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HomeMy WebLinkAboutMinutes - Parks & Recreation Commission 04-05-2006yl-D1 CITY OF PALM DESERT PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 CALL TO ORDER Chairman Randy Guyer convened the meeting at 8:30 a.m. Chairman Guyer announced that the Desert Sands Unified School District (DSUSD) would not be able to do their presentation until May 3, 2006. He requested that the tot lot located at Magnesia Falls is added to the next Parks & Recreation Commission meeting agenda for discussion and a recommendation. Chairman Guyer also announced that Mr. Stendell from the Community Development Department was unable to do a presentation on the trails, and will be postponed until the next meeting. He noted that Commissioner Schukart had a scheduled budget meeting at the College of the Desert (COD), and would not be able to make it to the Commission meeting. Chairman Guyer stated that Vice Chair Munson is on a medical leave of absence. She is receiving treatment for cancer. It was also mentioned that Ms. Steele was attending a seminar and would not be present. ROLL CALL Present: Chairman Randy Guyer Commissioner Phill Babcock Commissioner Michael Barnard Commissioner Dan Barnes Commissioner Roger Dash Commissioner Gerald Dawson Commissioner Connor Limont Excused Absent: Vice Chair Julie Munson (LOA) Absent: Commissioner Terry Schukart 1 PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 Staff Present: Robert Spiegel, Council Member Jay Niemczak, Parks Maintenance Supervisor Monica Loredo, Administrative Secretary III. ELECTION FOR AN ALTERNATE VICE CHAIRPERSON A. NOMINATIONS FOR AN ALTERNATE VICE CHAIRPERSON Chairman Guyer requested nominations for an alternate Vice Chairperson while Vice Chair Munson is on a leave of absence. He also requested nominations for a new Chairperson. Commissioner Barnes asked, in accordance with the resolution/bylaws, how often is the officer appointments suppose to occur. Councilman Spiegel replied that it is suppose to occur once a year in September after the summer hiatus. Commissioner Barnes asked if the Commission missed the appointments last September. Chairman Guyer responded that he did bring up for discussion. Commissioner Barnes recommended that Chairman Guyer continue as Chairperson until September 2006. Commissioner Babcock moved to nominate Commissioner Terry Schukart for the alternate Vice Chair position. Commissioner Barnes seconded the motion and carried by a 7-0 vote with Vice Chair Munson and Commissioner Schukart ABSENT. IV. ORAL COMMUNICATIONS Mr. Rob Ballew, YMCA Director, indicated that the tot lot on Magnesia Falls is close to where the YMCA has their Teen Center. He stated that there are two portable units at that location with 105 kids registered, and that averages 53 kids a day. Mr. Ballew commented that in the past two months, it has been mentioned that the units might be located in the middle of the District's additional facility plans. The YMCA was informed that the units would have to be removed by July of this year. He commented that he has communicated with Ms. Steele the hope for another site for the Teen Center. Other possible sites would be on or around the junior high school or within the 10,000 square feet expansion that needs to be added to their current YMCA facility on San Pablo (in current discussions with the City). He also mentioned that he has been working with Mayor Ferguson on a concept design footprint for the 10,000 square feet. Mr. Ballew and their Program Committee are looking at working with the Parks and Recreation Commission and utilizing the results from the City's needs assessment survey to see if the 10,000 2 G:WDevServicesWMonica LoredolWord DatalParks&RecMinutes'2006 MinutesWW-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 square feet expansion could somehow meet some of the City's expectations and needs. Chairman Guyer asked Mr. Ballew if he or someone else could attend the next Parks and Recreation meeting for input on the Teen Center and the 10,000 square feet expansion at the YMCA. V. CONSENT CALENDAR A. MINUTES OF THE MEETING MARCH 21, 2006 Minutes of Parks & Recreation Commission of March 21, 2006, were approved as submitted. Motion moved/seconded by Barnes/Babcock and carried by an 7-0 vote with Vice Chair Munson and Commissioner Schukart ABSENT. VI. PRESENTATIONS - None VII. INFORMATIONAL ITEMS — None VIII. NEW BUSINESS A. FALL BABY AND FAMILY FEST Discussion and recommendation concerning request to sell booth space for the above -mentioned event. Mr. Niemczak reported that Ms. Giles and Ms. Whitlow approached City Staff to sponsor a Fall Baby and Family Fest at the Civic Center Park. The group is requesting that the Commission provide a recommendation to the City Council to sell booth space for the event. There will be no admission fee. Commissioner Limont asked the representatives if they have any parameters of what the event would entail. Ms. Whitlow responded that she provided Ms. Steele with some information. Chairman Guyer directed Ms. Limont to page 16 and 17 of the Commission agenda. Chairman Guyer asked why the event is not staying in the City of La Quinta. Ms. Whitlow responded that it is due to the size of the Palm Desert Civic Center Park, and that they like the stage in the park. She noted that last year they ran out of parking in La Quinta. She also noted that last year they had 30 booths and there were between 600 and 900 visitors. Lastly, they would want to have the event in Palm Desert to have it more centrally located. 