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HomeMy WebLinkAbout05-02-2018 PRC Agenda PacketCity of San Luis Obispo, Agenda, Parks and Recreation Commission Regular Meeting on Wednesday, May 2, 2018 @ 5:30 p.m. Parks and Recreation Conference Room, 1341 Nipomo Street CALL TO ORDER: Chair Avakian ROLL CALL: Commissioners Applegate, Olson, Schwab, Spector, Stewart and Thurman Public Comment Period. At this time, you may address the Commission on items that are not on the agenda but are of interest to the public and within the subject matter jurisdiction of the Parks and Recreation Commission. The Commission may not discuss or take action on issues that are not on the agenda other than to briefly respond to statements made or questions raised, or to ask staff to follow up on such issues. PRC Meeting Agenda 1. Consideration of Minutes of Special Meeting of April 11, 2018 2. Annual Appointments Chair and Vice Chair of Parks and Recreation Commission and Representatives to Jack House and Tree Committees and Liaison Roles (20 minutes - Avakian). 3. Consideration and Approval of Dodgeball as Year -Long Use (Setterlund- 20 minutes). 4. Presentation: Monthly Update Parks and Recreation Element and Master Plan Project (Scott - 20 minutes) 5. Review and Approve 2018 Box Art Project Designs and Locations (Stephenson – 20 minutes) 6. Presentation: Director’s Report (Stanwyck – 15 minutes) 7. Subcommittee Liaison Reports (Chair – 15 minutes) 8. Communications Adjourn to Next Regular Scheduled Meeting on June 6, 2018 APPEALS: Administrative decisions by the Parks and Recreation Commission may be appealed to the City Council in accordance with the appeal procedure set forth in Chapter 1.20 of the San Luis Obispo Municipal Code. The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities. Please contact the Clerk or staff liaison prior to the meeting if you require assistance. Minutes - DRAFT PARKS AND RECREATION COMMISSION 11 April 2018 Regular Meeting of the Commission CALL TO ORDER A Regular Meeting of the Parks and Recreation Commission was called to order on the 11th day of April 2018 at 5:37 p.m. at the SLO Swim Center Multi-Purpose Room located at 902 Southwood Dr, San Luis Obispo, California, by Chair Avakian. ROLL CALL Present: Chair Avakian, Vice Chair Thurman, Commissioners Olson, Kari Applegate, Keri Schwab, Bob Spector, and Shay Stewart Absent: None Staff: Parks and Recreation Director Shelly Stanwyck Recreation Manager Aquatics, Facilities, and Golf, Devin Hyfield Associate Planner, Shawna Scott Administrative Analyst, Lindsey Stephenson Recreation Supervisor Meghan Burger Recreation Supervisor Dave Setterlund PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None CONSENT AGENDA AND CONSIDERATION OF MINUTES ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE PARKS AND RECREATION COMMISSION FOR MARCH 7, 2018. 1. Consideration of Minutes CARRIED 6:0:1:0 to approve the minutes of the Parks and Recreation Advisory Body for the regular meeting of 3/07/18 as motioned by THURMAN and second by SCHWAB. AYES: AVAKIAN, THURMAN, OLSON, APPLEGATE, SCHWAB, SPECTOR NOES: NONE ABSTAIN: STEWART DRAFT Minutes – Parks and Recreation Commission Meeting of April 11, 2018 Page 2 ABSENT: NONE APPOINTMENTS 2. PRESENTATION OF THE OATH OF OFFICE FOR PARKS AND RECREATION VICE CHAIR THURMAN AND COMMISSIONER STEWART PUBLIC HEARINGS AND BUSINESS ITEMS 3. Presentation: Parks and Recreation Master Plan and General Plan Element Update Staff Scott provided a background of the project plan for the Parks and Recreation Master Plan and Element Update. The consultants for the plan, WRT, presented the proposal of the community engagement plan and initial planning framework. WRT reviewed the remaining stages of the project schedule. Initial Planning Framework The initial planning framework provided a list of questions that the plan would address during the community engagement process. The outcomes from the project would include data and analytics to the City, total cost of ownership, a prioritized implantation road map and an engaged community. Goal would be to create a document that is accessible and user friendly. The plan will evaluate the park acreage standards per resident. Public Comment Steve Davis – take advantage of park facilities coming with new developed neighborhoods - getting the most out of those parks. Review agreement with joint use facilities to include adults use as use is limited to youth use on school fields. Programming pick-up uses in addition to organized uses. Commission Comments followed Chair Avakian discussed the need for larger sports