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HomeMy WebLinkAboutParks & Rec Cmsn - 10/05/2010 �� �--�--� CITY OF PALM DESERT / � PUBLIC WORKS DEPARTMENT INTEROFFICE MEMORANDUM TO: Racheile D. Klassen, City Clerk FROM: Bertha A. Gonzalez, Senior Office Assistant DATE: November 2, 2010 SUBJECT: Submission of Minutes for the Parks and Recreation Commission Attached for your records are the approved Minutes from the October 5, 2010, meeting of the Parks and Recreation Commission. Please let me know if you have any questions or need additional information. Thank you. Attachment (as noted) CITY COUNCILACTION APYROVED DI:NtTD RECEIVED £ ��T— O'Y'HE:Tt � Mf;[;TINC DATT -/8-,=�U/D AYES• c��15z5� ,� � � � rb�ne�1 � � �� � � NOCS: �f�i)e � ABSENT: ti�r'l�r_ __ AI3STAIN: 'n VF.RIFIEU 13Y: � U�- ��' Oi-iginal on I+ile with City Clet•k )ftice CITY OF PALM DESERT �`''-"'� MINUTES � � PARKS AND RECREATION COMMISSION REGULAR MEETiNG . • TUESDAY, OCTOBER 5, 2010 - 8:30 a.m. Administrative Conference Room - Palm Desert Civic Center 73-510 Fred Waring Drive, Palm Desert, California 92260 L CALL TO ORDER Chairman Dash convened the meeting at 8:30 a.m. II. ROLL CALL Present: Absent Chairman Roger Dash None Vice Chair Randy Guyer Commissioner Phill Babcock Commissioner Michael Barnard Commissioner Jerry Dawson Commissioner Deborah Hall Commissioner Kim Housken Commissioner Christopher Thomas Staff Present: Mark Greenwood, P.E., Director of Public Works Bertha Gonzalez, Recording Secretary H. Spencer Knight, Landscape Manager Ryan Stendell, Senior Management Analyst John M. Wohlmuth, City Manager Guests: Barb Adair, Desert Recreation District Rob Ballew, YMCA of the Desert Craig DeWitt, Desert Recreation District Stan Ford, Desert Recreation District Laura McGalliard, Desert Recreation District Robert A. Spiegel, Councilman Kelly Emmer, YMCA of the Desert Van Tanner, Planning Commission Liaison 1 PARKS AND RECREATION COMMISSION APPROVED MINUTES October 5. 2010 111. ORAL COMMUNICATIONS Mr. Paul Bouvion from the La Boule de Desert Club addressed the Commission with a letter requesting the Commission's consideration to relocate the Civic Center's Petanque Court to another City park. About a year ago, a Pentaque Court was built near the Civic Center's Tennis Court, but due to the construction of the Aquatic Center, the area is no longer available. According to Mr. Bouvion, the game of Pentaque is very similar to the Italian game of Bocce Ball and it is played in 68 different countries. Their club has approximately 40 members and is growing steadily. Mr. Bouvion asked the Commission to consider the reconstruction of the Pentaque Court on a shaded field that incorporates lighting for evening use (i.e. Hovley Park). He assured the Commission that the court can be constructed at a minimal cost to the City and that it will be kept clean and trouble free. Commissioner Guyer suggested the area behind the Soccer Park. Mr. Ryan Stendell recommended adding the item to the next meeting's agenda in order to provide a cost estimate; the Commission concurred. IV. CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING OF TUESDAY, SEPTEMBER 7, 2010 Approve as presented Upon a motion by Chairman Dash, second by Commissioner Dawson, and 8-0 vote of the Commission Board, the Consent Calendar was approved as presented. V. NEW BUSINESS A. AQUATIC CENTER OPERATIONS REQUEST FOR PROPOSALS (RFP) As stated at the previous meeting, Mr. Ryan Stendell presented the Commission a draft of the Request for Proposals (RFP) for the management of the Civic Center Park Aquatic Center. He noted that page 20 of the RFP contained a full schedule of the award process. Vice Chair Guyer asked what will be discussed during the pre-proposal conference and will it be open to the public. Mr. Stendell responded that the pre-proposal meeting is open to the public and it will give the opportunity to potential bidders to bring forward their questions and allow staff to provide more detail of the plans, if necessary. Commissioner Housken asked if the contract is scheduled to be awarded in January, what are the responsibilities of the operator between then and the opening of the pool in May. She also inquired 2 PARKS AND RECREATION COMMISSION PPROVED MINUTES Q nhpr 5_ 9(11 how the City will pay the fees to the operator. Mr. Stendell stated that the proposal will include a fix annual fee that will be paid on a monthly basis. He also noted that the operator will receive payment whether or not the 60% recovery cost is achieved. As suggested by Commissioner Housken, staff will consider adding to future contracts additional incentives to the operator should the operator achieve a recovery cost above 70%. Mr. John Wohlmuth stated that between January and the opening of the center the successful bidder will need prepare and get all components in place, including the hiring of the personnel, for the grand opening. Responding to Commissioner Housken's inquiry, Mr. Stendell stated that although initially