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HomeMy WebLinkAbout2007-10-18 PRC MINSCity of Chula Vista Parks and Recreation Commission Minutes Wednesday - 6:30 p.m. Public Works Center Meeting called to order by Chair Searles at 6:30 p.m. Staff Present: Buck Martin, Director of Recreation Shauna Stokes, Assistant Recreation Director Brian Cox, Principal Recreation Manager Ed Hall, Principal Recreation Manager Joseph Gamble, Landscape Planner II Anthony Ramos, Recreation Supervisor III Ted Nelson, Recreation Supervisor III Elizabeth Kolata, Aquatics Supervisor II Karina Craig, Aquatics Supervisor I October 18, 2007 1800 Maxwell Road Guests: Joe Boehm, 2034 Mt. Langley, CV, CA 91910 - Joint Use Agreement & Tennis Courts George Walther Meade, CV Resident - Joint Use Agreement Don Salcido, CV Resident - Joint Use Agreement Diane Longaker- 1483 Elmwood Ct CV, - Joint Use Agreement Denis Vargas - 1543 Sonora Drive #237, CV - Joint Use Agreement Roll Call /Motion to Excuse Members Present: Commissioner Ramos (arrived at 6:37 pm), Commissioner Rios, Commissioner Cien - Mayer, Commissioner Searles, Commissioner Garza, Commissioner Chambers Members Absent: Commissioner Scott MSC Garza /Chambers to move Item 3a Introduction of Aquatic Supervisor I and Aquatic Supervisor II out of order. 3. a. Introduction of Aquatic Supervisor I and Aquatic Supervisor II - Mr. Martin (Director of Recreation) introduced Karina Craig, Aquatic Supervisor I and Elizabeth Kolata, Aquatic Supervisor Il. He provided background information on their education and work experience. Mr. Martin also introduced Mr. Guy Chambers, one of the Commission's newest members. A brief background on his experience was provided, and everyone welcomed Mr. Chambers to the Commission. 2. Approval of Minutes - a. September 26, 2007 - MSC Rios /Garza (Vote - 6 -0 -0 -1 with Scott absent) to approve minutes as presented. b. Joint Use Agreement between the City of Chula Vista and Sweetwater Union High School District for use of Rancho Del Rey Middle School facilities - Mr. Brian Cox Parks and Recreation Commission - October 18, 2007 Page 2 of 7 (Principal Recreation Manager) discussed the current Joint Use Agreement (JUA) between the City of Chula Vista and Sweetwater Union High School District for the facilities located at Voyager Park and Rancho Del Rey Middle School. He informed the Commission that this agreement was initiated in 1996 and expires in January 2008 and that provisions for an extension are contained in the agreement. Mr. Cox informed the Commission that on November 6 a meeting would be taking place between the City of Chula Vista and the District to review the proposed revisions from both the City and District and discuss consideration of renewal of the JUA. Mr. Cox discussed the main components and issues of the agreement. He also stated that one of the main advantages for the City in terms of renewing the JUA would be to utilize the facilities at Rancho Del Rey Middle School for the City's Middle School Program, which is a joint venture with the District. The renewal would be for a term of five years and would include use of the District's softball fields, classrooms, out -door basketball and lighted arenas and parking areas. Members of the Youth Sports Council (YSC) utilize the multi - purpose fields at the school (used during non - school hours). Members utilizing the fields are subject to the regular allocation process set in place by the YSC. Mr. Cox also informed the Commission that Rancho del Rey Middle School has indicated that its four softball fields would be taken out of service for a second consecutive year (2007 and 2008) in order for the turf to be allowed to rest and rejuvenate. This would have major impacts for the proposed use of the fields by youth sports organizations who are members of the Youth Sports Council. The Department is in the process of discussing and negotiating this issue with the school and district. Mr. Cox explained some of the proposed revisions to the JUA: Change school hours to reflect current school schedule, as the school schedule /hours are different today than they were in 1996. Current school hours are 7:15 a.m. - 2:40 p.m.; and Parks Department is requesting that maintenance of fields be changed to all -day Wednesday to provide the weekly maintenance to Voyager Park Mr. George Meade of Chula Vista who is from the Chula Vista Rangers spoke in support of the JUA between the City of Chula Vista and the District, and also asked that the Commission consider endorsing the renewal of the JUA. He stated that the community is in need of fields. Ms. Diane Longaker of Chula Vista and representative of AYSO spoke in support of the of the JUA between the City of Chula Vista and the District. She stated that these fields would accommodate many children that play soccer. Mr. Denis Vargas of Chula Vista and representative of Chula Vista Rangers spoke in support of the JUA between the City of Chula Vista and the District. He stated that these fields would provide many hours of use for children, and that soccer is one of the fastest growing sports today. He also asked that the Commission consider endorsing the agreement. Parks and Recreation Commission - October 18, 2007 Page 3 of 7 Mr. Don Salcido of Chula Vista asked who would control or be charged with ensuring that the fields are available to youth sports at their allotted time? Mr. Salcido also wanted to know if the Middle School, District or City would oversee and enforce the JUA, also coordination between entities would need to be discussed when fields are going to be closed down. He also stated that that this issue needs to be identified in the JUA and discussed with the District. He also asked if the November 6th meeting between the City and the District was open to the public. Mr. Cox (Principal Recreation Manager) responded that the meeting of November 6th was not being considered as an open meeting to the public; however