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HomeMy WebLinkAboutMinutes - Parks and Recreation Commission - December 7, 2010CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT INTEROFFICE MEMORANDUM TO: Rachelle D. Klassen, City Clerk FROM: Bertha A. Gonzalez, Senior Office Assistant DATE: January 18, 2011 SUBJECT: Submission of Minutes for the Parks and Recreation Commission Attached for your records are the approved Minutes from the December 7, 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 COUNCIL ACTION APPROVED _ DENIED RECEIVED k Fi O'I'HEll _ MEETING DAT--anf/ AYES: NOES: Aj - A13SENT: N L" & A13STAIN: kiralle—� VERIFIED I V.-- Original on File with City Clerk's Ofl ce CITY OF PALM DESERT MINUTES PARKS AND RECREATION COMMISSION REGULAR MEETING TUESDAY, DECEMBER 7, 2010 — 8:30 a.m. Administrative Conference Room — Palm Desert Civic Center 73-510 Fred Waring Drive, Palm Desert, California 92260 I. CALL TO ORDER Chairman Dash convened the meeting at 8:30 a.m. 11. ROLL CALL Present: Chairman Roger Dash Vice Chair Randy Guyer Commissioner Phill Babcock Commissioner Michael Barnard Commissioner Jerry Dawson Commissioner Kim Housken Commissioner Christopher Thomas Absent Commissioner Deborah Hall Staff Present: Mark Greenwood, P.E., Director of Public Works Bertha Gonzalez, Recording Secretary Ryan Stendell, Senior Management Analyst John M. Wohlmuth, City Manager Guests: Barb Adair, Desert Recreation District Rob Ballew, YMCA of the Desert Kelly Emmier, Desert Recreation District Jim Foote, Bureau of Land Management Blake Herzog, The Desert Sun Laura McGalliard, Desert Recreation District Robert A. Spiegel, Councilman Van Tanner, Planning Commission Liaison ORAL COMMUNICATIONS NONE PARKS AND RECREATION COMMISSION APPROVED MINUTES December 7 701(� IV. CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING OF TUESDAY, NOVEMBER 2, 2010 Chair Dash asked that for the minutes to reflect that his intention of presenting the PD Style Magazine was to ask staff to pursue an article that will focus on the Palm Desert parks and recreations. Upon a motion by Chairman Dash, second by Commissioner Guyer, and 7-0 vote of the Commission Board, the Consent Calendar was approved with the inclusion of the above statement. V. NEW BUSINESS A. SENIOR SOFTBALL TOURNAMENT Mr. Ryan Stendell stated that the Palm Desert Senior Softball League submitted a letter requesting the City to continue sponsoring their league. The group has approximately 150 participants and meets in the mornings when the parks are in low use. In the past 14 years, the City has sponsored the field preparation costs, which have totaled up to $1,800 per year. The group is also requesting that the Desert Recreation District continue to waive the field usage fees. The DRD stated that the request will be presented at their upcoming board meeting. In order to reach a reasonable disbursement of sponsorship funding throughout the City, the City Manager, Mr. John Wohlmuth, has directed every request for funding, such as this one, to be routed through the Charitable Contributions process. The Senior Softball League was informed of this process, but because they are an informal group and not a non-profit organization, Mr. Rob Ballew of the YMCA of the Desert suggested making the league part of the YMCA in order for them to be able to seek funding accordingly in next year's budget. The Commission suggested for the league to increase their fees and Commissioner Housken asked if the group could do their own field preparations, instead of City staff in effort to reduce cost. Responding to Vice Chair Guyer's inquiry, if the event is not sponsored or a solution cannot be reached, the event cannot be held. Mr. Stendell stated that City staff is willing to work with the group in order to find a solution, so the event can take place; however, due to funding limitations, staff is recommending denial of the requested sponsorship. F, PARKS AND RECREATION COMMISSION PROVED MINUTES December 7 No motion; staff will work with the league in order to find a solution that will cover the field preparation fees, with the understanding that the City will not be able to sponsor the fees. B. INTERNATIONAL SPORTS FESTIVAL HONOREE As suggested at the previous meeting, Mr. Stendell contacted Mr. Johnny Bench, a retired professional baseball player, to inquire if he would be willing to be honored at this year's International Sports Festival, but he graciously declined. Mr. Stendell stated that he and Mr. Jeff Ronci of the DRD have been trying to find other candidates, but they have been unsuccessful. Mr. Stendell asked the Commission if this would be a good time to re-examine the format and determine if an honoree is necessary. Mr. Stendell asked if it's the Commission's roll to recommend a nominee or is it something the DRD should address. He stated that in either case, the decision would need to be made immediately in order to accommodate the 2011 event. Vice Chair Guyer stated that the Commission's original intension was to honor local people, not necessarily affiliated with a specific sport that has had an achievement outside of the Coachella Valley. He also stated that the purpose of honoring someone is to add their name to the field columns, so children could see them. Commissioner Dawson stated that should the DRD be left with the task of making the decision, it needs to be submitted to Commission for approval. Mr. Van Tanner suggested Drew Brees, a football player, that lives in Toscana and has always been very approachable and Vice Chair Guyer suggested Tom Flores, a football player that has been very active with the Boys and Girls Club. Commissioner Housken inquired if the DRD wants an honoree or can they just present a sports speaker. The DRD stated that their main goal is to present someone that is entertaining and inspirational. Commissioner Thomas suggested that the Commissioners submit their suggestions to Mr. Stendell and asked them to think outside the box. Mr. Stendell clarified that to his understanding the Commission wants to continue with the roll of finding a speaker for the festival and to honor someone at the baseball fields. Vice Chair Guyer added that the honoree does not have to be linked to the games, they just need to be suitable. The Commission concurred. 