3 G:IDevServiceslMonica LoredolWord Data Parks&RecWinuteA2006 MinutesW-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 Commissioner Barnes asked Councilman Spiegel if Springfest still exists. Councilman Spiegel replied that the City has not had Springfest for the last couple of years. Commissioner Dash asked if profits made from the event go to For Mom's and Babies Inc. Ms. Whitlow responded that For Mom's and Babies Inc. is not a nonprofit organization; they are a corporation. She stated that the profits would go to their scholarship funds, which benefits a nonprofit organization in the valley that works with pregnant women that are abuse survivors. Commissioner Limont asked if they would provide the entire cleanup for the event. Ms. Whitlow responded that their organization provided the setup and the cleanup. Mr. Niemczak commented that City would require Staff to be present for the event. Commissioner Barnard asked if there is a policy against selling booth space in the Civic Center Park. Councilman Spiegel answered yes. He mentioned that to his knowledge, the only time that people could sell food (hot dogs, soda, etc.) were for the City's Summer Events in the park. Ms. Giles mentioned that their sister station KDES sponsors the City's Summer Events and that they would be sponsoring it again this year. Commissioner Barnard asked if the Commission has received this type of requests in the past. Commissioner Barnes responded that they have not had too many. Commissioner Dawson asked besides food, what are some of the other things the vendors would be selling in the park. Ms. Whitlow responded that last year they had several mom -based businesses, such as Mary Kay and Avon. They also had ladies that make baby slings being sold at the event. Commissioner Dawson asked if the organization has guidelines for vendors that are allowed in the event. Ms. Whitlow replied that last year they did not have guidelines because they had planned the event within two months. She noted that they did not have any issues last year. Ms. Whitlow commented that the only requirement they have is that the vendor has to be based on or benefit family and babies. 4 G:1DevServicesV0onica LoredolWord Data1Parks&Rec WinutesL?006 Minutes14-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 Commissioner Dawson recommended that they have some type of guidelines so that they would not have vendors selling things such as garage cabinets. Chairman Guyer asked if the event could be tied in with a fall festival. Councilman Spiegel suggested taking the event to the Marketing Committee. Commissioner Barnes asked if legal counsel should look into the event. Councilman Spiegel replied that he does not ever recall anything else being sold in the park besides sodas and hot dogs. He noted that everything with Springfest was free. Chairman Guyer stated that the information in the agenda packet explains it more as an exhibition, but seems like it is becoming more of a business venture and that the Commission has concerns with that. Ms. Whitlow explained that their goal was not necessarily for business or charity, but a resource for families. She mentioned that in the past, they have requested that each booth have an interactive activity for children. Examples of activities were face painting, tumbling mats, and a fire truck. Chairman Guyer commented that the activities sound great, but having vendors does not. Ms. Whitlow noted that there was selling going on, but that was not the main focus of the event. Commissioner Barnard voiced his concern with a precedent. It would open the door to everybody wanting to use the Civic Center Park for this type of event unless a policy is set. Commissioner Limont agreed with him. Commissioner Dawson agrees with the concept of brining families together and providing information for better parenting. He requested that the representatives return to the Commission with guidelines that would eliminate their worries. Chairman Guyer commented that there is a Street Fair across the street and would not like to have something similar at the Civic Center Park. Chairman Guyer requested that Ms. Whitlow and Ms. Giles return to the Commission with guidelines for the next Parks and Recreation Commission meeting. Commissioner Barnard asked if the event would have a conflict with scalping season. Mr. Niemczak responded scalping would occur at the 5 G:0evServiceslMonica LoredolWord DataTarks&ReclMinutes12006 MinutesW-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 end of October and beginning of November so there should be no problem. It was mentioned that if the item is brought back to the Commission by the next meeting with different parameters, there should not be any time constraints getting the item to the City Council. Ms. Whitlow asked when is the next Commission meeting. The next meeting is the third Tuesday of April. IX. CONTINUED BUSINESS A. ICE ARENA RECOMMENDATION