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HomeMy WebLinkAbout2017-05-23 Special Mtg PRC Packet// CITY OF CHULA VISTA C4,(1trtio>A c uA V�sra Parks and Recreation Commission SPECIAL MEETING OF THE PARKS AND RECREATION COMMISSION OF THE CITY OF CHULA VISTA May 23, 2017 6:30 pm CALL TO ORDER Conference Room B128 Building C- 276 4th Avenue Chula Vista ROLL CALL: Commissioners Buddingh, Doyle, Fernandez, German, Gregorio, Soto, and Chair Garcia -Lopez, PUBLIC COMMENTS Persons speaking during Public Comments may address the Commission on any subject matter within the Commission's jurisdiction that is not listed as an item on the agenda. State law generally prohibits the Commission from discussing or taking action on any issue not included on the agenda, but, if appropriate, the Commission may schedule the topic for fitture discussion or refer the matter to staff. Comments are limited to three minutes. CONSENT CALENDAR The Commission will enact the Consent Calendar staff recommendations by one motion, without discussion, unless a Commission Member, a member of the public, or staff requests that an item be removed for discussion. If you wish to speak on one of these items, please fill out a "Request to Speak" form and submit it to the Secretary prior to the meeting. Items pulled from the Consent Calendar will be discussed immediately following the Consent Calendar. 1. INTRODUCTION OF TIFFANY KELLBACH, ADMINISTRATIVE SECRETARY FOR THE RECREATION DEPARTMENT STAFF RECOMMENDATION: COMMISSION HEAR THE INTRODUCTION 2. INTRODUCTION OF RYAN MICHEL, RECREATION SUPERVISOR II FOR THE RECREATION DEPARTMENT STAFF RECOMMENDATION: COMMISSION HEAR THE INTRODUCTION 3. APPROVAL OF JANUARY 19, 2017 MEETING MINUTES STAFF RECOMMENDATION: COMMISSION APPROVE THE MINUTES 4. APPROVAL COMMISSIONER SOTO ABSENCE FROM JANUARY � 99 M17 MEETING STAFF RECOMMENDATION: COMMISSION APPROVE THE ABSENCE -5a DARKS AND RECREATION cCOIv1Tl`�I[SSION MEE'T'ING DATES FISCAL YEAR 2017-2018 STAFF RECOMMENDATION: COMMISSION RECEIVE THE PARKS AND RECREATION COMMISSION MEETING DATES FOR FISCAL YEAR 2017-18 ACTION ITEMS The Item(s) listed in this section of the agenda ivill be considered individually by the Board/Commission and are expected to elicit discussion and deliberation. If you 11vish to speak on any item, please fill out a "Request to Speak" form and submit it to the Secretary prior to the meeting. 7. APPROVAL AND RECOMMENDATION TO CITY COUNCIL OF FISCAL YEAR 2017-2018 PROPOSED BUDGET RECREATION DEPARTMENT STAFF RECOMMENDATION: APPROVE AND RECOMMEND TO THE CITY COUNCIL FISCAL YEAR 2017-2018 PROPOSED BUDGET RECREATION DEPARTMENT 8. APPROVAL AND RECOMMENDATION TO CITY COUNCIL OF FISCAL YEAR 2017-2018 PROPOSED BUDGET PUBLIC WORKS DEPARTMENT STAFF RECOMMENDATION: APPROVE AND RECOMMEND TO THE CITY COUNCIL FISCAL YEAR 2017-2018 PROPOSED BUDGET PUBLIC WORKS DEPARTMENT 9. REVIEW OF COMMISSION GOALS AND APPROVAL OF PARKS AND RECREATION COMMISSION YEAR — END REPORT FOR FISCAL YEAR 2016-17 STAFF RECOMMENDTION: APPROVE THE COMMISSION YEAR END REPORT 10. SELECTION OF PARKS AND RECREATION COMMISSION CHAIR AND VICE -CHAIR FOR FISCAL YEAR 2017-18 STAFF RECOMMENDATION: SELECT CHAIR AND VICE -CHAIR FOR FISCAL YEAR 2017-18 Page 2 1 Parks and Recreation Commission Agenda May 23, 2017 OTHER BUSINESS 11. STAFF COMMENTS • CICLA VISTA — WALK+BIKE CHULA VISTA • CHULA VISTA COMMUNITY FUN RUN • OPERATION SPLASH • MEET ME AT THE PARK GRANT CAMPAIGN • HOUSING URBAN DEVELOPMENT(HUD) PARKWAY COMPLEX GRANT PROJECT 12. CHAIR'S COMMENTS 13. COMMISSIONERS'/BOARD MEMBERS' COMMENTS ADJOURNMENT to the Regular Meeting on July 20, 2017 6:30 pm at Conference Room B-129, Building C, 276 4th Avenue, Chula Vista, California. Materials provided to the Parks and Recreation Commission