3 PARKS AND RECREATION COMMISSION APPROVED MINUTES December. Z. 2010 VI. CONTINUED BUSINESS A. AQUATIC CENTER OPERATIONS CONTRACT Mr. Stendell presented the results of the interviews and rating of the proposals for Aquatic Center Operations. Three out of the four companies that submitted proposals were interviewed. The company that was not interviewed, USA Pools, ranked low in the initial score and did not follow the instructions for the submittal. Landmark Golf and Kemper Sports, private corporations, had interesting suggestions on the business aspect, but the YMCA of the Desert focused on the recreational, safety, and programming aspect. The cost of the proposals was worth 10% of the score and although the YMCA submitted the highest cost ($8,900/month), they acquired the overall top score. In addition, when asked what their perception of the 60% recovery cost was, the YMCA had the best answer that it would not be easy, but it was achievable. Commissioner Housken, who witnessed the interview process, noted that it was very interesting how different the proposals were. She stated that everyone had great ideas and seemed very excited, but the YMCA had an impressive plan for safety, which to her was the most important factor. Responding to Commissioner's Thomas inquiry, Mr. Stendell stated that the initial term of the contract is for 18 months, with an extension capability. The operator and the City will have the ability of terminating the contract with an escape clause that has been integrated in the contract. The contract will also allow 90 days for the City to hire a new operator before the contract could be terminated. If the operator is not performing well, the City has the option of not extending the contract. Vice Chair Guyer stated that he believed the operator needs to operate the center for at least two summers, in order for the City to determine if they are/are not performing accordingly. Commissioner Barnard mentioned his surprise with the wide range in the scoring and with the fact that the DRD did not submit a proposal. Commissioner Dawson congratulated the YMCA of the Desert for being the awarded operator. Upon a motion from Vice Chair Guyer, second by Commissioner Barnard, and a 7-0 vote of the Commission Board, staffs recommendation was approved as presented. 4 PARKS AND RECREATION COMMISSION APPROVED MINUTES December 7 201n B. PETANQUE / HORSESHOE COURTS As requested at the previous meeting, staff met with the members of the Petanque Club in an attempt to achieve a plan that will benefit both their club and the Horseshoe court users. After examining the areas in question, staff concluded that moving the Horseshoe Pits to the area adjacent to the Basketball Court is the best use of space. This would allow staff to provide five new Horseshoe Pits, two of which are the 40' length that users have asked for, and convert the existing Horseshoe and Shuffleboard areas to the Petanque Courts. Staff has posted at the Soccer Park a layout of the proposed conversion asking users' opinions and/or comments, but none have been received. As previously stated, the conversion will be completed in two phases. The first phase will include replacing the concrete strips in the shuffleboard area with decomposed granite and leveling it, allowing the Petanque Club to begin using the area temporarily. The second phase will involve replacing the turf adjacent to the basketball court with the new Horseshoe Pits and converting the existing Horseshoe area to a Petanque court. In order to ensure a complete turf removal, this phase will be completed in the spring when the Bermuda grass is returning from dormancy. The cost for the conversion will be less than $5,000. The removal of the turf (approximately 4,700sgft) will actually result in a small cost savings to the City due to the reduction of turf area that requires maintenance. Staff finds this proposal to be the best use of the existing facilities and requests the Commission's recommendation to move forward. In response to Vice Chair Guyer's wind concerns, Mr. Stendell stated that staff does not foresee any wind issues at University Park, but a buffer could be considered. Commissioner Housken expressed her concern of injuring a pedestrian with the horseshoes that are tossed at the 30 ft pit on the on the adjacent sidewalk. Mr. Stendell responded that he does not believe it will become more of an issue than it is now at its current location. He also stated that the installation of a fence will be not necessary and the disk golf route will not be affected. Upon a motion from Commissioner Dawson, second by Commissioner Barnard and a 7-0 vote of the Commission Board, the plan was approved and staff was directed to present it to the City Council for approval. C. CAPITAL BUDGET ITEMS Mr. Stendell has added the projects suggested at the previous meeting and by Commissioner Dawson to the CIP worksheet presented. The worksheet will illustrate how projects are affected as new projects are added. The budget will be approved