Discussion and recommendation on the proposed site, scope of the project, a lease agreement, and a request for proposal. Mr. Niemczak reported that in the last several months there have been several organizations approach the Commission regarding building an ice arena in Palm Desert with the request that the City would provide the land. He noted that recently there was another organization that has approached the City, which brings the total'to five. City Staff recommends that a formal Request for Proposals (RFP) be sent out. With an RFP, the City can state what it has to offer and set guidelines/specifications of what the City would accept. Commissioner Limont commented that an RFP is a great idea. Chairman Guyer asked what the City is prepared to offer at this point. Mr. Niemczak replied that all the organizations want the land for an ice arena. The City could discuss and negotiate the land with the organization. Commissioner Dawson commented that for an organization to properly respond to a RFP, they would need to know the specific location. Mr. Niemczak stated that a location has been selected. It is located at the new regional park near Portola and the City would specify how many acres. Commissioner Dash asked what the City means by providing the land. Mr. Niemczak replied that the land would be leased to the organization. Commissioner Barnes asked how long they would let the organizations continue to present their interest for an ice arena. 6 G:WDevServicesWMonice LoredoWWord Data Parks&ReClMinutes12006 MinutesWW-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 Initially there were three organizations that approached the Commission, and now there are an additional two organizations. He expressed his concern that if there is a good organization they might decide to walk away because the process with the City is taking too long. It was mentioned that the organizations are proposing several different venues. Mr. Niemczak added that once the City receives the results from the Parks and Recreation Survey, they would have more of an idea of what the City needs. Commissioner Barnes asked Mr. Niemczak how many of the organizations want more than just the contribution of land. He answered none. The City would have negotiations concerning the land and infrastructure. He stated that all the organizations are willing to build and run the facility. Commissioner Barnes asked who would pay for it all. Mr. Niemczak responded that the organization would fund the project. Commissioner Dawson asked if five to six acres would be enough land for an ice arena. Mr. Niemczak replied that it should be sufficient. Commissioner Dawson asked if the Commission would need to vote on the location before moving forward with a RFP. Chairman Guyer asked if the Commission is willing to give up five to six acres from the regional park for an ice arena. Commissioner Barnes asked if all organizations needed five to six acres. Mr. Niemczak responded that the acres would be needed for parking and the facility. Commissioner Barnes asked if the regional park was 36 acres and does it include ball fields. A couple of Commissioners replied yes, but that it has not been decided what would be built in the park. It was mentioned that the location of the park is adjacent to the train tracks. It was also mentioned that there would be joint use parking between the park and the ice arena. Commissioner Barnes commented that he read the most recent Planning Commission minutes, and noted that there is so much being built in the regional park area. He indicated that the Planning Commission approved 292 new homes and 457 residential lots. He 7 G:IDevServicesWonica Loredoftord DatalParks&ReckMinutes12006 MinutesW-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 stated that a large park would be needed in that area by the year 2007. Chairman Guyer asked the Commission if they want to recommend adding an ice arena to the regional park. Commissioner Barnes responded yes if they had the right organization with the right venues. Councilman Spiegel mentioned that the proposals would show the Commission and the City if the organizations were financially sound. Commissioner Barnes asked if the school district would be involved or sneak into the regional park somehow. Councilman Spiegel replied that the school district is not involved. Chairman Guyer asked if the Coachella Valley Recreation and Park District (CVRPD) or the YMCA would be involved with the regional park. Both organizations replied that there have not been any discussions. Commissioner Dawson asked if they should wait for the survey results before sending out a RFP. Mr. Niemczak replied that it would be helpful. Chairman Guyer again asked the Commission if they are willing to give up five to six acres. He noted that they need ball fields. Commissioner Dawson commented he does not think they are losing five to six acres. It was mentioned that there would be shared use parking and the building would only be half of the six acres. Councilman Spiegel replied that the building might be less than half. Chairman Guyer asked the Commission if they agree with the proposed regional park site. Commissioner Limont replied that she does not agree. She believes that five