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HomeMy WebLinkAbout07-18-2017 Item 06 - Adoption of Recreation Partnerhip agreement between the City of SLO and CC Soccer Corporation Meeting Date: 7/18/2017 FROM: Shelly Stanwyck, Parks and Recreation Director Prepared By: Melissa C. Mudgett, Parks and Recreation Manager SUBJECT: ADOPTION OF A RECREATION PARTNERSHIP AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND CC SOCCER CORPORATION. RECOMMENDATION As recommended by the Parks and Recreation Commission, adopt a Recreation Partnership Agreement between the City and CC Soccer Corporation (CCS) to provide an Adult Recreational Soccer Program. DISCUSSION Background The City of San Luis Obispo is committed to providing recreational opportunities within its community. For years, the City and CCS have maintained a partnership which has resulted in the use of the Damon Garcia Sports Fields by CCS for the purpose of providing an adult recreational soccer league program. CCS has been successfully providing adult soccer league program and has played a supporting role in recreational programming for adults with the City’s Parks and Recreation Department since 2008. The Parks and Recreation Department and CCS desire to continue to collaboratively offer programming together and avoid duplication of programs and efforts by memorializing their partnership via this proposed agreement. Proposed Recreation Partnership Agreement For several months, both parties have met to renew a recreational partnership agreement memorializing the longstanding relationship two and managing potential liability associated with the use of the City’s facilities by CCS participants. In general, the terms of the proposed agreement reflect the existing partnership between the City and the CCS and allows both parties to continue to provide essential and quality recreational opportunities for the community’s adults. Highlights of the Proposed Agreement The City owns, maintains, and programs activities at the Damon-Garcia Sports Field Complex. This Recreation Partnership Agreement seeks to avoid duplication of an adult recreational soccer program which is currently coordinated by Packet Pg. 51 6 CCS on behalf of the Parks and Recreation Department. Risk management oversight is ensured through the standardization and collection of liability waivers for all program participants. This Recreation Partnership Agreement encompasses four soccer seasons annually and, when applicable (and not in conflict with other City and/or youth programming), gives priority of field use to CCS. CCS is responsible for collecting participant fees and agrees to a program revenue sharing that is consistent with adopted fiscal policies for adult recreational activities. CCS agrees to remit the revenue reimbursement to the City upon conclusion of each soccer season. The main highlights of the proposed Recreation Partnership Agreement are provided below: The term of this agreement shall be for one year from September 1, 2017 to August 31, 2018. Upon the expiration of the agreement, the agreement terms will be reviewed by City and CCS and may be extended for three additional 1-year terms through to August 31, 2021, upon mutual consent of both parties. ENVIRONMENTAL REVIEW The recommended actions for use of an existing field for soccer is not a project under the California Environmental Quality Act. Packet Pg. 52 6 CONCURRENCES The Public Works Parks Maintenance staff maintain the fields at the Damon-Garcia Sports Complex and have provided input supporting the partnership agreement with CCS. Parks Maintenance staff have reviewed the proposed language and concur with the terms set forth in the proposed recreational partnership agreement with CCS and concur that they are maintainable at the City facilities identified. Additionally, the CCS president and vice president have reviewed the future agreement and concurs with the terms as proposed. The Parks and Recreation Commission met on June 7, 2017 and provided input on the proposed Recreation Agreement (Attachment B - PRC Meeting Minutes). The Parks and Recreation Commission unanimously supported the terms of the agreement as presented. FISCAL IMPACT Consistent with Council Adopted Fiscal Policies for Cost Recovery Parks and Recreation user fees are guided by adopted policy, actual costs, and market comparisons. The City’s adopted Budget and Fiscal Policies provide specific policies about cost recovery goals. A higher recovery of 60-100% is suggested for adult recreational programming (Attachment C – Financial Management Manual, Section G Recreation Program Cost Recovery). CCS’s estimated annually reimbursement