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HomeMy WebLinkAbout2015-05-05 PRC Regular Meeting Agenda Packet D CITY CLERK SEOFFICE CITY OF PALM DESERT PALM DESERT, CA :M PARKS AND RECREATION COMMISSIONAPR 30 AH I0� 03 POSTED AGENDA Tuesday, May 05, 2015 —8:30 a.m. Administrative Conference Room — Palm Desert Civic Center 73-510 Fred Waring Drive, Palm Desert, California 92260 I. CALL TO ORDER II. ROLL CALL III. ORAL COMMUNICATIONS Any person wishing to discuss any item not on the agenda may address the Parks and Recreation Commission at this point by giving his/her name and address for the record. This is the time and place for any person who wishes to comment on items not on the agenda. It should be noted that at the Parks and Recreation Commission's discretion, these comments may be deferred until such time on the agenda as the item is discussed. Remarks shall be limited to a maximum of five minutes, unless additional time is authorized by the Commission. IV. CONSENT CALENDAR A. MINUTES OF THE PARKS AND RECREATION COMMISSION MEETING OF TUESDAY, APRIL 07, 2015. Rec: Approve as presented Action: V. NEW BUSINESS A. STRATEGIC PLAN: PROGRESS REPORT 2015 B. PROPOSED WATER IMPACTS TO PARK FACILITIES C. BUREAU OF LAND MANAGEMENT: OPERATIONS MOU 2015 POSTED AGENDA PARKS AND RECREATION COMMISSION MAY 05, 2015 VI. CONTINUED BUSINESS NONE VII. OLD BUSINESS NONE VIII. PRESENTATIONS AND UPDATES A. PARK USE REPORT - Freedom Park B. PALM DESERT AQUATIC CENTER C. FAMILY YMCA OF THE DESERT D. DESERT RECREATION DISTRICT IX. STAFF AND COMMISSIONER COMMENTS X. ADJOURNMENT I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda for the Parks and Recreation Commission was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated this 30th day of April 2015. / C.0 5k Angie . ar .r.n, Recording Secretary 2 CITY OF PALM DESERT N.NNN MINUTES II a = PARKS AND RECREATION COMMISSION ry REGULAR MEETING a3 TUESDAY, MAY 05, 2015 — 8:30 a.m. Administrative Conference Room — Palm Desert Civic Center 73-510 Fred Waring Drive, Palm Desert, California 92260 CALL TO ORDER Chair Deborah Hall convened the meeting at 8:30 a.m. II. ROLL CALL Present: Absent Chair Deborah Hall Commissioner Lynn B. Jutovsky Vice Chair Jerry Dawson Commissioner Raymond Rodriguez Commissioner Randy Guyer Commissioner Kim Housken Commissioner Mary Helen Kelly Commissioner Mike Hardin Ex-Officio Members: Rob Ballew, YMCA of the Desert Kevin Kalman, Desert Recreation District Staff Present: John M. Wohlmuth, City Manager Mark Greenwood, P.E., Director of Public Works Ryan Stendell, Senior Management Analyst Angie Marron, Recording Secretary Guests: Karen Creasy, YMCA of the Desert Brenda Nutcher, Desert Recreation District Sabby Jonathan, Council Liaison Van Tanner, Council Alternate Liaison Legrand Velez, CVAG 1 PARKS AND RECREATION COMMISSION PRELIMINARY MINUTES MAY 05, 2015 III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING OF TUESDAY, APRIL 07, 2015. Rec: Approve as presented Upon a motion by Commissioner Kelly, second by Commissioner Rodriguez, carried by a, 8-0-1 vote of the Commission, (AYES: Kelly, Rodriguez, Guyer, Hall, Dawson, Housken, Hardin, Holt; NOES: None; ABSENT: Jutovsky) the Consent Calendar was approved as presented. V. NEW BUSINESS A. PROPOSED CIP BUDGET FY 2015 / 2016 Ryan Stendell presented to the Commission the staff presented CIP Budget, which has been through its first level of review, with the City Manager, and will be presented to the City Council's study session April 21st and 24th. Year one has a little over $400,000 capital items, which is spread through four different account numbers, the two primary funds are the park fund and park view fund. There is also a recycling fund staff utilizes for expenses, like recycled tables and sometimes other issues that might come up, like doggie bags, last there is the Aquatic Center CIP, so there are four funds in total that are utilized. Starting with Civic Center resurfacing the basketball courts, the turf edge retro fit, which started last year with a pilot program that knocked off the turf edge that developed along the sand volleyball courts and some over in the oak grove area, overall it has been a very successful project over the years; also, replacing a drinking fountain at the basketball courts, and the old shower that has not been functioning for quite some time will be removed, it was generally serving transients more than anybody. Then there is the annual Capital Replacement Fund for the Aquatic Center which is $50,000 annually, and also looking at that now, with the depreciation of the equipment that was suggested when the facility was built. We are hoping to replace some of the pumps in year one. Hovley Soccer Park will be getting some playground resurfacing, a combination of minimizing the existing rubber surfacing that is out there and putting it only where it needs to be, inclusive with the tot lot rubber surfacing; the rubber surfacing will only be for the fall zone and will have the wood chips in the areas that have been minimized, due to high cost of 2 PARKS AND RECREATION COMMISSION PRELIMINARY MINUTES MAY 05, 2015 rubber surfacing. Also on the list is table replacements, which are in bad shape, they look worn and torched from sun exposure; we are currently looking to replace them with recycled concrete, part of that project is that we have developed a relationship with a company out in Indio that builds them. Freedom Park will have playground and basketball court resurfacing, some of the expansion joints are worn and the material is cracking. Mr. Stendell also mentioned that since the pickleball courts have been built there haven't been any calls stating that tennis can't be played or any sorts of complaints. Next on the list, the Skate Park conversion to a pavilion; the skate park area is a bit sunk, and there is some concern for safety, however there is a possibility we might have it raised. Landscaping Supervisor, Randy Chavez believes we can actually have that cut in half. Mr. Stendell also mentioned the significant amount of copper thefts throughout the year, they did some research and came up with a vandal proof electrical box, which locks and should make it more difficult for vandals. Palma Village Park, we are also requesting to replace the shade ground covers, which are about ten years old, and Magnesia Falls playground surface maintenance will develop into wood chips; University Park will also develop into wood chips. There is a large retro fit project coming up, replacing boxes for the community garden plots, a standardized tub will be the actual plot, they will be lined inside, and made of concrete. We will start with one of the sections of the three gardens and continue retro fitting every year. Commissioner Guyer asked if at some point, it can create some inflexibility issue where it can't be replaced later; Mark Greenwood stated it can be replaced. Vice Chair Dawson also asked if they can be in any colors; Mr. Stendell responded and said yes, the glass can be in any color and then the person selects the color of the concrete. Commissioner Hardin asked about the drinking fountain at Joe Mann, and if there is possibly any type of design where the fountains can be cooler; since it has stainless steel. Mr. Stendell stated that the fountain there is a wall mount fountain, but we can take a look at it and find some kind of resolution, and there might also be a local group that is willing to sponsor things of this sort. Commissioner Housken inquired about the shade structures, because there seems to be some ongoing issues with them, are they more of a permanent or a canvas structure, or should they be replaced every 5 to 10 years. 