acres is a lot to designate to an ice arena. Chairman Guyer responded that he does not agree with Commissioner Limont since the site is not written in stone. He indicated that the Commission would still need to look at the proposals and that the Commission might not agree with any of the proposals. s G:0evServiceslMonica LoredolWord Dafa Par*s&Rec Minutes12006 MinutesW-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 Commissioner Babcock voiced his concern relating to all the housing that is going in that area, and that those people might not be interested in an ice arena. Councilman Spiegel briefly explained the process for the RFP. Commissioner Babcock stated that there should be a special meeting to review the RFP's. Councilman Spiegel asked how long is Staff going to allow organizations to submit a proposal. Mr. Niemczak responded about two months. Commissioner Babcock moved to prepare a Request for Proposal for an ice arena at the regional park site located east of Portola Avenue with a special meeting to be held with the organizations making a presentation on their proposal in accordance with the City's scope of the project. Commissioner Barnard seconded the motion and carried by a 7-0 vote with Vice Chair Munson and Commissioner Schukart ABSENT. Commissioner Dash asked if the RFP would be circulated to the Commission. Mr. Niemczak responded that the Commission would see a copy of the RFP before it is sent out. Commissioner Barnes asked if the number of organizations interested in building an ice arena be limited. Mr. Niemczak responded that the RFP would be publicized and any organization interested would be able to respond by the cut-off date. Commissioner Barnes asked how long before the RFP is ready to be sent out. Mr. Niemczak answered approximately 30 days. X. OLD BUSINESS - None XI. REPORTS AND UPDATES A. CITY OF PALM DESERT PARKS & RECREATION BUDGET Mr. Niemczak indicated that pages 25 and 26 were mistakenly added to the packet and asked the Commission if they could disregard those pages. Chairman Guyer asked if the Commission had any questions regarding the budget. 9 G:1DevServiceslMonica LoredolWord DatalParks&ReclMinutesk2006 MinutesW4-5.06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 Mr. Niemczak explained that budget was itemized so the Commission could have a better idea where the money is going. Commission Dawson commented that was a good idea. Chairman Guyer stated that there used to be money from two different funds (Fund 233 and 430), and asked if there was a timeframe for usage. Mr. Niemczak responded that 430 is the Parks and Recreation Fund, and Fund 233 he was not sure. Councilman Spiegel stated that any money that was approved by the City Council is not cut-off by a certain date. Funds stay in the account until the project is completed. Commissioner Dash indicated that there was a significant increase in the Conference/Seminar/Workshops account, and asked if it is due to the increase of Staff. Mr. Niemczak responded that the Parks and Recreation Department is new, and there has been an increase in Staff. Chairman Guyer added that there never has been a Parks and Recreation Department so there was no Staff to send. Councilman Spiegel stated that additional funds were added so Commissioners may attend local seminars/conferences. Commissioner Barnes commented that the budget is this best he has seen in years. It shows a clear picture were the money is going. He questioned the $3,768.00 a month for Haystack, why does it cost so much? Mr. Niemczak responded that Haystack is contracted for the maintenance, and that Haystack is a large area to maintain. Commissioner Barnes commented that it would be cheaper to pave the area over. Commissioner Barnes asked for the location of Smoke Tree Park. Mr. Niemczak answered that it is on the east end of Haystack. It is the little desert area before the greenbelt with a natural walking path. Commissioner Barnes asked what are the east Civic Center planters. Mr. Niemczak replied it is the natural plant area on the east side of the Civic Center Park along the wash. Commissioner Babcock commented that the handball courts are listed on the budget, but not the kiosks. Mr. Niemczak responded that the kiosks are in the design process. Councilman Spiegel stated that the budget would not go to the City Council for approval until June, if the Commission has any 10 G:OevServiceslMonica LoredolWord DataWParks&Rec MinutesU006 MinutesW4-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 questions or would like to see something added to the budget it should be done in the near future. Chairman Guyer asked if $2.2 million is still earmarked for the Amphitheater. It was noted that funds are carried over. Commissioner Barnard mentioned that he would like to go back and look at the revenues and then look at the expenses. Chairman Guyer responded that if he had more questions after he reviews the revenues, he could come back and ask questions at the next meeting. Commissioner Barnes noted that on page 31 "CC Bounce Ball" should be "CC Bocce Ball." Mr. Niemczak agreed and will make a note. B. FREEDOM PARK UPDATE Mr. Niemczak reported that there was a pre -construction meeting on March 24 for Freedom Park. He also reported