd Bunte, Matthew Nolan, Jeff Hendricks, Bob Hill Public Comment Milt Carrigan, resident of SLO, said he is impressed with architectural design of the Meadow Park. While some bench maintenance has occurred at Meadow Park, he has noticed rotting on the bridge and is requesting maintenance on this area. Director Stanwyck responded that 2015 -17 Financial Plan includes a Parks Maintenance Capital Improvement budget request for Meadow Park bridge and exercise equipment repairs. General Items 1. CONSIDERATION OF MINUTES of Regular Meeting of October 1, 2014 Commissioner Kincaid was in attendance. MOTION. (Kincaid/Whitener) Approve the Minutes of October 1, 2014 as amended. Approved: 6 yes: 0 no: 1 absent 2. LAGUNA LAKE GOLF COURSE OPERATIONAL REVIEW (STANWYCK) Director Stanwyck presented to the Commission the Golf Course operational review update with the consideration or recommending to City Council the issuance of RFP for Golf Course Operations and/or Maintenance. Director Stanwyck thanked current golf staff for their continued efforts and successful operations of the golf course. She reminded the Commission that the impetus of the review was in preparation of staff retirement and to make recommendations of best practices and for continued success consistent with the Major City Goal for fiscal sustainability. Director Stanwyck reviewed the four phases of operational review and operational models and indicated that this is currently in the information gathering stage. Various public outreach meetings have been held on this topic and feedback has been incorporated into the draft RFP and proposal requirements. Director Stanwyck noted that the "theme" of the public feedback received thus far was to remain as status quo and support the golf course as a recreational facility. Public Comment Ruth Starr, a long -time volunteer of the golf course, expressed dissatisfaction for an operational model review when it is simply a staff recruitment. She stated that a contract vendor would try and run the course like a business which is not a viable option. She indicated support of a $1 fee increase to help maintain the golf course. She reminded the Commission about other golf course users such as First Tee, seniors, Cal Poly, students and general public. Ms. Starr would like to see a pickle ball court added at the golf course. Jordan Bridges, owner and operator of Central Coast Golf Academy, said he has heard concerns about running the Laguna Lake Golf Course "like a business ". He asked the Commission to support the RFP as a way to gather information, to get ideas, learn options, and have the ability to make informed decisions about course improvements and operating a fiscally sustainable course. He asked for the consideration of the "ideas" that might make the golf course more sustainable. Ken Smokoska, a member of PGA and works at Central Coast Golf Academy, attended several public meetings and hoped to have had addressed concerns. He said the golf course cost recovery ratio was over 60% but could be improved. He indicated that Morro Bay course also has a contract concessionaire and has many volunteers at the course. He stated that Dairy Creek golf course is maintained by the County. He supports the RFP. Commission Comments Commissioner Parolini said that objecting to the RFP would be premature at this point. He reminded the Commission that the City Council has provided directive for an operational review. He would be unable to support an operational decision until all information is gathered. He continued that a Review Committee for RFP would consist of golf group members, a Commissioner and City staff and the RFP process could generate great ideas for golf course operations. Commissioner Regier said he attended a golf public meeting and was able to hear community concerns first hand. He asked about cost and timing of an RFP. Director Stanwyck responded that the process would take a significant amount of staff time to write reports, vendor communications, presentations, responding to proposal requests, site visits, analysis of proposal materials and formulating final analysis and recommendation to Council which would require a reprioritization of staff duties. Commissioner Regier expressed that he was skeptical that a contractor could provide the same level of service as the city provides in- house. He stated the Commission has an obligation to support information gathering. Commissioner Kincaid asked if the City Parks and Recreation Department would propose as a vendor. Director Stanwyck responded no, that the RFP was not drafted as a "managed competition" proposal. Currently sufficient financial data exists for internal operations which could be easily compared against outside proposals. She added that new initiatives at the golf course could come forward at any time and that fees are evaluated bi- annually. Vice Chair Whitener asked how often an operational review would be completed. Director Stanwyck responded that since this is the most comprehensive review, and probably not for several years. Commissioner Baker asked about the RFP timeline. Director Stanwyck referred to the agenda packed calendar and said an aggressive timeline was needed for the evaluation and to make X1 Y U� IS 