3 PARKS AND RECREATION COMMISSION PRELIMINARY MINUTES MAY 05, 2015 City Manager John Wohlmuth stated that they have another metal structure in line. Mr. Stendell also stated, in reference to Ms. Housken's question, that it would be economical to replace them every five to ten years. Sabby Jonathan agreed with Commissioner Hardin, stating that he had a point in reference to the fountain issues at Joe Mann and would like the city to take a look at those issues. Ryan Stendell mentioned that there are two other projects in the works, one related to Joe Mann Park and Civic Center; they are road projects but still affect part of Parks and Recreation. Public Works Director, Mark Greenwood gave a quick introduction to those projects, one being at Joe Mann Park in the Carlos Ortega Villas project, which is part of the City's affordable housing project, way back when the project was conceived it was decided to replace the unusual intersection at California and Avenue of the States, and Michigan, the triangle intersection will be replaced with a round-about, and add a parking lot putting a traffic circle in that intersection. The parking lot will next to the Association building and it will join the Joe Mann parking lot directly south of the pool. Sabby Jonathan asked if that will be a traditional two lane roundabout; Mr. Greenwood stated it would be one lane round-about; a two lane is not common in the U.S. Commissioner Guyer asked if this would be funded with the transportation budget, and not park funds; John Wohlmuth clarified that it is funded with Housing money. Commissioner Guyer then asked if there is any anticipation of seniors, from the Carlos Ortega Villas, using the park during that construction. Mr. Wohlmuth stated that it would be much safer with the round-about; Mr. Greenwood stated that they will have the cross walks well marked on all aspects. Next project will be on San Pablo, the City is working on a specific plan, on how to connect Civic Center to COD, and make a walking and biking corridor, eliminate the tamarisk trees and do an angled parking on the east side of San Pablo, extend it along City Hall, and add about 100 parking spaces. Depending on desires, it might be possible to do angled parking on both sides. Sabby Jonathan stated that given how critical San Pablo is from Hwy 111 to Magnesia Falls to the city core design, and what will timing be like; what if there is a different vision, because San Pablo has been identified as very central. Mr. Greenwood stated that the goal is to make Civic Center and San Pablo better as a pedestrian and bike corridor, with single lane in each direction for pedestrians, and single lane for bikes. 4 PARKS AND RECREATION COMMISSION PRELIMINARY MINUTES MAY 05, 2015 B. STRATEGIC PLAN REVIEW: STAFF PRESENTATION Ryan Stendell stated with its new council, the City undertook a strategic plan, included is the Parks and Recreation division. Staff is creating an update to the Council and in May, would like to have a discussion on what we have so far; go down the list, and go over what we are working on and what we haven't worked on. Mr. Stendell hopes everyone can take a look and define some priorities. Chair Hall inquired if they are in any sort of priority order, and if the five steps came from the community member, because these are items that were brought up by those members. The Strategic Plan Committee wanted a broader group on this plan. Commissioner Rodriguez stated that this was run by a professional group that began with a search committee. Chair Hall confirmed that at the next meeting the Commissioners should bring up concerns regarding the strategic plan. VI. CONTINUED BUSINESS None VII. OLD BUSINESS None VIII. PRESENTATIONS AND UPDATES A. CV LINK PRESENTATION - Legrand Velez, CVAG Legrand Velez gave a presentation with regards to the CV Link. He also presented an agenda with a project overview. It is considered one of the nation's most ambitious act of transportation. The core benefits include, grade separation, provide safe routes to schools, and help address congestion which is expected to come from tourism. Once the drafted final master plan is adopted we will distribute it and make it available to key stake holders. The timeframe for the environmental clearance is in late 2016, groundbreaking in 2017, with 3 years of construction, and hopefully be ready by 2020. 5 PARKS AND RECREATION COMMISSION PRELIMINARY MINUTES MAY 05, 2015 B. PARK USE REPORT - Civic Center Park Rob Ballew stated that everything is maintained well and he loves the rose garden, Commissioner Kelly agreed that the rose gardens at Civic Center are beautiful, and also pointed out that many families use the Civic Center for big events, and considers it a blessing to our community. Mr. Stendell also pointed out that the rose garden that was mentioned by Mr. Ballew, is an actual art piece with a shade structure in the middle and tiles on the ground one can buy and sandblast loved ones names on them. Mr. Stendell also mentioned that the Little League season is in full swing until mid-June. C. PALM DESERT AQUATIC CENTER Karen Creasy stated that the Aquatic Center had a really busy season with spring break; the Easter event was a lot bigger than the previous years; with a 34 percent jump. There are more rental groups, and the Swim to Win is coming, May 22nd and 23rd where Olympians come and teach kids to swim; and they also just invested in two cabanas. Ms. Creasy presented a short power point called, Why I like the YMCA; Jody Patterson's story. Mrs. Patterson is an active resident who sustained spinal injuries because of an accident, she started in a wheelchair, but thanks to the water aerobics and services offered at the Aquatic Center, she is now able to walk with a walker. Mr. & Mrs. Patterson want to thank the YMCA and the PDAC for all their progress. D. FAMILY YMCA OF THE DESERT Rob Ballew stated that they just finished with spring break camps. Sunday's Easter egg hunt had about 800 attendees and Easter baskets were given out. May 7th kicks off the park's May concert series, flag football