that James E. Simon Company (Contractor) recently returned the signed contract, and is now being routed to the City Council for signatures. The City hopes to give the contractor a Notice to Proceed within the next ten days. Chairman Guyer asked Mr. Niemczak if he had a completion date. He responded that Staff initially had planned for the fall of 2006, but would probably be completed by the beginning of 2007. C. LIGHTING AT LEGENDS FIELDS Mr. Niemczak indicated that at the last meeting Mr. Kinzel addressed the Commission concerning the glare and infusion coming from the lights at Legends Fields into Monterey Country Club. He indicated that Mr. Kinzel also voiced his concern with the lights being on when there are no activities on the fields. Chairman Guyer asked Mr. Kinzel if he received a copy of the Staff Report that explains what Staff has accomplished to address his concerns. Mr. Kinzel replied that he did not. Mr. Niemczak noted that he would give him a copy. Mr. Niemczak stated that Staff met with CVRPD, and CVRPD was kind enough to provide City Staff with online access to the system in Iowa. CVRPD is also going to talk to their Staff about letting the 11 G:0evServicesWonica LoredolWord DatakParks&RecWinuteS12006 MinutesW-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 Assistant Sports Director know when the fields are not in use so he/she could turn off the lights. Mr. Niemczak stated that he would be submitting a Request for Proposal to re -lamp the Hovley Soccer Park by the end of this month. As part of the proposal, he is requesting the lights are re -aimed at Legends Fields. Commissioner Babcock asked why the City has to go Iowa to turn lights on and off. Mr. Niemczak responded that Musco installed the lights and it is a service they provide. Commissioner Babcock asked if the company replaces the bulbs too. Mr. Niemczak replied that they do and that they have someone from Temecula come out to change the bulbs. Councilman Spiegel mentioned that the Staff Report states that the lights at Legends Fields do have shields. Mr. Niemczak indicated that they do, and noted that Musco would take a look at them. Mr. Kinzel asked when the work would be done. Mr. Niemczak answered that he hopes by the end of April. Mr. Kinzel stated that he appreciates the City's effort addressing his concerns. He mentioned that he is still confused why the lights are controlled out of Iowa and not locally. Mr. Kevin Kalman, CVRPD, explained that they have instant access to turning on and off the lights at anytime. He indicated that they have instant access to the system with a computer, cell phone, and by physically going to the location. Chairman Guyer communicated that once the lights are turned off they cannot be turned back on right away because it takes time for the lights to warm up. He also noted that the Staff Report states that the lights are not on after 9:00 p.m. Chairman Guyer indicated that he has been in the park after 9:00 p.m. and they have been on with no one in the park. He commented that it should be checked that they are going off at that time. Mr. Kinzel thanked the Commission. D. PARK PROJECTS Mr. Niemczak stated that page 54 of the agenda packet lists projects that are in progress in different parks of the City. 12 GJDevServicesWonice LoredolWord DaWParks&RecVWnutes12006 MinutesW-5-06.min.doc PARKS & RECREATION COMMISSION MINUTES APRIL 5, 2006 Commissioner Barnes asked if only two columns were being built at Legends Fields. Mr. Niemczak responded that four would be built. Commissioner Limont asked if the white recycle bin would soon be taken out of the parking lot at Ironwood Park. Mr. Niemczak replied that he has contacted City Staff that is responsible for the recycle bin. He was told that the bin would be emptied more often and hopes that there will not be rubbish around the bin. Commissioner Limont stated that the bin is loose in the parking lot and should not be there. Mr. Niemczak noted that during the Fire Department's remodel, the bin was moved to the parking lot. Once the Fire Department is done with the remodel, it should be moved back. He asked that Commissioner Limont let him know if the bin has not been emptied so that Waste Management could be contacted. XI1. COMMISSIONER COMMENTS Councilman Spiegel commented that Mr. Tanner is on the Planning Commission, and he will attend the Parks and Recreation Commission meeting to receive some insight on projects that might eventually go to the Planning Commission. Commissioner Barnes asked if the nomination for the next Senior Games should be discussed. Chairman Guyer requested that nominations for the next Senior Games are added to the next Commission agenda. He asked everyone to bring names of those who they would like to nominate. Commissioner Limont announced that the Friends of the Desert Mountains is having their annual fundraiser on April 17, 2006, at Stone Eagle Golf Club, and if anyone is interested to let her know. XIII. ADJOURNMENT Upon motion by Commissioner Babcock, second by Commissioner Dawson, and unanimous vote of the Commission, Chairman Guyer adjourned the meeting at 9:48 a.m. Monica Loredo, Recording Secretary 13 G:1DevservicesWonica LoredolWord DaWParks&RecWinutes12006 MinutesW-5-06.min.doc