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HomeMy WebLinkAboutMinutes - Parks & Recreation Commission 06-17-2008 CITY OF PALM DESERT �''`� PARKS & RECREATION COMMISSION � � _ MINUTES . . JUNE 17, 2008 I. CALL TO ORDER Chairman Dawson convened the meeting at 8:34 a.m. II. ROLL CALL Present: Excused Absence: Chairman Gerald Dawson Commissioner Terry Schukart Vice Chair Michael Barnard (Schukart on LOA) Commissioner Phill Babcock Commissioner Roger Dash Commissioner Randy Guyer Commissioner Deborah Hall Commissioner Kim Housken Commissioner Julie Munson Staff Present: Richard Kelly, Councilmember Homer Croy, ACM for Development Services Janis Steele, Parks & Recreation Services Manager Jay Niemczak, Parks Facilities Manager Monica Loredo, Administrative Secretary Guests: Rob Ballew, Family YMCA of the Desert Barb Adair, Coachella Valley Recreation & Park District Craig DeWitt, Coachella Valley Recreation & Park District Van Tanner, Palm Desert Planning Commissioner Gina Tenorio, The Desert Sun CiT� eou�c�L Ac��1u;v: APPROVED � DENIE� 12ECSIVED � - OTHER � MBBTING DATE -� 1�YES: 'r � NOES: ' ADSENT: nj��]� ABSTATN• i VERIFIED BF: /� �,; Original on File wit City Clerk's OfficE 1 PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 III. APPROVAL OF MINUTES A. MINUTES OF THE MEETING FROM JUNE 3, 2008 Commissioner Hall indicated that on page 13 of the June 3, 2008, minutes, it was omitted that Ms. Steele noted that the redesign of the site done by Mr. Greenwood would be approximately 8.35 acres. Commissioner Dash also indicated that he had some changes to comments he made. On page 12, second paragraph of the June 3, 2008, minutes, he clarified that Councilman Ferguson suggested having separate pools. On paragraph 3, line two, he would like to change the word "feeling" to "sensed." Last he suggested changing the last line in the third paragraph to ". . . without a complete analysis." Minutes of the Parks and Recreation Commission meeting of June 3, 2008, were approved with the above-stated amendments. Motion moved/seconded by Guyer/Housken and carried by an 8-0 vote with Commissioner Schukart ABSENT. (Schukart on LOA) IV. ORAL COMMUNICATIONS - None V. PRESENTATIONS A. SUMMER PROGRAMS: FAMILY YMCA OF THE DESERT Ms. Steele introduced Mr. Dallas Williams, Programming Director for the Family YMCA of the Desert. Mr. Williams showed a DVD that displayed their summer programs. They offer basketball, tennis, jump rope, dance, chess, and aquatic (La Quinta) programs. For summer camp, they are offering Survivor, Project Runway, Movie, Plant Lego, Comic Book, Art, Harry Potter School, Mad Scientist, Circus, and Home Builders camps. In addition to the camps, they have childcare available at different locations in Palm Desert. He mentioned that they will be taking 60 kids to Big Bear for a mountain camp. They are also offering a surf camp in San Diego. Mr. Williams noted that the YMCA has raised $30,000.00 to send kids to camp that could not afford to go. $20,000 of the funds has already been spent. Commissioner Dash inquired how kids that are receiving scholarships are recruited. Mr. Williams responded that some of the kids approach the YMCA. In addition, YMCA staff visit their childcare sites and other agencies and ask if they have students that would benefit from the camps. 2 G:IDevServiceslMonica LoredolWord DatalParks&ReclMinutes12008 Minutesl6-17-08.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 Commissioner Housken commented that she was curious about the pool. She asked if the YMCA is not able to use the Palm Desert High School pool. Mr. Williams responded that the pool is not the easiest pool to secure. He noted that La Quinta approached the YMCA to offer programs, which made it was easier to use the facility in La Quinta. Mr. Williams thanked the Commission for their time and handed out literature on the camps being offered. Chair Dawson thanked Mr. Williams for his presentation. VI. NEW BUSINESS A. SOCCER GOAL ANCHORS Discussion and recommendation on alternative anchors for the soccer goals at Hovley Soccer Park. Ms. Steele stated that the soccer goal anchors were added to the agenda per Commissioner Munson's request at the last meeting. Mr. Niemczak indicated that Parks Staff bought two sets of anchors. After the anchors were installed, they noticed that the anchors were pulled up and the goals were moved. He stated that he has looked for an alternative type of anchor, and the only other alternative is to concrete the anchors into the ground. Commissioner Guyer asked if there is an advantage in being able to move the goals, and not make them permanent. Mr. Niemczak replied yes. Commissioner Munson stated that she would like to see something in between. She commented that she worries about it since she sees children and adults hanging from the goals. Mr. Niemczak stated that he has thought of installing permanent anchors with some sort of latch to unhook the goals. Mr. Tanner, Planning Commissioner, suggested that Staff talk to other larger soccer facilities, such as San Bernardino and find out what they do. Ms. Steele added that they may have to invest in some lighter goals rather than having heavy ones. Commissioner Munson stated that she would like to avoid any injuries. She apologized for bringing up the subject, but she is concerned. 