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HomeMy WebLinkAboutMinutes - Parks and Recreation Commission November 1, 2011TO: FROM: DATE: SUBJECT: m 3a CITY OF PALM DESERTS PUBLIC WORKS DEPARTMENT rn s^+ INTEROFFICE MEMORANDUM N rn Rachelle D. Klassen, City Clerk Bertha A. Gonzalez, Senior Office Assistant December 6, 2011 Submission of Minutes for the Parks and Recreation Commission Attached for your records are the approved minutes of the Parks and Recreation Commission Meeting of November 1, 2011. Please let me know if you have any questions or need additional information. Thank you. Attachment (as noted) CITY COIINCILACTION APPROVED PEP NIED RECEIVED Fi ( OTiEW MEETING DATE AYES: > I (1 r i NOES: _Nvn e- ABSENT: N 06 ABSTAIN: VERIFIED BY: kO )e— r/a Original on File with City Clerk's OAce CITY OF PALM DESERT MINUTES PARKS AND RECREATION COMMISSION REGULAR MEETING TUESDAY, NOVEMBER 1, 2011 — 8:30 a.m. Administrative Conference Room — Palm Desert Civic Center 73-510 Fred Waring Drive, Palm Desert, California 92260 CALL TO ORDER Chairman Guyer convened the meeting at 8:35 a.m. 11. ROLL CALL Present: Chairman Randy Guyer Vice Chair Jerry Dawson Commissioner Michael Barnard Commissioner Deborah Hall Commissioner Kim Housken Commissioner Mary Helen Kelly Commissioner Raymond Rodriguez Absent Commissioner Dean Dowty 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 Laura McGalliard, Desert Recreation District Kevin Kalman, Desert Recreation District Jeff Ronci, Desert Recreation District Robert A. Spiegel, Councilman Van Tanner, Planning Commission Liaison Sherry Barkas, The Desert Sun ORAL COMMUNICATIONS NONE PARKS AND RECREATION COMMISSION APPROVED MINUTES NOVEMBER 1, 2011 IV. CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING OF TUESDAY, OCTOBER 4, 2011 Mr. Ryan Stendell clarified that on Item A, Civic Center Tennis Court Replacement, paragraph five, the first sentence should read "Staff suggested scheduling a `General Cahuilla Park Users' meeting in November", since the meeting is intended for all the Cahuilla Park users, not only pickleball players. Commissioner Housken added that on the same item, paragraph four, line one should read "four pickleball courts 'at Cahuilla Hills ParK are not enough", since Palm Desert does have pickleball courts in other parks. Upon a motion by Chairman Guyer, second by Vice Chair Dawson, and 7- 0 vote of the Commission Board, the Consent Calendar was approved with the above clarifications. V. NEW BUSINESS A. PROPOSED AMENDMENT TO THE PARKS AND RECREATION COMMISSION BYLAWS Mr. Stendell stated that as the City approaches build out and with the current budget constraints, it will be some time before construction of the last few pending parks begins. Therefore, staff would like to shift the Commission's focus on how to maximize space use in our current parks. The Desert Recreation District (DRD) and Family YMCA provide excellent programs on behalf of the City and are long-term recreation providers to the City. Staff sees their expertise as a natural fit and believes that the best way to involve them in the City's recreation aspects is by inviting them to become members of the Commission. If the Commission agrees, a motion to City Council to approve a revision of the Parks and Recreation Commission By -Laws is needed. Vice Chair Dawson stated that because this Commission serves an Advisory Commission and represents the Palm Desert residents, the following should be considered before a motion is presented: • Is the Commission recommending that these two entities be on the Commission knowing that they are contractors to the City? Would it get the wrong public perception? • What is the purpose; to seek the organization or a specific title and/or individual? • Will both agencies be official members of the Commission? PARKS AND RECREATION COMMISSION APPROVED MINUTES NOVEMBER 1, 2011 To the first concern, the City Manager, Mr. John Wohlmuth, responded that a conflict would only exist if money and/or contractual services are involved. If the agenda includes an item that affects any member directly, the individual cannot participate in that particular discussion. On the second concern, he stated that the City Council appoints individuals; therefore, each organization will be required to nominate the individual that will represent the organization. The Commission will then give its recommendation to the City Council for approval. Finally, Mr. Wohlmuth clarified that the agencies do not need to be official members of the Commission; they can be ex-officio members. This means that they can participate in the discussions, but they cannot vote on the motions. When asked to comment, Mr. Kevin