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HomeMy WebLinkAbout1997-05-14 PRC Regular Meeting Agenda Packet09 Im AGENDA PALM DESERT PARKS & RECREATION COMMISSION WEDNESDAY, MAY 149 1997 8:30 A.M. - COMMUNITY SERVICES CONFERENCE ROOM I. CALL TO ORDER II. APPROVAL OF MINUTES: i) Approve minutes for the meetings of March 12, 1997 and March 26, 1997; and ii) Continue minutes for the meetings of April 9, 1997 and April 23, 1997 to meeting of May 28, 1997. III. ORAL COMMUNICATIONS: Any person wishing to discuss any item not otherwise on the agenda may address the commission at this point by stepping to the lectern and giving his/her name and address for the record. Remarks shall be limited to a maximum of five minutes unless additional time is authorized by the commission. This is the time and place fr any person who wishes to comment on non -hearing agenda items. It should be noted that at commission discretion, these comments may be discussed. Remarks shall be limited to a maximum of five minutes unless additional time is authorized by the commission. IV. CONTINUED BUSINESS: A. DESERT WILLOW: Oral presentation by Rudy Acosta on progress of Desert Willow Golf Course. B. COOK STREET SPORTS COMPLEX: Discussion of school district response to proposed expenditure of pass -through funds for facility upgrade. C. CITY PARKS MAINTENANCE RESPONSIBILITIES: Review and comment on memorandum from Richard Folkers dated May 2, 1997 regarding maintenance responsibilities for city parks. V. INFORMATION/UPDATES: A. ADOPT -A -PARK: Update from commissioners on park inspections. AGENDA PARKS & RECREATION COMMISSION MAY 14,1997 B. PALM DESERT SOCCER PARK: Construction documents are currently in the plan check process. C. PALM DESERT COUNTRY CLUB HOMEOWNERS FACILITY: Questionnaire will be mailed with the Palm Desert Homeowners Association Newsletter on Friday, May 16th. D. CIVIC CENTER PARK INFORMATION KIOSKS: Out to bid. Bid opening scheduled for May 19th. Will be at June 12th City Council meeting for acceptance. E. CIVIC CENTER PARK PAVILIONS: Bid packet and plans being reviewed. Will go out to bid in June. F. CIVIC CENTER PARK AMPHITHEATER: Lights added to amphitheater structure for summer concert series. G. ROLLER HOCKEY/SKATE PARK/DOG PARK EXPANSION: Conceptual plan for roller hockey, skate park and dog park expansion approved at April 24th City Council meeting. Base map and preliminary drawing for dog park expansion being developed for commission review at next meeting. VI. ADJOURNMENT DECLARATION OF POSTING I, Donna C. Bitter, of the Community Development Department of the City of Palm Desert, do hereby declare that the fore going agenda for the Parks & Recreation Commission meeting of Wednesday, May 14, 1997, was posted on the bulletin board by the outside entry to Council Chamber, 73-510 Fred Waring Drive, Palm Desert, on Friday, May 9, 1997. ed: ay 9, 1997 DONNA C. BITTER Senior Office Assistant City of Palm Desert, California 2 in INTEROFFICE MEMORANDUM CITY OF PALM DESERT TO: Donna Peat, Chair, Palm Desert Parks & Recreation Commission FROM: Richard J. Folkers, ACM/Public Works Director SUBJECT: MAINTENANCE RESPONSIBILITIES DATE: May 2, 1997 We apologize for the delay in presenting this information to you and the commission. The following is a description of each park and the various parties responsible for maintenance. I. CIVIC CENTER PARK A. The Maintenance Division (Parks Section) does the bulk of the maintenance except specialty items; i.e., pump repairs, electrical, etc., as shown below. B. High-pressure water cleaning of the tennis courts is done every Monday by Courtmaster, and the City crews perform all other maintenance on the courts. C. The infield, snack bar and restroom maintenance at Legends Field is performed by the Coachella Valley Recreation & Park District. D. The lagoon maintenance is performed three times per week by Southwest Aquatics. E. Non -routine repairs and maintenance of the irrigation and jockey pumps, as well as the monthly check and service, is completed by Layne -Western. F. Overhead