starts the weekend of April 11th; October 4th the Reverse Triathlon kicks off with the same support group as last year. They just finished their annual campaign; and finally the Annual Golf Tournament will be held April 30th at the Marriott. E. DESERT RECREATION DISTRICT Brenda Nutcher stated that they average about 28 children a day in their kids camps. The Dare to Prepare program that was previously held, had a large response, with a positive turn out, so they will be holding it again in October of this year. The Pitch Hit and Run is coming up, and they will be partnering with Thomas Armstrong and girls softball team. Kevin Kalman stated that the First Tee has switched to smart fountains. They are currently updating the strategic direction, a board staff workshop, and just finished some of the visioning, and will present some of the 6 PARKS AND RECREATION COMMISSION PRELIMINARY MINUTES MAY 05, 2015 objectives. Mr. Kalman also spoke about irrigation issues, due to Governor Brown's water drought ordinance; they will have a committee put together to try and come up with strategies on how to conserve water usage. Mr. Kalman highly encourages for the Commission to stop by and see the improvements that have been done to the facility. They have been receiving great and positive feedback. Their spring session is under way; they partnered with Incight, and had a disability golf program at Mission Hills Country Club. They raised about $15,000 on February 28ths tournament, they were shy of 70 golfers, less than 2/3rds of expected, but still successful nonetheless. Commissioner Guyer asked if the Senior Games were being moved to a different date, Ms. Nutcher stated that they did decide to move it to the weekend of February 18th and 19th IX. COMMISSIONER COMMENTS City Manager John Wohlmuth mentioned that since Governor Brown has requested a 25 percent less usage of water in California, we will cut 10 percent at Civic Center, 25 percent in all other parks, 25 percent in the medians, and take out the water feature at Joe Mann Park, and there will be no misters. Desert willow uses 90 percent water, we are currently looking at other options like turf reduction. Mr. Wohlmuth also issued a press release regarding conserving water usage in Palm Desert Commissioner Housken asked if that would be a feature in the Brightside; Ryan Stendell confirmed it will be X. ADJOURNMENT With unanimous consent of the Commission, the meeting was adjourned at, 10:36 a.m. Angie Marron, Recording Secretary 7 Parks & Recreation The strategic plan envisions parks, open spaces, and recreational opportunities as drivers of innovation and a high quality of life. Priorities are to fund park maintenance and plan for future replacement and growth, assure a continuing flow of innovative ideas through creative partnerships, and adequate staffing. Other priorities include encouraging resident input, promoting healthy community principles by incorporating recreational and exercise opportunities in all public spaces, planning and developing the North Sphere Regional Park, and evaluating the need for expansion of the Palm Desert Aquatic Center. Priority 1: Prepare for the financial requirements of maintaining existing parks to the highest level of service. Planning efforts shall also address future costs of replacement and growth of the parks capital improvement fund. Measures of Success: • The parks are being maintained to the highest level of service • New sources of revenue have been created • At least one Signature event has been developed within a park facility • The Capital Improvement Fund is growing Progress: Of the seven action steps outlined under this priority in the strategic plan, progress has been made in at least five areas. We are currently in the planning stages for the 2015/16 fiscal year budget and parks remain a constant focus, not only annual operations, but also long range capital improvements. Staff has initiated the concept of creating a charitable foundation that could be used to support the City's Parks. Final foundation documents and the proposed structure of the organization are in process and will be completed in FY 2015/16. Identifying new sources of funding, including private and or sponsorships, has been an ongoing topic of discussion. Staff has developed a naming and sponsorship policy which can be used when requests for sponsorship arise. Any requested donation or naming rights item would be presented to the Parks and Recreation Commission, and ultimately the City Council for final approval. Envision Palm Desert-Forward Together Strategic Plan Progress Report- 2015 Page 23 Staff has also been exploring various events which could utilize our parks in non-traditional ways. The strategic plan suggests ideas similar to food festivals, vintage car shows, etc. In the immediate future, staff is working on ways to bolster the City's already successful spring and fall concert series (May & October). Ideas under consideration include the addition of dancing areas, expanded food vending, and broadening the concert series' selection of musical genres. The strategic plan makes reference to exploring the appropriateness of use fees. Staff has recently proposed an updated policy to the Parks & Recreation Commission that clarifies fee categories for all users. Staff will be taking this updated policy to the Council in April of 2015. Priority 2: Assure a continuing flow of innovative ideas by seeking creative partnerships, ensuring adequate staffing, and encouraging resident input. Measures of Success: • Palm Desert facilities and program opportunities are regarded as innovative. • The Palm Desert community demonstrates a supportive and open attitude to new ideas. Progress: This priority speaks to creating a culture of openness and collaboratively working with our partner agencies. Through guidance provided by the City Manager, all of our partner agencies regularly attend recurring meetings with City staff. Staff believes our collaborative relationship with our partner agencies has never been better. The strategic plan also makes reference to ensuring appropriate staff members continue to participate in professional organizations. The City has memberships with the California Parks and Recreation Society as well as the National Parks and Recreation Association. Staff regularly attends these organizations' annual conferences and seminars to learn about new developments and trends in the industry. Priority 3: Make recreational and exercise opportunities pervasive in all public spaces. Measures of Success: • The Parks and Recreation Commission has developed criteria to annually assess recreation within Palm Desert. Envision Palm Desert-Forward Together Strategic Plan Progress Report- 2015 Page 24 • It has been demonstrated that we have integrated culture and environmental awareness into parks. • Specific examples of integrating