3 G:IDevServiceslMonica LoredolWord DatalParks6ReclMinutes12008 Minutesl6-17-08.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 B. FIELD RESERVATIONS Discussion and recommendation to not schedule soccer fields or allow usage on Sundays. Ms. Steele stated that Staff met with the Coachella Valley Recreation and Park District (CVRPD) and Desert Sands Unified School District (DSUSD) representatives to discuss field reservations. She went over field reservations at the different fields. Commissioner Guyer asked if the fields at Freedom Park are going to be striped so that the band could see where they are supposed to march. Ms. Steele replied yes. Mr. Niemczak added that the retention area will be striped like a football field. The band will not be using the multi-purpose field. Ms. Steele commented that she could provide a copy of the memorandum to the Commission once the scheduling is finalized. She noted that at Oleson Field, the sod is out to about 140 ft. but needs to be out to 80 ft. (the infield extending into the outField). The high school does not seem to care about it, but if they do, they will add sod. She added that the field will need to be completely top-dressed, which the City will do. The high school will be installing a temporary 200 ft. outfield fence that is needed at their expense. At the Civic Center, the high school is going to prep the fields before and between games. For field one (left center field) at the Civic Center, a safety net will have to be installed and foul lines would need to be extended. Commissioner Guyer asked if the changes would be permanent. Ms. Steele responded that only the net would be temporary. Ms. Steele recommended, due to the amount of usage that will occur at the Hovley soccer fields, to not allow any usage on Sundays with the exception of an occasional tournament. This would provide the fields with one critical rest day. She stated that the park would still be open for walkers and disc golfers. She mentioned that tee ball will be available again at Palm Desert Middle School. Ms. Steele noted that the only item that was left outstanding is La Quinta football. She did offer DSUSD that they could possibly use Horizon Alternative School. Commissioner Hall asked if the Hovley Soccer Park is used a lot casually. Ms. Steele reaffirmed that they are not closing the park to the casual user. Staff is only recommending closing the soccer fields to group sports organizations on Sundays. 4 G:IDevServiceslMonica LoredolWord DatalParks&ReclMinutes12008 Minutest6-17-08.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 Commissioner Guyer inquired if everything is scheduled for all youth sports, except for La Quinta football. Ms. Steele responded that they are good to go, but did have some challenges. She noted that Staff has been meeting with all the user groups on a regular basis, and everyone understood that there had to be some compromises. Commissioner Guyer asked if they are going to cross their fingers, and hope that the fields are going to hold up over the next two to four years. Ms. Steele responded that DSUSD did mention that the new high school across the I-10 will be finished soon. The new high school has fields that they might be able to use for practices. Commissioner Guyer suggested finding an area where grass could be planted that could be used for practices. Ms. Steele added that Xavier High School and Horizon is close to the Palm Desert border, and that the Palm Desert/La Quinta Football might be able to utilize. Chair Dawson asked Staff if it would be wise to plant grass at the north park (end of Portola), and be ready for the next season. Vice Chair Barnard added that maybe they do need to add some temporary fields. He stated that after he read the staff report, it seems that the high school was asking for everything, but not willing to give much. Ms. Steele commented that Staff had offered another solution to DSUSD. They have the lights that were at Cook Street. The City or the school district cannot use them again based on the fact that they are anchor type lights. They also suggested donating the lights to Xavier High School. Xavier High School has fields, but they are not lit. if they were donated to Xavier High School, DSUSD could possibly work out an agreement for joint use. Commissioner Housken asked who is making the decisions for the school district or are the decisions made school by school. Ms. Steele responded that it is done school by school. She stated that as Vice Chair Barnard commented, the district is asking for a lot, and the City has not gained