0 recommendations within the existing budget timeframes (approximately an 8 -10 week process, February 2015 at the earliest). Chair Davis asked if the City would subsidize a contract vendor. Director Stanwyck responded she didn't think so; but that the City has many community partnership agreements to provide enhanced programming at our facilities. MOTION. (Parolini /Whitener) Recommend to the City Council issuance of the Golf Course Operations Request for Proposals. Approved: 6 yes: 0 no: 1 absent 3. GENERAL ADVISORY BODY GOALS FOR THE 2015 -17 FINANCIAL PLAN (DAVIS) Director Stanwyck presented the 2015 -17 Advisory Body Goal setting process which was bifurcated into three major categories (Agenda items 3, 4 and 5) due to potential Commission conflicts. Agenda Item 3 has two major subjects; proactively addressing the community's current and future recreation needs and supporting ongoing maintenance of parks and recreational facilities and open space through adequate staffing and funding for the same. Commissioner Comments Vice Chair Whitener asked staff for input on open space, staff Bob Hill, Natural Resources Manager, responded that the Open Space Acquisition has been included in a 2015 -17 Capital Improvement budget request but that "open space enhancements" goal could be expanded to include to support land acquisitions. Staff Jeff Hendricks, Parks Maintenance Supervisor, reminded to the Commission that parks maintenance needs go hand in hand with increased park uses. Vice Chair Whitener supports goals as drafted. Commissioners Kincaid and Regier support the goal as drafted and would prefer less goals so as to not dilute support from Council. General Advisory Bodv Goals for the 2015 -17 Financial Plan A. Proactively address the community's current and future recreational needs. Accomplish this by providing the sufficient resources to the Parks and Recreation Department to: 1. Complete a Parks and Recreation Needs Assessment. 2. Complete the evaluation and update the Parks and Recreation Element. 3. Complete a Parks and Recreation Master Plan for current and future parks and recreation and open space needs which could include new facilities, parks and open space land acquisitions, trails, and amenities, as well as the maintenance of the same B. Support the ongoing maintenance of parks and recreation facilities and open space through adequate staffing and funding for the same. MOTION: (Whitener / Regier) Approve General Advisory Body Goals for the 2015 -17 Financial Plan as amended. Approved: 6 yes: 0 no: 1 absent P is 4. 4. ADVISORY BODY GOAL REGARDING LAGUNA LAKE CONSERVATION MASTER PLAN IMPLEMENTATION FOR THE 2015 -17 FINANCIAL PLAN (DAVIS) Commissioner Kincaid recused himself due to potential conflict. Public Comment Commissioners were distributed an email from Mr. John Smigelski in support of Laguna Lake Natural Reserve Conservation Plan. Brett Cross, resident of SLO in support of the Laguna Lake area, said that the lake used to be a tremendous recreational asset up through 1980's. He urged the Commission to look at the community as we building for future planning as the lake is a unique asset. He asked the Commission to support the conservation plan and action. Don Green, resident of SLO, supports the goal as drafted. He would like to see the Commission monitor the project's implantation progress with a sub advisory group. Jim Foley, resident of SLO, said that overall the master plan process moves like molasses in winter time. He would like to see the city focus on the dredging portion of the lake as the price differential between wet and dry is substantial. He would like to include an option for dredging the lake when dry and ensure that plans related to lake support dredging and takes advantage of the drought conditions. He asked the Commission to support beginning the permit process for lake dredging. Craig Kincaid, resident of SLO, expressed that staff Bob Hill had done a phenomenal job putting together a comprehensive master plan. He encouraged the Commission to make this one of the Advisory Body's goals. Roberta Hesser, SLO resident, said she has been supporting a lake plan for past 25 years. She would like to see goats to help manage weed growth at lake. Staff Bob Hill responded that the City has a contract with a goat vendor and the goats are used for weed abatement and the winterization of creeks through a grant with the County called Zone 9. He added that the Salt Cedar is an invasive species and the California Conservation Corp has been contracted to help remove this materials in addition to City Ranger staff that are hand - pulling the Salt Cedars. He reiterated that the primary concern of the salt cedar is spread of seed and advanced geological changes that occur as a result. The Laguna Lake Natural Conservation Master Plan includes a variety of implementation phases for years 1 -3 (which include dredging and catch basins); years 4 -6 and 7 -10. Staff Hill said that a Capital Improvement Budget request has been submitted for Laguna Lake Sediment and Management Project which includes permitting, construction, construction management and engineering specifications. He stated that this project's permitting process is expected to be the most substantive