recreation and exercise opportunities into public spaces have been identified, including initial constraints, how they were addressed and how successful each area has been. • There are concrete examples that recreation opportunities have been successfully implemented in the El Paseo Corridor. Progress: During the strategic plan process, many of the discussions centered on what we can do to encourage future City growth that recognizes recreation needs and the importance of exercise. The City Manager recognized that the City would be updating its General Plan at the conclusion of the strategic plan and placed the City's recreation liaison on the steering committee for that update. The General Plan is in the process of being updated. The new plan will include a health and wellness component as well as changes to the built environment to accomplish our goals. Priority 4: Develop the North Sphere Regional Park which will be bordered by Portola Drive to the west, Dinah Shore Drive to the south, and Interstate 10 to the north. Measures of Success: • The community was an integral part of the planning and development process for this facility. • The park is used by the surrounding community on a daily basis. • The park has successfully been integrated with surrounding housing. • Revenue generators included in the design of the facility have produced an income stream used to maintain and operate the park. Progress: Staff has implemented a plan that identifies when this park should begin development. The schedule is based on the construction of housing in the immediate vicinity. There are approximately 6,000 housing units planned in the north sphere of which approximately 1,000 have been constructed. Staff has determined that 4,000 of those units Envision Palm Desert-Forward Together Strategic Plan Progress Report- 2015 Page 25 will be in place before the regional park is needed. Given the current rate of construction, we anticipate that it will be five years before the start of design and construction. Staff is carefully monitoring our park funds and working to grow them in advance of anticipated expenses related to design and construction of the regional park. Priority 5: Examine the need for expansion of the Palm Desert Aquatic Center. Measures of Success: • The data collected clearly lays out the information needed to either support an expansion of the facility, or not. • The business/operations plan for any expansion clearly shows an increase in the cost recovery goal to 60% of annual operations costs. Progress: Staff believes it is too early to consider any future expansion of the Aquatic Center. YMCA staff is continuing to monitor and track program data that will aid in plans for future development. Envision Palm Desert-Forward Together Strategic Plan Progress Report- 2015 Page 26 CITY OF PALM DESERT CITY MANAGERS OFFICE •`•�� 160 INTEROFFICE MEMORANDUM To: Parks and Recreation Commission From: Ryan Stendell, Senior Management Analyst Date: May 5, 2015 Subject: Proposed Water Impacts to Park Facilities As you have likely read in the news, the Governor has issued an executive order identifying mandatory water conservation measures due to the extreme drought conditions in California. We are monitoring the situation very closely and actively participating in discussions with CVWD about potential impacts. The City currently controls 3.2 million square feet of turf within its parks, medians, and building surrounds. The City Manager and staff have been working to identify what measures should be employed to achieve the Governor's Executive Order. Below please find the staff-proposed strategy to reduce consumption, which includes immediate water reductions, overseeding impacts, and turf removal projects: All Parks with Exception of Civic Center Park: Water Reductions: A. Reduce all irrigation by 25%. The parks will show signs of stress such as browning of leaves and hot spots in the grass, but the vegetation's long-term health should not be impacted. The landscaping will be closely monitored and adjustments made to minimize plant loss. B. No daytime watering except irrigation system checks. C. Deactivate the water play feature at Joe Mann Park Overseeding: A. All parks with exception of Civic Center Park will not be overseeded in the fall of 2015. The result of not overseeding will be dormant Bermuda turf through the winter months. The turf areas will still be useable and water savings could be as high as 50% as compared to overseeded turf. Complaints should be expected, but this is a temporary condition and the Bermuda grass will reemerge in warmer months. We believe this action will demonstrate our leadership in water conservation during this drought period, which will hopefully lead to other users in the City cutting back on their consumption as well. Turf Removal Projects: Staff is investigating a series of turf removal projects throughout the City and will present options as they become available. We have identified a Phase I project which will be described below within Civic Center Park. Civic Center Park: Civic Center Park is the City's signature recreational facility and we believe it to be very important part of our community. Because the character of Civic Center Park is unique, we feel the need to identify separate standards for this facility. Water Reductions: A. Reduce irrigation by 10%. This park is irrigated through a City-owned and operated well and does not use the domestic water system. Staff believes that keeping Civic Center Park at near historical watering standards is very important for park events as well as for passive and active users. The landscaping will be closely monitored and adjustments made to minimize plant loss. B. No daytime watering except irrigation system checks. C. Misting systems will not be activated this year. Overseeding: A. We are proposing to overseed specific areas of Civic Center Park as shown on the attached map. As stated above, we feel it is important to keep some turf in good condition through the winter months. Staff's proposal is to overseed approximately 539,185 square feet of turf which represents approximately 17% of the City's turf inventory. Turf Removal Projects: A. Attached you will find two maps titled City Turf Reduction Phase 1 & Phase 2 which outline what staff believes are non-essential turf areas within the Civic Center Park, and City Hall complex. While not inexpensive, we will be recommending to the City Council that they appropriate monies for Phase 1 in FY15/16. Phase 1 can save up to 68,000 gallons of water per month, with an additional 97,000 gallons available with the phase 2 project. Staff will attempt to fund these projects through all possible sources including potential turf buyback grants. Strategic Communication: We believe that it is very important to assure constituents that our parks will continue to be maintained to a high standard. Staff will produce temporary signs, similar in size to a temporary real estate sign, which will help users understand what we are doing in response to the drought. Staff will also conduct public outreach, as appropriate, through the media, the City's website, and the BrightSide newsletter. Conclusion: It is difficult to say with certainty that staff's proposals will satisfy the Governor's mandates as our local water provider (CVWD) is still reviewing its response to the requirements coming out of Sacramento. The City will have to be thoughtful and flexible going forward as we learn more about the impacts to our facilities. ',.. ^e ' AGNESIA FALLS DR' " ,MAGNESIA FALLS D -� z F"IA IMNIe ileed�... �� E. f .. � .,� .. ... R 1-Wilif A AN * .