related, tournament-based spaces in addition to the small-scale parks. The update and upgrade to the Senior Center and the addition of bike trails for connectivity. Commissioner Spector would like to see how the changes to the downtown area be included in the element plan update. Address the underutilization of Mitchell and Emerson parks. Natural provided areas surrounding fields and parks places. Commissioner Olson would like to see how the drought conditions and park maintenance will be included in the planning process. Vice Chair Thurman the update to landscaping of new and existing to keep the parks in a more natural setting. Would like to see additional connectivity throughout the City. Asked about temporary closures of City creative spaces and streets involved within the plan and how to program. Commissioner Schwab would like to see how dog parks and pickleball will be addressed in the updated plan. DRAFT Minutes – Parks and Recreation Commission Meeting of April 11, 2018 Page 3 Commissioner Applegate additional facilities at parks that have user-friendliness for young children and parents. Adventure playgrounds in park locations. Commissioner Stewart providing natural spaces with turf areas and the inclusion of other fields within the City during City maintenance period. Community Engagement Plan The community engagement plan discussed how to inform and consult and collaborate within the community engagement process. Through the inform process will include use of the City website, social media outreach and targeted outreach. Timeline for the inform will be a part of the first phase of the project. Outreach will include pop-up events community workshops and surveys to gather input and direction. Public Comment Jeff Whitener spoke about reaching out to neighborhood groups for engagement. Steve Davis – asked how you differentiate the needs of the community versus the visitors/workforce that are in the City daily. Sarah Flickenger – how to address the acreage gap, look into developing an independent parks endowment. Integrative spaces for programming for all ages. Outreach to disabled community physical barriers. Integrating a park that provides for the community (fruit, families, education). Sustainable design – integrate the park into the community and environment. Asked about SB1000 integration into the City and the Element plan. Gary Havas – Is there a plan to include a search function within the Master plan once completed? Commission Comments followed Vice Chair Thurman asked about the rate of community involvement. Chair Avakian asked about the timeline of the public workshops addressed in the timeline of the project. Commissioner Spector would like to see universal policy to address homeless population. Commissioner Stewart asked how does the City plan work with the County of SLO plan currently taking place. Can the plan provide a theme or outline for the commission to follow through the length of the plan? DRAFT Minutes – Parks and Recreation Commission Meeting of April 11, 2018 Page 4 CARRIED 7:0:0:0 to approve and adopt the Community Engagement Plan to be used for the Parks and Recreation Master Plan and Element update with changes reflecting the community’s ongoing engagement needs AS motioned by STEWART seconded by SPECTOR. AYES: AVAKIAN, THURMAN, OLSON, APPLEGATE, SCHWAB, SPECTOR AND STEWART NOES: NONE ABSTAIN: NONE ABSENT: NONE COMMITTEE COMMUNICATIONS 4. Director’s Report Director Stanwyck provided a brief update of current Parks and Recreation programming. • During the meeting a tree fell at the Golf Course and will result in a closure of hole seven. Staff were coordinating emergency removal. • Staff transition at the Parks and Rec Department – Chris Woods will transition to the Community Services Coordinator. A Coordinator position for the Golf Operations will now be recruited. Marti Reynolds, Supervising Admin, has retired and recruitment will begin next week. Melissa Mudgett, Recreation Manager is leaving the City. Recruitment will be held in May. • Successful egg hunt at the golf course • Night Golf April 25 • Next meeting: Public Art boxes select by Jury and discussion of Subcommittee roles. • Future meetings: Adopt a Park and Dog Park Pilot Program LIAISON REPORTS 5. Subcommittee Liaison Reports • Adult and Senior Programming: Commissioner Spector - No report. • Active Transportation Committee: Commissioner Olson reported 2016 traffic report. Unsafe speed and failure to yield were major reasons for collisions. Many incidents occurred on Santa Rosa Rd. • City Facilities (Damon Garcia, Golf, Pool & Joint Use Facilities): Chair Avakian reported on Art work completed at the SLO Swim Center. Damon-Garcia fields close at the end of April – Fields will be replaced with kikuyu grass. Jack House wedding season opens in May. • Jack House Committee. Vacant. No Report. DRAFT Minutes – Parks and Recreation Commission Meeting of April 11, 2018 Page 5 • Tree Committee: Vice Chair Thurman reported that the downtown fiscus continued to be removed. Tree removal requested by the Dallidet Adobe. 