Belated to any open -session item on this agenda are available for public review in the Recreation Department Administration Office located at 276 4"' Avenue Building C, Chula Vista are available for review, during normal business hours. In compliance with the AMERICANS WITH DISABILITIES ACT The City of Chula Vista requests individuals who require special accommodations to access, attend, and/or participate in a City meeting, activity, or service, contact the Human Resources Department at (619) 691-5041 (California Relay Service is available for the hearing impaired by dialing 711) at least forty-eight hours in advance of the meeting. I declare under penalty of perjury that I am employed by the City of Chula Vista in the Recreation Department and that I posted this document on the bulletin board according to Brown Act requirements. Dated:5/19/17_ Signed:t�� heIL6aeh Page 3 1 Parks and Recreation Commission Agenda May 23, 2017 MINUTES OF THE SPECIAL MEETING OF THE PARKS AND RECREATION COMMISSION OF THE CITY OF CHULA VISTA January 19, 2017 6:30 pm The Special meeting of the Parks and Recreation Commission of the City of Chula Vista was called to order by Chair Maria Garcia -Lopez at 6:31 pm in Conference Room B129, Building C located at 276 4th Avenue — Chula Vista, California. ROLL CALL PRESENT: Commissioners Buddingh, Doyle, Fernandez (late), Chair Garcia - Lopez, German, Gregorio ABSENT: Commissioner Soto ALSO PRESENT: Recreation Director McClure Huckaby, Assistant Director of Public Works Quilantan, Principal Recreation Manager Farmer, Principal Recreation Manager Contreras GUESTS: Mark Twohey, YSC Representative Scott Waddle, YSC Representative PUBLIC COMMENTS: Mr. Waddle addressed the commission under item 5 CONSENT CALENDAR The Commission will enact the Consent Calendar staff recommendations by one motion, without discussion, unless a Commission Member, a member of the public, or staff requests that an item be removedfor discussion. If you wish to speak on one of these items, please fill out a "Request to Speak" form and submit it to the Secretary prior to the meeting. Items pulled from the Consent Calendar will be discussed immediately following the Consent Calendar. 1. APPROVAL OF NOVEMBER 17, 2016, COMMISSION MEETING MINUTES STAFF RECOMMENDATION: COMMISSION APPROVE THE MINUTES 2. RECREATION DEPARTMENT MONTHLY REPORT STAFF RECOMMENDATION: COMMISSION RECEIVE THE REPORT 3. APPROVAL OF COMMISSIONER HECTOR FERNANDEZ'S ABSENCE FROM NOVEMBER 17, 2016, MEETING STAFF RECOMMENDATION: COMMISSION HEAR THE PRESENTATION Page 1 I Special Meeting Parks and Recreation Commission Minutes January 19, 2017 4. UPDATE ON PARKWAY COMPLEX IMPROVEMENTS (SR. CIVIL ENGINEER JONATHAN SALSMAN) STAFF RECOMMENDATION: COMMISSION HEAR THE PRESENTATION 5. UPDATE ON PARK RANGER PROGRAM AND INTRODUCTION OF NEW PARK RANGER FRANK HERRERA STAFF RECOMMENDATION: COMMISSION HEAR THE PRESENTATION A motion was made by Commissioner German to approve consent calendar 1-5. Commissioner Doyle seconded the motion and it carried by the following vote, Yes: 6- Chair Garcia -Lopez, Buddingh, Doyle, Fernandez, German, Gregorio No: None Abstain: None ACTION ITEMS The Item(s) listed in this section of the agenda will be considered individually by the Board/Commission and are expected to elicit discussion and deliberation. If you wish to speak on any item, please fill out a "Request to Speak" form and submit it to the Secretary 6. PLAYING FIELD CONDITION ASSESSMENT AND ANTICIPATED EFFECTS OF MEASURE "P" FACILITATED IMPROVEMENTS STAFF RECOMMENDATION: ACCEPT THIS PUBLIC WORKS OPERATIONS DIVISION REPORT. Assistant Director Iracsema Quilantan gave a report on the playing field condition and anticipated effects of Measure "P" facilitated improvements. The report