in June of 2011, but the process 5 PARKS AND RECREATION COMMISSION APPROVED MINUTES December 7, 201r� begins in January of 2011; therefore, Mr. Stendell asked if the Commission had any additional projects they would like to see added. In response to Commissioner Dawson's inquiry, Mr. Stendell stated that all the projects that are added will be presented to the Commission for approval prior to being submitted to the City Council. Staff will present the final worksheet of CIP projects in the meeting of January. To clarify Commissioner Housken's inquiry, Mr. Greenwood stated that Joe Mann Park does not belong to Palm Desert County Club; it is a City park. He also reminded the Commission that developer fees can only be used for new construction; maintenance of the parks is funded by the Park Fund. Councilman Spiegel praised Commissioner Dawson for the list of CIP projects he submitted. He also informed the Commission that the City Council approved the development of a plan to expand the Civic Center Skate Park. No motion; the Commission had no additional projects to add. VII. OLD BUSINESS NONE VIII. PRESENTATIONS AND UPDATES A. FAMILY YMCA OF THE DESERT Mr. Rob Lowe informed the Commission that flag football has concluded with approximately 250 participants. Basketball will commence in January, so they are currently recruiting coaches. In addition, with the additional furloughs days that were given to the district, the YMCA was able to accommodate Thanksgiving camp. B. DESERT RECREATION DISTRICT Mr. Ronci provided the skate park statistics, mentioning that although the skating shows a higher attendance, the BMX riders have less usage hours. The DRD started the Cycling 101 classes, which run every other Saturday. The rally races for soap box derby flyers include a map on the back and are located at various City locations, including City Hall. Currently, 10 local participants and 8-10 non -local participants have registered. The DRD expects to have 20 to 25 participants in the race. DRD staff has also retrofitted two adult size derby cars that can be rented for $5 per run before and after the race. The race has been advertised in the 9 PARKS AND RECREATION COMMISSION APPROVED MINUTES December 7 2010 Desert Sun and the Palm Desert Brightside and staff has done three press releases. In addition, registrations to the Senior Games are currently open; registrations can be done online or they can be submitted by mail. Mr. Ronci added a monthly statistic report named 60-Second Size -Up, which gives an idea of the public perception of the Community Center. DRD staff will ask customers leaving the Community Center four questions regarding their experience: How was your experience? Did you have an enjoyable experience? Were your needs met? What is your overall perception of the Community Center? Mr. Ronci has also added Boot Camp and Racquetball to their the monthly report. Boot camp attendance has been regular and the pavilions rentals have increased. The overseeding of the baseball fields has been completed and the pickle ball usage at Cahuilla Hills will be added next month. Mr. Jeff Ronci presented the monthly facilities and programming reports as follows: Program / Activity Enrollment Cycling 101 Series 1 13 PD Ballroom Dancing 9 Swing & Salsa for Beginning 5 Bill Miller 5 pack 5 PD Yoga 1 Da / wk 5 PD Yoga 2 Da / wk 5 PD Beginning Ballet 2 After School Club 25 Guitar Intermediate 7 Hoppe Hoop Camp 2 Karate Taekwondo 15 Racquetball 1 1 Racquetball II 3 LTiny Tots 32 Dance Play Pretend 2 Facilities Use Rentals Skate Park 541 BMX 333 Tennis 2554 Pickle ball 528 Facility 105 Pavilion 16 7 PARKS AND RECREATION COMMISSION APPROVED MINUTES December 7. 2010 VIII. COMMISSIONER COMMENTS Chairman Dash announced that Commissioner Babcock, who has served on the Commission for 10 years, is officially retiring and this will be the last meeting he attends. Commissioner Babcock stated that the Palm Desert parks are the reason he and his wife moved to the City of Palm Desert and they continue to love them. He noted that he has used Shakespeare's words "To Thine Own Self Be True" to carry him through life and his service of this Commission and reinstated how much he appreciates the 10 years he has served, thanking everyone for the opportunity. Councilman Spiegel and the Commission thanked Commissioner Babcock for his service and his contribution to the Commission. - Commissioner Thomas informed the Commission that the pickle ball courts are getting excellent use and asked staff if the net could be repositioned in order to prevent the balls from rolling off. - Commissioner Housken encouraged everyone to read the Palm Springs Life Magazine since it includes an article that mentions Mr. Ryan Stendell and the Palm Desert parks. - Councilman Spiegel reminded the Commission that the Palm Desert Calendars will not be mailed out this year, so he encouraged everyone to take one from the various locations at City Hall, since it contains photos chosen by Mrs. Mary Helen Kelly. - Mr. Stendell reminded the Commission of the Annual Appreciation Celebration of City Commissions and Committees dinner, which will be held on December 15, 2010, and encouraged everyone to attend. - Mr. Greenwood requested the Commission's comments on how things are going since the restructuring of staff nine months ago. He stated that should the Commission prefer it, it could be discussed at the next meeting. Commissioner Dawson complemented Mr. Stendell for his work with the Commission. IX. ADJOURNMENT With no further business or discussion, and with the Commissioners' unanimous concurrence, the meeting was adjourned at 9:47 a.m. , �i:- • • •retary 9