Loading...
HomeMy WebLinkAbout2011-10-20 PRC MINS City of Chula Vista Parks and Recreation Commission Minutes Thursday - 6:30 p.m. October 20, 2011 Public Services Building — 300 B129 276 4th Avenue Meeting called to order by Chair Jan Buddingh at 6:30 pm. Staff Present: Buck Martin, Director of Recreation Matt Little, Assistant Director of Public Works John Gates, Principal Recreation Manager Guests: Mark Twohey, Youth Sports Council 1. Roll Call/Motion to Excuse Members Present: Chair Buddingh, Commissioner Vogel, Commissioner Garza, Commissioner Chambers, Members Absent: Commissioner Serrano, Commissioner Cien-Mayer MSC Vogel/Chambers (6-0-0-0) approve absences 2. Oral Communications - none 3. a. Approval of Minutes of September 15, 2011 — MSC Chambers/Vogel to approve meeting minutes (Vote 4-0-0-2 with Serrano and Cien-Mayer absent) b. Approval of Concept of Enhanced Parks Maintenance Plan as proposed by the Youth Sports Council and the Parks Division of Public Works — Mr. Little (Assistant Director of Public Works) reported that the Presidents Committee of Youth Sports Council (YSC) and City staff met over a period of 4-months to develop an alternative funding source for supplemental park maintenance to 88.5 acres of sports fields that are allocated to the YSC. He explained that the Agreement was an alternative to an increase in park rental fees. The Agreement would be on a year-to-year basis. The Conceptual Plan was presented to the YSC general membership at their October meeting, and is expected be voted on at their November meeting. The Agreement outlines and identifies responsibilities by the YSC and the City. Mr. Little explained that that fields have deteriorated due to reduced maintenance, which is a direct result of budget cuts. He also shared that the City could not afford routine fertilizing, de- thatching, weeding or aerating. Regular maintenance of the fields is the goal, and would increase the quality of the fields and make them safer/playable longer. The Draft Program Framework and Draft Accounting Framework were reviewed as well. Listed are items discussed regarding the Agreement: • YSC would donate $1 66K to the City for weed/pest control, water, and de- thatching. • YSC would also provide fertilizer. • YSC would work on Sundays at designated parks on litter control during the summer months, and other projects could be added during the winter months. • The City agrees to aerate 2/year, verticut 1/year and apply fertilizer 4/year. Parks and Recreation Commission Meeting—October 20, 2011 2 Mr. Little also discussed the accounting framework and noted that the donation to the City by YSC would be placed in an account and those funds would be restricted only for the purpose of enhancement of the sports fields for the YSC. Mr. Little also discussed the process of expending the funds, which would require the signature of a pre-authorized representative the YSC. Mr. Martin shared that he was meeting Mr. McLaughlin from SUHSD to discuss joint-use agreements between the City and the SUHSD and the need for their resources by sports organizations. Mr. Twohey shared that the company where the fertilizer is purchased from is also providing field evaluation on the wear and tear of fields and soil. Four or five fields would be evaluated yearly. Commissioner Vogel inquired about YSC volunteering for litter control on Saturday evenings in addition to Sunday evenings. Mr. Little responded that this is a great suggestion for summer month park rentals, and that he would work with the YSC regarding this suggestion. Chair Buddingh asked that the staff report back at the November commission meeting with the results of the YSC membership vote, and also asked that the By-Laws be updated with the new duties to the YSC. Mr. Little shared the cost of participant per allocation period, and the cost per child for the buy-out option (for those parents that choose not to volunteer their time). The cost is $35 for buy-out, and cost per child per allocation period $22. Chair Buddingh asked for confirmation about the City not providing routine field maintenance of aerating, fertilizing, etc. Mr. Little responded that it was true, routine maintenance was not being provided because of budget cuts. Chair Buddingh noted that sod replacement is costly; therefore, field and soil consultant is an important component to the Agreement. He also asked if teams could donate funds to the City for field enhancements of a particular field, i.e., for example Discovery Park? Mr. Little responded that yes, donation for a specific cause could be donated and those fees would be used only for that cause. With regards to field and soil consultant, SIMPLOT, the vendor for the fertilizer informed the YSC that a representative would evaluate fields. Chair Buddingh asked that the commission be provided with SIMPLOT recommendations of field condition and repair costs, and also asked that the Agreement or Framework be updated to include "field consultant". Parks and Recreation Commission Meeting—October 20, 2011 3 Mr. Little responded that he would provide the Commission with that information as well. Commissioner Garza commended staff for their work on developing an agreement or framework, and approves of the year-to-year option of working with the YSC. Commissioner Garza also asked that staff returns with a report regarding the YSC By- Laws being updated and approved, the Council Report regarding the Agreement between the City and the YSC, and that the Framework or Agreement include: Change the by-laws, add field evaluation consultant, and flexibility on projects. Mr. Twohey shared that positive response has been received from the general membership regarding the Agreement, and that they would vote on it at their general meeting in November. He noted that the YSC is excited to able to assist the City with their field maintenance needs. Mr. Twohey also voiced his concern about the lack of park rangers available for monitoring the illegal field use, and also noted that he is very much aware about certain sports organizations contacting city councilmembers about field rentals. He also voiced his concern about schools in the district utilizing the fields without proper permits and/or not going through the proper channels for field rentals. The YSC is willing to purchase signs for parks that identify the municipal code for illegal use of fields. MSC Vogel/Chambers (4-0-0-2 with Cien-Mayer and Serrano absent) to approve and accept the report, approve the conceptual agreement, and endorse the plan, conditional on the approval of the agreement by the Youth Sports Council, change the YSC By-Laws, add field evaluation consultant, and flexibility on park projects. 4. Recreation Department Budget — None 5. Unfinished Business - None 6. New Business — None 7. Written Communications — None 8. Staff Comments - Recreation (Buck Martin) — None Public Works — Mr. Little provided information on Field Management Report. Commissioner Chambers asked how long fields are taken out of allocation for repair/maintenance. Mr. Little responded that they are rested for maintenance and repair during the summer when they grow, because fields are dormant in winter. 9. Commissioner Comments - Commissioner Garza shared that he attended the Recreation Public meeting held on September 22 and the October 6th Council Workshop and thought that they were informative. 1 0. Other - None Adjournment at 8:00 pm. to the regularly scheduled meeting of November 17, 2011 Submitted: ta,csic