• 41 •• V, 41, go in . MAP ,_ 01 ‘:,,,,,,,,-,,,, '',,t1j, ,,,,sv. in". Zit gas. 2 t Qr . .. ....,.. „. . .,„nr.,.:.,.: 0 , r • 4�4,009 Sq Ft °�Jqi t 1N.,4 „ 3 ,r,' := -m -; Tm tal-mll �, �,�_. a Q '.L,i - - 5 y4& '13! ,11'' * i 02 'VI; in II. 1� ^' ax' %^�4 a ��s .'a f l,.l ,...a 7v� a1,: 4' 4 '� ' f .. ., ,_ P:s.,1°',._ 1 0 Al 4 AW E c. qqq��� ��PRIVATE ST -e ileei- t Y '� _ !` + • .1dal W. ‘, ,. - . 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Kei*i 1 , Phase 2 t• mei., : . i a,s' Ar'14q +I- 19,452 Sq Ft (2) •.4,0+. i,e.,,.., +/- $155,615 .... ...-,..,,,....„ Date: 201's, +/- 97,259 Monthly Gallons Saved VICINITY MAP N• CITY OF PALM DESERT / = CITY MANAGERS OFFICE •••Ny �Y INTEROFFICE MEMORANDUM To: Parks and Recreation Commission From: Ryan Stendell, Senior Management Analyst Date: May 5, 2015 Subject: Memorandum of Understanding with the Bureau of Land Management Recommendation Recommendation of approval to the City Council of draft MOU with the Bureau of Land Management (BLM) in the amount of $40,000 for management and maintenance of the City's hiking trail network and native spaces. Background Approval of staff's recommendation will extend a previously approved MOU with the BLM for ranger patrol services for the City's native park areas, including hiking trails. The total annual cost to the City as stated in the MOU is $40,000. In the proposed MOU $30,000 is to be spent on annual ranger patrol services and up to $10,000 on trail maintenance/improvements. The City's hiking trail network is a partnership with many agencies that own lands within the hillside. Partnering with the BLM makes a lot of sense because they are one of the larger land owners within our trail network and have cause to monitor their own lands. $30,000 assures us at a minimum of 50% of Rangers annual duties will be spent within our trails and open spaces. Fiscal Analysis Monies for this contract service were included in the FY 2015/2016 budget process which is anticipated to be approved in June. Approval of staff's recommendation would extend our current agreement with the BLM for Ranger Patrol services for the City's hiking trails and open space parks. CONTRACT NO. XXXXXX MEMORANDUM OF UNDERSTANDING between U.S. DEPARTMENT OF THE INTERIOR BUREAU OF LAND MANAGEMENT PALM SPRINGS-SOUTH COAST FIELD OFFICE SANTA ROSA & SAN JACINTO MOUNTAINS NATIONAL MONUMENT and CITY OF PALM DESERT CALIFORNIA This Memorandum of Understanding (MOU) is between the U.S. Department of the Interior, Bureau of Land Management, Palm Springs-South Coast Field Office, Santa Rosa and San Jacinto Mountains National Monument (hereinafter referred to as "BLM") and the City of Palm Desert, California(hereinafter referred to as "City"). BACKGROUND The Santa Rosa and San Jacinto Mountains National Monument Visitor Center and related facilities are located on Highway 74 within and adjacent to the City. Visitor Center staff and volunteers disseminate information to the public about environmental and cultural resources and recreational opportunities on federal and nonfederal lands in the National Monument, as well as the Coachella Valley as a whole. It is the mutual objective of the BLM and the City to provide quality visitor experiences for tourists and local residents. On October 24, 2000, federal legislation established the Santa Rosa and San Jacinto Mountains National Monument to be jointly managed by the BLM and the U.S. Forest Service (USFS), San Bernardino National Forest (Public Law 106-351), thereby extinguishing the Santa Rosa Mountains National Scenic Area, which was established in 1990 by order of the U.S. Secretary of the Interior and comprised only of lands administered by the BLM. Boundaries of the National Monument also encompass lands under the jurisdiction of the City, State of California, Agua Caliente Band of Cahuilla Indians, other local governments, private citizens, and nongovernmental organizations. The BLM and the City have a mutual interest in efficiently and effectively managing their respective lands in and adjacent to the Santa Rosa and San Jacinto Mountains National Monument. In particular, trails and trailhead facilities located on City lands—Homme-Adams Park Trailhead, which provides direct access to the Homestead Trail; Cahuilla Hills Park Trailhead, which provides direct access to the Gabby Hayes Trail; the Hopalong Cassidy-Mike Schuler Trailhead located behind the Desert Crossing shopping center; and the Randall 1 CONTRACT NO. XXXXXX Henderson Trailhead located south of the National Monument Visitor Center—require occasional law enforcement presence to protect public facilities, private property (e.g., parked vehicles), and public safety, as well as enforce current restrictions on access with dogs to the trail network. At its regular meeting of August 25, 2005, the Palm Desert City Council authorized the Mayor to execute a Memorandum of Understanding between the BLM and the City for a one-year period retroactive to January 1, 2005, and ending December 31, 2005, and authorized payment to the BLM for that same time period in the amount of $7,000. Execution of the MOU occurred on September 20, 2005, and was identified by the City as Contract No. C24150. In accordance with the MOU, the City would provide a minimum of$5,000 per year to assist the BLM in paying for the operation and maintenance of the National Monument Visitor Center, and a minimum of $2,000 per year towards labor costs for BLM law enforcement patrols of the Santa Rosa sector. At its special meeting of November 17, 2005, the Palm Desert City Council authorized the Mayor to execute an MOU between the BLM and the City for a three-year period commencing January 1, 2006, and ending December 31, 2008, and authorized payment to the BLM for said time period in the amount of$55,000 per year for a variety of tasks with a focus on operation and maintenance of the National Monument Visitor Center and BLM law enforcement patrols of the Santa Rosa sector. On December 21, 2005, an MOU was approved as to content by the City Attorney after having been approved by the BLM Field Manager, National Monument Manager, and the