HomeMy WebLinkAbout12-01-2015 Item 08 - Amend Joint Use Agreement between City of SLO and San Luis Coastal Unified School District
Meeting Date: 12/1/2015
FROM: Shelly Stanwyck, Parks and Recreation Director
Prepared By: Lindsey Stephenson, Administrative Analyst
SUBJECT: AMEND THE JOINT USE AGREEMENT BETWEEN THE CITY OF SAN
LUIS OBISPO AND SAN LUIS OBISPO COASTAL UNIFIED SCHOOL
DISTRICT (SLCUSD)
RECOMMENDATION
As recommended by the Parks and Recreation Commission, approve Amendment Number One
to the Joint Use Agreement between the City and the SLCUSD and authorize the Mayor to
execute the same.
DISCUSSION
Background
On June 17, 2013, Council approved the current Joint Use Agreement with SLCUSD
(Attachment A). This agreement reflects a mutually beneficial partnership between the City and
SLCUSD allowing each to provide recreational opportunities to local youth. The City’s Parks
and Recreation Commission reviews and advises the Council on the joint use of recreational
facilities in the City. The Joint Use Agreement defines the authority and purpose of the use of
various City and SLCUSD facilities. The current agreement expires in mid-2018 and prior to
that, City and District staff will meet to discuss the terms of a continued Joint Use Agreement.
In the interim, two operational changes have occurred, at each agency respectively, which have
precipitated this request for an amendment.
Why is an amendment to the Joint Use Agreement needed?
There have been operational changes at each organization. First, years ago during an economic
downturn, the City’s Parks and Recreation Department took over the operation of all youth
sports at Laguna Middle School. Rather than eliminate youth sports at this school, SLCUSD
contracted (under the Joint Use Agreement) with Parks and Recreation to provide these
activities. The Recreation Supervisor for Youth and Adult Sports managed this effort and
coordinated volunteer and paid coaches. At this time, SLCUSD wishes to restart its operation
and management of youth sports at Laguna Middle School so that it may better coordinate its
students’ participation in them through High School.
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Second, with the adoption of the Major City Goal to protect and maintain City Open Space, the
Ranger Service program in Parks and Recreation has focused its patrol on open space and creeks.
Previously, Rangers provided patrol of City Parks and school district fiel ds. Given this change,
the routine patrol of SLCUSD facility fields and credit for the same no longer make sense and
SLCUSD has indicated that it can use existing staff as a means of securing its facilities.
Proposed Amendment
Amendment Number One (Attachment B) provides the specific sections which are proposed to
be deleted from the Joint Use Agreement (Section VI, 6.6 and Section X). As noted in the
Amendment the City’s Parks and Recreation Department will continue to provide SLO Teens, an
afterschool enrichment program, at Laguna Middle School. As a result of the deleted sections
SLUCSD will now program youth sports at Laguna Middle School and Ranger Service will no
longer patrol district facilities.
CONCURRENCES
The Parks and Recreation Commission met on November 4, 2015, and discussed the proposed
changes to the Joint Use Agreement (Minutes are Attachment C). The Commissioners have
unanimously recommended that Council adopt the proposed amendment.
FISCAL IMPACT
Under the terms of the existing Joint Use agreement the City pays SLCUSCD an annual fee of
$110,000. The fee has been offset by two credits: $15,000 for Middle School Sports and
approximately $5,000 per year for Ranger patrol. Proposed Amendment One reflects the net
cost that the City has been paying to the District as the new annual fee of $90,000. Existing
contract services budgets exist in Parks and Recreation programs Youth Services and Adult and
Youth Sports to pay this fee. The two programs under the Joint Use Agreement must pay for the
use of SLCUSD facilities and those fees average approximately $90,000 per year. Lastly, the
additional time that the Recreation Supervisor for Adult and Youth Sports has as a result of no
longer programming middle school sports has been redirected to the management of
programming at Laguna Lake Golf Course under its new operational model (approved by
Council upon the adoption of the 2015-17 Financial Plan).