input received at tonight's meeting would be shared with school and district. Mr. Salcido asked if the City votes on this agreement, and who would vote approving it? Mr. Martin (Director of Recreation) explained that once the JUA has been approved by all parties involved that it is then approved by the Board of the School District and signed by the Mayor of Chula Vista. Mr. Joe Boehm resident of Chula Vista informed the Commission that the JUA is a benefit to all parties involved if the provisions, rules and regulations in the Agreement are adhered to by everyone involved. In addition, everyone involved from the top executive of both entities to the individuals that open and close the gates need to be made aware of the provisions of the JUA (rules and regulations, times that the fields are supposed to be used by each entity, etc.). He expressed concern about how the distribution of information regarding a JUA is provided from the school district administration to the principal of the school, and school staff. He stated that if proper distribution of JUA guidelines is not distributed properly to all affected staff than a JUA is not effective. Commissioner Garza asked how many JUA does the City have within the District and with who? Mr. Cox responded that currently, there are agreements with the District which include: Rancho Del Rey Middle School and Voyager Park, East Lake High School and Chula Vista Community Park, and Chula Vista Community Youth Center that is located on the grounds of Chula Vista High School. Commissioner Garza suggested that there should be one master agreement between the City of Chula Vista and the school district for all schools. Commissioner Rios stated that he would prefer that the maintenance day of the fields be on Friday instead of Wednesday because of use of the fields by the sports organizations. Mr. Nelson (Recreation Supervisor III) stated that holding the maintenance day on Wednesday would not affect the youth sports organizations utilizing the fields. Ms. Agnes Bernardo (Parks Supervisor) stated that the maintenance day is all day because it would be used to spray pesticide if needed. Parks and Recreation Commission - October 18, 2007 Page 4 of 7 Mr. Nelson (Recreation Supervisor III) responded to Mr. Salcido's question about who ensures that the allotted time for field users is monitored and adhered to, and stated that it is difficult to ensure that users of fields adhere to their allotted time. He has been informed by some youth sports organizations that some schools continue to utilize the fields beyond their allotted time. Chair Searles stated that the JUA needs to be fair and equitable, and agrees that everyone from both entities needs to be made aware of the rules and times. The fact that some schools continue to utilize the fields when their time is up, is an issue that needs to be addressed. Commissioner Cien -Mayer asked if the Commission concerns and public concerns could be shared with the District at the meeting. Mr. Cox (Principal Recreation Managers) responded that they would be shared with the District. Commissioner Ramos stated that an operating aspect and mechanism of the JUA is missing, because it sounds like there's a document out there, but the operating aspect is not being adhered to, and enforcement is not being followed -up with. Who will oversee the operational mechanism of the agreement? If that mechanism were in place in the JUA then it would be a great JUA, but these issues need to be addressed. In addition, she suggested that a coordinator needs to be assigned to ensure that the operational mechanism of the JUA is being adhered to. Ms. Stokes (Assistant Recreation Director) thanked Commissioner Ramos for her suggestions and input. She further stated that the City's attorney develops a Two - Standard Party Agreement with an Exhibit. The exhibit of the Agreement would include the suggestions and detailed components of the JUA. Commissioner Garza thanked the representatives of the soccer leagues that attended tonight's meeting. He also noted that closing the fields in 2008 would not be acceptable, and approving the JUA is necessary. In addition, he also informed the Commission that because he is also part of the Chula Vista Rangers, he would be abstaining from voting on this item at tonight's meeting. MSC Ramos /Cien -Mayer (Vote 5 -1 -0 -1 with Garza abstaining due to conflict of interest and Scoff absent) to endorse the Recreation Department's intent to renew the joint use agreement between the City of Chula Vista and Sweetwater Union High School District for use of facilities at Rancho del Rey Middle School and Voyager Park. 3. Information Items b. Citizens' Leadership Academy Information - Mr. Martin (Director of Recreation) informed the Commission that the Mayor launched a Citizens' Leadership Academy (CLA), which encourages Chula Vista residents to become better informed about how the city is run. The Recreation Department made their presentation to the CLA on October 1 0'" at the Nature Center. Mr. Martin introduced Anthony Ramos, Parks and Recreation Commission - October 18, 2007 Page 5 of 7 Recreation Supervisor III, Elizabeth Kolata, Aquatics Supervisor Il, and Joe Gamble, Landscape Planner II and stated that they would be providing the presentation. Mr. Ramos (Recreation Supervisor III) and Ms. Kolata (Aquatics Supervisor II) provided an inter - active presentation, and had some of the Commissioners participate in the presentation by asking some of the most frequently asked questions of staff regarding recreation programming. Mr. Joe Gamble (Landscape Planner ll) discussed the aspects of developing a park, which components are placed in a park, etc. Mr. Gamble also discussed the citywide random telephone survey conducted in 2005, and shared the results of the survey. He further stated that this type of information helps City staff plan for the various components in parks, and provides a basis for prioritizing needed facilities. Mr. Gamble provided the Commission with an inter - active park planning kit, and asked them to develop a park with the all the components that the community would like to have in a park. Comments received from the Commission were mainly, "it is very difficult to add everything into a small space ". The Commission thanked staff for their presentation. 