Mayor, and was identified by the City as Contract No. C24150A. In accordance with the MOU, it would terminate five years from the date of its execution unless extended through mutual agreement of the BLM and the City. Hence, it would terminate on December 21, 2010, which is almost two years beyond the period for which funds were approved by the City Council. During calendar years 2006, 2007, and 2008, the BLM allocated funds contributed by the City as follows: $15,100 per year for operation and maintenance of the National Monument Visitor Center, and $39,900 per year for BLM law enforcement patrols of the Santa Rosa sector. In 2009, the City provided $7,500 for operations and maintenance of the National Monument Visitor Center, and $12,500 for law enforcement ranger support. This funding was 50% of the annual amount approved by the City Council since the Updated MOU was approved at mid-year of the City's budget cycle. At its regular meeting of July 8, 2010, the City Council authorized the Mayor to execute an MOU with the Bureau of Land Management for a three-year period beginning July 1, 2010, through June 30, 2013, and authorized payment to the BLM for said time period in the amount not to exceed $55,000 per year for operation and maintenance of the National Monument Visitor Center and BLM law enforcement patrols of the Santa Rosa sector. 2 CONTRACT NO. XXXXXX Most recently, the Palm Desert City Council at its regular meeting of May 23, 2013, authorized the Mayor to execute an MOU with the Bureau of Land Management for a two-year period beginning July 1, 2013, through June 30, 2015 (attached). Similar to the MOU approved in 2010, annual funding in the amount not to exceed $55,000 was authorized for payment to the BLM with restrictions regarding the manner in which these funds were to be utilized. Of the $40,000 allocated for Law Enforcement Ranger patrols and management of trails on City lands within the National Monument, no less than $30,000 was to be allocated by the BLM for law enforcement patrols, and no more than $10,000 was to be allocated for management of trails. A maximum of $15,000 was to provide landscape maintenance services at the National Monument Visitor Center. Upon expiration of the MOU in 2015, these landscape maintenance services will no longer be provided by the City, even if the MOU is renewed. PURPOSE This MOU establishes a cooperative arrangement between the BLM and the City regarding the management of BLM and City lands within the Santa Rosa and San Jacinto Mountains National Monument in order to provide quality recreational and educational opportunities for tourists and local residents, to conserve natural and cultural resources, to protect public and private property, and to protect public safety. This MOU revises and replaces the MOU approved by the BLM Field Manager on June 18, 2013, and by the City of Palm Desert Mayor on June 25, 2013, which was identified by the City as Contract No. C32790. AUTHORITIES A. Federal Land Policy and Management Act of 1976 (Public Law 94-579). Section 307(b) grants authority to the Secretary of the Department of the Interior to enter into contracts and cooperative agreements, and to provide for management, protection, and development of public lands. Section 307(c) grants authority to accept contributions or donations of money for the management and protection of the public lands. B. Santa Rosa and San Jacinto Mountains National Monument Act of 2000 (Public Law 106-351). Section 4(c)(1) grants authority to the Secretaries of the Department of the Interior and the Department of Agriculture to enter into cooperative agreements and shared management arrangements for the purposes of management, interpretation, and research and education regarding the resources of the National Monument. 3 CONTRACT NO. XXXXXX AGREEMENT I. Bureau of Land Management shall: A. Conduct patrols by Law Enforcement Rangers on City lands consistent with the purposes of this MOU and commensurate with funds provided by the City for this purpose. Goals relative to this element of the MOU are as follows: 1. The BLM Monument Law Enforcement Ranger will allocate at least 50% of his/her patrol time in the sector of the National Monument that includes the City of Palm Desert, i.e., lands within and immediately adjacent to the National Monument boundary southward from behind the Desert Crossing shopping center to the Art Smith trailhead.l Patrols will be conducted on trails as needed. 2. When on patrol duty, the BLM Monument Law Enforcement Ranger will visit trailheads on City property at least once per day, including the Hopalong Cassidy/Mike Schuler trailhead behind the Desert Crossing shopping center, Gabby Hayes trailhead at Cahuilla Hills Park, Homestead trailhead at Homme-Adams Park, and Randall Henderson trailhead at the National Monument Visitor Center. Patrols of these sites and the associated trails will focus on compliance with rules regarding the use of trails by dogs.2 3. The BLM will direct additional Law Enforcement Rangers, as circumstances warrant, to the sector of the National Monument that includes the City of Palm Desert.3 4. The BLM will inform the City regarding issues that require immediate attention by the City, e.g., regulatory signs that require replacement due to vandalism or theft. 1 The percentage of patrol time allocated to the subject National Monument sector is determined,in part,by the level of funding provided by the City to the BLM for this purpose.Allocation of funds provided by the City for law enforcement patrols will be in accordance with part II.A.of this MOU. 2 Dogs are prohibited on the Mike Schuler Trail,Herb Jeffries Trail,Hopalong Cassidy Trail north of its intersection with the Gabby Hayes Trail and south of"the cross,"Art Smith Trail and Randall Henderson Trail.Dogs are allowed on the Homestead Trail,Gabby Hayes Trail,and Hopalong Cassidy Trail between its intersection with the Gabby Hayes Trail and"the cross,"thereby making a loop connecting Homme-Adams and Cahuilla Hills Parks with an extension to"the cross." 3 Funding for these Law Enforcement Rangers may,in part,be derived from funds provided by the City to the BLM under this MOU.Patrol time by such Rangers may be counted in achieving the commitment described in part I.A.1. 