lighting replacement is performed by various electrical firms with lift trucks. , G. Major palm tree trimming is completed by a contractor once a year. ENS En Page 2 May 2, 1997 SUBJECT: MAINTENANCE RESPONSIBILITIES H. Park patrol is performed by the Coachella Valley Recreation & Park District Mondays thru Fridays from 4:00 p.m. to 1 1 :00 p.m. and 9:00 a.m. to 1 1:00 p.m. on Saturdays and Sundays. II. CAHUILLA HILLS PARK A. Maintenance of the tennis courts is completed on a weekly basis by Courtmaster. (Note: High-pressure cleaning of courts on Mondays) B. The tennis courts are opened daily by City staff before 7:00 a.m. and closed at 10:00 p.m. by the Coachella Valley Recreation & Park District staff. C. Landscape maintenance is performed by Valley Gardening Service. III. IRONWOOD PARK A. Landscape maintenance is performed by Valley Gardening Service. B. The restrooms are opened by City staff before 7:00 a.m. daily and closed by the Coachella Valley Recreation & Park District staff at 10:00 P.M. C. Palm tree pruning is completed under the citywide palm tree trimming program. IV. PORTOLA PARK A. This park, which is owned by the Desert Sands Unified School District, is leased by the City. The school district pays for the water and the City is responsible for the maintenance and repairs. The City has a maintenance contract with Valley Gardening Service which consists of mowing, trimming, etc; as well as maintenance of the restrooms. Page 3 May 2, 1997 SUBJECT: MAINTENANCE RESPONSIBILITIES V. RUTLEDGE FIELDS A. This field, which is owned by the City of Palm Desert, has been leased to the Desert Sands Unified School District. The City of Palm Desert has no maintenance responsibilities at this time as we now pay for the maintenance contract with the Coachella Valley Recreation & Park District. VII. COOK STREET SPORTS COMPLEX This property is owned by the Desert Sands Unified School District and four fields are leased to the City of Palm Desert. A. The northwest quadrant field has been returned to the District for the girls' softball program. That field is not available at any time of the year for general usage. It is maintained by the girls' softball program. B. The lighting costs for all four ball diamonds are paid by the Coachella Valley Recreation & Park District. C. The school district provides reclaimed water for the fields and the City pays for the CVWD domestic water bills for the restrooms and snack bar. The City also pays the regular electrical bills. D. The Coachella Valley Recreation & Park District provides a contractor for the maintenance of the three fields, childrens' play yard, infields, etc. E. The sports' group controls the refreshment building (Snack Bar). The City only has access to the electrical power panel room. The sports' group also contracts with a security company for the security system. In addition, they pay for telephone charges. Page 4 May 2, 1997 SUBJECT: MAINTENANCE RESPONSIBILITIES VIII. OLSEN FIELDS A. This field is owned by the Desert Sands Unified School District. The maintenance is performed by a contract with the Coachella Valley Recreation & Park District doing the administration, and the cost for maintenance is paid by the City of Palm Desert. The lighting bills are paid by the Coachella Valley Recreation & Park District, and the Desert Sands Unified School District is responsible for the water bills. RJF/ms cc: Van Tanner, Vice -Chairperson Michelle Bats -O'Donnell Daniel Barnes Virginia Criste Dolores Driskel Randy Guyer Maria Netherton Bob Royer Phil Drell Jeff Winklepleck Don Martin Gerry Hundt En PALM DESERT RECREATIONAL ACTIVITIES AND FACILITIES MEMORANDUM OF UNDERSTANDING October 1995 I. PURPOSE AND INTENT The purpose of the memorandum of understanding (MOU) is to describe the responsibilities of each entity responsible for providing certain recreational activities and facilities within the City of Palm Desert. It is understood that the Coachella Valley Recreation and Park District (CVR&PD), a public recreation district, provides certain recreation