anything. Mr. Croy interjected that the school district's original idea was to take over everything, which they thought they could do. However, upon negotiations they have compromised something a lot less than what they envisioned. Commissioner Housken stated that she was still unclear, and asked what have they given the City, and what has the City gained from the high 5 G:IDevServiceslMonica LoredolWord DatalParks&ReclMinutes12008 MinuteslCrl7-08.min_docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 school. Ms. Steele noted that CVRPD is using the pool this summer, and believes they are paying for the use of the pool. Vice Chair Barnard inquired if College of the Desert (COD) is an option. Ms. Steele replied that she has called Commissioner Schukart, but he has been out of the office. She plans to meet with him soon to see if they can do anything to help. Commissioner Housken inquired if the school district were going to want to use the City's tennis courts. Ms. Steele responded that they have not made that request. They might be using a nearby country club. Ms. Steele stated that Staff, at this time, is only recommending not reserving the Soccer Park on Sundays. Commissioner Guyer commented that there is a ton of people playing there on Sundays even without reservations. Ms. Steele stated that Staff will install signs indicating why the fields are closed. She noted that it has worked during the summer. Commissioner Hall moved to rest the soccer fields at Hovley Soccer Park on Sundays. Commissioner Dash seconded the motion, and carried by an 8-0 vote with Commissioner Schukart ABSENT. (Schukart on LOA) Chair Dawson thanked Staff for their work. VII. UNFINISHED BUSINESS - None VIII. REPORTS AND UPDATES A. HAYSTACK PARK DRAINAGE Mr. Niemczak reported that Staff replaced and installed approximately 800 ft. of a collapsed drain. For the next fiscal year, Staff plans to install and replace the remainder of the drain. Commissioner Guyer asked if there were any major problems. Mr. Niemczak replied no. Chair Dawson inquired how long the new drain would last. Mr. Niemczak replied that the last old drain was installed approximately 10 years ago. He hopes it will last just as long. 6 G:IDevServiceslMonica LoredolWord DatalParks&ReclMinutes12008 Minutesl6-17-08.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 Commissioner Babcock asked if the costs are paid from Parks and Recreation or City funds. Mr. Niemczak responded yes. B. PARK ASSIGNMENTS Ms. Steele stated that in the last few months the Commission met the Park Inspectors. She informed the Commission the Park Inspectors have had their parks reassigned. She noted that Mr. Ernie Owens, irrigation specialist, was reassigned to specific parks. In addition, all inspectors would be receiving additional training in irrigation. 0 Commissioner Babcock mentioned that he received comments from people at Freedom Park that the park is very clean and nice. He credits Parks Staff. Commissioner Hall also mentioned that she was at Joe Mann Park, and could not find a single negative item. Commissioner Housken inquired who has been reassigned to Ironwood Park. Ms. Steele apologized for leaving it out of the staff report, and responded that it is Mr. Ernesto Teran. C. AMPHITHEATER UPDATE Mr. Steele stated that the Amphitheater Committee met on April 18. The committee consists of two Councilmembers, the City Manager, Mr. Croy, and Parks Staff. Councilman Kelly asked who the two Councilmembers on the committee are. Ms. Steele replied Mayor Benson and Councilman Ferguson. Ms. Steele continued that the committee made some changes to the design, and that there are some sketches attached to the staff report. The sketches are a product of the group's imagination, and a product that they would like to see. The engineers' are working on documents so that Staff could go out to bid. She noted that at the end of June, they will receive a cost estimate along with the completed drawings. She mentioned that it should cost a lot less than the original design that was looked at a few years ago. It should be under $500,000.00. Commissioner Babcock asked if they would be able to see the mountains in the background. Ms. Steele replied yes. 7 G:IDevServiceslMonica LoredolWord DatalParks&ReclMinutes12008 Minutesl6-17-08.