4 CONTRACT NO. XXXXXX B. Provide an annual report to the City regarding expenditure of the City's contributed funds in accordance with this MOU. The report will be provided in a timely manner relative to the City's annual budget process. C. Assume primary management responsibility for the Randall Henderson Trail and the segment of the Art Smith Trail located on lands owned by the City of Palm Desert, including, but not limited to, minor trail maintenance, and production and installation of informational and interpretive signs. The BLM will coordinate all proposed management activities affecting the Randall Henderson and Art Smith Trails with the City to ensure consistency with applicable municipal codes, ordinances, regulations, and statutes, and shall refrain from proceeding with proposed management activities prior to the City's approval, which may be verbal or written. The BLM will provide an annual report to the City regarding management actions undertaken by the BLM on the Randall Henderson and Art Smith Trails. D. The BLM will coordinate with the City on the management of other trails located on lands owned by the City within the National Monument, but not assume primary management responsibility for them. These trails include, but are not limited to, the Hopalong Cassidy Trail, Homestead Trail, Gabby Hayes Trail, Herb Jeffries Trail, and Mike Schuler Trail. II. City of Palm Desert shall: A. Provide funding not to exceed $40,000 annually to the BLM for the following: (1) Law Enforcement Ranger patrols of roads, trails, trailheads, facilities, and lands within the National Monument—patrols conducted with funds contributed by the City will occur on lands within the City (see part I.A. for details); and (2) management of the trails within the National Monument where located on City lands (see parts I.C. and I.D. for details). Of these funds, no less than $30,000 is to be allocated by the BLM for law enforcement patrols, and no more than $10,000 is to be allocated for trail management. Should the BLM incur costs less than $10,000 for trail management, the difference between $10,000 and the costs of trail management may be allocated for law enforcement patrols on City lands within the National Monument. B. In support of inter-operability with the City Law Enforcement contingency plan, ensure radio/data communications capability with and for BLM Law Enforcement Rangers to both the Riverside County Sheriff's and Palm Desert Police Departments by continuing to fund backbone usage requirements (dispatch). 5 CONTRACT NO. XXXXXX C. Funding provided is eligible for a cost of living increase annually on July 1, equal to the cost of living increase provided City of Palm Desert employees. D. Provide feedback in a timely manner to the BLM regarding proposed management activities affecting the Randall Henderson Trail and the segment of the Art Smith Trail located on lands owned by the City of Palm Desert, and as may affect other trails on City lands that connect to trails on BLM lands. The City will assume primary responsibility for major trail maintenance activities on trails and trail segments located on City lands, particularly those requiring contracted services, and for projects that require analyses of potential environmental impacts in accordance with the California Environmental Quality Act. III.Bureau of Land Management and City of Palm Desert shall: A. Jointly participate in quarterly meetings to review conformance by each party to the agreements made through this MOU, including review of BLM law enforcement patrol reports. B. Coordinate trail and trailhead management issues, as applicable to the Santa Rosa and San Jacinto Mountains Trails Plan element of the Coachella Valley Multiple Species Habitat Conservation Plan, through the Trails Management Subcommittee of the Coachella Valley Conservation Commission. HOLD HARMLESS The BLM and the City agree to defend, indemnify, protect, and hold each other and their agents, officers, and employees harmless from and against any and all claims asserted, or liability established, for damages or injuries to any person or property, including injury to BLM and City employees, agents, or officers, which arise from or are connected with, or are caused or claimed to be caused by, the acts or omission of the BLM or the City and its agents, officers, or employees in performing the work or services herein described, and all expenses of investigating and defending against same, provided, however, that the BLM's and the City's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the other party, its agents, officers, or employees. TERMS AND MODIFICATIONS A. This MOU shall be in effect until June 30, 2018, or until modified by the parties in writing, whichever occurs first, and may be renewed on an annual basis upon approval by the BLM and the City. 6 CONTRACT NO. XXXXXX B. Funding provided to the BLM by the City shall be annually reevaluated for cost of living increases. C. Terms of this MOU are negotiable at any time at the option of either of the parties. Either party may terminate the agreement upon giving the other party 60 days advance notice. D. This MOU does not in any manner affect the City's commitments as a signatory to the Coachella Valley Multiple Species Habitat Conservation Plan and Santa Rosa and San Jacinto Mountains Trails Plan. SIGNATURES Approved by: Date: JOHN R. KALISH Field Manager BLM Palm Springs-South Coast Field Office Approved by: Date: SUSAN MARIE WEBER Mayor City of Palm Desert Attest: RACHELLE D. KLASSEN, CITY CLERK Approved as to form: Date: DAVID J. ERWIN Attorney City of Palm Desert 7 PDAC March 2015 Month End Report Rental Admission Program Food Beverage Retail Total $11,288 $32,418 $8,917 $4,253 $1,370 $1,218 $59,465 Iran Type Description March 2015 March 2014 100 - Resident: 13-59 887 957 101 -Non-Resident: 13-59 2,044 1,736 102—Resident: Yth/Sr 670 662 103 —Non Resident: Yth/Sr 1,332 1,164 104—Resident: 2-5 167 151 105 —Non Resident: 2-5 386 317 Totals 5,486 4,987 2015 2014 25 Punch Monthly Use 720 579 3Mo. Card Monthly Use 255 264 1Yr. Card Monthly Use 71 77 50 Punch Card Use N/A 0 25 Punch Cards Sold 21 37 3 Mo. Pass Sold 6 9 Annual Pass Sold 0 0 10-2 Punch Cards Sold N/A 0 50 Punch Cards Sold N/A 0 Water Aerobic Pass Sold 27 25 Fitness Pass Sold 4 3 School Field Trips 0 1 Group Trips 3 3 PDAC "clicked" an average of 321 people per day Program participants registered 2015 2014 March 1-31 = 1,487 1,127 Group Swim Lessons= 23 63 Private Swim Lessons= 7 10 Aerobics= 892 754 Yoga= N/A 25 MS Class = 20 N/A Zumba= N/A 20 SilverSneakers = 269 200 Lifeguard Training= 4 4 CPR/First Aid= 4 1 Lifeguard Re-Certification= 0 1 Shower= 52 47 Personal Training= (lesson) 0 2 Yoga Workshop = 7 0 Chair Yoga= 1 0 ASES 3rd Grade Swim Lessons 208 N/A Lane Rentals =times March 1-31 Palm Desert Swim Club=24 Xavier High School Water Polo =22 Scorpion Water Polo= 12 Piranhas Swim Club = 8 SET Water Polo= 8 Desert Swim Academy= 19 AVID Physical Therapy= 3 Brickhouse Multisport=4 Helene's Swim School= 8 Desert Olympic Tritons =26 Ben Hobbins= 9 Naperville Waves=2 Special Olympics Southern California=4 Andy Personal Training= 3 Program Highlights for month: Group swim lessons Upcoming Events for this month: Lap pool closure 4/30 Current program concerns: None elCO CIcr CO N etM CNn ' ' Tt O N- ti O M M co cvi 0 co a~) co O in N. co co r M La.. a) a) ICNI ` N in is) CMn COD CCD M Co Z + M 0 E Ea Ea ER Ea Ea Ea Ea Ea Ea Ea Ea Ea EA- o O o O O O O 0 0 O O O 0 0 0 0 0 0 0 O LO .