staff considered keeping the maintenance portion of the center separate from the management portion, through the discussion process, staff opted to list it as an optional bid item. The Commission inquired to what degree they will be involved with the evaluation and selection process of the proposal. Mr. Stendell stated that from November 12 through December 1, 2010, staff will go through an interview selection process, which will be based on a criteria scoring system. Following will be the interview process. After the interviews have been completed and a proposal has been selected, staff will provide the selected proposal along with all the supporting documents to the Commission. The Commission will be asked to review staff's selection and make a recommendation for approval to the City Council. Mr. Wohlmuth stated that because all the documents are not public information until the Commission receives the item, it will prevent companies from using the information against their competitors during the interview process. The Commission will receive copies of all the proposals the week prior to the scheduled meeting of December 7, 2010. This will allow ample of time for reconsideration or further discussion before the item is submitted to City Council on January 8, 2010. Chairman Dash asked if this would be the time to consider and/or discuss the addition of amenities, especially since the construction of the center was awarded at a much lower price than anticipated. Mr. Wohlmuth responded that staff needs to identify how the facility will be utilized before considering the addition of amenities. He used as an example the modifications that are being done to Desert Willow. After 12 years of service, staff has realized that improvements needed to be done in order to better accommodate its usage. For this reason, the City Council voted to reserve an area that could be used to expand the Aquatic Center. Mr. Wohlmuth recommended staff and the Commission wait for at least a year before considering the addition of amenities 3 PARKS AND RECREATION COMMISSION APPROVED MINLITES October 5_ 9(11(� B. EFFECTS OF TIERED WATER RATES Mr. H. Spencer Knight presented the Commission with a Tier Water Rate tracking sheet that is used by City staff. According to the Coachella Valley Water District (CVWD), Tier 1 is specifically for residential use and landscape is typically under Tier 2. Mr. Knight stated that staff is currently working on verifying the square footage of the areas and addressed the following concerns: • Civic Center Park is mostly watered from the lagoon, but due to the meter that services the rainbow water feature, it is under Tier 5 category (Wasteful). Staff also noted that although the water is turned off during the winter, the residents find a way to bypass it and turn it on. • The Soccer Park is under Tier 3 (Inefficient) due its turf renovation. • Haystack is under Tier 4 (Excessive) due to a mainline break. In addition, CVWD did not have the accurate square footage of the park, which affects the water charges. VI. CONTINUED BUSINESS NONE VII. OLD BUSINESS A. SKATE PARK UPGRADE Mr. Stendell noted that the Park Ambassadors have been asked to update him on any requests for skate park upgrades. Commissioner Housken suggested the YMCA and/or DRD offer skateboarding lessons and asked if the City has a statue that is specific to City parks that requires skate park users to wear pads and does staff keep a skate park attendance log. Staff informed her that skate park users are required to use pads and an attendance log is kept, since members are required to use their membership card when entering the park. Commissioner Housken asked staff to provide the skate park attendance tog to the Commission and noted that the articles provided did not recommend supervision on the skate parks. Mr. Stendell responded that staff is aware of the recommendation, but the City has opted to have supervision, since it helps maintain order in the parks. In response to Commissioner Barnard's inquiry, Mr. Stendell stated that staff would opt for a ramp that will be compatible to both skate and BMX riders. The Commission inquired how the project will be funded and if there is a grant available for this type of project. Mr. Stendell stated that at this time staff is uncertain how the project will be funded or if a grant is available; therefore, staff would like to add it to the 5- 4 PARKS AND RECREATION COMMISSION ROVED MINUTES O _+nhpr 5_ 9f11 Year Capital Improvement Project plan. Vice Chair Guyer stated that he would prefer for the project to be considered for Fiscal Year 2011- 12, instead of adding it to a plan that could place it on hold for five years. Commissioner Dawson was unsure how the upgrade will connect with the current park; therefore, he asked if an inexpensive conceptual design could be provided. Mr. Mark Greenwood suggested requesting the City Council's approval to hire a consultant to create a feasibility study that will include a