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 Chair Dawson clarified if the design will come back to the Commission and then to the City Council. Ms. Steele replied yes, and they should have everything by the end of June. Commissioner Guyer inquired if it includes any audio visuals. Ms. Steele replied no. She explained that the electrical components are easier. Commissioner Guyer asked if Staff would wait to take the structure and electrical all at one time to the City Council. Ms. Steele responded no. They will be taking the structure only to the City Council because they have to get moving on it. Mr. Niemczak interjected that the electrical/audio visual would be under a separate contract. Commissioner Guyer asked if it would be more costly if the audio visual is done later. Mr. Niemczak responded that he was not sure since they would not be altering the stage. Ms. Steele commented that once Staff receives the costs for the structure, they will start working on the costs for the electrical. D. BUDGET UPDATE Ms. Steele reported that the budget will go to the City Council for final approval on June 26. She referred to the staff report. She noted that the capital improvement funds may look like a lot, but part of the funds is for the pool and amphitheater projects. She was happy to say that the budget was close to the 3% increase for the Civic Center Park, and the Parks budget decreased. Ms. Steele went over park improvements that were completed, and future improvements to be done. Commissioner Babcock asked about pickleball courts. Ms. Steele responded that the courts are part of the Hovley park improvements. The drawings are still being worked on to find out what the total costs would be. She noted that they have not forgotten them. Commissioner Guyer asked if more funds would be needed for ADA upgrades. Ms. Steele replied that at this time, the playgrounds do not have a lot that have to be done. She mentioned that the Building and Safety and Public Works Departments have hired consultants to complete ADA evaluations and a transition plan. She noted that parks are part of the plan. The funds in the budget are for upgrading the playgrounds. If 8 G:IDevServiceslMonica LoredolWo�d DatalParks&ReclMinutes12008 Minutes1617-08.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 additional funds are needed for ADA corrections, Staff will put in a request next fiscal year as part of the transition plan. Commissioner Guyer asked if funds will be available from the General Fund for ADA improvements. Mr. Croy explained that once the consultant has completed all of their assessments, the second step would be to hire a financial consultant to determine an estimated cost to repair everything in the plan based on today's dollars. Commissioner Guyer asked if it includes playgrounds and parks. Mr. Croy responded yes. It would include everything that is not public works related. Once the cost is determined, the next step would be how many years is it going to take for the plan to go into effect and what is going to be done each year. It was clarified that one part of the assessment is infrastructure, and the other is public works. Mr. Croy noted that he has seen some of the consultant's report, and it looks very thorough. Ms. Steele also added that Parks Staff has been very proactive at looking what they need to do outside of the consultant's report. E. LAGOON MAINTENANCE CONTRACT Mr. Niemczak reported that the lagoon contract was out to bid, and received bids. The contract is for the maintenance of the lagoons at Civic Center Park and the water feature at the EI Paseo Entrada. Staff will be taking the contract to the City Council to award the contract to Southwest Aquatics. F. STATE OF CALIFORNIA GRANTS Ms. Steele stated that the grant process was started by Mr. Jeff Winklepleck, and he had submitted some grant applications with the State of California. She mentioned that she discovered late in the process that the applications were out there, and Staff needed to provide some reporting. She commented that the reporting was the hard part, and spent some sleepless nights trying to make sure the City did not lose the money. Staff was successful in receiving the entire grants funding that Mr. Winklepleck originally applied for, and the City received a total of $786,665.00 towards Freedom Park. 9 G:IDevServiceslMonira Lo�edolWord DatalParks&ReclMinutes12008 Minutes1617-08.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 Chair Dawson congratulated Ms. Steele and Staff for finding the secret grants and taking action to complete them. Commissioner Hall asked if there other grants available. Ms. Steele responded that there are trail grants available at this time. She commented that Parks Staff is working with Mr. Ryan Stendell, Senior Management Analyst, formally from the Planning Department, and assisted with the trail planning and building. Ms. Steele indicated that they will work together on the grants for the trails. Staff will bring back information to the Commission and the City Council when they start seeking the grants. She asked the Commission if they see any grant that they would like Staff to look at, to let her know. G. TRAIL KIOSKS Mr. Niemczak stated that the trail kiosks at Homme/Adams and Cahuilla Hills Park have been vandalized on a regular basis. He stated that Staff talked to one of the sign vendors, and the vendor offered to make the signs vandal proof. Mr. Niemczak explained that the vendor would print the trail maps and wording onto aluminum face plates and attaching them to the kiosks then installing a lexan face on the front. If any