provided a summary of playing field conditions over the past three years and a review of the current Field Management Report. A summary of the anticipated impacts to playing fields as a result of Measure "P" facilitated improvements was also provided. Action: Commissioner German moved to accept the report to include Commissioner Buddingh's suggestion of playing fields with lights should be addressed first with Measure P funds. Commissioner Doyle seconded the motion and it carried by the following vote, Yes: 6- Chair Garcia -Lopez, Buddingh, Doyle, Fernandez, German, Gregorio No: None Abstain: None Page 2 1 Special Meeting Parks and Recreation Commission Minutes January 19, 2017 7. CONTINUE DISCUSSION OF PARKS AND RECREATION COMMISSION GOALS FOR FISCAL YEAR 2016-2017 STAFF RECOMMENDATION: COMMISSION CONTINUE DISCUSSION OF GOALS FOR FISCAL YEAR 2016-2017 Tabled. 8. CONTINUE DISCUSSION ON EACH COMMISSIONER MEMBER ASSIGNED TO A RECREATION FACILITY STAFF RECOMMENDATION: COMMISSION CONTINUE DISCUSSION AND SELECT A RECREATION FACILITY No further discussion or changes were made. OTHER BUSINESS 9. STAFF COMMENTS • INTRODUCTION OF SHAUN ELLIS, SENIOR RECREATION MANAGER • RECREATION DEPARTMENT STAFF RECRUITMENTS • FRIENDS • ASPIRE PRESENTATION 10. CHAIR'S COMMENTS — Parks and Recreation Commissioner interested in being our designate member of the Measure P Citizens Oversight Committee. Commissioner Doyle was interested and nominated. 11. COMMISSIONERS'/BOARD MEMBERS' COMMENTS ADJOURNMENT A Motion was made by Commissioner Buddingh to adjourn the meeting at 8:18 p.m. to the Regular Meeting on March 16, 2017, at 6:30 pm in Council Chambers, Building C, 276 4th Avenue, Chula Vista, California. Commissioner Doyle seconded the motion. k% TfffAny Kellbach, Administrative Secretary Page 3 1 Special Meeting Parks and Recreation Commission Minutes January 19, 2017 Kristi McClure Huckaby From: Emmanuel Soto <soto.musiceducation@gmail.com> Sent: Thursday, January 19, 2017 3:51 PM To: Kristi McClure Huckaby Subject: Re: Revised January 19 2017 PRC Meeting Packet Hi I risti ! . Sorry I won't be able to make it tonight. I've been sick all week. I was hoping to be better by today but it's better I rest. Thank you! Emmanuel On Thu, Jan 12, 2017 at 4:35 PM, Kristi McClure Huckaby <KMeClureHucicaby a,clhtulavistaca.€,ov> wrote: Good Afternoon Parks and Recreation Commission: Attached is the revised meeting packet for the January 19, 2017 Special Meeting of the Parks and Recreation Commission. Friendly reminder that the January meeting is being held in Conf Room B-129 of Building C. Please note item 46 with attachments is now included by Public Works Department/Operations Division. If you haven't already done so, please confirm your attendance, as to date, I only have heard from two commissioners. Thank you, I6-isti Kristi WcCCureY ucFZa6y Director of Recreation CPRS President City of Chula Vista, Building C 276 Fourth Avenue Chula Vista, CA 91910 t�S f/ CITY of CHULA VISTA Recreation Department Date: May 18, 2017 To: From: Subject Parks and Recreation Commission Kristi McClure Huckaby, Director of Recreation FY 2017-2018 Parks and Recreation Commission Meeting Dates For reference, listed below are FY 2017-2018 meeting dates for the Parks and Recreation Commission. The meeting dates are highlighted in blue. The Fiscal Year is from July 1, 2017 — June 30, 2018. Please place these dates on your calendar accordingly. I am also including non -meeting month dates and ask that these dates are also included in your calendars accordingly (in the event a meeting is required). A friendly reminder please, Commission meetings are held the 3rd Thursday of every -other month at 6:30 p.m. in City Council Chambers — Building A of the Civic Center. Please