Kalman of the DRD thanked the Commissioners for considering making the DRD a member of the Commission. He stated that their organization used to be a member of the Commission; therefore, he believes returning their organization as an official or ex-officio member would be beneficial. Mr. Rob Ballew of the YMCA shared the same sentiments and agreed with being an ex- officio member if it's what the Commission prefers. Commissioner Barnard was not sure how this would be a benefit, since both agencies have contracts with the City. Mr. Greenwood clarified that the DRD and YMCA provide recreational services to the City whether they have a contract with Palm Desert or not. Both agencies are being invited as providers, not as contractors. Commissioner Rodriquez asked if there was another reason for this change, since both agencies attend every meeting and are available to answer any questions and/or concerns the Commission might have. Staff stated that the benefit would be that both agencies would be allowed to provide input without restrain. Currently, they only participate in a discussion when they are asked to. Commissioner Kelly stated that the Palm Desert residents appreciate the work both agencies provide and believes the Commission would benefit from their participation. Chairman Guyer added that the main reason for this change is the lack of new park constructions. The Commission's role is changing to more of a programming role and the YMCA and DRD can assist. Vice Chair Dawson agreed that the both agencies should be allowed to participate in all discussions as ex-officio members of the Commission, but each agency must designate specific individual to represent them. Commissioner Hall added that it was important for the Commission to be viewed as inclusive, not exclusive. She asked if this could open issues with other groups and/or organizations that might want to be become part of the Commission. Mr. Wohlmuth clarified that the 1 PARKS AND RECREATION COMMISSION APPROVED MINUTES NOVEMBER 1. 2011 application process is opened year round to any individual and/or organization that wishes to become a member of the Commission. It is up to the Commission and the City Council to give its approval. The Commission concurred and recommended that the YMCA and DRD become ex-officio members of the Commission; each agency is to appoint a specific individual to represent them; and their absences are to be handled in the same manner as the absences of the official members. Mr. Wohimuth clarified that the initial motion needs to include a recommendation to the City Council to modify the Bylaws as recommended by City staff. Upon a motion from Vice Chair Dawson, second by Commissioner Kelly and a 6-1 vote of the Commission with Commissioner Barnard opposing, the above recommendations were moved forward to the City Council for approval. VI. CONTINUED BUSINESS NONE VII. OLD BUSINESS NONE VIII. PRESENTATIONS AND UPDATES A. CAHUILLA HILLS PARK PROPOSED BEGINNERS TRAIL WALK As requested in the previous meeting, Commissioner Kelly and Vice Chair Dawson joined Mr. Stendell on the beginners trail initial walk. The three agreed the trail was easy enough for beginners and incorporated all of the Commission's requests. Mr. Stendell will approach CVAG Trails Subcommittee to discuss the project's feasibility. B. DOG PARK USERS GROUP MEETING Mr. Stendell reported that last week's Dog Park Users Group Meeting included 15 attendees; a much lower attendance than the initial meeting, which included 50 attendees. The news that some areas will not be overseeded was received well. Some residents asked if they could form volunteer groups to help with the maintenance of the dog parks. In addition, a couple from Canada offered to donate money if they were guaranteed the funds would be used only for the maintenance of the University Dog Park. Mr. Stendell noted that none of the attendees were critical of the parks; on the contrary, aware of the changes in the level of service, they were looking for ways to help. 4 PARKS AND RECREATION COMMISSION APPROVED MINUTES NOVEMBER 1, 2011 C. FAMILY YMCA OF THE DESERT Mr. Ballew reported that the USA Swim Team, which starts today, included 20 participants. The DVL Water Polo, held on Saturday, October 29, 2011, at the Aquatic Center, included six high school teams and a total of 441 visitors. The concession stand is adding early morning coffee, juice, bagels and fruit on a trial basis and future plans include adding lunches for nearby businesses and/or a Swim & Eat Service. In December, an Idaho college will bring 16-20 swimmers for swim team classes and the Masters Water Polo Regional Tournament, which is scheduled in