bottle -neck to get through with various permits required such as Department of Fish & Game, Regional Water Quality Control Board, Army Corp of Engineers, NOAA Fisheries, US Fish and Wildlife Service and possibly Tribal Consultation for the unearthing of potential for artifacts. Staff Hill added that permitting will likely take 12 -18 months. Staff Hill agreed with resident Jim Foley that excavation is considerable cheaper when dry soils. He further explained that since future climate conditions are unknown, the permitting requests will 4 G1T Y p�, p s' 15 �$ identify both wet (mechanical) and dry dredging methods. Mechanical dredging is best when the lake if full, is more expensive, but environmentally preferred. Specific Goal Regarding Laguna Lake Conservation Plan Implement the Laguna Lake Natural Reserve Conservation Plan and use the Parks and Recreation Commission as an Advisory Body monitoring progress on the same. MOTION. (Regier /Parolini) Approve Advisory Body Goal for the Laguna Lake Conservation Master Plan implementation for the 2015 -17 Financial Plan as amended. Approved: 5 yes: 1 no: 1 absent: 1 recused (Kincaid) 5. CONSIDER ADVISORY BODY GOAL REGARDING SINSHEIMER PARK TENNIS COURT LIGHTS FOR THE 2015 -17 FINANCIAL PLAN (WHITENER) Chair Davis recused himself due to potential conflict. Director Stanwyck clarified that there is currently no electricity available to the tennis courts at this time making lighting a significant project. A Capital Improvement budget request has been submitted to include lighting the Sinshiemer Park tennis courts in the 2015 -17 Financial Plan Public Comment Commissioners were distributed emails from Mr. Vicente Del Rio, Mr. Christopher Gilbert, Ms. Veronika Pesinova and Mrs. Peggy Koteen in support of the lighted tennis courts at Sinsheimer Park. Peggy Koteen, SLO resident and tennis player, said that winter is a challenging time of year to play tennis for people who work as it get darks so early. He indicated that there are lights for all other athletic programs which allow for night play, except for tennis. She asked that lit courts be made available to the public and urged the Commission to recommend lighting the Sinsheimer tennis courts to the Council. Chris Gilbert, lives in Arroyo Grande but works in SLO, wanted to show continued support for lit tennis courts. He added that the only lit tennis courts are private or at Cal Poly, which are not available to the public for use. Eddy Rodrigues, a tennis player a Morro Bay resident and works for MindBody in SLO, said it makes sense for the City to provide lit tennis courts. He asked the Commission to press forward on this issues. He indicated that the tennis group would be present for the Community Forum. Scott Cleere, SLO resident, read to the Commission an article about public tennis courts in Napa, CA. He urged the Commission to think about importance of improved tennis facilities for our community. He asked the Commission if they had seen the tennis lights in Arroyo Grande. He added that tennis courts are a dwindling resource and he is excited to see the momentum about this topic. Vicente Del Rio, lives and works in SLO. He said he has provided input to the Council in support of lit tennis courts. Per best practices, he indicated that the City is short at least 10 public tennis courts for the size of our population and that tennis is the only sport that has no lights for evening play. He added that it is cheaper to light existing courts and extend playability versus the building of new ya7 U 516. courts. Mr. Del Rio said he has started an on -line opinion survey and to -date received 103 responses in support of tennis court lights. Tim Hooks, resident of SLO and supports tennis court lighting. Commission Comment Commissioner Parolini recommended amending the motion to read " "light the existing tennis courts at Sinsheimer Park for use by the general public ". Vice Chair Whitener and Commissioner Kincaid concurred. Specific Goal Regarding Sinsheimer Park Tennis Courts Provide lighting at the existing tennis courts at Sinsheimer Park for use by the general public. MOTION. • (Parolini/Whitener) Approve Advisory Body Goal for the Lighting of Sinsheimer Park Tennis Courts for the 2015 -17 Financial Plan as amended. Approved: 6 yes: 0 no: 1 absent: 1 recused (Davis) 6. STAKEHOLDER MASTER CALENDAR (DAVIS) Chair Davis proposed a Commission Calendar for 2015 which identified various topics, stakeholders and/or constituent groups as a focus for future Commission Meetings. The Commission discussed the moving of Parks Tour to October to be in alignment with the Financial Planning process. The new Launch in January 2015. Commission Kincaid asked about holding meetings where the user groups are locate such as Senior Center, Jack House, Youth Services, etc. and recommended the sharing of the tentative calendar with user groups. Commissioner Baker and Vice Chair Whitener both support the proposed calendar with the acknowledgment that the calendar can adjusted as needed. Director Stanwyck said staff will reach out to user groups and encourage attendance. Director Stanwyck stated that staff Bob Hill will present to the Commission on a quarterly basis and will coordinate the information