make special note that the July 20, 2017 and January 18, 2018 meetings will be held in Conference Room B-129 of Building C, because the Council Chambers are not available for those meetings. Please contact Commission Secretary Tiffany Kellbach if you are unable to attend a Parks and Recreation Commission meeting, or will be late to a meeting. Her office phone number is (619) 409-5979 and her e-mail address is tkellbach(Dchulavistaca.gov. Commission meeting dates for FY 2017-2018: July 20, 2017 (Note: Meeting location -Conference Room B-129 Bldg. C) September 21, 2017 November 16, 2017 January 18, 2018 (Note: Meeting location — Conference Room B-129 Bldg. C) March 15, 2018 May 17, 2018 cc: Richard Hopkins, Director of Public Works Iracsema Quilantan, Assistant Director of Public Works Tim Farmer, Principal Recreation Manager Gilbert Contreras, Principal Recreation Manager KM H/tk 276 1°ouith Avenue, Unfla Vista, CA 91910 Iv W m hUlaVi%laca.gov (619) 409-5979fax (Glib) 09-5 CONSTRUCTION & REPAIR (16761/16762) BUDGET CATEGORY FY2017 Adopted FY2018 Proposed Personnel Services $ 1,136,033 $ 11207,041 Supplies and Services $ 106,699 $ 89,410 Utilities $ 120 $ 126 TOTAL EXPENDITURES $ 1,242,852 $ 1,296,577 RECOVERY % 0.0% 0.0% CUSTODIAL (16763/16764) 'BUDGET CATEGORY FY2017 Adopted FY2018 Proposed Expenditures Personnel Services $ 1,488,704 $ 1,516,919 Supplies and Services $ 215,817 $ 148,689 Utilities $ 336,495 $ 2821866 TOTAL EXPENDITURES $ 2,041,016 $ 1,948,474 Revenues Use of Money & Property $ 9,000 $ 9,000 TOTAL REVENUES $ 9,000 $ 9,000 RECOVERY % 0.4% 0.55/o PARKS (16781/16783/16787) TOTAL EXPENDITURES $ 6,772,393 $ 6,679,594 !BUDGET CATEGORY FY2017 Adopted FY2018 Proposed Expenditures Other Revenue $ 1,749 Personnel Services $ 3,807,005 $ 3,742,335 Supplies and Services $ 6601213 $ 7011162 Other Expenses $ 4,500 $ 4,500 Non-CIP Project Expenditures $ - $ 18,700 Utilities $ 2,300,675 $ 2,212,897 TOTAL EXPENDITURES $ 6,772,393 $ 6,679,594 Revenues Other Revenue $ 1,749 $ 1,749 Use of Money & Property $ 220,000 $ 238,700 TOTAL REVENUES $ 221,749 $ 240,449 RECOVERY % 3.3% 3.6% SUMMARY OF DEPAE-CY DUB_ I TS , URCES Supplies and Services BUDGET CATEGORY ACTUAL ACTUAL ADOPTED PROPOSED - EXPENDITURES 131,027 123,657 206,796 Capital Personnel Expenses Salaries 1,152, 885 1,223,493 1,316,520 1,372,953 Hourly Wages 940,793 1,000,731 1,054,480 1,084,843 Overtime 2,698 3,308 5,201 5,302 Health Benefits 220,429 213,643 250,535 244,406 Retirement Benefits 415,956 457,403 509,273 498,571 Other Personnel Expense 68,974 82,996 37,045 92,472 Personnel Expenses Subtotal 2,801,735 2,981,574 3,173,054 3,298,547 Non -Personnel Expenses Supplies and Services 505,161 587,840 605,457 583,845 Other Expenses 78,299 131,027 123,657 206,796 Capital 11,432 2,438 12,692 2,523 Utilities 349,722 357,358 396,345 328,024 Non -Personnel Expenses Subtotal 944,614 1,078,663 1,138,151 1,121,188 TOTAL EXPENDITURES $3,746,349 $4,060,237 $4,311,205 $4,419,735 REVENUES Use of Money & Property 796,190 777,749 694,036 808,128 Revenue from Other Agencies 6,408 7,558 7,233 7,233 Charges for Services 1,308,527 1,353,023 1,399,067 1,472,810 Other Revenue 103,010 106,973 99,359 102,182 TOTAL REVENUES $2,214,135 $2,245,303 $2,199,695 $2,390,353 REVENUE RECOVERY % 59% 55% 51% 54% AUTHORIZED FULL TIME POSITIONS 17.00 17.00 17.00 17.00 sm f/ CITY OF CHUTA VISTA Recreation Department nnuaa Activity VvepoF City of GhWa Visf:a Boards & Commissions Parks and Recreation Cornmr ssion (FY 16117) HighNghts of Activities duving the past G iscai Year, The Parks and Recreation Commission brings expertise to share, which is a major contributor to the Comission's success. The Commission is diverse in education and perspectives. The Commission shares the common goal