10 Over Design to potentially offer donations for tree planting. • Youth Sports Association: Commissioner Schwab – No report 6. Commission Communications ADJOURNMENT The meeting adjourned at 7:24 p.m. to the next Rescheduled Regular meeting of the Parks and Recreation Commission held on May 2, 2018 at 5:30 p.m., at the Parks and Recreation Main Conference Room located at 1341 Nipomo ST, San Luis Obispo, California. APPROVED BY THE PARKS AND RECREATION COMMISSION: 5/2/18 City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number Parks and Recreation Commission Agenda Report Meeting: May 2, 2018 From: Shelly Stanwyck, Parks and Recreation Director SUBJECT: ANNUAL APPOINTMENTS CHAIR AND VICE CHAIR OF PARKS AND RECREATION COMMISSION AND REPRESENTATIVES TO JACK HOUSE AND TREE COMMITTEES AND LIAISON ROLES RECOMMENDATION 1. Make annual appointments for Chair and Vice Chair of the Parks and Recreation Commission. 2. Make annual appointments to the Jack House and Tree Committees from members of the Parks and Recreation Commission. 3. Discuss and determine liaison roles for 2018-19. DISCUSSION Chair and Vice Chair This item concerns a series of “housekeeping” actions for the Parks and Recreation Commission (PRC). Currently the Bylaws of the PRC allow for service in the Chair role for a period of up to three years. Past Commission discussion on this topic and reasoning behind the term was to allow for consistency in leadership and knowledge given that some projects and issues that the PRC evaluates span multiple years. That said the selection of the Chair and Vice Chair is purely at the discretion of the Commission. The current Chair is Greg Avakian and the Vice Chair is Rodney Thurman both have served a period of one year in their respective roles. The action needed for this selection is the nomination and selection of individuals serving on the PRC for each position and a majority vote the Commissioners present. Appointments to Jack House and Tree Committees The Jack House Committee meets the second Wednesday of the Month at Parks and Recreation beginning at 5:00P.M. The Jack House Committee is presently following an adopted Project Plan for the purposes of analyzing the operations and maintenance of this historic house. Commissioners interested in history, operational best practices, and planning for the future of the use and management of this City owned historic house and gardens are encouraged to serve as a voting member of this City advisory body. Former PRC Member Jeff Whitner has retired from the PRC and was the representative to the Jack House Committee. Meeting Date: May 2, 2018 Item Number: 2 Agenda Item #2, May 2, 2018 PRC Meeting Appointments 2 The Tree Committee meets monthly, the fourth Monday of the month at 5:00PM at the Corporation Yard to review the health and safety of the Cit y’s urban forest. In addition to discussing tree matters in parks there is significant review and discussion about privately owned trees and their maintenance and care. Arborist and PRC Member, Rodney Thurman, is presently the representative to the Tree Committee from the PRC and he is eligible to continue in that role. The action needed for this issue is the appointment of a PRC member to serve on the Jack House Committee and another appointment of a PRC member to serve on the Tree Committee moved and approved by majority vote. Determination of Liaison Roles for 2018-19 The PRC has a tradition of having members serve as liaisons to other bodies and staff on recreational topic areas. The above appointments to the Jack House and Tree Committees are required. The other liaison roles vary over time and in the past have been desired by members of the PRC. That said, the PRC for almost 20 years has not been in the midst of an update of the Parks and Recreation Element and Master Plan. That activity affords PRC members significant opportunity to engage with the public in new ways. The current subcommittees are listed below, and staff have annotated it to inform PRC members about each liaison role. Committee or Focus Area Activities PRC Liaison Adult and Senior Programming Senior Center Board and community