ALTERNATIVES
Do Not Approve the proposed Amendments. Staff recommends approval of the proposed
amendments as they reflect operational changes by two agencies and have been recommended by
the Parks and Recreation Commission whose purview is to review the joint use of City facilities.
Attachments:
a - 2013-2018 SLUSCD Joint Use Agreement_signed 3-3
b - Amendment Number One
c - 11-04-2015 PRC Draft Minutes
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AMENDMENT NUMBER ONE
To the Joint Use Agreement Between the City of San Luis Obispo
and the San Luis Coastal Unified School District
This Amendment Number One herein referred to as Amendment is made this _____day of October, 2015,
between the City of San Luis Obispo (City) and San Luis Obispo Coastal Unified School District
(District). This Amendment deletes specific sections of the Joint Use Agreement between the City and
District pertaining to the joint use of facilities which are mutually agreed to be deleted as follows:
Section VI, Program Agreements, 6.6 is deleted with the exception of SLO Teens.
Section VI, Program Agreements. 6.6. Parks and Recreation operates several after-school
programs at Laguna Middle School at no charge or very low cost recovery to the participant for
the benefit of District students and the school’s athletic program. The District agrees to waive the
facility use fees for these programs. The District will credit the City $15,000 plus CPI for each
year to cover a portion of the costs associated with managing this program which includes staff
management and oversight, coaching, and equipment:
•SLO Teens A daily after-school enrichment program
•Intramural Basketball (fall)•Boys Volleyball (spring)
•Cross Country Track (fall)•Golf (spring)
•Girls Volleyball (fall)•Track and Field (spring)
The new Section VI, 6.6 shall read :
6.6 Parks and Recreation will operate an after school at Laguna Middle School at no charge or
low cost recovery for the benefit of District students SLO Teens, a daily after school enrichment
program. The District agrees to waive the facility use fees for this program.
Section X Park Ranger Service are deleted in part.
Section X. Park Ranger Service
City offers to District park ranger patrol services for school athletic fields within the San
Luis Obispo City limits at a cost of $25.75 per hour to be adjusted annually in the manner
described in section 9.1 of this Agreement, and $.565 cents per mile, to be adjusted
quarterly. The level of service required by the District will be negotiated on an annual
basis. City estimates cost at $400 ($320 staff, $80 mileage) per week when fields are
closed and $200 ($160 staff, $40 mileage) per week when fields are available for use.
Section IV. Annual Use Fee from City is Amended and restated to reflect the prior credits and
shall now read at section 9.1:
9.1. District agrees to charge City and annual fee of $90,000 in 201516 for all City use of
District facilities in that year. Thereafter, the fee will be reviewed on an annual basis to
determine level of usage. Should level of usage vary significantly (+/- 10%) from prior
year, the annual fee will be renegotiated accordingly. District will invoice City at the
beginning of each year; the City will make quarterly payments from that invoice.
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All other terms and conditions of the Joint Use Agreement between the City and District shall remain in
full force and effect and are mutually agreed to continue as originally executed.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written.
ATTEST: CITY OF SAN LUIS OBISPO
A Municipal Corporation
________________________________ By: _____________________________________
Acting City Clerk, Jon Ansolabehere Mayor, Jan Marx
APPROVED AS TO FORM: SAN LUIS COASTAL
UNIFIED SCHOOL DISTRICT
________________________________ By: _____________________________________
City Attorney, Christine Dietrick Assistant Superintendent, Business Services,
Ryan Pinkerton
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City of San Luis Obispo, Title, Subtitle
1
Council Chambers
990 Palm Street
San Luis Obispo, CA 93401
Wednesday, November 4, 2015, 5:30 p.m.
CALL TO ORDER: Chair Whitener called the meeting to order at 5:32 p.m.