- N co N. .- N. in '4 L() G M N ' M N N M M L LO O r � UTt _ Z I En- Ea Ea Ea Ea te VItCD CI Cr CO r CI O NN 1,- r er co M It) ' ' O M a) M ei CO IM• ai CO coco N cooi coei N. 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Feb. March April May June July Aug. Sept. Oct. Nov. Dec. Day 1 148 75 133 545 2 284 323 241 808 3 233 298 339 524 4 89 257 242 694 5 265 312 328 1036 6 322 189 247 781 7 207 202 280 365 8 253 104 153 488 9 204 288 336 403 10 85 358 336 444 11 53 283 287 365 12 245 350 332 472 13 233 291 313 315 14 217 206 223 314 15 240 210 165 229 16 336 416 293 445 17 95 273 362 263 18 85 252 194 460 19 159 242 520 523 20 336 267 392 400 21 241 193 274 280 22 376 85 176 255 23 255 239 303 239 24 104 327 397 319 25 91 310 287 179 Closed 26 151 333 331 335 27 263 353 428 28 219 116 407 29 342 / 433 30 245 / 487 31 84 / 721 / Grand Total Totals: 6460 7152 9960 11481 0 0 0 0 0 0 0 0 These are estimates taken daily by use of a handheld counter.This data does not include people who do not use the facility, i.e. parents entering to pickup/drop off children, public entering to look at the facility, tours of the facility, and facility staff. • s • • . .. DESERT RECREATION DISTRICT Date: April 30, 2015 To: Palm Desert Parks and Recreation Commission From: Brenda Nutcher, Community Services Coordinator Subject: April Activity Report (Numbers based on participation through April 28, 2015) Palm Desert Community Center • 4558 members utilized the gymnasium and fitness PD Gym and Fitness Center center facilities Member Scans 4558 • 358 additional gym and fitness center users paid the Drop In/Daily Pass 358 daily walk-in fee Total 4916 • 320 people registered for classes, camps and special programs Memberships Sold • 173 additional people participated in classes on a Fitness Pass 112 drop in basis Desert Willow 354 • 354 Desert Willow Resident Cards issued The First Tee 15 • 112 Fitness Center Passes issued Skate Park 63 • 1 Community Center rentals for the month of April Total 544 Portola Community Center Activity Enrollments • 38 rental reservations PD Center Afterschool 18 • 170.25 hours of rental use Reagan Intramural Sport 65 Palm Desert Parks Dance and Music 17 • 353 park reservations Health and Fitness 46 • 2088.75 hours of rental use Martial Arts 18 Sports 31 Palm Desert Skate Park Tots 31 • 63 skate park memberships sold Total 226 • 208 skaters used the park • 183 bikers used the park Drop-in Class Participation Dance 22 Health and Fitness 86 Sports 65 Total 173 Palm Desert Community Center First Tee Golf Course Use • April 12, 2015 we partnered with My Best Friend's Driving Range 807 Closet to offer the Prom Dress Giveaway.This 9-Hole Adult 721 program gave 12 high school seniors the 9-Hole Child 283 opportunity to receive a new or slightly used prom Lessons 11 dress, shoes and accessories free of charge. Misc. Usage 4 • April 19, 2015 we will held a Free National Pitch, Hit Total 1826 and Run competition at Civic Center Park. 9 of the athletes proceed to the next level event on May 2, Rentals by Location 2015 in Riverside, CA. Civic Center Park 128 • We are now offering a new wrestling program beginning in May. Freedom Park 100 • DRD will be holding a job recruitment fair on May 6, Olsen Field 24 2015 at the Indio, Community Center from 9:00am PD Soccer Park 101 to noon and 2:00pm to 5:00pm. PD Community Center 26 • I am currently working with Jerome "Pooh" Portola Center 38 Richardson a former NBA player to start a new Elite Total 417 Basketball program for children. Rentals by Facility Type Amphitheater 3 Football Field 22 The Golf Center Home of the First Tee Gymnasium 0 Multipurpose Room 64 Programming Notes: Pavilion 20 Softball Field 205 • The Spring Sessions have reached their mid-point Soccer Field 103 with conclusion the last week of May.Youth Total 417 Member participation is on par with prior year with 345 participants. • The recently added site, Desert Falls Country Club, Hours Rented by Location has quickly established itself with excellent practice Civic Center Park 956 and course facilities. Freedom Park 575.50 • Our Summer Camp programs have been determined Olsen Field 168 with weekday camps commencing mid-June and PD Soccer Park 389.25 running through the end of August.These camps PD Community Center 146.75 will be held each morning concluding at 11:30A Portola Center 170.25 prior to the heat of day. Total 2405.75 • The First Tee also participated in the ANA Inspiration event conducting Junior Clinics and Master Class at Mission Hills C.C. Hours Rented by Facility Type • In addition, we are in the final stages of identifying Amphitheatre 48 our new Program Director to head up both our Football Field 88 Youth Programming and Volunteer coordination Gymnasium 0 efforts. Multipurpose Room 317 Pavilion 320 Softball Field 1229.5 Soccer Field 403.25 2405.75 New Programs/Promotions: With the upcoming arrival of the Summer Season, staff will continue to focus on improved operational efficiencies including review of all outstanding processes and procedures including donation protocol, participant registration, and data base development and enhanced participant communication, for both youth members and daily fee golfers. We are also pursuing potential relationships with local country club membership programs to grow our participant volume while assisting club membership drives. We have also formed relationships/fund raising opportunities with two of the primary golf management companies, Club Corp and American Golf to drive youth golfer participation. The Golf Center also participated in the CVWD/SCGA/GCSAA Water Conservation meeting focused on methods to reduce the water use footprint of desert courses.The Golf Center Irrigation Improvement project will be completed by May 8th allowing for effective golf course water management combining proper non-potable and aquifer water usage. The First Tee Events: Successful fund raising events were held at both the Sun City and Sun City Shadow Hills courses where local residents coupled with The First Tee staff to raise awareness and funds for our programming efforts.These home grown events align with our developing program, Friends of The First Tee,where we desire to increase outreach to the local country club communities outlining the compelling Nine Core Values message and the effective methodology used by Coach Instructors and Coach Volunteers.Also,The First Tee, along with the PGA Superstore, sponsored a Volunteer Appreciation event for the Humana and ANA Inspiration volunteers to expose this active local volunteer group to The First Tee programs. In addition, our annual Roy's Restaurant fundraiser will be held in mid- June with dates being finalized along with preparation for our The First Tee Power baseball family night. Finally,the Springs Country Club fundraiser is scheduled for the first week of January, 2016.