to the City, as proposed in the Agreement, is reflective of full cost recovery at the adopted policy level and is consistent with projected Parks and Recreation Department revenues for sports programming and facilities. A summary of the annual proposed CCS use and payment to the City is provided in the figure below: ALTERNATIVES 1. Revise the Recreation Partnership Agreement As Proposed. Council could direct staff to revise various terms of the Recreation Partnership Agreement to better reflect Council’s intent. If Council has specific revision they should be given when this item is presented for review. Packet Pg. 53 6 2. Not Approve the Recreation Partnership Agreement. Council could elect to not approve this Recreation Partnership Agreement between the City Parks and Recreation and CCS. Staff does not believe that there is a compelling reason to do so. This agreement represents a long-term community partnership based on historical use and measurable community benefits that are in alignment with City policies. Attachments: a - Proposed Agreement CCS b - Fiscal Policy Financial Mgt Manual Section G Recreation c - PRC Mtg Minutes_06.07.2017_Draft Packet Pg. 54 6 RECREATION PARTNERSHIP AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND CC SOCCER CORPORATION (CCS) THIS RECREATION PARTNERSHIP BETWEEN THE CITY OF SAN LUIS OBISPO AND CC SOCCER CORPORATION, is in support of common adult recreational soccer activities for the benefit of the community is made and entered into in the City of San Luis Obispo on July 18, 2017 by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as CITY, and CC SOCCER CORPORATION, a nonprofit Mutual Benefit Corporation, hereinafter referred to as CCS. WITNESSETH: WHEREAS, the CITY and CCS desire to continue to offer residents of the City of San Luis Obispo high-quality recreational opportunities in a collaborative fashion; and WHEREAS, the CITY and CCS seek to avoid duplication of adult recreational soccer programs; and WHEREAS, the CITY desires to maintain a mutually beneficial relationship between the CITY and CCS as a way to continue to enhance the sense of community for residents; and WHEREAS, the CITY owns, maintains and programs the San Luis Obispo Damon -Garcia Sports Field Complex and the CCS desires to have access to outdoor fields to continue to provide an adult soccer league as a programmed use of the Damon-Garcia Sports Fields Complex; and WHEREAS, the CITY has determined that partnerships with community organizations to provide shared services to the community are of great benefit and CCS has expressed a willingness to continue these shared services, in partnership and in cooperation with and assistance from the CITY; WHEREAS, CCS shall reimburse the CITY a portion of the revenues collected to assist in offsetting costs associated with adult soccer activities on the Damon-Garcia outdoor sport fields; NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be for one (1) year from September 1, 2017 to August 31, 2018. The terms of this Agreement may be extended for three additional one-year terms upon the mutual written agreement of the parties through to August 31, 2021. 2. FINANCIAL MANAGEMENT. The CITY and CCS agree to the following terms and conditions associated with providing recreational programming and the use of CITY facilities for the sole purpose of providing shared adult recreational programming for the benefit of the community. Fees for the use of CITY facilities shall be collected and remitted by CCS to the CITY in accordance with the payment schedules as prescribed below in Section 2.A. Fees for participation are based on the mutually agreed fee recovery that includes standard City of San Luis Obispo facility use fees. Fees included in this Agreement are subject to change with future Agreement modifications and/or as directed by the City Council. A. Program income from participant activity fees for registered Adult Male only, Adult Female Only and Adult Co-Ed leagues shall be divided as follows: 1. Thirty (30) percent of participant activity fees to CITY. 2. Seventy (70) percent of participant activity fees to CCS. B. CCS shall remit payment to the CITY for four (4) adult soccer seasons within 30 days of conclusion of the season on November 30th, January 31st, March 31st and June 30th of each Packet Pg. 55 6 RECREATION PARTNERSHIP AGREEMENT – CITY AND CCS page 2 year. C. Should there be a dramatic change in revenues collected for shared youth programming, both parties agree to renegotiate the payment terms set forth in this Agreement. 