services within the City of Palm Desert; and That the City of Palm Desert (City) has established recreation facilities owned by the City on City land and leased land within the City, and maintains recreation facilities under its control; and That the Desert Sands Unified School District (DSUSD) owns, controls, maintains and utilizes certain recreation facilities within the City; and That several sports associations provide organized sporting activities for the youth of the City on City controlled land and DSUSD controlled land. It is further the intent and purpose of this MOU to describe the joint use, maintenance, scheduling and funding of certain facilities by the participating entities. H. DESCRIPTION OF FACILITIES A. Olesen Field Olesen Field is constructed on DSUSD owned land located on Magnesia Falls adjacent to Palm Desert Middle School and the Palm Desert Community Park. Olesen Field currently has a baseball backstop (screen), dug -outs, bleachers, baseball lighting, trash receptacles, infield brick dust, outfield turf, and a proposed adjacent soccer field area. This area shall be defined as all areas north of ballfield light poles and north of the DSUSD room/shade structure. vftwoll `.rr/ B. Rutledge Strip Rutledge Strip is currently owned by the City and leased to DSUSD. Rutledge Strip is located on Rutledge Way and Magnesia Falls adjacent to Lincoln School, Palm Desert Middle School, and the Palm Desert Community Park. Rutledge Strip includes turf, irrigation, CVWD well site, back stops for possible baseball and possible soccer. C. CVR&PD Office The CVR&PD has established a community recreation facility on the Civic Center Park site. CVR&PD has office space and phone service within the recreation facility for community use. The office space is currently called the PAL room. D. Sports Complex Girls Softball Field (Field #1) The Sports Complex facility is located on the Palm Desert High School site on the corner of Fred Waring Drive and Cook Street. The site is owned by DSUSD and leased to the City. The equipment and building are owned by the City. The facility is controlled by the Cove Services Commission. This facility includes a restroom, snack bar, two soccer fields, four baseball/softball fields, tot lot, fencing, dugouts, irrigation equipment, field lighting and scoreboard. This area is currently utilized by Women's Softball with outfield fencing. This area shall be defined by the outfield fence. All areas, including the fences, from the outfield fence to the backstop, toward home plate are part of this facility. The batting cage outside the outfield fence is considered permanent and is included in Field #1. III. MAINTENANCE A. The City will contract for the maintenance of Olesen Field, Rutledge Strip and the Sports Complex. B. The City will contract with CVR&PD, where economically feasible, for the purpose of ease of maintenance and coordination on Olesen Field, Rutledge Strip and Cook Street Sports Complex. If the City has future concerns regarding increase in maintenance costs, City reserves the right to bid maintenance to qualified maintenance firms. C. DSUSD will maintain the Woman's Softball Field. DSUSD will be responsible for coordinating watering on this with maintenance or be responsible for separating Field #1 to separate irrigation controls. 2 IV. PAYMENT FOR MAINTENANCE A. DSUSD agrees to pay $400 per month for the maintenance of Olesen Field, the adjacent soccer field, and Rutledge Strip based on CVR&PD bid. B. The City agrees to pay the remaining maintenance costs for Olesen Field and Rutledge Strip. C. DSUSD agrees to be responsible for all maintenance costs associated with the Women's Softball Field. D. Cove Services Commission has previously agreed to pay for the maintenance of the Sports Complex pursuant to a Sports Complex Agreement. The maintenance of the sports complex will be modified to exclude the Women's Softball Field maintenance. The contract amount for the first year will be adjusted. E. DSUSD agrees to continue to pay for Olesen Field and Sports Complex