exchange with respect to Laguna Lake Natural Conservation Plan. Chair Davis encouraged the Commissioners to sign up on the Friends of the Laguna Lake mailing list as a way to stay up -to -date on Laguna Lake issues. MOTION. (Kincaid/Whitener) Adopted the 2015 Stakeholder Master Calendar as proposed and incorporate into the 2015 Commission meeting schedule. Approved: 6 yes: 0 no: 1 absent 7. CANCELLATION OF DECEMBER 2014 COMMISSION MEETING (DAVIS) Director Stanwyck indicated that there is a pending Commission item for the proposed Community Garden Donation but was not time sensitive. She added that Advisory Body Goals will be submitted to the Finance Department in November and then a comprehensive list will be distributed to all Advisory Bodies. Review of Advisory Body Goals can be shared via email to the Commission. Commissioner Baker supports the cancellation of the December meeting. 11 Commissioner Parolini asked for clarification regarding Advisory Body goals and how much time is required to publically schedule a meeting. Director Stanwyck responded that a 72 -hour notice is required for a public meeting. MOTION. (Kincaid/Whitener) Approve the cancellation of the December 3, 2014 Parks and Recreation Commission Meeting. Approved: 6 yes: 0 no: 1 absent 8. DIRECTOR'S REPORT Director Stanwyck announced the hiring of the new Administrative Analyst, Lindsey Stevenson. She joins the Parks and Recreation Department with experience in Community Development, Human Resources and grant writing. And all -day staff budget retreat is scheduled next week. Director Stanwyck shared with the Commission that she is representing the City as part of the Cal Poly Master Planning group for recreational and athletic programs. There will be a Cal Poly Master Plan Community Meeting at the City /County Library on November 15th. Director Stanwyck will provide the Commision with periodic updates. Director Stanwyck providing a review of upcoming events: • Teacher Work Day — Camp Vroom — Nov 10`h • Jack House Docent Appreciation Dinner — Nov 12th ■ Trailwerks Day - Nov 15th • Reindeer Run & Pancake Breakfast — December 6 1 ■ Skate Park Construction — in progress and AMAZING! 9. SUBCOMMITTEE LIAISON REPORTS Tree Committee: Commissioner Baker shared that there was a tree removal request on Higuera Street in front of the Cal Poly University store. Natural Resources: Commissioner Kincaid asked staff Bob Hill about tree removals on LOVR and Johnson Ranch replanting was a ratio of 10:1. Trailwerks on Stenner Creek to decommission the bike path due to unsafe conditions. He shared that staff Bob Hill is looking into a consultant to assist with Laguna Lake permitting process and may cost approximately $25,000. Jack House: Commissioner Updegrove was absent. No report. School District: Commissioner Parolini said there was nothing to report form the School District maintenance department at this time. Damon - Garcia: Commissioner Parolini, Vice Chair Whitener and Director Stanwyck met with Utilities Department about recycled water use at Damon Garcia. Approvals and permitting from the California Department of Public Health and California State Drinking Water Board would be required to reinstate valve for conversion of potable water at this site. Public Works staff have identified that water PH levels can be adjusted to help with field growth. Director Stanwyck added that the managed parking at the SESLOC bank lot has been instituted and has been going well. Golf: Vice Chair Whitener said that golf rounds are up this month. He added that the First Tee and Fall classes are well attended. He shared information about the proposed Community Garden workshop and that adjustments had been made as a result of public feedback, such as relocation of the compost pile. Vice Chair Whitener shared that there will be a Veteran Special on November 11th 7 M for 50% off greens fees. There are future capital improvement projects for equipment storage, sand bins and a wash station. Bicycle Committee: Commissioner Regier absent. No report. Youth Sports: Chair Davis said that the MOU with School District has been drafted. Nothing else to report at this time. 10. COMMUNICATIONS Victoria Carranza, SLO resident and proponent of the proposed Community Garden project at the Laguna Lake Golf course, shared that she was seeking the Community Garden Donation acceptance by the City. An email was provided to Council highlighting her appreciation for City staff in this work effort. There have been multiple public outreach meetings which have led to great feedback and some site improvements. She noted that the Laguna Middle School, Achievement House and Adventure Club are interested in having garden plots here. Ms. Carranza stated that they have raised $10,000 in grant funding in support of this project. They are working on defining ongoing maintenance costs for the City. She reminded the Commission that the Garden Donation item will be returning to the Commission for review in January 7, 2015. Adjourned at 7:47pm to the January 7, 2015 Regular Meeting in Council Chambers, 990 Palm Street, San Luis Obispo. Approved by the Parks and Recreation Commission as amended on January 7, 2014. Melissa C. udgett, Parks and Recreatio Depart m nt Manager