ROLL CALL: Chair Jeff Whitener, Vice Chair Ron Regier and Commissioners Ryan Baker,
Susan Olson, Michael Parolini, Douglas Single and Susan Updegrove
ABSENT: None
COUNCIL: None
STAFF: Shelly Stanwyck, Melissa Mudgett, Bob Hill, Lindsey Stephenson, Devin
Hyfield, Marcus Carloni, John Rickenbach (Contract Planner), Pam Ricci
(Consultant)
Public Comment
None
1. CONSENT AGENDA
A. CONSIDERATION OF MINUTES (Committee)
Motion: (Regier/Updegrove) Approve Meeting Minutes of September 2, 2015 as amended.
Approved: 7 yes: 0 no: 0 absent
B. CONSIDERATION OF MINUTES (Committee)
Motion: (Regier/Updegrove) Approve Meeting Minutes of October 7, 2015 as amended.
Approved: 7 yes: 0 no: 0 absent
C. CONSIDERATION OF AMENDMENT TO JOINT USE AGREEMENT WITH
SCHOOL DISTRICT (Shelly)
Motion: (Regier/Updegrove) Recommend to Council approval of the amendment to the Joint
Use Agreement with the School District.
Approved: 7 yes: 0 no: 0 absent
D. CONSIDERATION OF AMENDMENT TO THE ACHIEVEMENT HOUSE
CONCESSIONAIRE AGREEMENT (Mudgett)
Motion: (Regier/Updegrove) Recommend to Council approval to extend the term of the
agreement with the Achievement House at a reduced rate for concessionaire services at the
Laguna Lake Golf Course.
Approved: 7 yes: 0 no: 0 absent
Meeting Minutes
Parks and Recreation Commission 8.c
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City of San Luis Obispo, Title, Subtitle
2
E. CONSIDERATION OF USE AGREEMENT FOR SLO STADIUM WITH SLO
BLUES BASEBALL (Hyfield)
Commissioner Parolini recused himself from discussions regarding Consent item E.
Commissioner Updegrove asked about contract language referencing “respectful”. Director
Stanwyck responded that this most likely was carryover language from the original agreement
which referenced shared uses and collaboration between the “Rattler” and “Blues” Baseball
teams.
Motion: (Regier /Olson) Recommend to Council approval of the Agreement for use of the SLO
Stadium with the Blues Baseball.
Approved: 7 yes: 0 no: 0 absent
2. QUARTERLY REPORT LAGUNA LAKE (Hill)
Bob Hill, Natural Resources Manager, shared that with the adoption of 2015-17 Financial Plan
was the authorization to begin implementation of Laguna Lake Natural Reserve Preservation
Plan. The first years of the Preservation Plan focus on Laguna Lake Management dredging and
sediment management projects, design engineering and provision for the extension of ADA trail.
A Request for Proposal (RFP) was issued for the Dredging and Management Plan and the City
received 4 sealed bids from qualified firms. Staff Hill expressed that one firm stood out in their
“teamed- approach” to the project and knowledge about the project’s financial component.
Currently, City staff is in contract negotiations with MNS Engineers. The City Manager will be
reviewing staff’s recommendations and determine authorization and award of contract by year
end.
3. REVIEW OF PARK PROPOSAL AND PARK CREDIT REQUEST FOR WEST CREEK
PROJECT (Carloni)
Marcus Carloni, Associate Planner, presented to the Commission an overview of the Orcutt Area
Specific Plan (OASP) West Creek Project. This project was first presented to the Commission
on March 4, 21015 for conceptual review. Staff Carloni added that tonight’s presentation is a
second conceptual review. In summary, the project includes 105 multi-family dwelling units, 67
single family units and 2.2 acres of parkland. The developer applicant is seeking 3.66 acres of
parks and open space credits. City staff recommends no further credits for acquisition and credit
fees at this time.
Pam Ricci, Planner with RRM Design group and representative of the applicant, provided a
detailed review of the West Creek project and how the project is consistent with the OASP
requirements and the proposed park elements meet specified conditions for parkland. The West
Creek project provides for additional facility amenities for adjacent and connecting development
sites; such as Righetti Ranch and the Wingate Project. In addition, there is an increased in
mixed-dwelling units from the first conceptual review resulting in increased parkland fees than
originally projected. As a result, the applicant seeks the Commissions’ consideration of
alternative no. 1 and recommendation for City’s acceptance of the proposed public parklands and
open space dedications and improvements present by the West Creek project, and that the
proposed dedications and improvements receive a partial or full “credit” for the OASP Public
Facilities Finance Plan fees.