3. ADULT RECREATIONAL SOCCER LEAGUE A. This Agreement permits CCS four (4) Adult Soccer seasons held annually as follows: i. Early Fall: September - October (8 weeks) ii. Late Fall: November - December (8 weeks) iii. Winter: January – February (9 weeks) iv. Spring: March – May (8 weeks) v. End of Spring and Summer seasons shall be held at an alternative, non-City venue, due to the annual maintenance closure of Damon-Garcia. CCS will not be permitted field use from May through August annually. B. Play at Damon-Garcia Sports Complex is permitted from September through April annually on the following days: i. Tuesdays: 1. Play: Half fields, Adult Co-Ed league 2. Fields: Two (2) lower level fields (A, B or C) 3. Duration: Two (2) hours, 7:00 PM – 9:00 PM 4. Matches: Eight (8) matches per night (two (2) per half field) 5. The maximum registered CCS Adult Co-Ed players permitted to play at Damon-Garcia Sports complex during a season shall be one-hundred and twenty-eight (128) players. ii. Thursdays: 1. Play: Full fields, Adult Male Only and Adult Female Only leagues 2. Fields: Two (2) lower level fields (A, B or C) 3. Duration: Three (3) hours, 6:00 PM – 9:00 PM 4. Matches: Four (4) matches per night (two (2) per field) 5. The maximum registered CCS Adult Male Only players permitted to play at Damon-Garcia Sports complex during a season shall be ninety (90) players. 6. The maximum registered CCS Adult Female Only players permitted to play at Damon-Garcia Sports complex during a season shall be thirty-two (32) players. 4. ROLES AND RESPONSIBILITIES. The City of San Luis Obispo Parks and Recreation Director may authorize periodic modifications, within the scope of his/her financial and/or operational authority, to the Roles and Responsibilities as he/she may deem necessary or appropriate to the partnership between the CITY and CCS. Any written amendment or modifications to the Roles and Responsibilities shall be upon mutual consent of both parties . 4.1 CCS OBLIGATIONS A. SCOPE OF SERVICES 1. CCS will conduct registration of participants. 2. CCS will be responsible for creating Rosters & Game Schedules. 3. CCS will be responsible for providing Equipment such as, flags, balls and cones. 4. CCS will collect liability waivers from participants and keep them on file for the duration of the agreement. 5. CCS will secure all the necessary Sports Officials and provide training if needed. 6. CCS will provide Uniforms for all the participants. 7. CCS will report any issues with field conditions to the CITY’s Facilities Supervisor to be forwarded to the Parks Maintenance division. 8. Any program purchases beyond the scope of the agreement shall be discussed between both parties prior to purchasing. 9. CCS and City staff mutually agree to perform field condition assessments following each playing season and identify program enhancements. Packet Pg. 56 6 RECREATION PARTNERSHIP AGREEMENT – CITY AND CCS page 3 4.2 CITY OBLIGATIONS A. SCOPE OF SERVICES 1. In recognition of the long-standing partnership and mutual benefit received by providing facilities for adult recreational activities, the CITY has agreed to give priority to and reserve the use of two (2) of the lower level sports fields (A, B or C) at the Damon-Garcia Sports Complex two nights per week. 2. The CITY will promote CCS Adult Soccer opportunities on the CITY’s website. 3. The CITY will provide and maintain soccer goals and nets for CCS use. 4. The CITY shall maintain the sport fields and update the field marking at Damon- Garcia Sports Complex weekly. 5. The CITY reserves the right to modify the permitted field of play during the seasons based on field conditions. 6. The CITY reserves the right to cancel permitted play at Damon-Garcia Sports Complex in the event of inclement weather or maintenance related issues. 7. The CITY shall notify CCS of any field closures with as much advanced notice as possible. 8. Any program purchases beyond the scope of the agreement shall be discussed between both parties prior to purcha sing. 9. CCS and City staff mutually agree to perform field condition assessments following each playing season and identify program enhancements. 