services activities directed at this population. City staff lead Dave Setterlund, Community Services Supervisor. Robert Spector Active Transportation Committee Bike, pedestrian, and other modes of transportation in the City. Adam Fukushima, Public Works Active Transportation is the staff lead. Susan Olson City Facilities Encompasses all facilities form the SLO Swim Center, to Damon Garcia, to Diamond Sports to Joint Use to Golf. Devin Hyfield, Recreation Manager is the staff lead. Greg Avakian Jack House Committee Required appointment to City Advisory Body. Dave Setterlund is staff lead. Vacant Tree Committee Required appointment to City Advisory Body. Ron Combs of Public Works is the staff lead. Rodney Thurman Youth Sports Association Loose group of multiple City sports associations with focus on youth activities and youth access to facilities owned or maintained by the City and/or School District. Chris Woods is staff lead. Keri Schwab The action needed for this issue is a discussion and determination regarding continuation of these or similar or different liaison roles for commissions. City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number Parks and Recreation Commission Agenda Report Meeting: May 2, 2018 From: Devin Hyfield, Recreation Manager Dave Setterlund, Community Services Supervisor Chris Woods, Community Services Coordinator SUBJECT: CONSIDERATION OF DODGEBALL AS A YEAR-LONG USE OF THE LUDWICK COMMUNITY CENTER DURING 2018-19. RECOMMENDATION Consider and approve of the Parks and Recreation Department’s agreement with SLO Dodgeball to facilitate a year-long use of the Ludwick Community Center for adult dodgeball play. DISCUSSION Background Operationally the Parks and Recreation Department may embark upon pilot programs and partnerships in furtherance of recreational activities in the City. This allows for flexibility and response to changing community needs. One area of need often discussed by the PRC is activities for young and/or very active adults. As noted in the Department’s 2020 Strategic Plan, Goal #3 Programming is Directed to Diverse Users. This use would meet the objectives for Goal #3 specifically by: Objective 3.1: Maximizing the use of existing Parks and Facilities Objective 3.3: Strengthening operational commitment to programming across all age groups. Objective 3.4: Increasing Community’s awareness of programs, services, events, and Department needs. What is Dodgeball? Dodgeball is a game in which players on two teams try to throw balls at each other while avoiding being hit themselves. There are many variations of the game, but generally the main objective of each team is to eliminate all members of the opposing team by hitting them with thrown balls, catching a ball thrown by a member of the opposing team, or forcing them to move outside the court boundaries when a ball is thrown at them. Indoor play is preferred. Today’s Dodgeball uses a semi-soft oversized ball. Meeting Date: May 2, 2018 Item Number: 3 Agenda Item #3, May 2, 2018 Dodgeball 2 SLO Dodgeball For the past year, the SLO Dodgeball has obtained a facility rental permit for use of the Ludwick Community Center (LCC) Gymnasium every other Sunday to play games and host tournaments and events. SLO Dodgeball is regularly attracting over 50 players most of who are young adult players. SLO Dodgeball is the only organization in the County at this time undertaking this activity in an organized manner. The Parks and Recreation Department has multiple community partnerships and agreements to facilitate recreational activities with organized groups such as Pickleball, CCC Soccer, Volleyball, Table Tennis and so on. Recently, representatives of the SLO Dodgeball approached the Parks and Recreation Department seeking assistance an approval of a community partnership agreement to result in discounted use of the LCC and co-promotion of the sport with the intent to grow participation. Currently, the PRC and department have expressed the desire to grow young adult activities in the community. Recommend A One Year Agreement with SLO Dodgeball to Facilitate this Use Staff is seeking the Commissions support of the use of LCC Gym by SLO Dodgeball on Thursdays from 5:00PM to 7:00PM at no charge in recognition of its facilitation of the activity on behalf of the community. SLO Dodgeball acknowledges that there will be occasions when the Department requires the use of the LCC for other recreation or emergency purposes which might cancel its play for a Sunday. Upon the PRC’s support of this long-term use of the LCC (it is typically only available three months at a time) as