March, could bring up to 35 teams. The Desert Empire Insurance sponsored the Careforkids Program this Saturday, October 29, 2011, distributing new bikes and locks to 46 children throughout the Coachella Valley (23 from Palm Desert). In addition, 240 children are currently enrolled in this year's Flag Football, registrations for basketball are in process, and this year's Hoedown is Saturday, November 5, 2011, at the Agua Caliente Casino. Although bleachers were brought in for the DVL Water Polo, staff agreed more bleachers were needed to better accommodate visitors. With the type of events being scheduled at the Aquatic Center, staff believes purchasing the bleachers will be better than getting them from other organizations, since they can be used for other events. Vice Chair Dawson stated that the City's Newsletter has the Aquatic Center's opening hours listed inaccurately, since general admission does not open at the same than for the swimmers. The information needs to be clarified as soon as possible. Chair Guyer asked for any comments of why the annual pass is not selling well, but staff stated that this item will be addressed in the next meeting. The Aquatic Center's end of the month report was as follows: Daily Admission Numbers Transaction Type Description September 1-30 100 — Resident: 13-59 608 101 — Non Resident: 13-59 730 102 — Resident: Youth/Senior 424 103 — Non Resident: Youth/Senior 436 104 — Resident: 2-5 147 105 — Non Resident: 2-5 252 Total Admissions 2597 (45% Residence / 55% Non -Residence) Party Rentals 16 Lane Rentals 46 times per month 5 PARKS AND RECREATION COMMISSION APPROVED MINUTES _ NOVEMBER 1, 2011 Income $3,994.00 Rental $23,765.00 Admission $12,727.00 Program $3,230.00 Food $1,479.00 Beverage $77.00 Retail $45,272.00 Total Income D. DESERT RECREATION DISTRICT Mr. Jeff Ronci stated that this may be the last month the DRD uses its current reporting structure. He believes the new software, Active Communities, will bring more usable information to the Commission. Palm Desert is currently going through overseeding, so the October and November rentals have been affected. Because of the returning residents, there are a large number of walk-ins, but with the current software, it cannot be reflected in the reports. The New Volleyball Program is meant to teach children at an early age the basics of volleyball, so they can become interested in the sport by the time they reach high school. The Soapbox Derby will be held on Saturday, December 10, 2011, on Gateway Drive in Palm Desert. There will be two rally races and there is a currently a waiting list for the sponsored derby carts. Mr. Jeff Ronci presented the monthly facilities and programming reports as follows: Programs I Facilities Participation Reservations / Rentals Cycling 201 7 Zumba 3 Salsaerobics 5 Line Dancing 1 Ballroom Dancing 18 Belly Dancing 2 Swing & Salsa 14 Yoga 7 Beginning Ballet 6 After -School Club 67 Guitar Beg 8 Open Guitar Jam 4 Guitar Rock Solo 2 Karate Taekwondo 13 Tiny Tots 30 Dance Play 3 Family Music 1 M. PARKS AND RECREATION COMMISSION APPROVED MINUTES NOVEMBER 1. 2011 Volleyball 20 Skate Park 202 Bike Park 165 Tennis 1017 Civic Ctr Field 1-4 85 Freedom Field 1-3 57 Hovley Fields 122 Pavilion 1 13 Pavilion 2 11 Pavilion 3 11 Amphitheater 1 VIII. COMMISSIONER COMMENTS Chair Guyer stated that other cities have formed non-profit organizations and asked if the City could do the same to help with maintenance of the Palm Desert parks. Mr. Wohlmuth explained the process of forming this type of organization and noted that he would be hesitant to add a competing foundation to all the non-profit foundations in the valley. Chair Guyer stated that he would like staff to further research the item. Vice Chair Dawson has noticed miscellaneous items (i.e. tape) regularly hanging from the gazeboes. He asked what staff can do to allow residents to hang items without using tape. The Commission also asked if the deposit can be used when a pavilion is not left in a clean condition. Mr. Stendell responded that the problem lies in determining which group is the offender, since pavilions are regularly occupied. Staff will further research Vice Chair Dawson's request. The Commission was informed that the police evacuated the Civic Center occupiers on Monday night resulting in seven arrests. The occupiers will be allowed to use the park during the hours of operation, which is Dawn-11:00 p.m. The police will ensure that they stay off the premises after the park is closes. IX. ADJOURNMENT With no further business or discussion, and with the Commissioners' unanimous concurrence, the meeting was adjourned at 9:45 a.m. !06 W a A. nzalezcordin ecretary 7