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City of San Luis Obispo, Title, Subtitle
3
RRM Design Group staff presented to the Commissioners a more detailed overview of the West
Creek project. Chris Dufour, RRM Landscape Architect, provided an overview of the proposed
project’s landscaping, park amenities and linear park elements (maintained by HOAs) which
includes bocce ball, horseshoe pits, a concrete ping-pong table, decorative chess tables and
rubberized safety surfaces. Mr. Aaron Abbott, of Robbins Reed, Inc., provided and overview of
project financial costs as outlined below;
Summary of West Creek Project Parkland fees;
$1.2m original projected fees
$1.6m fiscal increase
$1.87m with new multi-unit dwelling fee structure
The new fee structure represents a nearly $400,000 increase in fees from originally projected.
As a result, the applicant is seeking the Commission’s support of partial Parkland credit of 50%
to make West Creek Project financially feasible.
Commissioner Comments:
Chair Whitener, asked of the proposed park amenities would be possible if the applicant does not
receive “credits”. The applicant responded that the project will need to be revised to accommodate
the project costs and that some of the proposed amenities may need to be eliminated. Chair
Whitener asked for clarification on which type of fees can be waived by the Commission. Director
Stanwyck responded that the Park Development Fees (the costs for construction of the park) can be
waived. Staff Carloni cited Section 2.9 of the Specific Plan which indicates a waiver of parkland fee
in lieu of providing park amenities on site. Chair Whitener asked if the OASP is consistent with the
adopted Parks and Recreation Element. Director Stanwyck said that the OASP was adopted after the
Parks and Recreation Element. Chair Whitener said he is concerned that the proposed park and open
space does not meet the needs of Regional Park and therefore he does not support the waiver of
parkland fees as proposed.
Director Stanwyck added that additional and ongoing maintenance costs are not factored into the
projected fees costs. Staff Carloni confirmed that parkland credits would result in less fees being
added to the Parkland Fund; which could be used to support a larger regional park and amenities in
the future.
Commissioner Parolini said he viewed linear parks as smaller parks serving specific neighborhoods
only. He supports the approval of parkland fee credits.
Commissioner Updegrove acknowledged the challenging topography of the project site. She asked
if the dry creek bed was accessible and said she viewed the creek land (even if not developed) as
valuable park space.
Mr. Abbott cited Section 2.3.4 OASP Policy and added that this development meets parkland criteria
set forth in the Orcutt Area Specific Plan by addressing unmet community-wide parkland needs with
the added park/trail connectivity, serving adjacent neighborhoods, the location and types of
amenities proposed, and that these amenities can be provided without a reduction in developments’
dwelling units.
Vice Chair Regier expressed concerned about additional maintenance responsibility should the City
assume ownership of the developed park. He would not support the park deeded over to the City
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City of San Luis Obispo, Title, Subtitle
4
Motion: (Baker /Regier) Recommend City Council’s acceptance of the West Creek project as
proposed design is consistent with the OASP and General Plan criteria and policy guidance for
the design of parks and open space.
Approved: 5 yes: 2 no: 0 absent
Motion: (Regier/Baker) Support partial project “credit” relief of Parkland Development fees in
return for assurance that the park features are developed and continue discussions with the
applicant to explore creative solutions concerning ongoing park and proposed park amenity
maintenance.