5. OTHER CCS PERMITTING A. TOURNAMENTS 1. Tournament submittal may be made up to a year in advance but not less than 90 days before the requested date. 2. Approval of proposed tournament is subject to the approval of CITY Public Works Department Parks Maintenance division and Parks and Recreation. Denial of tournament request may be made for the following reasons: a. The facility is unable to accommodate the proposed activity. b. The applicant has previously failed to comply with the Tournament Application conditions required for the event or with the facility usage or Park policies, producers, and/or regulations. c. The nature of the activity may endanger the participants, facility, equipment, or staff. d. Or based on any substantive reason(s), as deemed by the Parks and Recreation or Public Works Departments 3. A CCS representative must attend a pre-tournament meeting for approved tournaments set up by the CITY prior to the tournament date. 4. Tournaments are subject to standard field use fees. A security deposit of $500.00 and a $70.00 non-refundable permit fee is required for all tournaments and must be paid when submitting the signed application to secure a tournament date at a CITY facility. All paperwork and fees must be paid at least seven working days before the scheduled event 6. PENALTIES A. Under the terms of the Agreement, CCS shall be assessed penalties for use of non-permitted fields or playing beyond the permitted times. Multiple violations (of three or more) will constitute a failure by CSS to play on assigned fields and will necessitate a penalty of $300 per violation. Continued violations of permitted field use may result in termination of the Agreement. 7. INSURANCE AND LIABILITY A. Each party to this Agreement shall make the other party, its officers, agents, employees and volunteers as separately additionally insured through a CG 20 26 or equivalent, blanket endorsement or section of the policy no later than October 1 of each year. Each party agrees to provide a commercial general liability insurance with coverage at least as broad as Packet Pg. 57 6 RECREATION PARTNERSHIP AGREEMENT – CITY AND CCS page 4 Insurance Services Office form CG 00-01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. B. Waivers of Liability for programs listed under the agreement shall be required of all program participants prior to their participation in a shared recreational activity. City Waivers, signed by all CCS participants, shall be collected by CCS and provided to the CITY prior to the start of a season. Participant Liability Waivers shall be maintained by the CITY for a period of three (3) years. C. CCS assumes all risks in the performance of all activities authorized by this Agreement and agrees to defend, indemnify and hold harmless the City of San Luis Obispo, and its officials, officers, employees, agents and contractors (hereinafter, collectively the "Indemnitees") from and against any and all claims, suits, losses, damage or injury to persons or property of whatsoever kind and nature, whether direct or indirect, caused or contributed to by CCS and CCS’ contractors, vendors, materialmen, employees, volunteers, agents, invitees and guests, and/or arising out of CCS' conduct and/or CCS’ performance pursuant to this Agreement, provided however that CCS’ indemnity shall not extend to any claims, liabilities, losses, damages, expenses, accidents or occurrences arising out of, relating to, or in connection with: (i) the negligence of any Indemnity. 8. AGREEMENT AMENDMENT. Any amendment, modification or variation from the terms of this Agreement shall be presented in writing by the City’s Parks and Recreation Director and the CCS President. Should additional fields at Damon-Garcia or other CITY owned recreational facility be made available, the CITY and CCS may review and propose amendments to the terms set forth in this Agreement. Any amendment, modification or variation from the terms of this Agreement shall be presented in writing by the City’s Parks and Recreation Director and CCS President and shall be effective only upon final approval by the City Manager or his/her designee. 10. AGREEMENT TERMINATION. Either party may terminate the Agreement for convenience , provided 30 days written notice is given. The Agreement may be terminated by either party for cause, provided that written notice has been given in the manner specified herein stating the reasons for the intended termination and providing the other party at least 10 days to cure any alleged breach. If the party receiving notice fails or refuses to cure the alleged breach within 10 days, or to make substantial progress toward cure to the satisfaction of the parting demanding cure, this Agreement may be terminated 10 days after receipt of the notice as specified herein. 