water charges. DSUSD agrees to pay for the fair share of Women's Softball lighting charges by either an agreed per hour charge or separation of the electric circuit for Field #1. Said electric circuit changes shall be made by DSUSD. F. CVR&PD agrees to pay the electrical charges for Olesen Field and Sports Complex lights (except Women's Softball usage). CVR&PD agrees to provide free office space and local phone service for Youth Sports groups in the PAL office. V. SCHEDULING A. CVR&PD will provide a monthly calendar of sporting events and activities on all revised City recreation facilities. B. On DSUSD facilities, school functions receive the highest priority prior to other group reservations, including but not limited to physical education classes and athletic activities. C. Reservation priority will be given as follows: 1. Youth Sports during normal/customary seasons 2. Organized Adult League Play 3. Group Reservations 4. First come, first serve 3 D. All reservations for facility use will require the completion of appropriate forms for the purpose of notifying owners. E. Reservation priority is a privilege, not a right. If field or facilities are reserved and not used, privilege will be terminated as determined by City. F. All participating entities will receive a monthly calendar prepared by CVR&PD. G. Maintenance, irrigation, repair, and overseeding will be scheduled and coordinated by City, CVR&PD and DSUSD. The objective will be to maintain, irrigate, and repair during non scheduled times, if possible. VI. OTHER CONDITIONS A. The owner or controlling entity reserves the right to protect, improve or modify their facility. Rules on usage, scheduling, and operation may be set by owner at any time during the term of the MOU. The DSUSD maintains the right to use all facilities for school functions and activities. This Memorandum of Understanding for DSUSD property will only apply when school activities are not scheduled or conducted. B. The owner, controlling entity, or responsible parry is required to communicate the terms of this agreement with all agents which utilize or maintain facilities covered under this Memorandum of Understanding. All agents must abide by this Memorandum of Understanding. C. Any modifications or changes to City controlled facilities or areas shall require an encroachment permit from the Public Works Department prior to commencement of any work. D. Any modification to District owned facilities or areas shall require DSUSD notification for approval prior to commencement of work. E. All parties utilizing and reserving facilities shall provide liability insurance to the controlling entity and owners. F. Youth Sports entities agree to utilize a universal information and registration phone number in the CVR&PD recreation building. CVR&PD will assist in answering inquires. G. Payment for all maintenance costs may be adjusted annually either upwards or downwards based on the most recent costs of maintenance. 0 CM H. No vehicles without owners or controlling entities pre -approval shall be permitted on any field covered by this MOU. VII. TERM The term of the MOU will be one year commencing on the date of approval. Any parry to the MOU may elect to cancel and terminate their obligation by giving thirty day written notice to all parties. BUFORD CRI , MAYOR DO ORES DRISKEL, CHAIRPERSON CITY OF PALM DESERT PARKS AND RECREATION COMMISSION A. DOX MARTIN, EXECUTIVE DIRECTOR C.V. RECREATION & PARK DISTRICT JALD HUNDT, EXEC CA OF THE DESERT BOB WOLF, PRERMENT NJB OF THE DESERT lC /, LA ML McLEROY, PRESIDENT /j-- P. D. YOUTH SPORTS ASSOCI TION DOLORES BALLESTEROS, SUPERINTENDENT ED ROWE, PRESIDENT DESERT SANDS UNIFIED SCHOOL DISTRICT JUNIOR ALL AMERICAN FOOTBALL DAVE KATW, A TT44C DIRECTOR BOB RICHARDS RESIDENT PALM DESERT HIGH SCHOOL P.D. YOUTH SOCCER LEAGUE RAY HILL�RINCIPAL PALM DESERT HIGH SCHOOL P. D: HIGMMMOL 190MER CLUB 5 (A VI Vve -C-97-> (f- a Nc Ze l��.l now• �-,F- 7_ L- c ,d JaKa--� /I Vlj eA `, 7agc,)- Pa' A,) 220 • t �5 5orn.�'a� ��-� � "►r " Co f 1 s- 131 & 5 Ike �a, Dcsv Chi