of advocacy for recreation programming, facilities, parks and park development. The Commission acts as an advisory capacity to the City Council in all matters pertaining recreation and parks. Throughout the year, the Commission received and reviewed information on the following: 1. Presentation by Deputy City Manager Kelley Bacon regarding the Olympic Training Center 2. Presentation by the Recreation Department and the YSC Presidents - Mission and History of Youth Sports Council 3. Recreation Department Overview Including Performance Measurements 4. Presentation on Asset Management Program 5. Presentation on the Cultural Arts Master Plan 6. Presentation on Age Friendly Communities and Healthy Chula Vista Initiative 7. Received presentation Music in the Park Summer Concert Series 8. Received report on Movies in the Park 9. Received a report on July Is Parks and Recreation Month 10. Received presentation on various park updates by Landscape Architect, Mary Radley 11. Recommended to the City Council approve the Otay Valley Regional Park (OVRP) Concept Plan Update 12. Recreation Department updates on events, programs, partnerships, and grants 13. Update on Housing and Urban Development (HUD) Parkway Complex Grant Project 14. Each Commission Member was assigned to a Recreation Facility 15. Playing Field Condition Assessment and Anticipated Effects of Measure "P" Facilitated Improvements 16. Received update on Cicla Vista — Walk+Bike Chula Vista, a SANDAG-funded campaign 17. Received update on Chula Vista Community Fun Run 18. Received an update on the Meet Me At The Park Grant campaign 19. Approval of Parks and Recreation Commission Year End Report for FY 2016-17 20. Election of Chair and Vice -Chair for Fiscal Year 2017-2018 Commission comments or recommendations to City Council: The Commission is grateful to staff for the presentations made throughout the year, to help educate the Commission on services provided by both the Recreation Department and Public Works Department. We as a Commission continue to support staff's innovative recreational programming talents, most notably in the area of health and fitness. The Commission continues to advocate for ongoing funding for recreation programming, including aquatics classes, outdoor recreation opportunities, especially as the community grows and the City is faced with meeting the ever increasing recreation needs of the community and demands for fields and facilities. This year, the Commission decided to increase their 276 Fourth Avenue,C hula Visa a, CA 91910 W1vW,i 1U1.AVi4tJC,3.goV } (619) 409- 41743 fax (619) 409-5925 Parks and Recreation Commission Annual Activity Report FY 16/17 2 engagement with community members. Each Commissioner is now assigned to a recreation facility. This allows the Commission to hear directly from participants regarding facilities and programming offered by the City. The Commission will continue to ensure that demands for future park facilities and policies developed in the Parks and Recreation Master Plan are addressed by staff and brought forward to the Council. The Commission continues to support expansion of recreational programs, and development and enhancement of parks in our underserved areas, especially in western Chula Vista. The Commission is concerned with the budget constraints and the demand and lack of availability of sports fields to serve the youth and adult sports teams. The Commission is concerned with the lack of future funding for park maintenance and Park Rangers. The Commission is looking forward to working with staff on the updated Parks and Recreation Master Plan, completion of Cost Recovery Study, and the development Measure "P" Funds for repairs/renovations to City recreation facilities, fields and parks.