11. NOTICE. All written notices to the parties hereto shall be sent by USPS Mail, postage prepaid by registered or certified mail addressed as follows: CITY: Parks & Recreation Director City of San Luis Obispo 1341 Nipomo St. San Luis Obispo, CA 93401 CC SOCCER: CC Soccer Corporation CCS President 1574 Fredericks St. San Luis Obispo, CA 93405 12. AUTHORITY TO EXECUTE AGREEMENT. Both CITY and CCS do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. Packet Pg. 58 6 RECREATION PARTNERSHIP AGREEMENT – CITY AND CCS page 5 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 ________________________________ By:________________________________ Carrie Gallagher Mayor Heidi Harmon City Clerk APPROVED AS TO FORM: CC SOCCER CORPORATION By:_________________________________ J. Christine Dietrick Erik Slayter, CCS President City Attorney Packet Pg. 59 6 BUDGET REFERENCE MATERIALS BUDGET AND FISCAL POLICIES Adopted by City Council April 18, 2017 G. Recreation Programs The following cost recovery policies apply to the City's recreation programs: 1. Cost recovery for activities directed to adults should be relatively high. 2. Cost recovery for activities directed to youth and seniors should be relative ly low. In those circumstances where services are similar to those provided in the private sector, cost recovery levels should be higher. Although ability to pay may not be a concern for all youth and senior participants, these are desired program activities, and the cost of determining need may be greater than the cost of providing a uniform service fee structure to all participants. Further, there is a community-wide benefit in encouraging high- levels of participation in youth and senior recreation act ivities regardless of financial status. 3. Cost recovery goals for recreation activities are set as follows: High-Range Cost Recovery Activities - (60% to 100%) a. Adult athletics b. Banner permit applications c. Child care services d. Facility rentals (indoor and outdoor; excludes use of facilities for internal City uses) Mid-Range Cost Recovery Activities - (30% to 60%) e. Triathlon f. Golf g. Summer and Spring Break Camps h. Classes i. Major commercial film permit applications Low-Range Cost Recovery Activities- (0 to 30%) j. Aquatics k. Community gardens l. Junior Ranger camp m. Minor commercial film permit applications n. Skate park o. Parks and Recreation sponsored events (except for Triathlon) p. Youth sports q. Teen services r. Senior/boomer services 4. For cost recovery activities of less than 100%, there should be a differential in rates between residents and non-residents. However, the Director of Parks and Recreation is authorized to reduce or eliminate non-resident fee differentials when it can be demonstrated that: a. The fee is reducing attendance. b. And there are no appreciable expenditure savings from the reduced attendance. Packet Pg. 60 6 BUDGET REFERENCE MATERIALS BUDGET AND FISCAL POLICIES Adopted by City Council April 18, 2017 5. Charges will be assessed for use of rooms, pools, gymnasiums, ball fields, special-use areas, and recreation equipment for activities not sponsored or co-sponsored by the City. Such charges will generally conform to the fee guidelines described above. However, the Director of Parks and Recreation is authorized to charge fees that are closer to full cost recovery for facilities that are heavily used at peak times and include a majority of non-resident users. 6. A vendor charge of at least 10 percent of gross income will be assessed from individuals or organizations using City facilities for moneymaking activities. 7. Director of Parks and Recreation is authorized to offer reduced fees such as introductory rates, family discounts and coupon discounts on a pilot basis (not to exceed 18 months) to promote n ew recreation programs or resurrect existing ones. 8. The Parks and Recreation Department will consider waiving fees only when the City Manager determines in writing that an undue hardship exists. Packet Pg. 61 6 Minutes - DRAFT PARKS AND RECREATION COMMISSION 7 June 2017 Regular Meeting of the Advisory Body Committee Commission CALL TO ORDER A Regular Meeting of the Parks and Recreation Commission was called to order on the 7th day of June 2017 at 5:34 p.m. in the Parks and Recreation Administration Conference Room located at 1341 Nipomo Street, San Luis Obispo, California, by Chair Avakian. ROLL CALL Present: Chair Greg Avakian, Vice Chair Rodney Thurman, and Commissioners Susan Olson, Keri Schwab and Jeff Whitener Absent: Commissioner Single Staff: Parks and Recreation Director Shelly Stanwyck, Recreation Manager Melissa Mudgett PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None CONSENT AGENDA AND CONSIDERATION OF MINUTES ACTION: APPROVE THE REGULAR MEETING MINUTES OF MAY 3, 2017, MOTION BY COMMISSIONER WHITENER, SECOND BY COMMISSIONER THURMAN. 