consistent with Department and PRC goals to increase Young Adult activities in San Luis Obispo staff will develop a written agreement to memorialize this activity. Topics that Any Agreement Reached Would Contain The City’s Risk Management program has been consulted about the proposed activity and is in support of a Dodgeball program with liability management activities, such as collection of liability waivers for participants, agreement with the volunteer group to coordinate the dodgeball activity at the facility and dedication of lead volunteer to serve as liaison promoting communications between the volunteer group and City staff. Weekly liability waiver execution, set up for the use, and opening and securing the facility will be the responsibility of SLO Dodgeball. As will be maintaining necessary insurance. The Community Services division of the Department will serve in the lead role with this activity to ensure the partnership is successful and safe. NEXT STEPS If this use is approved by the Parks and Recreation Commission, staff will develop a facility use agreement with the SLO Dodgeball group in accordance with City policies with the goal of commencing a pilot program by the beginning of the Summer 2018 season. Parks and Recreation staff will continue to track this pilot program throughout the year, with constant communication with the lead volunteer, return to the PRC annually with program recommendations. City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number Parks and Recreation Commission Agenda Report Meeting Date: May 2, 2018 Item Number: 5 DATE: May 2, 2018 FROM: Shelly Stanwyck, Parks and Recreation Director Prepared By: Lindsey Stephenson, Parks and Recreation Analyst SUBJECT: RECEIVE A PRESENTATION OF THE PUBLIC ART DESIGNS AND LOCATIONS PROPOSED FOR THE 2018 UTILITY BOX ART PROJECT TO PAINT CITY-OWNED UTILITY BOXES. RECOMMENDATION Receive a presentation on the proposed 2018 Utility Box Art Project that will be considered by Council in June 2018 for approval. DISCUSSION Background Initially conceived as a program to discourage and abate graffiti and to enhance unattractive utility/traffic signal boxes at various high visibility intersections in the Downtown core, the Utility Box Art Program received funding from the City Council in 2010 for sixteen downtown utility boxes. Widespread popularity of the box art program enabled the pilot program to expand. Additional phases to expand the box art murals occurred in 2012 and again in 2016. Currently, the Utility Box Art Program has thirty-three (39) painted boxes throughout the City. Box Art Selection Jury On March 27, 2018, a Box Art Selection Jury, consisting of various community members, convened to review all box art design proposals and present its proposed selection to the appropriate City Advisory Bodies. The 2018 Box Art Selection Jury included twelve members who are arts advocates, artists, local business, historians, community members, and representatives City, County and School District. The Art Jury completed a review over 200 design proposals submitted by local artists. The designs were evaluated upon individual merit, artistic excellence, and appropriateness to the location.. Proposed 2018 Box Art Project The City of San Luis Obispo owns and operates a total of sixty-five (65) traffic control utility boxes. The 2018 Box Art Project, as proposed by the Box Art Selection Jury, would enhance the remaining twenty-six (26) city-owned utility/traffic control boxes at various locations. Parks and Recreation Commission Purview The Commission will have the opportunity to receive a presentation on this Parks and Recreation managed program. Public Art is reviewed and selected by an Art Jury and then as appropriate may 2018 BOX ART PROJECT Page 2 be reviewed by the Architectural Review Commission (always) and/or Cultural Heritage Committee (when in Historic Districts) and Parks and Recreation Commission (when in Parks and Recreation Facilities). This project does not fall under the PRC’s reviewing authority however staff knew commissioners would want to see the art as proposed by the Jury. Next Steps The Architectural Review Commission will be reviewing the proposed designs for consistency with Community Design Guidelines and adopted Guidelines for Public Art at its May 7, 2018 meeting. Recommendations will be forwarded onto the City Council for its consideration on June 5, 2018. Upon Council’s adoption, the 2018 Box Art Project will prepare the utility boxes for the new art murals with cleaning and priming. It is anticipated that the artists will paint over Summer 2018.