vandalism happens, Staff could just install another piece of lexan. Mr. Niemczak stated that the kiosks look great, and he included pictures in the agenda packet. Chair Dawson asked if the lexan is very tough. Mr. Niemczak responded that it is pretty tough, but it might just get a little scratched. Ms. Steele added that the material is similar to what is on the Legend Fields columns. Commissioner Hall inquired if Staff ever found out anything about the palapa that was burned down. Did they ever catch the people? Mr. Niemczak responded that he talked to the Police Department, and they told him that a report was never done. He stated that he has sent an e- mail to Lt. Frank Taylor to get back to Staff. He noted that Lt. Taylor is the one that informed him that there is a report. Commissioner Hall asked if the palapa is being replaced. Ms. Steele replied yes. Staff is looking for something with better material. Commissioner Guyer inquired if there is any type of plan for the maintenance of the trails. Ms. Steele responded that the current contractor maintains the trailheads area and the bottom of the trails. Currently, Staff 10 G:IDevServiceslMonica LoredolWord DatalParksBReclMinutes12008 Minutesl6-17-08.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 contracts out any work that has to be done on the trails. She also noted that she recently learned that the City has an agreement with Bureau of Land Management (BLM) to patrol the trails. Staff is hoping to strengthen the relationship, and meet with them to discuss what the City's needs really are. Ms. Steele commented that the saga with the Bump and Grind is still going on. She mentioned that an article in the newspaper states that the City of Rancho Mirage was going to make a motion to widen the Mike Schuler Trail (Palm Desert trail). She is not sure if it is completely true, and was going to do some research. Commissioner Guyer mentioned that he thought the Mike Schuler trail is incapable of being widened. Ms. Steele responded that she did not think so, and that it is not their intent to widen the trail. Mr. Croy stated that it would be hard to widen the trail without effecting the natural environment. Commissioner Babcock commented that Palm Desert should not get involved. He explained that when you widen a trail, there are problems such as irrigated water and rain. H. SANTA ROSA AND SAN JACINTO MOUNTAINS TRAILS MAPS Ms. Steele reported that the Santa Rosa and San Jacinto mountains trails maps are out and available. She pointed to the maps that were hanging at the front of the room. She stated that she did not have a copy for everyone. The maps came out really nice, and electronic versions are available to download from the Friends of the Desert Mountains and The Wilderness Society's websites. Ms. Steele believes that they will also be available at the Visitor Center, and hopes to also have them available at City Hall. It might not be a bad idea to have them available at the YMCA and the Palm Desert Community Center. Commissioner Guyer asked what the cost for a map is. Ms. Loredo responded that the cost is $8.95. Ms Steele indicated that she would try to get copies for the Commission. Mr. Croy noted that City Staff walked all the trails with a GPS system and had it recorded. Ms. Steele added that Mr. John Urkov, GIS Technician, worked really hard to make the final map work. Chair Dawson thanked Mr. Urkov for the work that he did. 11 G:IDevServiceslMonica LoredolWord DatalParks&ReclMinutes12008 Minutesl6-17-OS.min.docx PARKS AND RECREATION COMMISSION MINUTES JUNE 17, 2008 IX. COMMISSIONER COMMENTS Chair Dawson commented that Staff is not receiving very many park inspections. He commented that the inspections are not getting done or there is nothing to report. He explained that in the past, the Commission would find a lot of problems to write up. However, the Park Inspectors are doing a very good job that they can't find things to report. He stated that maybe the Commission should now not be the super inspector, but maybe a thinker. Start thinking of what the parks should contain, how should they appear, who there for, how they are displayed, etc. He stated that when inspecting the parks, to have a different view point. Commissioner Hall agreed and thinks it is a great idea. Commissioner Dash suggested to the other Commissioners to stop and talk to the parents. He has found it extremely helpful. Commissioner Babcock commented that talking to the people in the park is very helpful, and receives good comments from them. Councilman Kelly commended the Commission for doing a great job and that he appreciates it. Commissioner Guyer thanked Staff for the budget. It is the best he has ever seen. X. ADJOURNMENT Upon motion by Commissioner Dash, seconded by Vice Chair Barnard, the meeting was adjourned at 9:55 a.m. `��1��'�-c� Monica Loredo, Recording Secretary 12 G_IDevServiceslMonica LoredolWord DatalPaiks&ReclMinutes12008 Minutes1617-08.min.docx