1. Consideration of Minutes CARRIED 5:0:0:1 to approve the amended minutes of the Parks and Recreation Advisory Body for the meeting of 5/3/2017. AYES: AVAKIAN, OLSON, SCHWAB, THURMAN, WHITENER NOES: NONE ABSTAIN: NONE ABSENT: SINGLE PUBLIC HEARINGS AND BUSINESS ITEMS 2. Review and Adopt Proposed Recreation Partnership Agreement Between the City of San Luis Obispo and Central Coast Soccer. Staff Melissa Mudgett presented an overview of the proposed recreational partnership agreement between the Parks and Recreation Sports program and Central Coast Soccer (CC Soccer) to offer adult soccer league programming at Damon Garcia Sports Fields. CC Soccer has been providing adult soccer opportunities, with the support of the City, since 2008. The proposed agreement memorializes the long-standing relationship and provides for improved Packet Pg. 62 6 DRAFT Minutes – Parks and Recreation Commission Meeting of June 7, 2017 Page 2 liability management through standardized trainings and collection of liability waivers. Staff Mudgett also added the proposed agreement is in alignment with adopted cost recovery policies for adult recreational activities. She elaborated that the proposed agreement has the support of CC Soccer, Parks and Recreation and Public Works Parks Maintenance staff, whom maintain the sports fields. Public Comment Tim Townley, Vice President of CC Soccer, explained the adult soccer league program for the Commissioners. Mr. Townley said that the soccer league is non-competitive and changes teams every two months. CC Soccer provides additional assistance to the City, such as turning on-off fields lights, which reduces the impact to City staff. Mr. Townley expressed CC Soccer’s desire to continue to partner with the City. He said he was h opeful that the new kikuyu grass will improve field conditions and allow for more play. He concluded that he appreciated the Commission and Parks and Recreation Department staff and their support in this program. Gary Havas, SLO Resident, said he was supportive of the new kikuyu grass and is was nice to see strong partnerships like this between the City and recreational groups. Commission Comments followed. Commissioner Whitener said he was supportive of the proposed agreement and that CC Soccer has been a good partner for the City. Commissioner Olson was in support of the one-year terms to reassess field conditions annually. Vice Chair Thurman asked about the timeframe of the kikuyu grass renovation. Director Stanwyck responded that is it expected to take the summer growing season. She added that kikuyu grass is at the golf course and its growth responds well to recycled water. Director Stanwyck concluded that the City will know how the grass responds after the first playing season and if play can be expanded. Chair Avakian asked if the 30% ratio of registration fees collected by CC Soccer is adequate. Staff Mudgett responded that the revenue share equates to full (100%) cost recovery for the City, although less teams this first year will mean less revenues received by the City. ACTION: BY RECOMMEND TO THE CITY COUNCIL THAT IS ADOPT A RECREATION PARTNERSHIP AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND CENTRAL COST SOCCER, MOTION BY COMMISSIONER WHITENER, SECOND BY COMMISSIONER SCHWAB. CARRIED 5:0:0:1 to Recommend the City Council adopt a Recreation Partnership Agreement between the City and Central Coast Soccer to provide an Adult Recreational Soccer League program. AYES: AVAKIAN, OLSON, SCHWAB, THURMAN, WHITENER NOES: NONE ABSTAIN: NONE ABSENT: SINGLE Packet Pg. 63 6 DRAFT Minutes – Parks and Recreation Commission Meeting of June 7, 2017 Page 3 3. Receive Preliminary Dog Off-Leash Survey Results and Consider a Recommendation to Council that it Authorize staff to Pursue PetSAfe Bark for Your Park Grant. Staff Mudgett provided a brief background of the Laguna Lake Dog Off-Leash Area. She said that currently the City has an “off-leash” area at the Laguna Lake park but does not have an enclosed “fenced” dog park. The closest fenced dog park is located at El Chorro Regional Park (Highway 1 across from Cuesta College). Staff Mudgett provided an update of current maintenance activities at the “off-leash” area. Staff Mudgett added that a recent community survey was conducted to identify future needs of the “off-leash” area. The survey was intended to solicit feedback from users to help shape current maintenance needs, as well as future improvements to the area should funding become available (such as with grants or community donations). Preliminary survey results identified top priorities to be all-surface material and other amenities, such as a shade structure. Staff Mudgett responded that overall, the users are happy with the “off-leash” area’s maintenance and do not wish to completely enclose it; however, users were in support of adding a fenced-in dog park at another location within the park. Staff Mudgett