Approved: 7 yes: 0 no: 0 absent
4. REVIEW UPDATED AVILA RANCH PLAN CONCEPTS (Rickebach)
John Rickenbach, Contract Planner, provided a second conceptual project overview for the Avila
Ranch project. This project includes 150 acres, 700 dwelling units and 16 acres of park. The project
also includes 9.8 acres of neighborhood park, 6.2 acres of mini pocket parks and 1.5 acres of
community needs facilities. Staff Rickenbach reminded the Commission of original feedback
provided to the applicant which included consideration of residential accessibility, bike connectivity,
address lacking recreation facilities (such as community garden, pickleball, off -leash, tot lots, sports
fields and shade trees), co-mingle parking uses as a part of the project design. Staff Rickenbach
added that the applicant will return the Commission following the draft EIR and public input
process. The applicant is seeking the Commission’s guidance regarding the proposed modifications
to the conceptual design.
Commission Comments:
Commissioner Updegrove indicated the new park location is further away from higher density areas
and asked how the applicant will address accessibility. Mr. Steve Peck, applicant, responded that a
new pedestrian bridge has been added to support pedestrian/bicycle connectivity and a straightening
of the bike path was made to improve connectivity with a direct route. The applicant is working with
the County of San Luis Obispo for additional bike bridges. In addition, a community garden has
been incorporated into the conceptual design.
Vice Chair Regier asked about the consideration of using this area for organized recreational sports.
The applicant responded that the proposed design is that of a neighborhood park which will be
supported through Community Services District (CSD) fees.
Commissioner Parolini said he would like to see regulation-sized sports fields considered in future
development designs.
The Parks and Recreation Commission thanked the applicant for incorporating the Commission’s
and the Bicycle Advisory Committee’s feedback into the overall project design. The Parks and
Recreation Commission concurred with the design changes as proposed by the applicant in the
second conceptual review.
5. DIRECTOR’S REPORT (Stanwyck)
Director Stanwyck presented the draft Open Space Maintenance Plan to the Commission. She added
that the draft plan will be presented at the Commissions’ next meeting on December 2, 2015.
Director Stanwyck informed the Commission that there will be three public input sessions designed
to seek public feedback about the plan. The plan will be provided for Council consideration on
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City of San Luis Obispo, Title, Subtitle
5
December 17th. Director Stanwyck indicated that through this process the City has learned that we
are forerunners in the development of an Open Space Maintenance Plan as many municipalities in
the Unites States to not have one. Staff will be seeking Commission feedback about the draft plan on
December 2nd.
6. SUBCOMMITTEE LIAISON REPORTS (all)
Adult and Senior Programming: Commissioner Baker reported that adult sports are going
well. Softball will be ending November 18. Adult Softball will begin Spring season in
March 2016. There is no report for the Senior Center. Golf Course revenue is up.
Bicycle Advisory: Vice Chair Regier said that the BAC reviewed the Avila Ranch Plan.
There is a new program for “adopt a bike trail”. The Committee discussed a bike bridge at
Los Osos Valley Road (LOVR), bike parking for events and the recently approved Railroad
Safety Trail (RRST) extension.
City Facilities (Damon Garcia, Golf, Pool & Joint Use Facilities): Commissioner Parolini
said the pool is still under construction.
Jack House Committee: Commissioner Updegrove said she missed the last meeting but
reported that the “Haunted Stories of Old San Luis” reported 140 people touring the house.
Tree Committee: Commissioner Olson reported that the Fall Arbor Day Celebration will be
held on November 7th 10:00am at Fire Station #1 (2160 Santa Barbara Street). There will be
a “lunch and learn” meeting to learn more about the City’s tree removal process on Nov 19,
2016 from 12:00pm-1:00pm.
Youth Sports: Commissioner Single said he was unable to attend the YSA meeting. Chair
Whitener attended the meeting and reported that the YSA field goals have been installed at
Laguna Middle School. The YSA contract with the School District remains on a year-to-year
contract basis and he reported that the YSA pays $25,000 to the School District for annual
field use.
7. COMMUNICATIONS
None
Adjourned at 8:03pm to the Regular Meeting on December 2, 2015 at the Council Chambers,
990 Palm Street, at 5:30pm.
Approved by the Parks and Recreation Commission on __________________.
________________________________________________
Melissa C. Mudgett, Recreation Manager
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