conceptual plan. Upon a motion from Commissioner Dawson, second by Commissioner Bernard and an 8-0 vote of the Commission, staff was directed to request the City Council's approval to hire a consultant to develop a feasibility plan of the skate park upgrades. VIII. PRESENTATIONS AND UPDATES A. PROJECT TRACKING LOG Chairman Dash commended Mr. Stendell on the project tracking sheet that was provided to the Commission and asked if the City Council's actual vote could be included on the log. Mr. Stendell noted the request and asked the Commission to inform him of any additional information they would like to see on the log. B. FAMILY YMCA OF THE DESERT Ms. Kelly Emmer of the YMCA informed the Commission that a new fitness component has been added to all 38 YMCA sites. She also stated that flag football, which is held in the Soccer Park, has 300 participants and the golf cart parade will be opening with a costume contest. Mr. Knight asked Ms. Emmer to contact staff should any issues with the park users arise. C. DESERT RECREATION DISTRICT Mr. Jeff Ronci informed the Committee that Eddie Money is scheduled to perform on October 14, 2010, and Christopher Cross on October 21, 2010, at the Civic Center Park. Flag Football for adults is also scheduled to commence in October and according to Mr. Ronci, the afterschool program is larger than it has ever been, with most of the attendance coming from Washington Charter School. Outdoor tennis lessons have been added at Civic Center Park and the most rented facility was Pavilion 1, followed by the Amphitheater. Mr. Ronci informed the Commission that due to cost and time constraints the construction of a Haunted House in the Civic Center Park was postponed to next year. 5 PARKS AND RECREATION COMMISSION APPROVED MINUTES O ober 5 9(11(� On a separate note, Commissioner Babcock commended DRD staff for maintaining the restrooms in clean conditions. Commissioner Thomas asked for an update on the DRD utilizing the Palm Desert High School Gym in the evening hours. Mr. Stan Ford stated that due to an initial conflict of hours, he didn't foresee being able to use the gym, but no final decision has been made. Mr. Ronci reported the monthly facilities and programming usage as follows: Program/Activity Enrollment # of Classes Zumba 10 2 Salsa Aerobics 10 2 Ballroom Dancin 14 1 Bell Dancin 14 1 Guitar—Be innin 3 1 Paintin 2 1 Table Tennis 60 2 Ballet— Be innin 4 1 After-School Clubhouse 26 5 Karate Taekwondo 12 4 Dance Pla —Pretend 4 1 Tin Tots 33 5 Trainin Boot Cam 30 Multi le Adult Tennis 2 2 Membership/ Facilities Use Rentals Field 16 Pavilion �2 VIII. COMMISSIONER COMMENTS Upon Councilman Spiegel's request, Mr. Stendell reported that the inspection reports are distributed to the landscape inspectors for review and action and following issues have been addressed accordingly: Washington Charter School • A request for proposals for the replacement of the foam is out for bid • The swing set will be replaced • The dog issues are being addressed by the Code Compliance Enforcement Officers • The overwatering has been addressed by City staff • Staff is aware of the need for a restroom, but does not foresee being able to install one 6 PARKS AND RECREATION COMMISSION PPROVED MINUTES Octob r 5 2010 Palma Village • Staff was not aware that the shade cover needed replacement, but it wiil be addressed • Signage to address dogs without a leash will be installed The Commission commended staff for addressing the park inspections on a timely manner. Vice Chair Guyer asked if staff was able to gather any information regarding the abandoned well site at Ironwood Park. Staff stated that they have contacted Big Horn and were informed the well site has not been abandoned and the water services the Mountains and Canyons at Big Horn. At this time, they are not interested in relinquishing it. Councilman Spiegel thanked the Commissioners for inspecting the parks and staff noted that the new assignments will be done in January. Commissioner Thomas noted that City Council approved the conversion of a tennis court in Cahuilla Park to four pickle ball courts and thanked the Commission for their recommendation. He asked if portable restrooms could be placed, but staff stated they have the potential of being vandalized since the park is somewhat isolated. Commissioner Housken noted her concern with the deepness of the pool and asked if anyone involved in the project had the same concern. Staff assured her that the lifeguards would be required to pass the test of rescuing someone in the deepest side of the pool. She also asked if staff could provide additional information on how the City is compensated for outside tournaments. On a final note, Commissioner Housken informed the Commission that Dine-Out in Palm Desert Program starts this month. IX. ADJOURNMENT With no further business or discussion, and with the Commissioners' unanimous concurrence, the meeting was adjourned at 9:53 a.m. � �f �, Ti ;� �� a A. G zalez, ecordin ecretary 7