presented on the benefits of an enclosed dog park and added that a nationwide grant to fund construction of a dog park is being offered through PetSafe, Bark for your Park program. Through the user survey and collaboration with Parks Maintenance staff, potential locations were identified at the Laguna Lake Park for a “fenced” dog park. Parks and Recreation staff requested the Commission’s approval to seek grant funding and pursue a more shovel ready project at Laguna Lake Park and to provide feedback on these potential locations. Staff Mudgett said that, should the City be awarded the dog park grant, there would be significant public outreach efforts and staff would return to the Commission for direction regarding public engagement, preliminary design, estimated project costs and construction progress. Public Comment Bill Hallum, SLO resident and daily “off-leash” area user, as the Commission to consider a broader policy and develop a City plan for dog parks. Mr. Hallum asked the Commission to consider a more robust more discussion about dog park needs before seeking a grant. He commended staff for their responsiveness to users. He expressed apprehension that he would hate to be locked into a dog park “location” as a result of this grant opportunity. Gary Havas, SLO Resident and former Parks and Recreation Commissioner, commented that it had been a long time since an enclosed “fenced” dog park has been sought and he appreciated staff efforts. He would like to see more dog parks within the City and expressed his support for pursing the dog park grant. Commission Comments followed. Commissioners Olson, Thurman and Avakian were concerned if the PetSafe grant “locked” the City into deciding a “fenced” dog park location in advance of more study and design efforts. Director Stanwyck confirmed the dog park grant was restrictive to city-owned land only and did not “lock” the city into a location should that change in the future. Staff Mudgett added that, should the city be awarded the grant, funds would need to be expended within three (3) years of award. Packet Pg. 64 6 DRAFT Minutes – Parks and Recreation Commission Meeting of June 7, 2017 Page 4 Commissioner Olson expressed dissatisfaction with woodchips as an all-surface material for dog parks and it is damaging to dog paws, preferring grass. She asked about the standard “fenced” dog park size. Staff Mudgett responded that a typical dog park is .5 to 1 acre. Commissioner Olson asked if receiving grant funds would preclude the City from applying for future grants. Director Stanwyck did not believe this would have an impact on the City’s competition for other grants. Commissioner Schwab asked if other City Parks were considered. Staff Mudgett responded that five potential city park locations were identified, however preliminary survey results showed Laguna Lake Park as the top selection by survey takers. Director Stanwyck added that having an enclosed “fenced” dog park at this location would be consistent with other uses. Director Stanwyck provided additional information about Council’s support for an update of Parks and Recreation Element and Master Plan as part of the 2017-19 Financial Plan and future dog park planning and long-term visioning would be a part of that future policy document and plan. Vice Chair Thurman asked if it made sense to have both a “fenced” and unfenced dog area together. He was in support of more community analysis and incorporating dog park planning into the Parks and Recreation Element update. Commissioner Whitener as about the total cost of constructing a dog park. Staff Mudgett said that, in collaboration with Parks Maintenance staff, it believed a dog park could be constructed at this location for approximately $40,000 which assumes community donations of some materials, in-kind services, volunteer efforts, and partnerships. Commissioner Whitener was in support of the Laguna Park as a location for a “fenced” dog park. He was not in support of a “fenced” dog park at another City park location if it took away from, or negatively impacted, current uses. Chair Avakian said he is a dog lover and past dog owner who often frequented the Laguna Lake dog “off-leash” area. He supported the concept of a new dog park that had a large/small dog separation. He appreciated knowing that the grant had flexibility in determining the exact location of a “fenced” dog park. Chair Avakian asked if the area adjacent to the restrooms was considered as a potential location. Director Stanwyck responded that area could encroach into sensitive open space area and trails, and therefore was not recommended by staff. ACTION: RECEIVE PRELIMINARY DOG