4. Unfinished Business: None 5. New Business: None 6. Written Communications: None 7. Commission Comments: Commissioner Chambers thanked staff and stated he looked forward to serving on the Commission. Commissioner Garza stated that the Parks and Recreation is an important part of the community. Commissioner Ramos asked when Otay Park would be open to the public. Ms. Agnes Bernardo (Parks Supervisor) responded that a tentative date is in January 2008 with a re -grand opening. In addition she stated that currently the Department is working out issues with the contractor with regards to the turf. Chair Searles talked about the HEAC Initiative and stated that when funds run out on HEAC, that everyone needs to be pro- active for this program so that it may continue and thrive. 8. Staff Comments - a. Recreation Monthly Report - Mr. Martin (Director of Recreation) reviewed the monthly report. b. Public Works Monthly Report - Nothing to report. Parks and Recreation Commission - October 18, 2007 Page 6 of 7 Public Comments Mr. Joe Boehm distributed copies of maps that indicate tennis courts available throughout the City. He noted that he printed this map off the City's web page. He also thanked Mr. Joe Gamble, Landscape Planner for providing him with a copy of the Parks and Recreation Master Plan. Mr. Boehm made reference to page 109 of the Master Plan which identified quality public resources. He stated that according to the tennis court map, there are 77 tennis courts listed available for public use. Sixteen of these tennis courts /sights fall under the purview of City of Chula Vista and all are well maintained. He noted that tennis courts listed under the school district are not available to the public as noted /implied on the map. They are supposed to be available to the public after hours as noted in the recreation brochure, and that is not true. He further noted that the JUA between the City of Chula Vista and the District for the courts is not being enforced, and it appears that the District is not adhering to the specifications as they are listed in the JUA. He also stated that the JUA for the tennis courts at Eastlake High is a perfect example of a poorly implemented and dysfunctional Agreement. There are 10 tennis courts, 8 of which are lighted. The JUA states that the City is to maintain and fund the lighting, and the District will maintain the court surfaces, repair fencing and install and replace wind screen and nets. Mr. Boehm further stated that these courts under the purview of the District are in disarray. This is a clear example of a poorly enforced JUA. In addition, he does not have access to them, as they are always under lock and key. He also noted that the tennis courts are not accessible to him or the public as noted in the map, and also went on to say that this was unacceptable because he is a taxpayer. Chula Vista residents would not approve paying taxes and paying an electric bill (for a private tennis academy) that is tied in with a tennis courts or fields that are supposed to be open to the public, and can not be used. He also noted that he was asked to leave the tennis courts at Southwestern College, and was ticketed, and also suggested that JUAs be placed on the City's or Department's web -page. He stated that it appears that the schools are entering into private agreements with individuals, and this leaves Chula Vista residents without the use of tennis courts as stated previously in the map provided. He noted that a Master JUA needs to exist between the District, Southwestern College, and the City for use of the facilities for soccer, tennis, aquatics, etc., since space for these activities are not available due to financial restrictions on the part of all affected entities. Commissioner Garza asked if the tennis courts at Southwestern College were ever utilized between them and the City, and suggested pursuing a JUA with them. Mr. Cox (Principal Recreation Manager) responded that the an Agreement did exist between the City of Chula Vista and the College, but that at the request of the college, it was ended one year early. Ms. Diane Longaker voiced her concern about the lack of watering at the parks and the dormancy of the grass at various park, in particular Discovery Park. Why is Discovery Park muddy in September and dusty and dry in January? She noted that in September pictures were taken of her daughter's soccer team at Discovery, and she was up to her calves in mud. She also asked about the irrigation plan the City has, and when and how much watering is done? Who determines to cut the watering, who oversees the plan, Parks and Recreation Commission - October 18, 2007 Page 7 of 7 and where can a copy of this plan be obtained? She also asked about hiring an agronomist from UCSD to conduct a study which could be part of their thesis. Ms. Agnes Bernardo (Parks Supervisor) responded that the grass is dormant in the fall /winter because the grass used, is Bermuda, which is durable. In addition, the City has a very successful watering system that is overseen by Parks Supervisor, Tom Class. Ms. Bernardo also explained that the City has three weather stations that provide staff with micro - climates throughout the City, and that determines how much watering would take place. Chair Searles requested that this item be placed on the next Agenda in November as information item about watering, cutting water usage, rotating fields and shutting fields down. Meeting adjourned at 8:30 p.m. to November 15, 2007 Margarita Cellano A,,,� e- p'g Q , _ Recreation Department 1 ��-✓