OFF-LEASH SURVEY RESULTS AND RECOMMEND TO COUNCIL THAT IT AUTHORIZE STAFF TO PURSUE PETSAFE® BARK FOR YOUR PARK™ GRANT, MOTION BY COMMISSIONER OLSON, SECOND BY WHITENER. CARRIED 3:2:0:1 to recommend to Council that it authorize staff to pursue a Bark for Your ParkTM grant application submitted to PetSafe®for a total amount not to exceed $25,000 for the design and construction of a new dog park at Laguna Lake Park. AYES: AVAKIAN, OLSON, WHITENER NOES: SCHWAB, THURMAN ABSTAIN: NONE ABSENT: SINGLE COMMITTEE COMMUNICATIONS Packet Pg. 65 6 DRAFT Minutes – Parks and Recreation Commission Meeting of June 7, 2017 Page 5 4. Director’s Report Director Stanwyck provided a brief update of current Parks and Recreation programming and City updates. • Council preliminarily included an update to the Parks and Recreation Element as part of the Preliminary 2017-19 Financial Plan. Next steps will be adoption of budget on June 20th. Following that staff will return to the PRC with to focus on identifying new and creative ways to engage the public (who recreate and who do not) in this process as well as to develop a project plan. Community Development planner, Rebecca Gershow, will be assisting with this effort. • Council provided clarifying direction to staff regarding the continued pursuit of a park in the north of Broad Street neighborhood. • Public Art Olas Portola installation on Friday, June 9th. Dedication planned for early August. • Strategic Plan Summit, sharing five months of subcommittee results on the six Department Goals. There will be a presentation and annual report for the Commission. • Summer Planning frenzy! Summer Camps start on June 19th with 150 kids daily. Recreation Swim starts June 12th. Jr Ranger Camp starts June 12th. Swim lessons provided to over 1,000 patrons. Golf program, “Free for Kids” w/ paying adult - all summer. Blues Games are under way. Friday Night Skate at the SLO Skate Park with music. • Cancellation of August meeting and community whiffle-ball concept on agenda forecast. • Sinshiemer Park Playground construction updates. Construction severely delayed by rain, but hopeful it will be completed before the SLO triathlon in July. • PixOnPeaks 2.0 Campaign launched June 1st and includes seven new “loop” hikes LIAISON REPORTS 5. Subcommittee Liaison Reports • Adult and Senior Programming: Commissioner Single was absent. No Report. • Bicycle Advisory Committee: Commissioner Olson said the BAC had its annual traffic safety report; lowest collisions on record for auto, bike related accidents up 12% (56 collisions). Half of severe injuries are due to speeding and DUIs. The BAC has not yet concluded if it will lead the pedestrian plan. BAC will revisit at next meeting in July. • City Facilities (Damon Garcia, Golf, Pool & Joint Use Facilities): Chair Avakian reported on the new pool ambassador program. Facility staff hosts have new polo shirt uniforms. The Golf Course has had 26,000 rounds played to-date. Golf Course added a Super Twilight rate. • Tree Committee: Vice Chair Thurman said there was no Tree Committee report. • Jack House Committee: Commissioner Whitener said the Jack House meeting was a synopsis on past, present and future of the Jack House. Most of the art is off the walls and awaiting analysis and cataloging and preservation (as most are in various states of deterioration). City staff is working with the groups for future Recreational Partnership agreements, implementation of operational best practices for historic homes managing and training for volunteers. The Jack House is now a Blue Star Museum, which allows military and their families a free tour of the home from Memorial Day to Labor Day. • Youth Sports: Commissioner Schwab said there was no YSA meeting. Commission Communications Packet Pg. 66 6 DRAFT Minutes – Parks and Recreation Commission Meeting of June 7, 2017 Page 6 Vice Chair Thurman corrected the pronunciation of “Sinsheimer” as “Sins-Heimer”. Commissioner Olson shared there is a group called “See Spot Run” that is dedicating efforts towards the City allowing a dedicate spot or trail in open space to hike with dogs off-leash. Director Stanwyck added that the City is starting a new program called “Hikes with Hounds”, which is a monthly Ranger led hike in the open space in June, July and August. ADJOURNMENT The meeting adjourned at 7:11 p.m. to the regular Parks and Recreation Commission scheduled for 05, July 2017 at 5:30 p.m., in the Parks and Recreation Department Conference Room located at 1341 Nipomo Street, San Luis Obispo, California. APPROVED BY THE PARKS AND RECREATION COMMISSION: 07/05/2017 Packet Pg. 67 6 Page intentionally left blank. Packet Pg. 68 6